Municipal Professionals Academy 24 July 2014 You’re Worth It – Keeping Historical Records and Available Funding 1.

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Presentation transcript:

Municipal Professionals Academy 24 July 2014 You’re Worth It – Keeping Historical Records and Available Funding 1

This session concerns preservation of historical records: value in preserving historical records peculiar needs encountered in preserving records resources for assuring preservation of historical records for ongoing use

Historical Records Preservation Why is this important?

Records’ Purpose and Value Records facilitate performance of business. Records are the “memory” of a city government. Records document policies, actions, communications, transactions, thus afford evidence of the performance of official city business.

 Some records’ value diminishes to such extent that those records are no longer needed as evidence of city business.  Some records remain permanently valuable for the purposes for which they were created  Some records become valuable for purposes other than those for which the records were originally created. Records’ value changes over time:

Records Life Cycle National Archives and Records Administration, Disposition of Federal Records: A Records Management Handbook (

Library and Archives Canada, Records and Information Life Cycle Management ( lac.gc.ca/eng/services/government-information-resources/information-management/Pages/records-information-life- cycle/introduction.aspx)

Records Life Cycle 1. Creation or receipt of records 2. Active record use through completion of matters documented by the records, with retention of inactive records for legal compliance, fiscal need or administrative reference 3. Records disposition a) Records destruction once routine legal, fiscal and administrative usefulness or need is past b) Permanent preservation as ARCHIVES due to historical value

Historical Records Preservation What is needed?

Some preservation considerations Historical value Uniqueness Accessibility Risk of loss  Format  Condition  Technology obsolescence

Preservation Resource Needs Technical resources Financial resources

Technical resources Consultants/service providers IHRAB State Archivist Published sources

Some considerations for selecting preservation solutions Enhanced preservation and access Legality Technical ability to preserve Methods Long term sustainability of solution Affordability

Financial Resources Local budget Donations/contributions Collaborations Grants

Selected Archives and Records Management Informational Resources Archives preservation grant assistance: State Historical Society of Iowa (SHSI) - Historical Resource Development Program (HRDP) Local government records management resources: Iowa League of Cities records retention schedule National Association of Government Archivists and Records Administrators (NAGARA) hnical_Bulletins (includes bulletins developed in collaboration with International Institute of Municipal Clerks) hnical_Bulletins International Records Management Trust (IRMT)

Some professional associations offering online technical resources: National Association of Government Archivists and Records Administrators (NAGARA) ARMA International Society of American Archivists Preservation/conservation service providers and informational resources: Northeast Document Conservation Center (NEDCC) Canadian Conservation Institute (CCI) US National Park Service (NPS)

Government archives and records agencies with online technical resources: National Archives and Records Administration (NARA) National Archives of Australia Library and Archives Canada See also the archives services of numerous other jurisdictions

For further information: Jeffrey L. Dawson, CA Deputy State Archivist Iowa Department of Cultural Affairs Historical Division (State Historical Society of Iowa) 600 East Locust Street Des Moines, Iowa