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Article
Publication date: 5 June 2009

Heejung Kim and Hyewon Lee

Contrary to the development of digital libraries at Korean universities, which has been due to the progress of information technologies, university archives are in their…

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2538

Abstract

Purpose

Contrary to the development of digital libraries at Korean universities, which has been due to the progress of information technologies, university archives are in their early stages and are not fully using the digital environment. This paper aims to evaluate current trends and possible future directions of university archives in Korea via surveys (questionnaires) and interviews with university archives personnel.

Design/methodology/approach

Surveys (questionnaires) and interviews are made at 51 university archives in Korea. Questionnaires, based on university archives guidelines, include 27 questions in 6 categories: foundation principles, functions, process guidelines, facilities, acquisition and management, and access and services.

Findings

Basic foundation principles or process guidelines are not yet completely established. Administrative, preservation, and management functions are strong, but research and educational functions, and access and service functions are very weak. Use of information technologies and digital environment are poor also. Cooperation between internal and external institutions is not active. Future directions should address these weak points. Especially, information technologies can efficiently offer support for the development of university archives from the acquisition stage to the user services and preservation stages.

Originality/value

This investigation of current trends at university archives in Korea through questionnaires and interviews with staff members and archivists points to future directions for such archives, especially in the application of digital methods. The approach taken and suggestions made might be helpful for other university archives.

Details

The Electronic Library, vol. 27 no. 3
Type: Research Article
ISSN: 0264-0473

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Article
Publication date: 8 March 2011

Maitrayee Ghosh

The Foreign Affairs and International Trade Canada (DFAIT), Government of Canada, through Shastri Indo‐Canadian Institute, encourages Indian scholars for Understanding…

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1994

Abstract

Purpose

The Foreign Affairs and International Trade Canada (DFAIT), Government of Canada, through Shastri Indo‐Canadian Institute, encourages Indian scholars for Understanding Canada Faculty Research, Fellowships; the author visited Canada during March 2010 to study Canadian archival system, especially records management in archives in Ontario province; the driving rationale for the study was the realization that there existed very few or no archives and record management (ARM) programs in India. This study intends to report different types of ARM programs in Canada, with special reference to e‐records management, namely automation status, creation of virtual exhibits, preservation of digital images, metadata standard for e‐records, etc.

Design/methodology/approach

The author visited national, provincial and municipal archives and conducted unstructured interviews with archives staff/managers.

Findings

Records are considered as commodity and attempts to improve their management has necessitated a more integrated and controlled approach. In this study, it is noted that archivist and records managers have at present very little influence on policy implementation of archives and working under university librarian and less influence on decision making. All the university archives get a nominal amount from library budget. No separate budget for archives is available; modest budgets are allocated for rare book collection. The total archives concept in English Canada is based on the American system. The responsibility for collecting and copying its historical records fell to the government; with the so‐called convergence of technologies helping to fulfill new demands and rising expectations and to empower the end‐user. It was possible to establish very good relations with the archivists of these institutions and the author is keen to keep contact with them. It is expected that this study will serve as a building block to deeper examinations of broader issues such as the core competencies with respect to records management with special reference to e‐records management.

Research limitations/implications

The prime objectives were to overview the current state of active and passive record keeping in the Government of Canada and identify the core competencies required to build effective record keeping infrastructures in the digital environment that has emerged in most government institutions. During a period of one month, the author was able to visit only selected archives in Toronto and Ottawa. The archives in other parts of Canada are not included in this study due to time limit.

Originality/value

The paper presents a study of the archival system in Canada and its role and contribution towards promoting a knowledge society in Canada.

Details

Library Hi Tech News, vol. 28 no. 1
Type: Research Article
ISSN: 0741-9058

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Article
Publication date: 16 July 2021

Nkholedzeni Sidney Netshakhuma

This paper aims to assess the functions of the National Archives of South Africa regarding universities’ records and archives by comparing the University of the…

Abstract

Purpose

This paper aims to assess the functions of the National Archives of South Africa regarding universities’ records and archives by comparing the University of the Witwatersrand (Wits) and the University of Venda’s (Univen) implementation of the National Archives and Records Service of South Africa Act, No. 43 of 1996 (NARSSA) provisions 11 and 13, with the view of recommending best practice.

Design/methodology/approach

The quantitative research methodology was adopted. The data collection tool was a questionnaire completed by 34 heads of divisions, departments and units from the Wits and Univen, supplemented by a document review. Thus, the study population comprised universities’ heads of divisions, departments and units.

Findings

The National Archives of South Africa is not playing a role in providing advice to universities on how to manage their records and archives to fulfil their teaching, learning and research mandate, protect them from litigation and preserve their corporate memory such as records with national and international significance. Most of the respondents were not aware of the NARSSA provision 11 on the custody and preservation of records, and provision 13 on the management of public records. NARSSA lacks provision specifically for the management of university records. NARSSA appears vague about the management of university records, as it does not explain the legal definition of university records.

Research limitations/implications

This is a comparative case study limited to Wits and Univen. The shortcoming of this study is that the author did not provide relevant and detailed information for the article reader to fully understand the functions of the NARSSA provisions 11 and 13 regarding university records and archives at Wits and Univen, respectively.

Practical implications

The study recommends the South Africa legislature to review the NARSSA regarding records and archives’ role in the university. The researcher’s view is that reviewing existing NARSSA provisions 11 and 13 would provide universities with the responsibility of managing some of their national and international records. This might improve the management of records and this, in turn, would enhance the preservation of records.

Originality/value

This paper appears to be the first to review the functions of the National Archives of South Africa regarding the South African university’s records and archives.

Details

Global Knowledge, Memory and Communication, vol. ahead-of-print no. ahead-of-print
Type: Research Article
ISSN: 2514-9342

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Article
Publication date: 11 September 2019

Nkholedzeni Sidney Netshakhuma

The purpose of this study to investigate the relationships between South Africa (SA) universities and universities surrounding communities (USC) for preserving community…

Abstract

Purpose

The purpose of this study to investigate the relationships between South Africa (SA) universities and universities surrounding communities (USC) for preserving community histories and serve the universities’ mandate to support their local communities and support universities’ teaching and scholarship.

Design/methodology/approach

The study used a multiple case study approach through interviews. The population of the study comprised representatives from selected universities and their USC.

Findings

The findings revealed a lack of effective relationships between universities and USC to preserve communities’ histories. Hence, the communities’ archives are tools for teaching and scholarship. Relations between universities and USC are to be built on trust. Accountability and transparency are to be considered by both parties.

Research limitations/implications

The research is limited to selected SA universities, namely, University of Venda, Witwatersrand, Johannesburg, Pretoria and SA and USC. The findings are applicable to all SA universities and USC.

Practical implications

The relationship between universities and USC has a practical impact on the National archives of South Africa (NARSSA) to collect communities archives because it is in conflict with the mandate of NARSSA. The National Archives’ Act 43 of 1996 obliged NARSSA to collect and preserve communities’ archives on behalf of societies.

Social implications

Lack of universities and USC can lead to the loss of communities histories or archives.

Originality/value

This paper appears to be the first to research the relationship between SA universities and USC.

Details

Global Knowledge, Memory and Communication, vol. 68 no. 8/9
Type: Research Article
ISSN: 2514-9342

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Article
Publication date: 18 May 2018

Francis Garaba

This paper aims to focus on the need to ascertain harmony in records and archives management practices between the university archives, sports union and the various sport…

Abstract

Purpose

This paper aims to focus on the need to ascertain harmony in records and archives management practices between the university archives, sports union and the various sport clubs at the University of KwaZulu-Natal (UKZN) in an endeavor to establish whether these fugitive records are being captured.

Design/methodology/approach

Both quantitative and qualitative methods are used to investigate records and archives management practices in sport clubs on the Pietermaritzburg (PMB) campus, UKZN. Data are thus obtained through a questionnaire, interviews, observation and email correspondence. This triangulation of methods of data collection is designed to increase the validity and reliability of the results.

Findings

This study has established that there was much dissonance with regard to records and archives management practices and recommendations inter alia included their need for overhaul and the need for pro-activeness on the part of archivists to collect this heritage for future reference.

Research limitations/implications

This study is only confined to the UKZN, PMB campus and not the entire university that constitutes a limitation. The findings may assist university authorities as decision and policymakers to ensure that records and archives management practices in universities are overhauled to prevent further loss of records. The study has focused on one genre of records, namely, leisure records, and there is a need for a comprehensive study on the entire university’s record-keeping system.

Practical implications

This paper highlights the plight of university archives and reiterates the need for an urgent review by university authorities with regard to their management.

Originality/value

This paper has used a number of data collection techniques to ensure reliability and validity of the data gathered. Physically checking the collections in the university repository to establish gaps corroborated with the research findings in an effort to establish the underlying cause of poor archival development.

Details

Records Management Journal, vol. 28 no. 2
Type: Research Article
ISSN: 0956-5698

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Article
Publication date: 18 August 2020

Nkholedzeni Sidney Netshakhuma

The purpose of this study was to investigate the state of appraisal with regard to compliance with archives and records management legislations (ARML), the archives and…

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1003

Abstract

Purpose

The purpose of this study was to investigate the state of appraisal with regard to compliance with archives and records management legislations (ARML), the archives and records management policy (ARMP), reappraisal of records, capacity building, archives building and electronic records management (ERM) and to make a recommendation based on the research findings.

Design/methodology/approach

This study was based on the qualitative research technique. The research approach was a multiple case study comparing the previously advantaged and disadvantaged universities in South Africa.

Findings

The study found that ARML, ARMP, reappraisal of records and capacity building are essential for the appraisal of university records. The lack of appropriate appraisal theory/strategy led to a loss of institutional memory.

Research limitations/implications

This research was limited to the University of the Witwatersrand (WITS) and the University of Venda (UNIVEN). These two institutions are representatives of the state of archiving in South Africa.

Practical implications

This research will serve a benchmark for other South African universities, intending to implement systematic disposal of records in compliance with legislations and policies.

Social implications

Failure by universities to appraise records will lead to the loss of institutional memory. This implies that history of institution will be lost if necessary measures are not taken.

Originality/value

There is very little, if any, research on the appraisal of South African universities’ records. The outcome of this research will benefit universities that are seeking to develop and implement appraisal strategies.

Details

Aslib Journal of Information Management, vol. ahead-of-print no. ahead-of-print
Type: Research Article
ISSN: 2050-3806

Keywords

Content available
Article
Publication date: 14 October 2020

Nkholedzeni Sidney Netshakhuma

The purpose of this study was to examine the strategies for the preservation of archival materials in the International Council on Archives Section on University and…

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1314

Abstract

Purpose

The purpose of this study was to examine the strategies for the preservation of archival materials in the International Council on Archives Section on University and Research Institution Archives (ICA SUV) by the members and to make recommendations for the digital archival preservation to continue its accessibility during the national lockdown because of COVID–19.

Design/methodology/approach

This study is based on the survey conducted on the ICA SUV members during the national lockdown. The study used a survey research methodology through e-mails as data collection instruments.

Findings

The key findings revealed that most of the sections on university and research institution archives lack digitization preservation strategies and most of their records are not accessible online, as most of their collections are still preserved manually through the paper-based system; furthermore, archivists are not fully trained on digital management. The paper recommends universities to develop preservation strategies to migrate records from the paper-based system to electronic records management system.

Research limitations/implications

The population of the study comprised ICA SUV members, who responded to the survey. Therefore, the sample size and geographical spread were inadequate for generalization of the findings. In conclusion, the study demonstrated that accessibility of the archives was dependent on the quality of digitized archives.

Practical implications

This study demonstrates that the development of a preservation strategy enhances access to archival materials during the national lockdown because of COVID–19.

Social implications

This paper highlights the plight of university archives and reiterates the need for urgent digitization of their archives of universities all over the world.

Originality/value

To the best of author’s knowledge, this paper appears to be the first to review the responsibilities of archivists now and in the future as the result of COVID–19. This study is confirmed to be on the positive side of COVID–19 and change the archive sector by adapting to information communication technology.

Details

Digital Library Perspectives, vol. 37 no. 1
Type: Research Article
ISSN: 2059-5816

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Article
Publication date: 17 June 2021

Nkholedzeni Sidney Netshakhuma

This paper aims to assess how the South African National Standard (SANS) 15489 improves the importance and usability of the archives at the University of Venda (UNIVEN…

Abstract

Purpose

This paper aims to assess how the South African National Standard (SANS) 15489 improves the importance and usability of the archives at the University of Venda (UNIVEN) and the University of Witwatersrand (WITS).

Design/methodology/approach

Both quantitative and qualitative methods are used to assess how the standards improve the importance and usability of the archives. A total of 34 participants were selected to participate in the study; the choice of the population was because they are responsible for records management decisions in various divisions, departments and units. Data was obtained through structured interviews and observation. The study has established that there was much dissonance concerning records and archives management standards. Ethics approval was obtained from both the WITS and the UNIVEN research department. Informed consent was obtained from university staff members.

Findings

The research found that only the WITS adopted SANS 15489. This was shown by the availability of a classification system (file plan) and retention schedule while the UNIVEN did not value SANS 15489 standards to manage all records created.

Research limitations/implications

Although South Africa has 26 public universities, this study is only confined to the UNIVEN and the WITS. The researcher only focusses on the classification of records and disposal of records elements of SANS 15489.

Practical implications

The findings have practical implications in that they can be used for assessing the archives and records management programmes. Other related universities can also use the findings as a reference point in the planning of university archives and records management programmes.

Social implications

The findings were to assist the university authorities as decision and policymakers to ensure that records and archives management practices adhere to SANS 15489.

Originality/value

Few studies related to the assessment of records management programme in universities in South Africa is not yet fully conducted in South Africa public universities. This study could be a valuable input for universities to adopt SANS 15489 standards to develop and implement records management programmes.

Details

Collection and Curation, vol. ahead-of-print no. ahead-of-print
Type: Research Article
ISSN: 2514-9326

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Article
Publication date: 1 January 2006

Elizabeth Shepherd

The purpose of this article is to examine the historical development of archives and records management education in universities in England and review the state of…

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2245

Abstract

Purpose

The purpose of this article is to examine the historical development of archives and records management education in universities in England and review the state of research and teaching in the discipline in 2005.

Design/methodology/approach

Using a framework that draws on sociological attributes, the main text provides a historical analysis derived from primary and secondary sources, together with a brief overview of current educational provision for the discipline.

Findings

The article finds that graduate education in archives and records management has developed in the UK over a period of 60 years (1947‐2005) and is well established, with seven Master's‐level programmes offered across England, Wales, Scotland and Ireland, in a variety of learning modes (full‐ and part‐time, open learning, face‐to‐face) and from different perspectives and contexts (history, information science, digital preservation). The university research community in the discipline has developed more recently and needs to progress quickly and soundly to support the future intellectual life of the profession.

Research limitations/implications

The geographical scope is limited to the UK and focuses in particular on England.

Practical implications

The paper identifies some gaps in educational provision, for instance mid‐career cross‐domain research opportunities, and an apparent lack of interest in academic research by UK practitioners, which might be further investigated.

Originality/value

No study of the historical development of the academic discipline of archives and records management has previously been published.

Details

Aslib Proceedings, vol. 58 no. 1/2
Type: Research Article
ISSN: 0001-253X

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Article
Publication date: 23 September 2021

Tracy Chui Wan Ng, Dickson K.W. Chiu and KIng Kwan Li

This study explores the learning and career motivation of the students who have chosen archival studies as their major in their master's degree programs, which has scant…

Abstract

Purpose

This study explores the learning and career motivation of the students who have chosen archival studies as their major in their master's degree programs, which has scant prior research.

Design/methodology/approach

The authors use a qualitative interview method to investigate the students' opinions and underlying reasons. Nine students from the University of Hong Kong (HKU) and University of British Columbia (UBC), both members of the iSchools, were interviewed. Considering the responses and research questions, the authors applied content analysis techniques to summarize data gathering from interviews into five themes to better interpret the meanings behind them.

Findings

Despite different development stages of archives sectors in Hong Kong and Canada, the learning and career motivation factors of these students from both universities share some similar characteristics and can also be divided into intrinsic factors (such as personal interests, personalities) and extrinsic factors (such as prior working experience, working environment, nature of archives work and development of the archives field). Both intrinsic and extrinsic factors significantly influenced them in choosing archival studies as major in their graduate studies.

Practical implications

These findings can help educators and professions review and improve the curricula as well as promote the profession to the public and attract more people to pursue their studies in the archives field.

Originality/value

Scant studies discussed the career development and education motivation of archivists, especially related to Asia.

Details

Library Hi Tech, vol. ahead-of-print no. ahead-of-print
Type: Research Article
ISSN: 0737-8831

Keywords

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