This document defines key concepts in archive management and outlines the history and importance of archives. It discusses how archives have evolved from early cave paintings to today's digital records. Archives are collections of documents and objects selected for long-term preservation that provide evidence of historical events and activities. They are important because they tell stories, increase understanding of the past, and support research, history, legal rights and cultural heritage.

1. PRONCIPLES OF ARCHIVE MANAGEMENT

2. Objectives
⚪ Definitions of key concepts
⚪ History of records and Archives
⚪ Importance Archive

3. Archives
A collection of documents created or
gathered by one person or institution
and selected for long-term
preservation as evidence of their
activities.

4. Examples of Archives
Documents
Documents are a foundational
component of archives. They can
include letters, memos, reports, legal
records, diaries, and other written
materials that provide information
and evidence of historical events and
activities

5. Photographs
Photographs capture moments
frozen in time and add visual context
to historical narratives. In archives,
you will often find photographs
depicting people, places, events, and
everyday life, offering a glimpse into
the past.

6. Manuscripts
Manuscripts refer to handwritten or
typewritten documents. They can
range from literary works, such as
novels and poems, to personal
letters, drafts of speeches, and
historical manuscripts penned by
notable individuals.

7. Audiovisual Materials
Audiovisual materials encompass a
variety of formats, including audio
recordings, films, videos, and
multimedia presentations. These
materials provide a window into the
past through sound and moving
images.

8. Maps and Blueprints
Maps and blueprints are invaluable
resources for understanding the
physical layout of cities, buildings,
and landscapes. They offer insights
into urban development,
infrastructure, and historical land use
patterns.

9. Artifacts and Objects
Archives can also house physical
artifacts and objects that hold
historical significance. This can
include clothing, tools, artwork,
personal items, and cultural artifacts,
providing tangible connections to the
past.

10. Digital Records
In today's digital age, archives
increasingly include digital records.
These can range from emails,
databases, websites, social media
posts, and digital images, expanding
the range of materials available for
preservation and study.

11. Note
⚪ Archives are stored securely in a
separate room, called a strong
room
⚪ To identify the items you’d like to
see, one have to browse the
catalogue.
⚪ One can see original archival
documents only in a designated
room, called a searchroom or
reading room, once you have
registered as a reader

12. The History of Archive
Management
From the days of the early cave dwellers who
painted symbols onto stone walls through
today when citizens post their own digital
messages on Facebook walls, Human beings are
compelled to record their experiences,
using the tools and technologies available to them,
with the intent to share that information
with others.

13. Back in the 15,000 BCE
⚪ Long before the invention of the alphabet
and the written word, stories and sagas
were passed down by those who mastered
the skill of story telling and memorization.
⚪ A brief glimpse at record keeping practices
from 15,000 BCE to the present day
demonstrates that no matter how much
civilization develops, our desire to
remember and document remains the
same.

14. During the Ancient Times
⚪ Between 15,000 and 13,000 BCE, human
beings documented the animals involved in
their hunt for food through paintings on
the walls of caves.
⚪ Literature describes the caves not as
dwellings for humans but as “places (that)
could have served only as specially chosen
repositories for the secrets of a civilization.

15. Cont…
⚪ As far back as 8000 BCE, plain clay
tokens were utilized for
recordkeeping, probably to count
agricultural items such as grain or
cereal. By 4000 BCE, tokens
decorated with markings thought to
be used to record manufactured
goods appeared in settlements in
southern Mesopotamia.

16. Cont…..
Recordkeeping was used both for
commercial and religious purposes.
Records of land holdings, crop yields,
and taxes were made. Religious texts
were written and copied by scribes in
temples and were inscribed on
funerary equipment and papyrus

17. During the Civilization Era
⚪ As writing skills became more widespread,
the volume of information that needed to
be organized and stored grew. The
archives of Ebla (in Syria) ultimately
contained an estimated 20,000 clay
tablets. The archives are believed to have
been a repository for records about
economic matters, such as accounts of the
state revenues

18. Cont…
⚪ But they also contained royal letters,
law cases, and diplomatic and trade
contracts all organized on shelves
according to subject.
⚪ The information contained in these
tablets provided a glimpse into the
everyday life of the citizens of Ebla

19. in the Twentieth Century
⚪ After the recognition of the importance of
records and archives, several initiatives
and activities has been done to ensure
records are properly managed.
⚪ The establishment of records and archive
management program, policies, and
guidelines to segregate records of
temporary value from those that had
archival value.
⚪ Establishment of record centers and
archives
⚪ Development of systems that manage
records

20. Who can use archive
⚪ It was once thought that archives
were just for academics. This is no
longer the case,
⚪ Students and academics still use
archives when writing their
dissertations, books or journal
articles.

21. ⚪ Television programmes have
greatly increased the popularity of
archives for family history
research. It has been argued that
this increases people’s sense of
identity and well-being.

22. • Local history researchers carry
out research to gain a better
understanding of the area in which
they live.

23. Artists and designers have used
art and design archives to inspire
their work.
Businesses use archives for
marketing purposes.

24. Solicitors, town planners,
developers and architects use
archives when considering how to
manage the built environment,
restore buildings or plan new ones.

25. Journalists often use archives to
research their stories or obtain
copies of archival documents to
illustrate their stories or obituaries

26. Archives can even be used as
evidence in hearings on human
rights violations, such as the post-
apartheid Truth and Reconciliation
Commission (South Africa).

27. Why Archives are Important
Archives are important because;
⚪ They provide evidence of activities
⚪ Tell us more about individuals and
institutions.
⚪ They tell stories.
⚪ They also increase our sense of
identity and understanding of
cultures.
⚪ They can even ensure justice.

28. Why Archives are Important
Promoting Social Memory and
Identity
Archives contribute to the formation
of social memory and identity. By
preserving documents and artifacts
that reflect collective experiences,
archives help communities connect
with their past, strengthen their
sense of belonging, and shape their
future.

29. Support History
Archives aid in historical
reconstruction by providing a
comprehensive and reliable record of
the past. They enable historians and
researchers to piece together
narratives, trace societal changes,
and understand the roots of current
events.

30. Protecting Legal and Property Rights
Archives are essential in protecting
legal and property rights. They house
legal documents, land records,
contracts, and other official records
that validate and safeguard
individual and collective rights.

31. Documenting Cultural Heritage
Archives are guardians of cultural
heritage. They collect and preserve
materials that reflect the history,
traditions, languages, customs, and
artistic expressions of diverse
communities, contributing to the
preservation of cultural identities.

32. Supporting Research and Scholarship
Archives provide rich and valuable
resources for researchers and
scholars. By offering access to
primary source materials, archives
enable in-depth investigations,
critical analysis, and the
development of new insights and
theories.