The value of records and archives

The Value of Records and Archives

1. The Value of Records and Archives Gizelle DR. Dela Cruz , RL., LPT. Master of Library and Information Science

2. What is Records? Stored information made or received by an organization that is evidence of its operations and has value requiring its retention for a specific period of time.

3. The Value of Records Administrative Value Fiscal Value Legal Value Historical Value

4. Fiscal Value Records used to document operating funds and other financial processes. Administrative Value Records that help employees perform office operations. Legal Value Records that provide evidence of business transactions. Historical Value Records that document the organization’s operations and major shifts of direction over the years.

5. What is Archives? Facilities where records of an organization are preserved because of their continuing or historical value.

6. The Archival Values PRIMARY VALUES Administrative Fiscal Legal Historical SECONDARY VALUES Evidential Informational Intrinsic

7. Primary Values  Relate to purpose(s) for which records were created The assumption is that records are needed by records creators for a period of time, after which they are no longer needed by the records creators.

8. Secondary Values Information contained in records which is of interest not only to creator but also to researchers from a variety of fields of knowledge Information is often gathered originally for a purpose quite different from users to which the researcher will put the records.

9. Evidential Values Value of those records which are necessary to provide an authentic and adequate evidence of an organization's actions, functioning, policies, and/or structure. Evidential value relates to the document's creation and not necessarily to its content or informational about the activities, functions, and origins of its creator.

10. Informational Values That (unlike evidential value) is derived from the content information a document or record contains on people, places, subjects, etc.

11. Intrinsic Value is the archival term that is applied to permanently valuable records that have qualities and characteristics that make the records in their original physical form the only archivally acceptable form for preservation. Although all records in their original physical form have qualities and characteristics that would not be preserved in copies, records with intrinsic value have them to such a significant degree that the originals must be saved. The qualities or characteristics that determine intrinsic value may be physical or intellectual; that is, they may relate to the physical base of the record and the means by which information is recorded on it or they may relate to the information contained in the record. Records with intrinsic value may be retained for either their evidential or informational value.

12. The archivist is responsible for determining which records have intrinsic value. Ordinarily this determination is made at the series level. As in all other archival appraisal activities, context is the key to making these determinations and context is normally best preserved by considering the entire series. The archivist, however, also may determine that certain individual record items within a series have intrinsic value, especially those items to be retained because of special physical characteristics.

13. Qualities and Characteristics of Records with Intrinsic Value Physical form that may be the subject for study if the records provide meaningful documentation or significant examples of the form Aesthetic or artistic quality  Unique or curious physical features  Age that provides a quality of uniqueness  Value for use in exhibits 

14. Questionable authenticity, date, author, or other characteristic that is significant and ascertainable by physical examination General and substantial public interest because of direct association with famous or historically significant people, places, things, issues, or events  Significance as documentation of the establishment or continuing legal basis of an agency or institution  Significance as documentation of the formulation of policy at the highest executive levels when the policy has significance and broad effect throughout or beyond the agency or institution

15. “ Sometimes, you won’t ever know the true value of something until it becomes a memory”.

16. Thank you and God Bless !