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From Life Cycle to Continuum: Assuring Research Use of Records and Archives

This presentation explores the digitality of records and archives and the proactive approach required for nonstop access and continuum. It discusses the nature of records as primary sources, the frameworks of continuum, and the motivation behind recordkeeping fundamentals. The talk also examines the limitations in the use of records, the importance of representative systems, and the need for archival intelligence.

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From Life Cycle to Continuum: Assuring Research Use of Records and Archives

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  1. From Life Cycle to Continuum assuring research use of records and archives Marjo Rita Valtonen University of Tampere IASSIST/IFDO 2009 / B3 Tampere May 27 2009 27.5.09 MRVTAMPEREEN YLIOPISTO Hallinto

  2. . • digitality of records and archives • enables nonstop access • questions custodial structures • requests proactive and continuum approach 27.5.2009 MRVTAMPEREEN YLIOPISTO Hallinto

  3. content • nature of records • records as primary sources • frameworks of continuum • proactive approach • AMS • summary 27.5.2009 MRVTAMPEREEN YLIOPISTO Hallinto

  4. motivation • recordkeeping fundamentals: • to support civil rights to control public authorities • to implement transparency in decision-making • the reletionships between research needs and appraisal criteria in selection of archival records • Archival Science (2007) 7, Archiving research data 27.5.2009 MRVTAMPEREEN YLIOPISTO Hallinto

  5. nature of records • authentic evidences of • business processes • legal rights and responsibilities • organisational activities & social realities • selected building blocks of • organisational & social memory • cultural heritage contradictions 27.5.2009 MRVTAMPEREEN YLIOPISTO Hallinto

  6. creation capture maintain/use appraisal/selection preservation/destruction (re)use conception/appraisal creation capture maintain/use appraisal/selection preservation/destruction (re)use life cycle(s) - continuum 27.5.2009 MRVTAMPEREEN YLIOPISTO Hallinto

  7. records as primary sources • user perspective • unique & versatile sources • laborous and time-consuming to use • theoretical perspective • selection of ’the right’ records for future researh use • recordkeeping perspective • creation of continuous usability 27.5.2009 MRVTAMPEREEN YLIOPISTO Hallinto

  8. National Archives - only 10-20% of all - selected material - over 30 years old + on-line finding aids + digitalisation of collections originating agencies + 100% of records + main part is public limitations in use legal, privacy, technical research sites use of representative systems needs ’archival intelligence’ (Yakel et Torres 2003) 27.5.2009 MRVTAMPEREEN YLIOPISTO Hallinto

  9. frameworks of continuum • holistic multidisciplinary knowledge • standardised recordkeeping and best practices (ISO RM Standard15489 -1 & 2) • administrative and standard requirements for technical solutions (for instance MoReq specifications) • cleaver metadata • building a complete archival repository (OAIS) 27.5.2009 MRVTAMPEREEN YLIOPISTO Hallinto

  10. proactive approach • information and recordkeeping policy • appraisal and preservation principles (100% -15% - 1%) • metadata specifications • description principles and practices • clever metadata - ”create once, use many times” • creation & sharing metadata between business systems, recordkeeping systems and archival systems • interoperability • metadata broker 27.5.2009 MRVTAMPEREEN YLIOPISTO Hallinto

  11. Evans et al 2005 27.5.2009 MRVTAMPEREEN YLIOPISTO Hallinto

  12. AMS • a Finnish proactive rekordkeeping plan • required by Archives Act • guides the continuum life cycle of records • is based on analyses on functional processes • gives retention schedules for records 27.5.2009 MRVTAMPEREEN YLIOPISTO Hallinto

  13. summary • IT - description practises • Web 2.0, Office 2.0 • tagging / folksonomy vs metadata / taxonomy • appraisal – ranking contents • content creator – access restrictions • …”towards decentralised curation, radical user orientation, and broader contextualisation…” (Huvila 2008) 27.5.2009 MRVTAMPEREEN YLIOPISTO Hallinto

  14. references • Adams O’Neill, M. (2007)m Analyzing archives and finding facts: use and users of digital data records, Archival Science (2007), 7:21-36. • Bailey, S. (2008), Managing the Crowd, rethinking records management for the web 2.0. world • Corti, L. (2007), Re-using archived qualitative data – where, how, why? Archival Science (2007), 7:37-54. • Evans, J., McKemmish, S. & Bhoday, K. (2005), Create Once, Use many Times: The Clever Use of Recordkeeping Metadata for Multiple Archival Purposes, Archival Science, vol 5, nr 1, 2005. 17-42. • Huvila, I.(2008), Participatory archive: towards decentralised curation, radical user orientation, and broader contextualisation of records management, Archival Science (2008) 8: 15-36. • McKemmish, S.,Piggot, M., Reed B. & Upward, F. (2005), Archives: Recordkeeping in Society. • Sunqvist, A. (2009), Search Processes, User Behaviour and Archival Representational Systems,Mid Sweden University: Sundsvall. • Upward, F. (2005), The records continuum, in Archives: Recordkeeping in society, eds McKemmish, Piggot, Reed & Upward.197-222. • Yakel, E. & Torres, D. A. (2003), AI: Archival Intelligence and User Expertise, American Archivist, Vol 66, Nr 1, Spring/Summer 2003. 51-78. 27.5.2009 MRVTAMPEREEN YLIOPISTO Hallinto

  15. thank you / kiitos! Marjo.Valtonen@uta.fi 27.5.2009 MRVTAMPEREEN YLIOPISTO Hallinto

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