Chapter 7 : Organization & Access of Information – Quick Review

Record Centers (RC)

  • Facility for temporary storage of active & semi-active records
  • Key features: current/recent documents, regular retrieval/updates, scheduled destruction/archiving
  • Types: National, Departmental, Commercial

Categories of Records in RC

  • Semi-current: occasional reference; stored temporarily; final action—destroy, archive, or update
  • Non-current: no daily use; long-term/legal/historical value; preserved or transferred to archives

Common Record Types

  • Administrative, Financial, Human Resources, Legal/Compliance, Medical/Health, Operational/Technical, Government/Public Sector

Archives

  • Facility for permanent preservation of historically significant records
  • Features: long-term storage, strict preservation, organized for research
  • Acquisition methods: Transfer, Donation, Exchange & Loans, Legal Deposit, Purchase
  • Purposes: Historical preservation, legal reference, research, cultural identity, accountability, future planning

Retrieval Tools & Finding Aids

  • Retrieval tools = systems guiding users to locate & obtain records; primary tool: Finding Aids
  • Core functions: provide context, describe scope/content, outline arrangement, facilitate access, enable precise retrieval
  • Types: Inventories/Catalogs, Indexes, Guides, Registers, Databases/Digital finding aids
  • Importance: faster retrieval, enhanced accessibility, supports research, preserves historical integrity, aids archival management

Bibliographic Control in RC & Archives

  • Systematic organization, description & retrieval of recorded information
  • Activities: Repository management, Search room/reference area, Finding aids & publications, Preservation services
  • Three stages: Intellectual control, Physical control, Finding aids

Principles Underpinning Finding Aids ("Respect des Fonds")

  • Principle of Provenance: keep records by creator
  • Principle of Original Order: maintain original arrangement
  • Benefits: preserves authenticity, boosts research efficiency, prevents confusion, supports legal integrity

Access to Information

  • Reference/Search department manages user services & search room
  • Key services: user registration, ordering/returning records, reference library support
  • Access levels: Open, Restricted, Closed — balance availability, security & preservation