What Is the Function of the National Archives of Australia - Case Study Example

Records Continuum : National Archives of Australia National Archives of Australia (NAA http://www.naa.gov.au/index.aspx ) is the one official archive that works for the maintenance of the records that are held with the Commonwealth of Australia. Working with the documents, records and data of the Commonwealth, the archive is making sure that the very important documents are available for the coming generations of Australia. It is only through these official records that the complete transactions, workings and activities of any public institution are recorded. The availability of such data for the benefit of the public is imperative to ensure complete lucidity and responsibility by those who hold offices. (National Archives of Australia, 2001). While the main role of the National Archives of Australia is to maintain the archives and the records, it also performs the duty of presenting the nation with the Information Management Policy. It is through its comprehensive role in both these regards, that the Archives have the clear role of the maintenance as well as the availability of the records to each and every citizen; be it for their personal interest, accountability of public offices, or a simple understanding of the role of these public institutions. By reading assigned materials and listening to the lectures, I learned that NAA manages records by using Records Continuum Model. In this paper, at first, I’ll briefly point out the differences between two data managing models, which are Life-Cycle and Records Continuum. Secondly, I’ll take a look at NAA’s websites and discuss how they practice the continuum theory in a real world. The continuum theory is based completely on an integrated approach; an approach that unifies cultures and standards for the pursuers of the records. This is done by examining the mentioned approach for the sustenance of the data in the archives, the documentation of contexts and relationships between records and contexts, sentencing on creation and public access. Differences: Life Cycle vs. Records Continuum There are two major perspectives on recordkeeping which are record life-cycle model, and the Records Continuum Model. According to McKemmish et al (2005) the key difference between the life cycle model and the records continuum model is that each stage of the life cycle is conceptualized as a one-dimensional space in the former. Recordkeeping or archiving processes take only that stage perspective in consideration. Irrespective of which dimension is in focus (creation, capture, organization or pluralization) when working with the records continuum model all the other dimensions are present. The life-cycle model sees record as existing with a linear and decreasing grade of usage/activity that ends up with the decision whether the record should be destroyed or preserved, which occur when the record is no longer by the creating organization. The Records Continuum Model states that records exist in a continuum space-time, and that records never are finished in their creation, they are in continuous change. The use of records could within the continuum model vary and shift from inactive to active at any moment. Records Management of NAA It seems like there is no break between the ‘current’ and ‘archival’ records in National Archives of Australia. Records managers and archivists work together for the integration of recordkeeping and archival process. McKemmish, has recognized the integrated approach that is based on the continuum model as the best possible for the maintenance of such records. The approach allows for unified work between the archivists and the records managers, so that the best-practices by both of them are joined together for the preservation of the records. When both the archivists and the record managers are working together, they can easily bring together a body of data that is reliable for its authenticity, credibility and responsibility. Thus the completeness of records as well as the reliability of them cannot be questioned, which is one of the basic premises of adopting the continuum model approach. As a result of this integrated and unified collaboration, a collective understanding of the data emerges in terms of context, content, background and future value of the data. Such data, be it used digitally or on paper, provides a solid ground for the work to be conducted by the researchers. Since the archivists and record managers are working together, they are able to bring out smoothness in the data where the past is consistent with the present and the present is consistent with the future. Such data, for its rock-solid base and continued consistency, can exist in a dynamic atmosphere and while it will be flexible with the changing times, for that is its quality, it will also be consistent and credible through the years. The National Archives of Australia also sheds light on how the data and the records are maintained in its premises: “Structured or semi-structured information that enables the creation, management and use of records through time and across domains. Recordkeeping metadata can be used to identify, authenticate and contextualize records and the people, processes and systems that create, manage, maintain and use them” (National Archives of Australia, 2008). The Records Continuum Model is the basic structure upon which the method for the data-keeping at the Archives was developed. Through a process that has been checked and gauged through repeated processes, the data is maintained in a fashion that captures the essence off documents and works on them as if they were organic materials, flexible to their changes over the years and working in regard to them. While in the life-cycle process, the data is considered as something belonging in the past, this one treats data as something futuristic. For example, if a record cannot be used as evidence, accountability is not assured (Reed, 2005). According to Cox (2001) the credibility and integrity of any document can be maintained only if its background attributes and content are known and kept intact and available to the researchers. The background and context must contain the complete backdrop of any particular document and should be complete in its details. The Records’ relation to transactions is what makes records different from information in general and what enables the evidential functionality of records (Reed, 2005). Through these processes that are requisites for the maintenance of the data, a body of data comes forward that can be relied upon for its completeness and is also authentic for the use of the generations to come. The data will be maintained in the best of authority for as long as it is needed and will enable a unification of information for all those who want to learn. NAA supports ‘sentencing on creation’ whether or not some organization is using an electronic system for recordkeeping (National Archives of Australia, 2007). Sentencing on creation makes it possible for the Archives to keep the records intact and to ensure their safety for as long as the data and records are needed. The Records Continuum Model recommends decision about preservation already when records are created to be able to prepare the records to possible fields of applications. The Records Continuum Model emphasizes that the operational value of records changes over time in a more or less linear fashion. According to the life-cycle approach on the other hand the decision of preservation or destruction should take place when the record has passed the semi-active or inactive phase. NAA makes their records available to public and outside organization. Their role of providing the records for the access to public through their database and through all means at their disposal is very important. The Record Continuum Model presents the view of a use of a record from an individual perspective to a societal perspective, but the life cycle model does not take this question into consideration at all. The Record Continuum Model’s perspective where a record is continually changing implies that new need and the certain requirements on the record may be included or added when the need arises. Conclusion The archiving of the records of the state were initiated from the time when the states confederated however, the advices and the dwelling on the issue took some time for the people in authority to come to some sort of agreement. In the initial stages the record keeping were carried out through the old ways. The professors and historians of the era who took up the task of record keeping, travelled throughout Europe to investigate ways that were employed by them to arrange the record. It was due to the ideas and works of Ian MacLean that the arrangements for record keeping were made-up and arranged in a manner that is even today considered of utmost use and importance. The two approaches that are taken for the balancing and keeping up of records are extremely different and while the desired end-results for them are same, the techniques differ greatly. One, the life-cycle method, seeing the past as an entity in itself while the other, Records Continuum Model, seeing past as a living breathing entity that at every time and stage affects and moulds the present and the future. The life-cycle approach takes the records and data as something static and the approaches that they apply for preservations of the data are clearly defined. The stages for the preservation of records in the life-cycle procedure are well-defined and cannot be changed. In the work done on these relics and old records, the archivists and data managers are not consulted; in fact the complete preservation process is done before and then the completed data and record is handed over to them. This method is also defined as being passive and inactive. Considering all basics and essentials, this method is used to preserve the past as it is and to keep it fitting as a past relic only. On the other hand, the Records Continuum Model is seen as a preservation of history in accordance with its value and importance for the present generation and for the generations to come. It focuses on the management of records especially in this digital era. The model does not see archiving and data preservation as a record maintaining process. Instead, it is a living, breathing process of data management. The continued historical and current value of it is analyzed and importance is given to all aspects of it. Archivists and record managers play a vital and important role in the preservation of this data. Thus, seen in comparison, both methods have their own benefits and disadvantages. While some of the relics might not be able to stand the alterations needed for this digital age, it might be a good idea to work on them with the life-cycle model. On the other hand, there are some of the data and historic records that must be kept up with time for people to have an understanding of them by the present and coming generations. The National Archives of Australia, as explained above, employs the method of Records Continuum Model for its preservation of historic data. Since the youth approaches the archives for a better understanding of the data made available to them about the history of Australia, it is imperative that the Archives use the Records Continuum Model. To begin with, this will allow the followers and readers of the data to analyze it in its context and historical perspectives. While this perspective is of utmost importance for the data to be intelligible, it also lends credibility to the data and makes it more interesting for the pursuers. For the data to be pursued relentlessly by the avid readers and for it to be cited and referenced, it is again imperative that the data be creditable and factual. Another important facet of the data and record archives available at the National Archives of Australia is that there is a continuous flow of the data from the archival to the present data and records. The archivists and data and record mangers work in collaboration at the National Archives to achieve this result. This scientific coming together of data has also enabled the record keepers to enjoy a more arranged data set-up and has also facilitated the visitors to the archives in an amazing manner that was not possible before. Going through the records of the archives, one learns that the method of maintaining data at the archives has been developed solely from the Records Continuum Model. The Electronic Records to be maintained need and extremely integrated approach for it to be successful. The frameworks, approaches and control need to be integrated in order for them to emerge into best practices. This will result in a unified criterion for the records and archives to be measured against. This approach will in itself result in cost-effective measurements, client-satisfaction and an overall increased performance. The approach will also result in: “Common culture: common understandings and expectations among creators, users, custodians and administrators on the values and functionality of documents, records and archives; Common standards: consistent terminology and procedures to make the records continuum regime easier to maintain and interface throughout the records movement and the recordkeeping processes; Information sharing: mutual use of best practice criteria, policies and standards in business processes that operate independently throughout the procedures and processes of business management; Co-ordination: negotiation and exchange of records management policies permitting separate but independent management to respond to each other’s needs and limitations; Collaboration: partnerships of creators, users, custodians and administrators in the implementation of integrated frameworks and policies as well as accountability for society.” (An 2002) The modern approach to archives and maintaining of records in this manner is extremely important due to the above mentioned reasons. The integrated approach results in an integrated and unified front in the nation, and enables them to have a common understanding of their past and all things related to their past, due to the attested and credible nature of the provided material, a sense of relationship with it and a sense of belonging also develops amongst the nation. Thus, in itself the National Archives of Australia is playing a pivotal role in keeping the society integrated in face of the much diversity that are a part of the nation’s composition. The fact that the integrated archives and the work in this regard dates back to the time when the states declared themselves a Commonwealth of Australia, makes the archives and the data presented by the archives even more accurate and worthy of regard in terms of it being a monument of national integrity. Reference An, Xiaomi. (2002). A Chinese view of Records Continuum methodology and implications for managing Electronic Records, UK: University of Liverpool. Read More