Standards > Records Management
|Schrock, Nancy Carlson and Mary Campbell Cooper. Records
in Architectural Offices: Suggestions for the Organization,
Storage and Conservation of Architectural Office Archives.
Cambridge, Massachusetts: Massachusetts Committee for the
Preservation of Architectural Records, Third Revised Edition,
"A document is recorded information regardless of medium
or characteristics and has three components: a physical base
(clay tablets, papyrus, wood, parchment, paper, film, computer
tape, laser disks); an impression on the physical base, made
by either manual or mechanical means (such as a pen on paper
or an electrical impulse on computer tape); and information
conveyed by the impression upon the base. 'Document' is the
usual archival term for a single item."
Trudy Huskamp Peterson, "Using the finding Aids to Archive
and Manuscript Collections," in: Teaching bibliographic
skill in history: a sourcebook for historians and librarians,
ed. Charles a. D'Aniello (New York: Greenwood Press, 1993),
"Records are all documentary material, regardless of physical
form or characteristics, made or received and maintained by
an institution or organization in pursuance of its legal obligations
or in the transaction of its business." Records are unique.
They result from the activities of the institution." (Peterson,
p. 267.) All records are documents, but not all documents are
Documents, Primary Sources, Manuscripts and Archives Tutorial,
and Archives, Yale
University Library, New Haven, CT.
Management, National Archives & Research Administration,
Library of Congress.
There are many, though similar, definitions of records management.
One common one is "the field of management responsible
for the systematic control of the creation, maintenance, use,
and disposition of records." From the Federal perspective,
it is the planning, controlling, directing, organizing, training,
promoting, and other managerial activities involved in records
creation, maintenance and use, and disposition in order to
achieve adequate and proper documentation of the policies
and transactions of the Federal Government and effective and
economical management of agency operations.
Records include all books, papers, maps, photographs, machine-readable
materials, or other documentary materials, regardless of physical
form or characteristics, made or received by the Society and
in connection with the transaction of public business and
preserved or appropriate for preservation as evidence of the
organization, functions, policies, decisions, procedures,
operations, or other activities of the Society or because
of the informational value of the data in them.
Records management addresses the life cycle of records, i.e.,
the period of time that records are in the custody of the
Society. The life cycle usually consists of three stages:
- Creation or receipt
- Maintenance and use
- Disposition or inclusion in Archives
Tools for maintaining and using records include file plans,
indexes, controlled vocabularies, taxonomies, data dictionaries,
and access and security procedures. The main tool used to
manage the disposition of records is the records schedule.
Evidence in Hand: Report of the Task Force on the Artifact in
Library Collections, Council on Library and Information
Resources, November 2001.
"While the report mostly considers printed paper objects
such as books, newspapers, and ephemera, The Evidence in
Hand is worth reading by all records professionals because
it seriously and rather evenhandedly evaluates the difficult
question of the maintenance of originals that may be deteriorating
or that have been reformatted to enhance their accessibility."
"Certainly the loss of so much of our documentary heritage
due to the technical problems of modern recordkeeping will do
more to make our records inaccessible for the purposes of accountability,
memory, and evidence they were intended to provide."
Independence, and Text in the Information Age, First
Management Program (MMP), National Park Service
The Museum Management Program (MMP) is part of the National
Center for Cultural Resources Stewardship and Partnership
Programs that provides national program support functions
for park resources and advises the Associate Director, Cultural
Resource Stewardship and Partnership in Washington, DC, on
policy. MMP supports development and coordination of servicewide
policies, standards, and procedures for managing museum collections,
including natural, cultural, archival and manuscript materials.
Handbook, Part I: Museum Collections, Museum
Management Program (MMP), National Park Service
This document provides guidance on, and outlines procedures
for, museum record keeping, including accessioning, cataloging,
loans, deaccessioning, photography, and reporting annual
collection management data.
Handbook, Part II: Museum Records, Museum
Management Program, National
- Appendix D: Museum Archives and Manuscript Collections
- Appendix K: Photography (PDF file)
- Appendix L: Bibliography (PDF file)
Caring for Collections Across Australia, Heritage
Collections Council, 2000
This set of practical guidebooks is designed by the Council
for use principally by non-conservators who are working with
Australias cultural heritage. The guidebooks are also
a teacher-friendly resource which can be used in professional
development workshops. Many of Australias most experienced
conservators have been involved in researching, writing and
editing reCollections, through the Conservation Training Australia
consortium, led by Artlab Australia, which first developed
the package, and through the Collections Management and Conservation
Working Party of the Council.
Registration step by step: when an object enters the museum,
CIDOC Fact Sheet 1, prepared by the
International Committee for Documentation of the International
Council of Museums ( ICOM-CIDOC), July 2000.
Management Software Review Comparative Analysis,
Canadian Heritage Information Network (CHIN), Canadian Heritage.
"Collections Management Software Review is meant to
assist museums in integrating in-house systems into their
institutions and to encourage them to take advantage of the
growing availability, cost effectiveness and user friendliness
of current software. This Review represents the third edition
in an ongoing series of evaluations of collections management
software for museums. Its intention is to outline the suitability
of specific software to museum discipline, collections size,
museum functions, and hardware and software environment. It
also analyzes vendor reliability, support requirements, customization
possibilities, costs and more. The Review also ensures that
the software meets CHIN and international standards and allows
for importing and exporting data."
Records and Records Disaster Mitigation and Recovery: An Instructional
Guide, 1999 Web Edition, National
Archives and Records Administration, Library of Congress.
for the Recording of Monuments, Groups of Buildings and Sites,
ratified by the 11th ICOMOS General Assembly, held in Sofia,
Bulgaria, from 5 to 9 October 1996, ICOMOS.