1 Università degli Studi di Padova Giorgetta Bonfiglio-Dosio Associazione Nazionale Archivistica Italiana Professionalism in Archives (Trieste, 2007 October 17th)

2 What professionalism needs the archivist? Who’s the archivist? In the past Today, in contemporary world Who does the archivist wants to be? Where does the archivist works? Administrative/civil context Cultural/historical context Basic questions

3 These questions are vivaciously discussed by Italian and international community: Warsaw, 2006 may. Why? Because now there are some important changes New technologies Changes of state organizations Evolution of society More request of culture

4 How can I answer to these questions? I think that it is suitable: To quote the Code of Ethics for archivists (Beijing 1996) by International Council of Archives ( (that helps to define who’s the archivist and what is the work of the archivist) To precise that archival activity is scientific and situated on an elevate level

5 Code of Ethics for archivists Art. 1- «Archivists should protect the integrity of archival material and thus guarantee that it continues to be reliable evidence of the past» A. Physical preservation > knowledge of technologies (building, maintenance of records back and restoration of analogical and digital records) B. Intellectual preservation > knowledge of archives and their creators; knowledge of institutional history and juridical context (ISAD-G and ISAAR-CPF) A. Juridical value of archives > relevance into corporate bodies and organizations (ISO 15489) B. Historical value of archives > knowledge in historical fields

6 Before I comment on this article of Code I must preliminary remark When we talk about professionalism of archivist we must precise: 1. the archivist is a civil servant of elevate level 2. in order to do this work the archivist must have specific »Knowledge »Competences »Skills

7 The analyze of archivist’s work I will analyze different activities of the archivist and recognize knowledge, competences and skills I must precise that every archival activity is scientific and requires theoretical support The work of archivists is in the same time administrative and cultural

8 a. Physical preservation: what needs? Knowledge of requirements for physical preservation: building, infrastructures, tools, possibilities for restoration It is not indispensable that the archivist has a specific knowledge; but he/she must know the problems and know what technicians ask to The archivist have to have especial skills: ability to collaborate with the specialists of different fields and with others institutions involved in archival management (architects, engineers, restorers, etc.)

9 b. intellectual preservation: what needs? The archivist must respect the original order of archives, that was decided by the creator The archivist must know institutional history of the State where the archives were created Therefore: –He/she must have juridical mentality –He/she must know juridical context, concrete rules, but also bureaucratic uses, that can be different compared with the rules

10 What must study the historical archivist? Not only archival sciences, but also History, but especially history of institutions Palaeography Diplomatics Law (especially history of law and juridical historical ordinaments) Historical languages (anciently used in country where the archives were created) New technologies (to describe historical archives)

11 And contemporary archivist or records manager? Always in addition to archival sciences: Administrative organization of different institutions Internal dynamics of institutions and work flows of specific institution where he/she works Diplomatics of contemporary records Law (both general and specific) Administrative language New technologies (to create the records keeping system connected to work flow and administrative requirements of organizations)

12 The archivist’s mission in traditional context To manage and preserve the records and guarantee that they are always authentic i.e. trusted sources of legal rights and historical witness But in the past the records were written on permanent supports, now the digital records must be continuously managed to maintain their own readability (project InterPARES about the long term preservation of authentic electronic records:

13 Code of ethics: art. 2 «Archivists should appraise, select and maintain archival material in its historical, legal and administrative context, thus retaining the principle of provenance, preserving and making evident the original relationships of documents» Theoretical presuppositions: 1.Archives are an unitary whole > profession of archivist is unitary > records continuum 2.The work of archivist is very important for society, for people living together both to organize current records and to preserve historical records

14 Code of ethics: art. 3 «Archivists should protect the authenticity of documents during archival processing, preservation and use» The authenticity of documents is assured by their insertion into the archives that are preserved, cared for and managed by archivists The archives are a public service which assures that documents created by an institution (public or private) are intact and thus fide digni

15 In the past frequently There were two distinct professional figures: –Archivist responsible for conservation of ancient documents –Records manager responsible for management of current documents But archives are one and unitary > archivist must be responsible for the whole archives (moreover now archivists talk about “records continuum” especially in digital archives) During the different phases of life of documents archivist do different activities

16 Requirements for archivist Consequently archivist must have: Deep knowledge of archival theory that can/must direct the practices Clear awareness of the mission of archives Specialized (not exclusive) competences on current or historical material It is very dangerous to separate administration from history, present from past, creation from preservation

17 Other danger  Historical archivists cannot be passive, i.e. they cannot wait for documents created by others and only preserve the documents that others consign to them  They must participate to creation of records and give to the organization guide-lines for correct records management into the organization In fact …

18 Archives are not a warehouse; they are a service

19 What do archives serve to?  To authentically know situations and administrative precedents  To plan the future, to individuate objectives considering resources  To check attained goals  To prove the rights and to preserve the certainty of rights  To maintain memory of single people and society

20 ISO (2001) International Standard Organization Information and documentation - Records management part I: general part II: guide-lines

21 What is ISO’s standard? It is some rules fixed by International Standard Organization, i.e. a federal organization between different States It is a rule technically derived by agreements and suggestions of specialists It defines policies and guide-lines The scope is to provide guidance on managing records of originating organizations, public or private, for internal and external clients

22 Part 1 Applies to the management of records, in all formats or media, created or received by any public or private organization in the conduct of its activities or any individual with a duty to create and maintain records Provides guidance on determining the responsibilities of organizations for records and records policies, procedures, systems and processes Provides guidance on records management in support of a quality process framework to comply with ISO 9001 and ISO Provides guidance on the design and implementation of a records system Does not include the management of archival records within archival institutions

23 Part I «Is intended for use by - Managers of organizations -Records, information and technology management professionals -All other personnel in organizations -Other individual with duty to create and maintain records»

24 Why is this standard important? Because it is an international standard and it is a universal point of reference for archivists in the world. Afterwards everyone must apply it to his/her organization in respect of particular requirements

25 «4. Benefits of records management» 1.To conduct business in an orderly, efficient and accountable manner 2.To deliver services in a consistent and equitable manner 3.To support and document policy formation and managerial decision making 4.To provide consistency, continuity and productivity in management and administration 5.To facilitate the effective performance of activities throughout an organization

26 6.To provide continuity in the event of a disaster 7.To meet legislative and regulatory requirements including archival, audit and oversight activities 8.To provide protection and support in litigation including the management of risks associated with existence of, or lack of, evidence of organizational activity 9.To protect the interests of the organization and the rights of employees, clients and present and future stakeholders

27 10.To support and document current and future research and development activities, development and achievements, as well as historical research 11.To provide evidence of business, personal and cultural activity 12.To establish business, personal and cultural identity 13.To maintain corporate, personal or collective memory

28 If we agree on the fact that archives are a service … Code of Ethics art. 4 «Archivists should ensure the continuing accessibility and intelligibility of archival materials» Code of Ethics art. 6 «Archivists should promote the widest possible access to archival material and provide an impartial service to all users» Code of Ethics art. 7 «Archivists should respect both access and private, and act within the boundaries of relevant legislation»

29 Consequences Access can be: –for administrative aims by the inside of organization by others organizations by private people to protect their interests –for scientific aims Archivists must ensure an impartial service respecting principles of democratic transparency and considering that scientific research is human right recognized by European Union

30 European Union Bill of fundamental rights (2000/C364/01) The art. 42 provides for the right to access to administrative records

31 The access is possible if there is an archival service that fixes rules and guidelines The right to access is limited by: defence of State’s secret (always more restricted in democratic States) respect to personal data that can create discriminations, but not only …

32 E.U. Bill of fundamental rights Art. 7 The respect for private and family life is a fundamental right of man, because respects human dignity Art. 8 Every person has the right to dispose of his/her personal data and can demand that data are loyally managed for determined aims, only if the interested party gives consent. The article establishes also the rights of interested party National organizations that exercise the control must be independent authority

33 E.U. Bill of fundamental rights Art. 11: provides the liberty of expression as fundamental right Art. 13: arts and scientific research are free. They have public importance and can be aided by particular rules.

34 Code of Ethics art. 10 «Archivists should promote the preservation and use of the world’s documentary heritage, through working co-operatively with members of their own and other professions»

35 For users (administrative and scientific) Archivists must be impartial In this activity also the archivist must be not passive, i.e. he/she cannot only answer to the asks of the researchers), but must promote cultural knowledge and access to archives and transmit the records The archivist must guarantee the intelligibility too. Thus he/she must create specialized finding aids

36 The intelligibility of archives is guaranteed by scientific activity of archivists on finding aids the activity of archivists consists in: seeing understanding describing

37 COMMITTEE on descriptive standards Guidelines for the preparation and presentation of finding aids The principles which govern the preparation of finding aids are: To provide access to archival material by communicating information about them to users To produce accurate, consistent and self explanatory finding aids to represent the context and content of the archival material being described by applying the rules of multilivel description

38 The application of the guidelines will result in finding aids which will: Facilitate the retrieval and exchange of information about archival material Enable the sharing of authority data Make possible the integration of finding aids from different repositories Information systems on archival material

39 STANDARS International Standard for Archival Description (general) International Standard Archival Authority Record for –Corporate Bodies –Persons and –Families

40 The ability of archivist To choice the finding aid which is must suitable to the situation where he/she works Code of Ethics art. 9 «Archivists should pursue professional excellence by systematically and continuously updating their archival knowledge and sharing the results of their research and experience» The choice of finding aids is –a scientific activity –an administrative strategic activity: responsibility

41 Code of Ethics art. 5 «Archivists should record and be able to justify their actions on archival material» The guidelines of ICA talk about “the intellectual responsibility (institutional or individual) for the finding aid”

42 What formation? There are in Europe old and new opportunities to create archival professionalism especially in academic context, according to “Bologna process” In the experimental phase the “client” can be disoriented by so many opportunities of Universities

43 How can we appraise the proposals of the Universities? If we share the conviction that the archival sciences are not sufficient to create an archivist, we must appraise: –what teachings about context the Universities offer –what critical capacity they create –what abilities they develop in students –What scientific relations they have with others research centres or other Universities in the world

44 Usually we must regard: Teaching is a direct consequence of the research Therefore we must verify if the teaching is supported by research activity

45 Others two factors The growing importance of ethics Code of Ethics art. 8 «Archivists should use the special trust given to them in the general interest and avoid using their position to unfairly benefit themselves or others» The considerable function of Associations as subjects charged of duties on the formation, professional training an updating

46 The Associations : Verified if the traditional formation maintain her validity in new digital contexts too Proposed new matters to discussing during the formation Organized courses Stimulated international meetings and agreements Supported the professionalism of archivists in every context Promoted the recognition of archival profession

47 Positive aspects of academic formation Cooperation between different disciplines Teaching supported by research Flexibility both on planning new proposals and on creating mentality of students International dimension, which we needs now

48 Dealing with contemporary innovations Archivists transformed critical points into strength: The growing complexity of creators of archives is confirming that traditional archival practices and tools, supported by theory, are more and more valid and indispensable The use of new technologies needs archival competences

49 Finally I think that we must work for: Obtaining more cooperation between us Creating an effective international community, which allows us to use in our countries a shared scientific methodology and a common language Developing (all together) policies, guidelines, tools I wish you that our work is profitable to society and can enrich us (intellectually – I mean – but money too is welcome!)