the preservation and administration of private archives: a ... · the preservation and...

The Preservation andAdministrationof private archives:a RAMP study

General Information Programme and UNISIST

United Nations Educational,Scientific and Cultural Organization

PGI-84/WS/6

Original: English

Paris, 1984

—.— —.. —

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O r i g i n a l : E n g l i s h PGI-84/WS/6PARIS, 1984

THE PRESERVATION AND ADMINISTRATIONOF PRIVATE ARCHIVES:

A RAMP STUDY

p r e p a r e d b y

Rosemary E . Se ton

General Information Programme and UNISIST

U n i t e d N a t i o n s E d u c a t i o n a l ,S c i e n t i f i c a n d C u l t u r a l O r g a n i z a t i o n


T h i s d o c u m e n t i s t h e p h o t o g r a p h i cr e p r o d u c t i o n o f t h e a u t h o r ' s t e x t

R e c o m m e n d e d c a l a l o g u e e n t r y :

Se ton , Ros emary E .

T h e P r e s e r v a t i o n . a n d a d m i n i s t r a t i o n o f p r i v a t e a r c h i v e s :a RAMP s tudy / p r epar ed by Ros emary E . S e t on Cfor VneqGenera l In f o rmat i on Programme and UNISIST . - Par i s : Unesco ,1 9 8 4 . - 6 8 p . , 3 0 c m . ( P G I - 8 4 / W S / 6 ) .

z - TitleI I - Unesco Genera l In f o rmat i on Programme and UNISISTI I I - Records and Archives Management Programme (RAMP)

oc U n e s c o , 1 9 8 4


PREFACE

The Division of the General Information Programme of Unesco, in order to better

meet the needs o f Member S ta tes , par t i cu lar ly deve loping countr ies , in the spec ia l ized

areas of records managemsnt and archives administration, has developed a long-term

Records and Archives Management Programme - R A M P

The RAMP programme reflects the overall themes of the General Information

programme, and thus inc ludes pro jec t s , s tudies , and o ther ac t iv i t i es in tended to :

1 . Promote the formula t ion o f in format ion po l i c ies and p lans

( n a t i o n a l , r e g i o n a l a n d i n t e r n a t i o n a l ) .

2. Promote and disseminate methods, norms and standards for

in format ion handl ing .

3 . C o n t r i b u t e t o t h e d e v e l o p m e n t o f i n f o r m a t i o n i n f r a s t r u c t u r e s ,

4 . Contr ibute to the deve lopment o f spec ia l ized in format ion sys tems in

the f ields of education, culture and. communication, and. the natural

a n d s o c i a l s c i e n c e s .

5 . Promote the t ra in ing and . educat ion o f spec ia l i s t s in and users o f

i n f o r m a t i o n

The present study, prepared by Rosemary E . Seton under contrac t wi th the

International Council on Archives (ICA), is intended to make more widely known

and understood the basic problems involved in ensuring preservation and access to

an inva luab le in format iona l and cu l tura l resources - the arch ives o f non-governmenta l

i n s t i t u t i o n s a n d o r g a n i z a t i o n s , The s tudy presents the f indings o f a survey o f such

a r c h i v e s l o c a t e d i n a w i d e v a r i e t y o f r e p o s i t o r i e s i n 2 8 c o u n t r i e s i n a l l p a r t s o f t h e, . n a t i o n a l , r e g i o n a l a n d . i n t e r n a t i o n a lworld, and recommends a programme of action at the

leve l s to promote the preservat ion and more e f fec t ive u t i l i za t ion o f pr iva te arch ives .

Comments and suggestions regarding the study are welcomed and should. be addressed.

t o t h e D i v i s i o n o f the General Information Programme, UNESCO, 7 place de Fontenoy,

75700 Paris . Other studies prepared. under the RAMP programme, a l ist of which appears

at the end of this study j may a l so be obta ined a t the same addresse


Page Number

1.

2 .

3 .

4 .

5 .

6 .

7 .

8 .

9 .

1 0 .

1 1 .

1 2 .

1 2 . 1 .

1 2 . 2 .

1 2 . 3 .

1 2 . 4 .

1 2 . 5 .

1 2 . 6 .

1 3 .

1 4 .

1 5 .

I n t r o d u c t i o n

Lis t o f Respondents to Quest ionnaire

Descr ip t ion o f Hold ings o f Pr iva te Archives

- q u a n t i t y , d a t e , f o r m

A c q u i s i t i o n - m e a n s , p o l i c y , c a t e g o r i e s

Regis t ra t ion , Arrangement and Descr ip t ion

Storage and Preservat ion

Access to Pr iva te Archives and Manuscr ip ts

Advice and Assistance to Private Owners

Nat iona l Centra l Reg is ters o f Pr iva te Arch ives

L e g i s l a t i o n

Persona l Papers , Autograph Col lec t ions , and Papers

of Fami l i es and Es ta tes

Archives o f Non-Governmenta l Ins t i tu t ions , L i te rary and

S c i e n t i f i c M a n u s c r i p t s

L i terary Manuscr ip ts and the Records o f Cul tura l

Organisa t ions

Sc ient i f i c Manuscr ip ts and the Records o f

S c i e n t i f i c O r g a n i s a t i o n s

Rel ig ious Archives

Business Records

Labour and Trade Union Archives

Col lege and Univers i ty Arch ives

Pr iva te Arch ives in Deve loping Countr ies

The Genera l S ta te o f Pr iva te Arch ive Adminis t ra t ion

Conclusions and Recommendations

Bib l iography

Appendix: Questionnaire

1

4

6

8

11

13

16

18

19

20

22

24

25

25

26

27

28

30

32

33

37

57


- -1

1. INTRODUCTION

1 . 1 . This study was prepared for the Records and Archives Management

Programme of Unesco’s Division of the General Information Programme

under a contrac t wi th the In ternat iona l Counc i l o f Arch ives . I t i s b a s e d

upon a survey o f the current s i tua t ion in se lec ted Member S ta tes o f

Unesco, r e g a r d i n g t h e a c q u i s i t i o n , p r e s e r v a t i o n , a r r a n g e m e n t , d e s c r i p t i o n

a n d a c c e s s t o t h e p r i n c i p a l c a t e g o r i e s o f p r i v a t e a r c h i v e s , i n c l u d i n g

t h o s e o f b u s i n e s s a n d l a b o u r o r g a n i s a t i o n s , u n i v e r s i t i e s a n d c o l l e g e s ,

r e l i g i o u s o r g a n i s a t i o n s , c u l t u r a l a n d s c i e n t i f i c i n s t i t u t i o n s , e s t a t e s

a n d f a m i l i e s . The f indings o f the survey are ana lysed to de termine t rends ,

needs and problems , wi th spec ia l re ference to the needs o f deve loping

c o u n t r i e s . The study concludes with recommendations for action at the

in ternat iona l l eve l to ass i s t in ensur ing more comprehens ive and e f fec t -

i v e p r e s e r v a t i o n a n d a d m i n i s t r a t i o n o f p r i v a t e a r c h i v e s . Appended is an

annota ted b ib l iography o f wr i t ings used and consul ted in the prepara t ion

o f t h i s s t u d y .

1 . 2 . Data for the study were gathered through the use of a Questionnaire

which is reproduced in the Appendix. Copies o f the Ques t ionna i re were

s e n t t o 6 5 i n s t i t u t i o n s , r e c o r d s o f f i c e s , l ibraries and museums thought

to have ho ld ings o f pr iva te arch ives and manuscr ip ts . One may conclude

that the 39 ins t i tu t ions responding are more ac t ive or concerned in the

adminis t ra t ion o f pr iva te arch ives and manuscr ip ts than those who d id not

rep ly , but there might be o ther explanat ions . The fo l lowing ana lys i s

shows the sampling achieved:

Analysis of Respondents

Types o f I n s t i t u t i o n s r e p l y i n g

Nat iona l Arch ives 21

N a t i o n a l L i b r a r i e s 4

National Museum 1

Provinc ia l Arch ives 2

S p e c i a l i s t L i b r a r i e s 2

S t a t e L i b r a r i e s 2

U n i v e r s i t y L i b r a r i e s 7

% of to ta l responses

54

10

3 . 6

5

5

5

18


- 2 -

Geographic Areas

A f r i c a

Asia

A u s t r a l a s i a

Eastern Europe

North America

South America

Western Europe

% of to ta l responses

6 15

10 26

4 10

1 3 . 4

6 15

2 5

10 26

1 . 3 . T h e f i r s t 2 3 q u e s t i o n s o f t h e Q u e s t i o n n a i r e d e a l t w i t h i n s t i t u t i o n a l

p r a c t i c e s a n d p o l i c y r e l a t i n g t o p r i v a t e a r c h i v e a d m i n i s t r a t i o n . T h e

remain ing seven ques t ions concerned the genera l s ta te o f pr iva te a rch ives

i n t h e r e s p o n d e n t s c o u n t r y . There was a d i sappoint ing response to th i s

p a r t o f the Ques t ionna i re , i n t h a t 2 0 i n s t i t u t i o n s d i d n o t r e p l y t o t h e

k e y q u e s t i o n ( 3 0 ) : “What suggestions would you make for the improvement of

pr iva te arch ive adminis t ra t ion in your country?” and 17 d id not respond

t o t h e q u e s t i o n ( 2 8 ) : “ O f t h e f o l l o w i n g c a t e g o r i e s o f p r i v a t e a r c h i v e s ,

which do you consider to be neglected?” In consequence , the author has

re l i ed , for th i s par t o f the survey , more heavi ly on publ i ca t ions and

j o u r n a l a r t i c l e s f o r t h e n e c e s s a r y i n f o r m a t i o n . I n a d d i t i o n , c o p i e s o f

the last seven questions were sent to members of the Committee on Business

Archives and the Committee on Literature and Art Archives of the ICA.

Contr ibut ions and much he lpfu l in format ion bes ides were rece ived f rom: -

Committee on Business Archives

Mme Hilda Coppejans-Desmedt, Ri jksarchief Gent, Gent, Belgium

Mr Ot t f r ied Dascher , Wrkische Str . 120, D4600 Dortmund, FRG

Mr F inn H. Laur idsen , Erhvervsark ive t , S t a t e n s e r h v e r v s h i s t o r i s k e A r k i v ,Arhus, Denmark

Mrs Anna Chr i s t ina Meur l ing , Arch iv i s t , Landsarkivet i Lund, Lund, Sweden

Mr Claude Mentha , Schweizer i sches Wir t schaf t sarch iv , Base l , Swi tzer land

Committee on Literature and Art Archives

Mme N.B . Volkova , Direc teur des Arch ives centra les d ’Eta t de la L i t té ra tureet des Arts de l’URSS, Moscow, U S S R

Mr Karl-Heinz Hahn, Nationale Forschungs- u n d Gedenkst~tten der k lass i schendeutschen Literatur in Weimar, Weimar, G D R

.


- 3 -

Mr David Walden , deput iz ing for Ms Franço ise Houle , Soc io -cu l tura l Arch ivesof Canada, Public Archives of Canada, Ottawa, Canada

M M i c h a e l E l i a s , A r c h i v e s l i t t é r a i r e s d e M a t i c a s l o v e n s k a , M a r t i n ,Czechos lovakia

Ms Anna Hedwig Benna, Archivoberrat , Vienna, Austria

M Lorenzo Mannino , Uf f i c io Centra le Beni Arch iv i s t i c i , Roma, I ta ly

1 . 4 . Answers to the Ques t ionna i re var ied in qua l i ty and length , some

respondents , e spec ia l ly those whose nat ive tongue i s not Engl i sh ,

a p p e a r i n g to exper ience d i f f i cu l t i es wi th some o f the ques t ions . The

author , however , i s gra te fu l to a l l those who, despi te urgent demands on

t h e i r t i m e - an example more newsworthy than most is afforded by Dr Olden-

hage of the Bundesarchiv, who was “ s o r r y t h a t t h e H i t l e r d i a r i e s p r e v e n t e d ”

him “from answering in t ime” - a l l who nonethe less a t tempted to answer

t h e q u e s t i o n n a i r e . She i s doubly gra te fu l to those who thought fu l ly

enc losed re levant pamphle t s , i n f o r m a t i o n s h e e t s a n d s i m i l a r m a t e r i a l .

I f the author has ment ioned some ins t i tu t ions more than o thers in th i s

s tudy i t i s no t because o f any b ias , but because the i r answers encapsul -

a t e d o r i l l u s t r a t e d a p o i n t m o r e a p t l y , o r m o r e f u l l y .

. — —


- 4 -

2 . LIST OF RESPONDENTS TO THE QUESTIONNAIRE

ARGENTINA Archivo General de la Nación

AUSTRALIA Austra l ian Arch ivesM i t c h e l l L i b r a r y , S t a t e L i b r a r y o fNew South Wales, Sydney

BULGARIA Cyr i l and Methodius Nat iona l L ibrary ,S o f i a .

CANADA McMaster Univers i ty L ibrary , Hami l ton ,O n t a r i o

P r o v i n c i a l A r c h i v e s o f A l b e r t aPublic Archives of Canada

FEDERAL REPUBLICof GERMANY

FINLAND

FRANCE

INDIA

INDONESIA

JAPAN

KENYA

MALAYSIA

NETHERLANDS

NEW ZEALAND

NIGERIA

NORWAY

Bundesarchiv

Staatsbibliothek Preussischer Kultur-besitz, Handschriftenabteilung, B e r l i n

Valtionarkisto

Archives Nat iona les

Nat iona l Arch ives o f India

Arsip Nas iona l Republ ik Indones ia

Ky;to P r e f e c t u r a l A r c h i v e s

Nat iona l Die t L ibrary

Kenya National Archives

National Museums of Kenya, Nairobi

Arkib Negara Malaysia

University of Malaya Library, Kuala Lumpur

Rijksarchiefdienst

University Library of Amsterdam

The Alexander Turnbul l L ibrary , Wel l ington

Federal Department of Archives

R i k s a r k i v e t

U n i v e r s i t e t s b i b l i o t e k e t i O s l o

PAKISTAN Nat iona l Arch ives

. — _


- 5 -

PAPUA NEW GUINEA

PERU

SENEGAL

SINGAPORE

SRI LANKA

SWITZERLAND

THAILAND

UNITED KINGDOM

UNITED STATESof AMERICA

ZAMBIA

ZIMBABWE

Vniversicv Librarv of PaFuE New Gzinea

Archivo General de la Nación

Direction des Archives du Sénégal

Archives and Oral History Department

Department of National Archives

Universit%tsbibliothek, Handschriften-Abteilung, B a s e l

Nat iona l L ibrary

Publ i c Record Of f i ce

Baker L ibrary , Harvard Univers i ty GraduateSchool o f Bus iness Adminis t ra t ion

Library o f Congress , Manuscr ip ts Div is ion

Henry E Huntington Library, San Marino,C a l i f o r n i a

Nat iona l Arch ives

Nat iona l Arch ives

—_ _ - . .


- 6 -

3 . DESCRIPTION OF HOLDINGS OF PRIVATE ARCHIVES:- QUANTITY, DATES AND FORMS

3 . 1 . Repos i tor ies were asked to g ive in l inear metres the quant i ty o f

the i r ho ld ings o f pr iva te arch ives and manuscr ip ts , as wel l as the vo lume

o f t h e i r t o t a l h o l d i n g s . From th is i t was poss ib le to ca lcu la te what

percentage o f the whole cons i s ted o f pr iva te arch ives and manuscr ip ts .

As was to be expected a wide range was revealed.

Pr iva te a rch ives and manuscr ip ts a t the Alexander Turnbul l L ibrary ,

Wel l ington , for example , amounted to 76% of to ta l ho ld ings , and those a t

the Mi tche l l L ibrary , Sydney , to 33%. This can be contras ted wi th per -

centages a t the o ther end o f the range , 0 .38% a t the Kyoto P r e f e c t u r a l

Arch ives in Japan , 0 .48% a t the Bundesarch iv and 2 .2% a t the Nat iona l

Arch ives o f India . An average holding of private archives and manuscripts

amounted to 14% of the whole. Some of the respondents were unable to supply

f i g u r e s , e i t h e r b e c a u s e t h e s e w e r e u n a v a i l a b l e o r b e c a u s e t h e i n s t i t u t i o n

r e p l y i n g , e . g . the Manuscr ip ts Div is ion o f the L ibrary o f Congress , and

the McMaster Univers i ty L ibrary , Ontar io , was exc lus ive ly concerned wi th

the adminis t ra t ion o f pr iva te arch ives and manuscr ip ts , and he ld no o ther

s o r t .

3 . 2 . Holdings were overwhelmingly of nineteenth and twentieth century

m a t e r i a l s , a l though 17 ins t i tu t ions (44%) had manuscr ip ts da ted ear l i e r

t h a n 1 7 0 0 A D ; t h r e e i n s t i t u t i o n s , the Nat iona l Arch ives o f the Nether lands ,

the Singapore Archives and the Public Record Office, London, had manuscripts

d a t e d e a r l i e r t h a n 1 0 0 0 A D .

3 . 3 . Paper i s the media o f most manuscr ip ts and pr iva te a rch ives he ld in

t h e r e s p o n d i n g i n s t i t u t i o n s . Documents on parchment or vellum were

repor ted by 15 repos i tor ies (38%) , pa lm lea f manuscr ip ts by s ix (15%) .

The Mi tche l l L ibrary , Sydney , Aus t ra l ia , has ho ld ings in the form of

parchment , pa lm lea f , bark , wood, l inen and g lass , whi le the Nat iona l

L ibrary , Bangkok , has pa lm lea f , wood, l inen , s tone , bone , ivory and meta l .

Other repos i tor ies repor ted ho ld ings in c lay , g lass and three d imens iona l

o b j e c t s .

3 . 4 As is to be hoped and expected, among ho ld ings o f pr iva te a rch ives

a r e t o b e f o u n d o r a l h i s t o r y r e c o r d i n g s , p h o t o g r a p h s , c i n é f i l m , v i d e o -

tapes and machine - readab le records . 37 ins t i tu t ions (95%) he ld photographs ,

c i n é f i l m , o r v i d e o t a p e s ; 2 8 ( 7 2 % ) c o l l e c t e d o r a l r e c o r d i n g s ; 1 4 r e p o s i t-

or ies (36%) he ld machine - readab le i t ems .


- 7 -

3 5 M o s t i n s t i t u t i o n s t r y t o o b t a i n c o p i e s of a rch ives and manuscr ip ts

when the or ig ina l s a re unobta inab le . A s c u s t o d i a n s o f p r i v a t e a r c h i v e s

know, the o f fe r to f i lm and re turn can o f ten be an e f fec t ive inducement

when negot ia t ing wi th indiv idua ls who may be re luc tant to re l inquish

fami ly or o ther pr iva te papers . Seven repos i tor ies (18%) d id not seek

t o a c q u i r e c o p i e s : on the o ther hand, most o f the pr iva te arch ives rece ived

by the S ingapore Arch ives were f i lmed and re turned to the i r owners . 35mm

microfilm was the medium most commonly acquired by 26 repositories (67%) -

13 repos i tor ies (33%) acqui red 16mm micro f i lm, 15 (38%) acqui red micro -

f i c h e , a n d e i g h t ( 2 1 % ) f u l l s i z e c o p i e s .


- 8 -

4 . ACQUISITIONS : MEANS , POLICY , CATEGORIES

4 . 1 . Most manuscr ip ts and pr iva te arch ives are acqui red as g i f t s or

b e q u e s t s , a l though 28 (72%) repos i tor ies s ta ted tha t they a l so purchased

items . A var ie ty o f loan agreements governed depos i t s in 26 repos i tor ies

(67%) , whi le 15 (38%) served as l ega l ly des ignated repos i tor ies for cer ta in

organisa t ions . Respondents were asked to indicate what percentage of the

whole was represented by deposits acquired by each of these means. only

20 repos i tor ies (51%) were ab le to supply th i s in format ion , and average

f igures for those 20 were as fo l lows :

Gi f t or Beques t 66Purchases 13Loans 9T r a n s f e r 10

4 . 2 . S i x r e p o s i t o r i e s ( 1 5 % ) h a d n o a c t i v e p o l i c y o f c o l l e c t i n g p r i v a t e

arch ives or manuscr ipts , a l though a l l we lcomed of fers f rom both organis -

a t i o n s a n d i n d i v i d u a l s . The remain ing 33 repos i tor ies (85%) co l l ec ted on

a n a t i o n a l , a r e g i o n a l o r a s u b j e c t b a s i s , o r a m i x t u r e o f a l l t h r e e . T h e

entry f rom the Alexander Turnbul l L ibrary , Wellington, New Zealand, which

is , “ i n e f f e c t , t h e r e p o s i t o r y f o r t h e n a t i o n a l m a n u s c r i p t c o l l e c t i o n ” ( 1 2 p 2 3 )

r e f l e c t s t h e p o l i c y o f s e v e r a l i n s t i t u t i o n s , though more comprehensively

s ta ted than most - t h e L i b r a r y c o l l e c t s :

the papers of prominent New Zealanders and others who have

m a d e s i g n i f i c a n t c o n t r i b u t i o n s t o t h e l i f e , a r t , l e t t e r s ,

s c i e n c e , culture and welfare of New Zealand and of others

whose papers , d iar ies and o ther wr i t ings , formal or in formal ,

contribute to an understanding of the New Zealand experience

[and] pr iva te manuscr ip ts re la t ing to the i s lands and seas

adjacent to New Zealand and the South West Pacif ic .

T h e B a k e r L i b r a r y , Harvard Univers i ty , c o l l e c t e d “ r e c o r d s o f b u s i n e s s e s

or bus iness people wi th t i es to New England, o f loca l , na t iona l , o r in ter -

na t iona l impor tance” as wel l as records o f the Harvard Bus iness School .

The National Archives of India sought private archives “which may help to

f i l l t h e g a p s i n t h e e x i s t i n g h o l d i n g s ” , and the Nat iona l Arch ives o f the

Nether lands sought to save va luab le , but endangered , a rch ives .

4 . 3 . Four ins t i tu t ions (10%) , the Nat iona l Arch ives o f France , Norway

and o f S r i Lanka , and the Nat iona l L ibrary o f Tha i land , ment ioned in th i s

connec t ion surveys o f manuscr ip ts and pr iva te arch ives organised by them.


Two institutions, the National Archives of Kenya and of Indonesia, men-

t ioned funct ions bes towed on them by leg i s la t ion or decree , to acquire ,

accommodate, o r s a f e g u a r d p r i v a t e a r c h i v e s .

T h e n u m b e r s o f r e p o s i t o r i e s c o l l e c t i n g t h e c a t e g o r i e s l i s t e d i n t h e

Q u e s t i o n n a i r e a r e a s f o l l o w s :% of to ta l responses

P e r s o n a l p a p e r s 36 92

Autograph co l lec t ions 20 51

Papers o f fami l i es ant? es ta tes 32 82

L i t e r a r y m a n u s c r i p t s 27 69

S c i e n t i f i c m a n u s c r i p t s 21 54

R e c o r d s o f c u l t u r a l o r g a n i s a t i o n s 2 6 67

R e c o r d s o f s c i e n t i f i c o r g a n i s a t i o n s 2 1 54

R e c o r d s o f r e l i g i o u s o r g a n i s a t i o n s 2 6 67

Bus iness records 24 62

Records o f l abour organisa t ions 26 67

Records o f co l leges andu n i v e r s i t i e s 14 36

Records of their own institution 24 62

4 . 4 . O t h e r c a t e g o r i e s c o l l e c t e d a r e a u t o g r a p h l e t t e r s , h i s t o r i c a l s t r a y s ,

r e c o r d s o f p o l i t i c a l a n d h u m a n i s t i c o r g a n i s a t i o n s , r e c o r d s o f s o c i a l m o v e -

ments and of communities, newspapers and other media, material concerning

arch i tec ture , women and (a t the Alexander Turnbul l L ibrary) Maor i s .

4 . 5 The answers to the ques t ions

a ) Are re la t ions be tween repos i tor ies in your country genera l lyh a r m o n i o u s a s f a r a s t h e a c q u i s i t i o n o f p r i v a t e a r c h i v e si s concerned?

b ) I s t h e s p l i t t i n g - u p o f p r i v a t e a r c h i v e s , b e t w e e n d i f f e r e n ti n s t i t u t i o n s , a v o i d e d ?

can be cons idered here , a t l e a s t a s r e g a r d s r e p l i e s f r o m i n s t i t u t i o n s . T h e

ques t ions were in tended to revea l any c o m p e t i t i o n b e t w e e n d i f f e r e n t i n s t i t -

u t i o n s o v e r t h e a c q u i s i t i o n o f p r i v a t e a r c h i v e s a n d m a n u s c r i p t s ; i t s p h r a s -

ing, however, w a s p e r h a p s n o t s u f f i c i e n t l y p r e c i s e . T w e n t y n i n e i n s t i t u t i o n s

( 7 4 % ) a f f i r m e d t h a t r e l a t i o n s b e t w e e n r e p o s i t o r i e s i n t h e i r c o u n t r i e s w e r e

harmonious in th i s mat ter : the Direc teur de la Direc t ion des Arch ives du

Sénégal commented that , s i n c e t h e r e w a s o n l y o n e n a t i o n a l i n s t i t u t i o n o f

arch ives in h i s country , any r iva l ry was obvia ted - a cons idera t ion which

might apply to a number o f deve loping countr ies . T h i r t e e n ( 3 3 % ) r e p l i e s


- 1 0 -

i n d i c a t e d t h a t t h e s p l i t t i n g - u p o f a r c h i v e s d i d o c c u r . The Manuscripts

L ibrar ian o f the Alexander Turnbul l L ibrary noted tha t a t tempts a re made

to avoid such sp l i t t ing but donors are somet imes ignorant o f the pr inc ip les

involved and dea lers are not so scrupulous about such mat ters .” On the

other hand, the Arch iv i s t a t the Baker L ibrary , Harvard Univers i ty , found

compet i t ion to be “most f r i endly” and a l so noted “a genera l concern to

p r e s e r v e t h e i n t e g r i t y o f c o l l e c t i o n s . ”


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REGISTRATION, ARRANGEMENT, AND DESCRIPTION

5 . 1 . A l l r e p o s i t o r i e s m a i n t a i n e d a r e g i s t e r , o r i t s e q u i v a l e n t , i n w h i c h

were entered new access ions o f pr iva te arch ives and manuscr ip ts . on ly

o n e a r c h i v i s t a d m i t t e d t h a t i n t h e p a s t r e c o r d - k e e p i n g i n h i s i n s t i t u t i o n

had not a lways been consc ient ious . T h e e f f i c i e n c y i n d i c a t e d b y a l l t h e

other answers is both welcome

being that i t i s not uncommon

o r r e c o r d o f f i c e s w i t h l i t t l e

e t c . Current prac t i ce was as

and surpr i s ing , the author ’ s exper ience

t o ‘ f i n d ’ c a c h e s o f m a t e r i a l i n l i b r a r i e s

or no in format ion as to provenance , s ta tus

f o l l o w s : o f the 39 repos i tor ies responding

t o t h e q u e s t i o n n a i r e , 38 (97%) recorded provenance and the size of the

a c c e s s i o n , 36 (92%) noted the da te and s ta tus o f the access ion ( i . e don-

a t i o n , l o a n , p u r c h a s e o r t r a n s f e r ) , e n t e r e d a b r i e f d e s c r i p t i o n o f t h e

c o n t e n t s , a n d n o t e d a n y r e s t r i c t i o n s o n a c c e s s . Twenty seven repos i tor ies

(69%) recorded the copyr ight s ta tus o f the access ion , and 23 (59%) i t s

p h y s i c a l s t a t e . Twenty one repositories (54%) noted whether items such

a s m a p s , p r i n t e d m a t e r i a l s , p h o t o g r a p h s , e t c . , w e r e t r a n s f e r r e d t o o t h e r

s e c t i o n s o f t h e r e p o s i t o r y . In format ion addi t iona l ly recorded inc luded

remarks on the comple teness or o therwise o f the access ion ; whether se lec t -

ion or weeding was necessary; the main s t ruc ture o f the access ion ;

i n d i c a t i o n s f o r c l a s s i f i c a t i o n ; d o n a t i o n a g r e e m e n t s ; a b r i e f i n t r o d u c t i o n

t o e a c h a r c h i v e ; a n d a v a i l a b l e f i n d i n g a i d s . Here, perhaps, what was

b e i n g d e s c r i b e d w a s a p r o g r e s s c h a r t r a t h e r t h a n e n t r i e s i n a r e g i s t e r o f

a c q u i s i t i o n s . The French National Archives maintained a card index of

donors and depos i tors and o ther repos i tor ies a donor/source f i l e .

5 . 2 . Pr iva te a rch ives were ar ranged and l i s ted by arch iv i s t s in 33

i n s t i t u t i o n s ( 8 5 % ) a n d b y l i b r a r i a n s i n t h r e e ( 8 % ) . S i x r e p o s i t o r i e s ( 1 5 % )

made use o f t ra inees , u n d e r t h e s u p e r v i s i o n o f a r c h i v i s t s ; t h e P r o v i n c i a l

Arch ives o f Alber ta used the serv ices o f vo lunteers “ i f academica l ly and

temperamentally OK”; the Public Record Office in England employed temporary

e x p e r t e d i t o r s ; p r i v a t e a r c h i v e s i n t h e D i r e c t i o n d e s a r c h i v e s d u S é n é g a l

a r e l i s t e d b y t h e D i r e c t o r . One ins t i tu t ion used the serv ices o f academic

h is tor ians , another repor ted on ly tha t i t employed “appropr ia te persons” .

5 . 3 . S ix teen repos i tor ies (41%) permi t ted access to unl i s ted or uncata logued

p r i v a t e a r c h i v e s i n t h e i r c u s t o d y , although several of them emphasized

t h a t t h i s w a s o n l y a l l o w e d a f t e r c o n s u l t a t i o n w i t h t h e A r c h i v i s t .

5 . 4 . As was to be expected , most ins t i tu t ion used a combinat ion o f near ly

a l l t h e t y p e s o f f i n d i n g a i d s l i s t e d . Many wi l l agree wi th the Arch iv i s t


at Baker Library, who commented tha t the l eve l o f descr ip t ion depended

“ o n r e s e a r c h p o t e n t i a l , l e g a l o r a d m i n i s t r a t i v e r e q u i r e m e n t s , s e c u r i t y

and funding”. The l eas t used form of f ind ing a id was the ca lendar , now

p e r h a p s a r e l i c o f a m o r e l e i s u r e l y e r a : four repos i tor ies (10%) produced

them. Thir ty three repos i tor ies (85%) prepared inventor ies or summary

l i s t s , w h i c h c a n o f t e n , o f c o u r s e , s e r v e a s p r e l i m i n a r y l i s t s ; 3 1 ( 7 9 % )

produced ca ta logues , (de f ined for the purposes o f the survey as i t em-by-

i t e m d e s c r i p t i o n ) ; a n d 2 9 ( 7 4 % ) p r o d u c e d d e s c r i p t i v e l i s t s (where each

u n i t i s a f i l e , v o l u m e o r b u n d l e ) . Seventeen ins t i tu t ions (14%) made use

of a card catalogue, and 22 (56%) produced indexes, some generated by

computer . Twenty ins t i tu t ions (51%) publ i shed guides to the i r ho ld ings

of pr iva te arch ives and manuscr ip ts , s e v e r a l r e p o r t i n g a l s o t h a t i n s t i t u -

t iona l gu ides were in prepara t ion . Other repos i tor ies ment ioned the pub-

l i c a t i o n o f s u b j e c t g u i d e s , e n t r i e s i n n a t i o n a l g u i d e s , p u b l i s h e d

i n v e n t o r i e s o r o t h e r s o r t s o f f i n d i n g a i d s . The Provinc ia l Arch ives o f

A l b e r t a a d d e d s y n o p s e s o f t a p e d i n t e r v i e w s t o t h e i r l i s t , a n d i t i s p r o b a b l e

that these are found in many o ther repos i tor ies .


6 . STORAGE AND PRESERVATION

~.~. T h i r t y r e p o s i t o r i e s ( 7 7 % ) k e p t t h e i r p r i v a t e a r c h i v e s a n d m a n u s c r i p t s

i n a s e p a r a t e a r e a f r o m o t h e r h o l d i n g s i n t h e i r i n s t i t u t i o n . Twenty rep-

os i tor ies (51%) s tored more than 50% of the i r ho ld ings o f pr iva te arch ives

a n d m a n u s c r i p t s i n a c i d - n e u t r a l f o l d e r s a n d b o x e s ; t h e i r e n t i r e h o l d i n g s

were so s tored by the Dutch Nat iona l Arch ives , the Arch ives du Sénéga l

and the National Archives of Zambia. N i n e t e e n r e p o s i t o r i e s ( 4 9 % ) c o n t i n-

u e d t o u s e n o n - a r c h i v a l c o n t a i n e r s , a l t h o u g h s e v e r a l e x p l a i n e d t h a t t h i s

was a t emporary expedient pending ca ta log ing . The use o f non-arch iva l

conta iners i s undoubtedly widespread .

6 . 2 . A l l r e p o s i t o r i e s s t o r e d t h e i r h o l d i n g s o n s t e e l s h e l v i n g o r i n

s t e e l c a b i n e t s . Addi t iona l wooden she lv ing i s s t i l l used by some repos i -

t o r i e s i n s p i t e o f t h e f i r e r i s k . The Public Record Office in London

h a s s l a t e s h e l v i n g a t i t s C h a n c e r y L a n e s i t e .

6 . 3 . Twenty e ight repos i tor ies (72%) had cont inuous a i r - condi t ion ing and

humidi ty contro l sys tems , two of these however indica t ing that the i r sys tems

were out o f order . T w o i n s t i t u t i o n s h a d p a r t i a l s y s t e m s . F i f t e e n i n s t i t u t -

ions (38%) had no windows in their storage areas, 20 (51%) had windows,

b u t t o o k s t e p s t o p r e v e n t t h e e n t r y o f d i r e c t s u n l i g h t . Two repos i tor ies

took no prevent ive measures aga ins t sunl ight .

6 . 4 . E i g h t i n s t i t u t i o n s ( 2 1 % ) t o o k n o p r e v e n t i v e m e a s u r e s a g a i n s t p e s t s :

in most o f these cases the ques t ion was c lear ly regarded as not appl i cab le .

Twenty two ins t i tu t ions (56%) spec i f i ed fumigat ion or o ther forms o f d i s -

i n f e c t i o n , e i t h e r r e g u l a r l y o r a t n e e d . I t m i g h t b e o f i n t e r e s t t o q u o t e

t h e m o r e d e t a i l e d r e p l i e s . The Cyr i l and Methodius Nat iona l L ibrary ,

S o f i a , u s e d “disinfection with novain and diazenon (produced by CIBA)”,

the Nat iona l Arch ives o f India re l i ed on the “ u s e o f p r e s e r v a t i v e c h e m i c a l s ,

s p r a y s , n a p h t h a l e n e b r i c k s [ a n d ] r e g u l a r p e r i o d i c i n s p e c t i o n ” . The Austra-

l i an Arch ives car r ied out regular fumigat ion wi th Dich lorvos gas and a l so

u s e d c o m m e r c i a l p e s t i c i d e s t r i p s , the Archives and Oral History Department,

S i n g a p o r e , p l a c e d a b a n o n t h e “consumpt ion o f food and dr ink in the repos -

i t o r y ” as d id the Baker L ibrary , Harvard Univers i ty , w h i c h a l s o l i s t e d

p e s t c o n t r o l s p r a y , s t e e l s h e l v i n g a n d f u m i g a t i o n .

6 . 5 . A l l b u t o n e i n s t i t u t i o n t o o k p r e c a u t i o n s a g a i n s t f i r e . The fo l lowing

m e a s u r e s w e r e n o t e d : f i r e - r e s i s t a n t b u i l d i n g s , f l o o r s , s h e l v e s , w a l l s ,

or doors ; s m o k e d e t e c t o r s , h e a t s e n s o r s , f i r e a l a r m s y s t e m s ; f i r e

e x t i n g u i s h e r s a n d o t h e r f o r m s o f f i r e - f i g h t i n g e q u i p m e n t . S e v e r a l i n s t i t -


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ut ions ment ioned ru les aga ins t smoking . The University of Malaya Library

ment ioned the e lementary but impor tant precaut ion o f swi tch ing o f f e lec t r i -

c i t y o u t l e t s a t c l o s i n g t i m e . I t i s s i g n i f i c a n t t h a t o n l y t w o i n s t i t u t i o n s ,

the Nat iona l Arch ives o f Malays ia and the Alexander Turnbul l L ibrary ,

W e l l i n g t o n , m e n t i o n e d r e g u l a r f i r e - d r i l l o r t r a i n i n g : t h e K e n y a N a t i o n a l

Arch ives emphas i sed the need for “permanent v ig i lance” .

6 . 6 . Al l except two repos i tor ies repor ted measures taken aga ins t the f t .

P r e c a u t i o n s l i s t e d i n c l u d e d s t a f f - o n l y a c c e s s t o s t a c k s , s e c u r i t y g u a r d s ,

meta l gr i l l s and mesh over windows, locked doors , superv is ion and scrut iny

of users , dev ices employing in f ra - red rays and o ther e lec t ronic sys tems .

A l l r e p o s i t o r i e s s u p e r v i s e d m e m b e r s o f t h e p u b l i c c o n s u l t i n g t h e i r m a t e r i a l .

6 . 7 . The question concerning flooding was interpreted somewhat complacently

by most respondents , severa l remark ing tha t they were “h igher than sea

l e v e l ” , “ o n t o p o f h i l l ” , “ far f rom dra inage p ipes” , and so on . A minor i ty

recognised the poss ib i l i ty o f water l eaks and the need for such precaut ions

as “per iodic check ing o f dra ins and p ipes” , o r , as in the case o f the Baker

Library , Harvard , the need to have “mater ia l s a t hand for rescu ing wet

papers etc. from water damage”, and a handbook with “ ‘what to do’ directions

in emergenc ies” . The Nat iona l Arch ives o f F in land repor ted the possess ion

of “ground water pump, lock ing va lves in p lumbing sys tem and water suc t ion

apparatus” and the Public Archives of Canada had water detectors.

6 . 8 . I t i s apparent tha t the measures recorded above opera te throughout

e n t i r e b u i l d i n g s r a t h e r t h a n i n t h o s e s p e c i f i c a r e a s w h e r e p r i v a t e a r c h i v e s

and manuscr ip ts a re s tored . It cannot be too much emphasised that these

a c c u m u l a t i o n s o f t e n c o n t a i n v a l u a b l e , r a r e , f r a g i l e a n d s e n s i t i v e i t e m s

demanding a h igh degree o f v ig i lance as to the i r sa fe ty .

6 . 9 . S ix ins t i tu t ions (15%) d id not carry out conservat ion work on pr ivate

a r c h i v e s i n t h e i r c a r e , o r l a c k e d c o n s e r v a t i o n , f a c i l i t i e s o n t h e i r p r e m i s e s .

Twenty three (59%) used t rad i t iona l or F lorent ine methods in repa i r work ,

24 (62%) used methods o f encapsula t ion , and 17 laminat ion . The fo l lowing

informat ion on conservat ion equipment was rece ived :


Vacuum fumigator or similar equipment 22(ic~+uding

Humidification chamber/equipment

S p e c i a l i s e d c l e a n i n g e q u i p m e n t 19

Deac id i f i ca t ion equipment 22

Thermoplas t i c l aminator 13

Hand lamination equipment and 23s u p p l i e s

Encapsulation equipment

L e a f - c a s t i n g e q u i p m e n t

Binding equipment

and supplies 12

14

30

~ of to~ai yes?anses0?

56a c c e s s t o )

44

4 8

56

33

59

30

36

77

Other equipment mentioned by various respondents included: thymol chamber,

d r y i n g c a b i n e t s , ana lys i s equipment , ro l l e r l aminat ing machine ; wet and

dry c lean ing procedures , occas iona l b leach ing or s ta in removal wi th

s o l v e n t s , using fume hood, a n d W e i T ’ o m a s s d e a c i d i f i c a t i o n f a c i l i t i e s .

—


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7 . ACCESS TO PRIVATE ARCHIVES AND MANUSCRIPTS

7 . 1 . The wishes of the donor or copyright owner were taken into account

b y 2 4 r e p o s i t o r i e s ( 6 2 % ) . In many cases such wishes were a condition of

the g i f t o r loan and repos i tor ies were bound by them. T h i s i s e v i d e n t l y

a d e l i c a t e a r e a . A r c h i v i s t s , i n t h e i r n a t u r a l e n t h u s i a s m t o a c q u i r e

impor tant or va luab le pr iva te a rch ives , may f ind themse lves agree ing to

v e r y r e s t r i c t i v e c o n d i t i o n s o f a c c e s s . A number o f repos i tor ies s ta ted

that access was l imi ted to persons author i sed by the owners , and o thers

t h a t , b y o w n e r s ’ s t i p u l a t i o n , access was a l lowed only to “qua l i f i ed

s c h o l a r s ” . I n s o m e c a s e s , p a r t i c u l a r l y w h e r e s e n s i t i v e m a t e r i a l o r

c o p i e s o f o f f i c i a l p a p e r s w e r e c o n c e r n e d , r e s t r i c t i o n s o n a c c e s s w e r e

d e c i d e d i n c o n s u l t a t i o n w i t h t h e A r c h i v i s t . S u c h r e s t r i c t i o n s w e r e u s u a l l y

f o r a p e r i o d o f t i m e , f o r e x a m p l e d u r i n g t h e l i f e - t i m e o f c e r t a i n i n d i v -

i d u a l s , o r , i n t h e c a s e o f o f f i c i a l p a p e r s , f o r 2 5 o r 3 0 y e a r s . T h e

McMaster Univers i ty L ibrary , Ontar io , in common with some other institu-

t i o n s , sought “ t o d i s c o u r a g e r e s t r i c t i o n s ” .

7 . 2 . Some res t r i c t ions on access were imposed by the po l i cy o f the

i n s t i t u t i o n or by the law of the land . I n B u l g a r i a , a c c e s s t o B u l g a r i a n s

i s a l lowed on rece ipt o f “ a l e t t e r f r o m t h e i n s t i t u t i o n s w h e r e t h e y w o r k ,

s ta t ing scope o f work wi th arch iva l mater ia l s” . Fore igners a re asked to

obtain a permit issued by the General Managing Board of the State Archives

o f B u l g a r i a . O t h e r i n s t i t u t i o n s i m p o s e d a t i m e - b a n , u s u a l l y o f 3 0 y e a r s ,

on both publ i c and pr iva te a rch ives . Some repos i tor ies a l lowed access to

those engaged in academic research on ly , and most reserved the r ight to

d e n y a c c e s s t o p h y s i c a l l y f r a g i l e m a t e r i a l s o r u n c a t a l o g u e d c o l l e c t i o n s .

7 . 3 . O n t h e r e l a t e d q u e s t i o n s o f r e s p o n s e s t o r e q u e s t s f o r c o p i e s , a n d

f o r p e r m i s s i o n t o p u b l i s h e x t r a c t s , the survey revea led a cons iderab le

d i s p a r i t y i n p r a c t i c e . Thi r teen repos i tor ies (33%) invoked the law of

c o p y r i g h t . A p p l i c a n t s , p a r t i c u l a r l y t h o s e r e q u e s t i n g p e r m i s s i o n t o p u b -

l i s h , h a d t o s a t i s f y t h e i n s t i t u t i o n t h a t t h e y w e r e n o t b r e a k i n g c o p y r i g h t

regulations . T h r e e i n s t i t u t i o n s d i d n o t a d j u d i c a t e i n c o p y r i g h t m a t t e r s ,

for example the Uni ted S ta tes L ibrary o f Congress ne i ther granted nor

denied permiss ion , the “searcher must seek permission from owners of copy-

r i g h t e d i n t e r e s t s w h e r e a p p l i c a b l e ” . A s imi lar pos i t ion i s adopted by the

Publ i c Record Of f i ce , London, in respec t o f non-Crown copyr ight mater ia l .

Four teen ins t i tu t ions (36%) took in to account the te rms o f depos i t agreed

with the donor or owner; 1 2 r e f e r r e d o n l y t o t h e r u l e s o f t h e r e p o s i t o r y


- 1 7 -

i t s e l f . For example, the Nat iona l Arch ives o f India a l lowed the “supply

o f s i n g l e c o p y f o r p e r s o n a l s t u d y a n d r e s e a r c h ; c o p i e s o f s u b s t a n t i a l

mater ia l in sequence not a l lowed” . The NAI generally al lowed the pub-

l i ca t ion o f ex t rac t s wi th due acknowledgements , but required “ two copies

o f t h e p u b l i c a t i o n t o b e d e p o s i t e d ” . T h r e e i n s t i t u t i o n s g r a n t e d f r e e l y

the r ight to copy and publ i sh f rom the i r ho ld ings .


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8 . ADVICE AND ASSISTANCE TO PRIVATE OWNERS

8 . 1 . Twenty s ix repos i tor ies (67%) were prepared to advise pr iva te owners

as to where they might depos i t the i r a rch ives , or o f fe red advice on pre -

serva t ion and ar rangement . A number emphasised that this was an occasional

ra ther than a regular func t ion ; for example , the Arch ive Genera l de la

Nac ión , Buenos Aires , undertook such functions “only by reques t ! ’ .

8 . 2 . Only e leven repos i tor ies (28%) carr ied out conservat ion work on

pr iva te ly owned arch ives and manuscr ip ts . Severa l respondents s ta ted

that th i s occurred only in except iona l cases , as for example , when docu-

ments were repa i red pr ior to microf i lming , the microf i lm thus produced ,

b e i n g l o d g e d i n t h e r e p o s i t o r y c a r r y i n g o u t t h e w o r k . E i g h t r e p o s i t o r i e s

(20%) had ar ranged and l i s t ed pr iva te ho ld ings .

8 . 3 . I t appears tha t indiv idua l and ins t i tu t iona l owners , concerned about

the phys ica l s ta te or a r rangement o f the i r a rch ives , ye t unable to car ry

out work themselves, o b t a i n l i t t l e h e l p f r o m r e p o s i t o r i e s w h i c h h a v e t h e

n e c e s s a r y a r c h i v a l e x p e r t i s e a n d / o r c o n s e r v a t i o n f a c i l i t i e s .


- - .

9. NATIONAL CENTRAL REGISTERS OF

9 . 1 F o u r t e e n i n s t i t u t i o n s ( 3 6 % )

PRIVATE ARCHIVES

a t t e s t e d t h e e x i s t e n c e o f a c e n t r a l

r e g i s t r y o f p r i v a t e a r c h i v e s i n t h e i r c o u n t r y , a l t h o u g h A r g e n t i n a c a n d i d l y

admit ted tha t “ a c e n t r a l r e g i s t r y e x i s t s i n l a w b u t n o t i n p r a c t i c e ” .

In India and Sweden such reg i s te rs a re mainta ined by the Nat iona l Arch ives ,

and in the Nether lands the Centra l Reg is ter o f Pr iva te Arch ives i s loca ted

in the same bui ld ing as the Genera l S ta te Arch ives . In New Zealand a

Nat iona l Reg is te r o f Arch ives and Manuscr ip ts i s mainta ined by the Alexander

Turnbul l L ibrary in Wel l ington , and in the UK the Royal Commission on

His tor i ca l Manuscr ip ts adminis ters the Nat iona l Regis ter o f Archives .

9 . 2 . In some countr ies , for example the Uni ted S ta tes and Canada , a

nat iona l un ion ca ta logue o f manuscr ip ts , publ i shed annua l ly , per forms a

s i m i l a r f u n c t i o n . In the Uni ted S ta tes the Nat iona l Union Cata logue o f

Manuscr ip t Col lec t ions i s prepared by the Manuscr ip ts Sec t ion : Descr ip t ive

C a t a l o g i n g D i v i s i o n o f t h e L i b r a r y o f C o n g r e s s . In the Uni ted S ta tes

and in Canada the ca ta logues on ly g ive de ta i l s o f manuscr ip ts in the

c u s t o d y o f r e p o s i t o r i e s . In Norway, however, t h e r e i s t h e C a t a l o g u e o f

Pr iva te Arch ives in Publ i c and Pr iva te Cus tody , publ i shed in 1976 and

subsequent ly t rans fer red to a computer i sed sys tem incorpora t ing new data .

The Nat iona l Regis ter o f Pr iva te Records , publ i shed by the Nat iona l Arch ives

of India and based upon in format ion rece ived f rom var ious Indian S ta te

A r c h i v e s , using NAI proformas, a l s o c o v e r s m a t e r i a l i n p r i v a t e h a n d s .

In the Uni ted Kingdom indexes to pr iva te arch ives and manuscr ip ts , bo th

i n r e p o s i t o r i e s a n d i n p r i v a t e h a n d s , can be consul ted a t the Nat iona l

Regis te r o f Arch ives in Chancery Lane .


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1 0 . LEGISLATION

1 0 . 1 . I t i s o n l y r e c e n t l y t h a t i n m o s t c o u n t r i e s a r c h i v a l l e g i s l a t i o n

h a s a f f e c t e d p r i v a t e a r c h i v e s . A s R i c a r d o F i l a n g i e r i , I n s p e c t o r - G e n e r a l

o f t h e A r c h i v e s o f I t a l y , observed a t the Thi rd In ternat iona l Congress

on Archives , there i s an apparent mutua l exc lus iv i ty : “deux pr inc ipes

e n t r e n t . . . e n c o n f l i t : c e l u i d e l a p r o p r i é t é p r i v é e e t c e l u i d e l ’ i n t é r ê t

commun” ( t w o p r i n c i p l e s c l a s h . . . tha t o f pr iva te proper ty and tha t o f

the common good). T h a t t h e c o n f l i c t i s m o r e a p p a r e n t t h a n r e a l F i l a n g i e r i

demonst ra ted on tha t occas ion (17 ,p43) , and l eg i s la t ion has begun to

r e f l e c t t h e f a c t .

1 0 . 2 . T r a d i t i o n a l l y , t h e s i t u a t i o n h a s b e e n a s f o l l o w s : i n F r a n c e , t h e

s t a t e h a s h a d j u r i s d i c t i o n o v e r b o t h p u b l i c a n d p r i v a t e a r c h i v e s s i n c e

the French Revolut ion ; i n m o s t s o c i a l i s t c o u n t r i e s t h e l a w d o e s n o t

d is t inguish be tween publ i c and pr iva te a rch ives , bo th be ing par t o f the

s t a t e a r c h i v a l f e n d s ; in Anglo-Saxon countr ies , however , l eg i s la t ion has

been concerned so le ly wi th publ i c a rch ives .

1 0 . 3 . In recent years there has been an increas ing tendency to regard

p r i v a t e a r c h i v e s a s p a r t o f t h e n a t i o n a l a r c h i v a l h e r i t a g e , a n d t o

l e g i s l a t e a c c o r d i n g l y . But there i s a bewi lder ing d i v e r s i t y o f p r a c t i c e .

A l m o s t a l l c o u n t r i e s a u t h o r i s e n a t i o n a l o r r e g i o n a l a r c h i v e s t o p u r c h a s e

o r a c c e p t g i f t s o f p r i v a t e p a p e r s . In New Zealand the National Archives

has a duty “to acqui re by purchase , donat ion , beques t or o therwise any

document, book or other material which, i n t h e o p i n i o n o f t h e D i r e c t o r ,

i s o r i s l i k e l y t o b e o f e n d u r i n g n a t i o n a l o r h i s t o r i c a l v a l u e ” . In the

U n i t e d S t a t e s t h e r e i s a n o b l i g a t i o n w i t h r e g a r d t o p r e s i d e n t i a l p a p e r s

and those concerning government. O t h e r c o u n t r i e s , e . g . C z e c h o s l o v a k i a ,

F in land , the German Democra t i c Republ i c , I t a ly , Por tuga l , SénégaI , the

USSR, Yugos lav ia , and Za i re , h a v e t h e r i g h t t o p r e f e r e n t i a l p u r c h a s e , o r

to obta in copies o f documents so ld .

1 0 . 4 . I n c e r t a i n c o u n t r i e s , e . g . A r g e n t i n a , C a n a d a , F i n l a n d , F r a n c e , S p a i n

and the UK, owners are encouraged by means of tax concessions to deposit

t h e i r a r c h i v e s i n r e c o g n i s e d r e p o s i t o r i e s o r t o a l l o w a c c e s s t o t h e i r

co l lec t ions . This somet imes appl ies , as in the UK, on ly to co l lec t ions

regarded as pre -eminent .

1 0 . 5 . V i r t u a l l y a l l c o u n t r i e s e i t h e r c o n t r o l o r p r o h i b i t t h e e x p o r t o f

documentary material , although this may only affect documents which have

b e e n c l a s s i f i e d a s o f h i s t o r i c a l i n t e r e s t , o r o f a c e r t a i n a g e . I n o t h e r


- 2 1 -

cases expor ta t ion i s sub jec t to l i cence , when copies may be made for

d e p o s i t i n a n a p p r o p r i a t e r e p o s i t o r y .

1 0 . 6 . Many countr ies have some sor t o f reg is t ra t ion o f pr iva te arch ives ,

e i ther compulsory as in Alger ia , Aust ra l ia , Botswana , France , Greece ,

I ta ly , Malawi and Por tuga l , o r vo luntary as in the Nether lands , New

Zealand and the UK. However , in many o f these la t te r cases there wi l l

be a degree of governmental involvement, as na t iona l funds suppor t the

r e g i s t r a t i o n . In France and I ta ly , where pr iva te documents a re c lass i f i ed

a s o f m a j o r h i s t o r i c a l i n t e r e s t , owners may not des t roy or a l i enate the i r

arch ives wi thout permiss ion . A number o f countr ies author i se the i r

Nat iona l Arch ives to s tep in when they cons ider pr iva te arch ives to be

in danger o f d e s t r u c t i o n o r t o b e i n a d e q u a t e l y c a r e d f o r , e . g . C z e c h o -

s lovak ia and F in land .


- 2 2 -

1 1 . PERSONAL PAPERS , AUTOGRAPH COLLECTIONS AND PAPERS OF FAMILIES

1 1 . 1 . T h i r t y s i x i n s t i t u t i o n s ( 9 2 % ) s u r v e y e d c o l l e c t e d t h e p a p e r s

indiv idua ls and 31 (80%) those o f fami l i es and es ta tes . These ho ld ings ,

one may conclude, w i l l f o r t h e m o s t p a r t b e t h e p r i v a t e l e t t e r s , d i a r i e s ,

r e s e a r c h n o t e s , s p e e c h e s , r e m i n i s c e n c e s w r i t t e n a n d o r a l , e t c . , o f p o l i t i c -

i a n s , p e r s o n a l i t i e s , w r i t e r s , c o m p o s e r s , a r t i s t s , e x p l o r e r s , a n d o t h e r

persons o f note . As wi th l i t e rary manuscr ip ts , such papers represent the

cream of the manuscript world, a n d g r e a t p r e s t i g e a t t a c h e s t o t h o s e

ins t i tu t ions which hold them. Some ins t i tu t ions are now making pra i se -

worthy a t tempts to acquire wr i t ten records and ora l recordings and t ran-

s c r i p t s o f l e s s p r o m i n e n t f o l k , r e p r e s e n t a t i v e s o f d i f f e r e n t g r o u p s ,

p r o f e s s i o n s a n d s k i l l s , and one hopes this wil l become more widespread.

C l e a r l y a s e l e c t i v e p o l i c y i s n e c e s s a r y i f r e p o s i t o r i e s a r e n o t t o b e

swamped wi th depos i t s o f persona l ia and t r iv ia o f every sor t and degree .

1 1 . 2 . T h e a t t r a c t i o n o f p o s s e s s i n g s i g n i f i c a n t h i s t o r i c a l d o c u m e n t s o r

le t te rs wi th famous names a t tached to them, or jus t the s ignatures them-

s e l v e s , has long been the lure o f the autograph hunter . Autographomania ,

as i t has been ca l l ed , should now have had i t s day , and one hopes tha t the

54 per cent o f ins t i tu t ions (21 ) who own to ho ld ing autograph co l lec t ions

w e r e r e f e r r i n g t o c o l l e c t i o n s d e p o s i t e d w i t h t h e m b y i n d i v i d u a l e n t h u s i a s t s .

However, o n e s t i l l s e e s a u t o g r a p h c o l l e c t i o n s c o m i n g u p f o r s a l e i n t h e

auct ion rooms and the publ i ca t ion o f books concern ing autograph co l lec t ing

( S e e 2 0 ) .

1 1 . 3 . As wi th the papers o f famous indiv idua ls , one can expec t to f ind the

p a p e r s o f r o y a l o r g r e a t l a n d e d f a m i l i e s w e l l a d m i n i s t e r e d i n t h e i n s t i t u t -

i o n s c o n t r i b u t i n g t o t h i s s u r v e y . Such groups o f papers a re a l so , o f course ,

prey to autograph hunters or d i spersa l in the auc t ion rooms (a recent notor -

ious case in the United Kingdom concerned the Warwick Castle muniments,

d a t i n g b a c k 8 0 0 y e a r s ) . Another threa t i s sudden des t ruc t ion : wi th the

a b o l i t i o n o f f e u d a l l a n d r i g h t s i n I n d i a i n 1 9 5 7 , l a n d e d f a m i l i e s n o l o n g e r

required documentary claims to ownership and rights, some of which dated

to pre-Moghul t imes, and a rescue programme had to be effected.

1 1 . 4 . Other accumula t ions are j ea lous ly guarded . One d i rec tor o f a

National Archive described how

royal or noble fami l ies . . . and some o thers , possess the i rown papers, but tend to keep them as royal treasure or evenas regalia. . . these papers not on ly cover adminis t ra t ivemat ters such as ass ignment o f rank or nobi l i ty or roya l l awa n d c o d e , b u t a l s o d e a l w i t h g e n e a l o g i c a l m a t t e r s , e t i q u e t t e sor behaviour rules among the nobil i ty, poems and songs> epics tor ies and mythology , re l ig ious teach ings and o ther va luablec u l t u r a l m a n u s c r i p t s p e r t a i n i n g t o t h e ( i r ) w a y o f l i f e .

( 6 6 , p . 2 8 )

— —


- 2 3 -

1 1 . 5 . The surv iva l o f papers o f fami l i es whose owners a re unwi l l ing to

part with them, but who are unaware of the steps to be taken to preserve

them - there are o f course many examples o f consc ient ious cus todians in

noble houses - i s a f a m i l i a r p r o b l e m t o a r c h i v i s t s , a s i s t h e p r o b l e m o f

those who hold papers but who deny i t o r a r e u n w i l l i n g t o a l l o w a c c e s s .

G.K. Khare tells of an experience with a Deshmukh family who were known

to possess papers in Persian and Marathi-Modi.

I had to t raverse 8 mi les ’ d i s tance on foot as there was ne i therbul lock car t t rack even to reach the v i l l age where res ided theDeshmukh family nor could I hire a pony. When I saw theDeshmukh and asked him about the old records that might be in hispossess ion , he f l a t ly den ied tha t he had any .

Some years later the Deshmukhneeded to consult his papers to support a

lega l c la im, but could not dec ipher them.

Consequently the very Deshmukh , who once disowned that he hadany records in h is possess ion even a f te r my so l i c i t ing h imin every way, approached me of his own accord and showed me bothPers ian and Marath i -Modi records in the hope tha t h i s recordsmight conta in some ev idence in favour o f h i s c la im. ( 9 , p . 5 8 )

Wel l might a l l a rch iv i s t s echo the wish o f one o f the responding arch iv i s t s

wo hoped the main a im for arch iva l repos i tor ies in h i s country was to

‘ i n c r e a s e t h e a r c h i v i s t i c c o n s c i o u s n e s s o f o w n e r s ’ .


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12. ARCHIVES OF NON-GOVERNMENTAL INSTITUTIONS, LITERARY AND SCIENTIFIC MANUSCRIPTS

1 2 . 1 . L i t e r a r y Manuscr ip ts and Arch ives o f Cul tura l Organisa t ions

1 2 . 1 . 1 . These mater ia l s were h igh ly regarded by the ins t i tu t ions surveyed .

Thi r ty (77%) co l l ec ted l i t e rary manuscr ip ts and 27 (69%) the records o f

c u l t u r a l o r g a n i s a t i o n s . E leven (28%) cons idered tha t l i t e rary manuscr ip ts

rece ived insuf f i c i en t a t ten t ion and seven (18%) fe l t the same about cu l tura l

o r g a n i s a t i o n s ? r e c o r d s . A g a i n t h e s e r e l a t i v e l y h i g h f i g u r e s u n d e r l i n e t h e

v a l u e w h i c h i s a t t a c h e d t o t h e s e p r e s t i g i o u s m a t e r i a l s .

1 2 . 1 . 2 . For a thorough survey and expos i t ion o f the d iverse adminis t ra t ive

provis ion for these papers , one cannot do be t ter than re fer to the impress ive

report delivered by Mme N.B. Volkova, Chairwoman of the ICA Committee on

Li tera ture and Art Arch ives , to the 1972 Congress , and the contr ibut ions

f rom pane l i s t s which fo l lowed.

Madame Volkova reported on the results of a survey of 28 countries

c o n c e r n i n g t h e a d m i n i s t r a t i o n o f a r c h i v e s o f l i t e r a t u r e a n d a r t . She

found tha t t rad i t iona l ly such arch ives have been depos i ted in depar tments

of manuscr ip ts o f non-spec ia l i sed nat iona l l ibrar ies or museums, o r i n

s p e c i a l i s e d i n s t i t u t i o n s . More recent ly , i n s o c i a l i s t c o u n t r i e s p u b l i s h i n g

h o u s e s , w r i t e r s ’ a n d a r t i s t s ’ g u i l d s , t h e a t r e s , f i l m s t u d i o s , a n d l i k e

ins t i tu t ions must depos i t the i r records wi th s ta te arch ives ; and in many

c o u n t r i e s p u b l i c a r c h i v e s a r e n o w w i l l i n g t o a c c e p t p r i v a t e c o l l e c t i o n s

r e l a t i n g t o l i t e r a t u r e a n d a r t . In the USSR there i s a Centra l S ta te

Archives for Literature and Art (CGALI) , a n d a n a c c o u n t o f i t s h i s t o r y ,

scope and arrangement is given.

Madame Volkova then proceeded to examine accessioning, arrangement,

l i s t i n g a n d p u b l i s h i n g i n v a r i o u s c o u n t r i e s , a n d t h e p r o v i s i o n f o r r e s e a r c h .

She a l so d i scussed the l ega l pos i t ion both o f the author o f a work , and

o f i t s o w n e r . She conc luded by pos ing ques t ions as to the bes t type o f

c o l l e c t i n g a g e n c y , w h e t h e r l i t e r a r y a n d a r t i s t i c a r c h i v e s s h o u l d b e

dis t inguished f rom pr iva te arch ives , whether there was a need for a co-

ordinat ing commiss ion o f the ICA on l i t e rary and ar t i s t i c a rch ives , and/or

a n i n t e r n a t i o n a l c o n f e r e n c e o n t h e s u b j e c t . ( 8 4 )

1 2 . 1 . 3 . I t i s nove l to rebuke one ’s f e l low arch iv i s t s and manuscr ip ts

c u r a t o r s f o r b e i n g o v e r - a c t i v e , b u t i n t h i s f i e l d , a s J . C . B r o d e r i c k o b s e r v e d

to the 1972 d i scuss ion on Archives o f L i te ra ture and Art


- 2 5 -

The ex i s tence o f numerous publ i c and pr iva te un ivers i tyl i b r a r i e s ( i n t h e U n i t e d S t a t e s ) , each with its own departmento f m a n u s c r i p t s , h a s l e d t o i n t e n s e c o m p e t i t i o n f o r p r i v a t ea r c h i v e s o f w r i t e r s a n d a r t i s t s . ( 8 4 , p 2 6 5 ) .

Such compet i t ion can somet imes lead arch iv is t s or manuscr ipt cura tors

t o s t e p o u t s i d e t h e c o n f i n e s o f t h e i r c o m p e t e n c e , a s i n t h e c a s e c i t e d

by Kenneth Duckett :

One young author who had been approached by a well-knownunivers i ty was surpr i sed to l earn tha t h i s work and h iscorrespondence ‘had won a p lace in the arch ives o f pos ter i tyeven before they had been written’ . ( 2 , p 6 )

1 2 . 2 . S c i e n t i f i c M a n u s c r i p t s a n d t h e R e c o r d s o f S c i e n t i f i c O r g a n i s a t i o n s

1 2 . 2 . 1 . T h i s i s a v e r y s p e c i a l i s e d f i e l d , w h e r e t h e t y p e s o f m a t e r i a l

accumulated - research documents , l abora tory note -books , computer pr in touts ,

s t a t i s t i c s , h e a l t h r e c o r d s , c a s e - n o t e s , t e c h n i c a l d r a w i n g s , d e s i g n s , g l a s s

s l ides and wet t i s sue samples - w i l l b e u n f a m i l i a r t o m a n y a r c h i v i s t s .

Such mater ia l s may be kept for d i f fe rent purposes or for l imi ted per iods

o f t i m e . F o r e x a m p l e , i n t h e p h a r m a c e u t i c a l i n d u s t r y , a l l r e c o r d s c o n -

cerning the marketing of a new drug need to be kept only for the period

t h e d r u g i s o n t r i a l , and wi l l then be sc rapped .

1 2 . 2 . 2 . F i f t y - f o u r p e r c e n t ( 2 1 ) o f t h e i n s t i t u t i o n s s u r v e y e d h e l d

s c i e n t i f i c m a n u s c r i p t s a n d 2 2 ( 5 6 % ) t h e r e c o r d s o f s c i e n t i f i c i n s t i t u t i o n s .

T w e l v e i n s t i t u t i o n s ( 3 1 % ) f e l t t h a t i t w a s a n e g l e c t e d a r e a . H o w e v e r ,

i t should be borne in mind tha t no sc ient i f i c ins t i tu te was inc luded in

t h e s u r v e y , t h o u g h m a n y , i n b o t h c a p i t a l i s t a n d s o c i a l i s t c o u n t r i e s , m a i n -

ta in the i r own records and accumula te the papers a t l eas t o f the i r s ta f f

members.

1 2 . 3 . Re l ig ious Archives

1 2 . 3 . 1 . A wide variety of

r e l i g i o u s a r c h i v e s , r a n g i n g

mater ia l s i s to be found under the heading o f

f rom the formal records o f es tab l i shed

churches , the l ess formal arch ives o f o ther church bodies , the records o f

m i s s i o n a r y a n d o t h e r s o c i e t i e s , the records o f new churches , par t i cu lar ly

in the deve loping countr ies , the vas t accumulat ions o f manuscr ip ts to be

found a t Hindu, Buddhis t and o ther shr ines and temples , to the pr iva te

papers - d i a r i e s , l e t t e r s , s e r m o n s , r e s e a r c h n o t e s - o f r e l i g i o u s p e r s o n n e l .

Many of these records date back hundreds of years and are an invaluable

s o u r c e f o r s c h o l a r s a n d g e n e a l o g i s t s .


- 2 6 -

1 2 . 3 . 2 . A number of rel igious archives have been preserved, arranged

and described and made available to the public . In some countr ies , for

example in the United Kingdom and France, church records have been

d e p o s i t e d i n l o c a l o r r e g i o n a l r e c o r d o f f i c e s T h i r t y o f t h e p a r t i c i -

pa t ing repos i tor ies (77%) had acqui red such arch ives . Some re l ig ious

organisa t ions appoint the i r own arch ive cus todians though few are t ra ined .

Others may be aware of the value and impor tance o f the i r ho ld ings but

lack the resources to maintain them adequately or make them available

f o r r e s e a r c h . There may be some reluctance to make records regarded

a s s e n s i t i v e a v a i l a b l e .

1 2 . 3 . 3 . Despi te obvious progress made in recent years in the care o f

r e l i g i o u s a r c h i v e s t h e r e a r e n u m e r o u s i n s t a n c e s o f t h e n e g l e c t , d i s p e r s a l

and even des t ruc t ion o f re l ig ious a rch ives (See 102 , 105 ) .

12 .4 . Bus iness Records

T h e i r p r e s e r v a t i o n a n d a c c e s s i b i l i t y i s o n e o f t h eweakes t po ints in arch ive adminis t ra t ion .

1 2 . 4 . 1 . This was a comment made by Dr. Herman Hardenberg in his paper

“Lega l and judic ia l prob lems assoc ia ted wi th access to a rch ives” , de l ivered

to the Ext raordinary In ternat iona l Congress on Archives , Washington , 1966

(Arch ivum XVI) , and i t appears tha t many arch iv i s t s s t i l l agree wi th h im.

22 (56%) contr ibutors to th i s survey cons idered bus iness records an area

f o r c o n s i d e r a b l e c o n c e r n . An arch iv i s t a t the Nat iona l Arch ives o f Sr i

Lanka wished to see arch iva l l eg i s la t ion in h i s country amended to ensure

the preservation of business archives, and one member of the ICA Committee

on Bus iness Archives , proposed the se t t ing U P of Bus iness Records Centres

in univers i ty towns , so that maximum use could be made of the records,

a s c o - o p e r a t i v e v e n t u r e s b y t h e S t a t e , l o c a l a u t h o r i t i e s , a n d p r i v a t e

b u s i n e s s e s . Dr. Wilfred Smith observed in his report on New Zealand archives,

but obvious ly drawing on wider exper ience , tha t i t had a lways surpr i sed

him “that enterprises which depend upon sound business practices which

are re f lec ted in prof i t s have been so s low to recognise the impor tance o f

the e f f i c i ent and economica l management o f the in format ion which i s v i ta l

to decisions and planning” (12, p 26) .

1 2 . 4 . 2 . Not only is poor records management a cause for concern. Many

f i rms re fuse to make records , even those da t ing f rom the n ine teenth century ,

a v a i l a b l e t o r e s e a r c h e r s , p l e a d i n g t h e n e e d f o r b u s i n e s s c o n f i d e n t i a l i t y ,

or tha t the ex i s tence o f a company h is tory obvia ted the need for research .


- 2 7 -

I t i s e v i d e n t too tha t records o f de funct companies , par t i cu lar ly dur ing

t imes o f economic recess ion , are in immedia te danger o f des t ruc t ion .

J . H . S i m e o f t h e S c o t t i s h R e c o r d O f f i c e e n c a p s u l a t e s v i v i d l y t h e s o r t o f

occurrence tha t i s probably a l l too common:

Only the o ther week the Bus iness Archives Counc i l surveyor inScotland was given only a few hours in which to salvage drawingsf rom Scot land’s l as t motor car assembly p lant , and only a fewdays before that he and I had had to fol low the refuse men topick over sacks o f records j e t t i soned f rom the same f i rm’sa d m i n i s t r a t i v e o f f i c e s . ( 1 1 0 , P 6 5 )

Elsewhere , o ld company records are s t i l l to be found ly ing around in

dere l i c t warehouses or , as a Shanghai a rch iv i s t admi t ted to a group o f

v i s i t i n g A m e r i c a n a r c h i v i s t s i n 1 9 8 2 , ‘ l o c a t e d u n d e r s t a i r s i n o l d b u i l d i n g s

around the c i ty , but tha t search ing for them and doing someth ing about

them s imply was not prac t i ca l a t the moment ’ ( 54 , p409) .

1 2 . 4 . 3 . There are a number o f pos i t ive ach ievements to po in t to and

e v i d e n c e o f i n c r e a s i n g i n t e r e s t i n t h e s u b j e c t . Twenty f ive (64%) o f the

i n s t i t u t i o n s s u r v e y e d h a d c o l l e c t e d b u s i n e s s a r c h i v e s . In Aus t ra l i a an

Arch ives o f Bus iness and Labour has been se t up a t the Aust ra l ian Nat iona l

U n i v e r s i t y ; in Denmark the Danish Business Archive became, in 1962, ‘ the

so le bus iness h i s tory arch ive in the wor ld wi th the s ta tus o f an independent

s t a t e i n s t i t u t i o n ’ (32 p10 ) ; the Vere in igung Deutscher Werks - und Wir t schaf t s -

archiv!ire can be c i t ed in the Federa l Republ i c o f Germany ; in France f ive

h u g e r e p o s i t o r i e s f o r b u s i n e s s a n d l a b o u r a r c h i v e s a r e t o b e e s t a b l i s h e d ;

a three -day seminar on bus iness a rch ives was he ld recent ly in Malawi ; the

Bus iness Arch ives Counc i l in London provides an exce l lent advisory and

i n f o r m a t i o n s e r v i c e , and in the Uni ted S ta tes a recent i s sue o f The Amer ican

Archiv i s t (Sumner , 1982) , was devoted to bus iness arch ives .

12.5. Labour and Trade Union Archives

1 2 . 5 . 1 . The growth o f soc ia l h i s tory has brought wi th i t an increas ing

in teres t in recent years in labour movement and t rade union arch ives .

Twenty s ix (61%) o f the ins t i tu t ions surveyed have acqui red such arch ives ,

and in 1980 a number of special ists contributed to the volume Labour and

Trade Union Archives, Archivum XXVII . I t appears tha t many la rge t rades

unions have preserved the i r records , and that these , together wi th the

pr iva te papers o f t rade un ion l eaders , l a b o u r h i s t o r i a n s a n d o t h e r o b s e r v e r s ,

together wi th s imi lar mater ia l such as ora l recordings o f work ing men and

women, have been depos i ted in spec ia l i s t a rch ive cent res , as for example

in Denmark, Sweden and the United Kingdom. More f requent ly such mater ia l


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i s d i s p e r s e d i n a v a r i e t y o f r e p o s i t o r i e s .

1 2 . 5 . 2 . One fea ture not i ced in England and in France i s the regre t tab le

tendency among union o f f i c ia l s to re ta in the pr in ted record a lone . As

Michel Duchein observes,

Beaucoup des fonds qua l i f i és d ’arch ives syndica les pourles pér iodes anc iennes s ’apparentent beaucoup p lus à desc o l l e c t i o n s d e b r o c h u r e s , b u l l e t i n s , r e v u e s , a f f i c h e s , t r a c t s ,documenta t ion d iverse , qu ’à des arch ives proprement d i tes .(Many archive groups described as early union archives havemore in common wi th co l lec t ions o f pamphle ts , bu l le t ins , journa ls ,p o s t e r s , t r a c t s a n d m i s c e l l a n e o u s l i t e r a t u r e , t h a n w i t h a r c h i v e sp r o p e r . )

( 6 8 , p 8 4 )

This tendency is common to social movements, operating as they do from

m a k e - s h i f t p r e m i s e s , s u c h a s r o o m s o v e r s h o p s , o r o f f i c i a l s ’ p r i v a t e

accommodation, where space is at a premium. Y e t t h e v a l u e o f t h e s e

diverse accumulations is immense as was stressed by Georges Bourgin in

1 9 5 1 :

Eh b ien , nous es t imons que ces humbles e t ces obscures cons t i tuentl e t u f e s s e n t i e l d e l a n a t i o n s u r l e q u e l t o u t r e p o s e , e t i l e s tnécessa i re de connaî t re ces humbles e t ces obscurs pour comprendret o u t e s l e s s u p e r s t r u c t u r e s q u i s e s o n t é t a b l i e s u l t é r i e u r e m e n te t g r â c e à e u x .(we be l i eve tha t these humble people , and these obscure people ,

a re the bedrock o f the na t ion upon which everyth ing e l se i sfounded and i t i s necessary to unders tand them in order to under -s tand a l l the supers t ruc tures which have subsequent ly been erec tedthanks to them. ( 1 7 , p . 1 1 1 )

1 2 . 5 . 3 . Other records a t r i sk are the minutes , membership records,

correspondence f i l e s and pr in ted mat ter o f un ion branches and sp l in ter

g r o u p s , w h i c h w i l l b e d i f f i c u l t t o t r a c e , a r e u s u a l l y d i s o r g a n i z e d , a n d

w h o s e c u s t o d i a n s a r e p e r h a p s u n w i l l i n g , f o r p o l i t i c a l r e a s o n s , t o e n t r u s t

t h e i r m a t e r i a l s t o s t a t e r e p o s i t o r i e s .

12 .6 . Co l lege and Univers i ty Arch ives

1 2 . 6 . 1 . Col leges and Univers i ty a rch ives were adminis te red by 16 repos -

i tor ies (41%) and were cons idered a neg lec ted ca tegory by s ix respondents

(15%) . In some countries, for example France and Sweden, they are regarded

as publ i c a rch ives and adminis te red accord ing ly . I t i s a n i n t e r e s t i n g

paradox tha t many univers i ty l ibrar ies , wi th la rge ho ld ings o f a rch ives o f

outs ide bodies , have no re la t ionship wi th the arch ives o f the i r own

i n s t i t u t i o n . As Sonia Anderson observes (36, p50) :

—.


I t i s n o t u n k n o w n f o r t h e a r c h i v i s t ( o r l i b r a r i a n ) i nc h a r g e o f s p e c i a l c o l l e c t i o n s t o b e u n a b l e t o t e l l e n q u i r e r sw h e r e t h e n o n - c u r r e n t a d m i n i s t r a t i v e r e c o r d s a r e h e l d , l e talone what they comprise and whether they may be consulted.

1 2 . 6 . 2 . Probably the most impor tant , and cer ta in ly the most sens i t ive ,

r e c o r d s h e l d b y c o l l e g e s a n d u n i v e r s i t i e s a r e t h e s t a f f a n d s t u d e n t f i l e s .

I n m o s t i n s t i t u t i o n s t h e s e a r e n o w s a f e l y a n d s e c u r e l y s t o r e d , o f t e n

nowadays in machine-readable form. No records , however , can sa fe ly be

n e g l e c t e d , as any of them , not jus t photographs , char ters , commemorat ive

i tems and so on , may be o f in teres t to fu ture genera t ions .

1 2 . 6 . 3 . I t i s f a i r t o s a y t h a t t h e U n i t e d S t a t e s o f A m e r i c a l e a d s t h e

w a y a s f a r a s a d m i n i s t r a t i o n o f c o l l e g e a n d u n i v e r s i t y a r c h i v e s i s

concerned . The Society of American Archivists has published a number of

u s e f u l a r t i c l e s a n d g u i d e l i n e s o n t h i s s u b j e c t . Archiv is t s working in

co l leges and univers i t i es in the USA now form the la rges t s ing le group

in the Soc ie ty o f Amer ican Archiv is t s .


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1 3 . PRIVATE ARCHIVES IN DEVELOPING COUNTRIES

1 3 . 1 . Archivists in developing countries face most of the problems common

t o t h e i r c o u n t e r p a r t s w i t h l o n g e r a r c h i v a l t r a d i t i o n s , i n c o m b i n a t i o n w i t h

a n y o r a l l o f t h e f o l l o w i n g : inadequate bu i ld ings or equipment ; l ack o f

a n e f f e c t i v e l y f u n c t i o n i n g n a t i o n a l a r c h i v a l s y s t e m ; l a c k o f t r a i n e d s t a f f ;

l ack o f funds ; low mora le . They may possess one or two advantages, i .e .

recent ly c rea ted l eg i s la t ion in a number o f emergent na t ions puts pr iva te

as wel l as publ i c records under na t iona l pro tec t ion , and the ro le o f the

n a t i o n a l a r c h i v e s , w i t h r e g a r d t o t h e a c q u i s i t i o n a n d a d m i n i s t r a t i o n o f

p r i v a t e a r c h i v e s , might be more s t ra ight forward than in countr ies wi th

evolved sys tems ; there should be l ess compet i t ion be tween long es tab l i shed

l i b r a r i e s w i t h d i f f e r e n t t r a d i t i o n s o f m a n u s c r i p t a d m i n i s t r a t i o n .

1 3 . 2 . Obviously, no state should embark on a programme of actively acquiring

p r i v a t e a r c h i v e s u n t i l t h e b a s i c s t r u c t u r e o f a r c h i v a l m a n a g e m e n t i s o p e r a t -

ing smoothly . Once th i s has been ach ieved , there should be no de lay .

The answers to the Ques t ionna i re concern ing access ion ing , a r rangement and

descr ip t ion , f rom deve loping countr ies , show a recogni t ion and ab i l i ty to

opera te approved arch iva l procedures . There may be a sl ight tendency to

adminis ter pr iva te a rch ives in some respec ts as though they were publ i c

arch ives : but g iven the resemblance o f modern pr iva te a rch ives , par t i cu lar ly

c o r p o r a t e o n e s , t o p u b l i c a r c h i v e s , th i s seems a mat ter o f minor concern .

Tra in ing in pr iva te a rch ive adminis t ra t ion should be an essent ia l par t o f

a l l a r c h i v e c o u r s e s ; n o t i s i t o n l y c o u r s e s i n d e v e l o p i n g c o u n t r i e s t h a t

f a i l i n t h i s r e s p e c t .

1 3 . 3 . Most former colonies are very much concerned with the private papers

of former adminis t ra tors and o ther personnel who took the i r papers out o f

the co lony on re t i rement or a t independence . Copies of such papers should

be made ava i lab le to those te r r i tor ies to which they re la te , and a number

of copying programmes have received international funding. T h i s n a t u r a l

des i re to obta in copies o f such mater ia l should not , however , d i s t rac t

n a t i o n a l r e p o s i t o r i e s f r o m a c t i v e c o l l e c t i o n i n t h e i r o w n c o u n t r i e s .

1 3 . 4 . In h i s rep ly to the survey , Mr J . Kufa o f the Nat iona l Arch ives

of Z imbabwe remarked on the pauc i ty o f mater ia l re la t ing to the b lacks

a m o n g p r i v a t e c o l l e c t i o n s . This is a gap which must be felt in other newly

independent s ta tes . In 1981 the author found a marked want of material

emanating from the indigenous population of Papua New Guinea in the University’s

e x t e n s i v e h o l d i n g s o f p r i v a t e c o l l e c t i o n s . S u c h a d i s t o r t e d r e p r e s e n t a t i o n


- 3 1 -

n e e d s to b e r e c t i f i e d a t a n e a r l y d a t e , b y t h e a c q u i s i t i o n o f m a n u s c r i p t s

in indigenous languages and an active oral recording programme. Among

t h e d a n g e r s o f s u c h d i s t o r t i o n i s a l o s s o f c o n f i d e n c e , b y s e c t i o n s o f

the communi ty , in the na t iona l a rch ives . A salutary warning is given by

an arch iv i s t a t the Alexander Turnbul l L ibrary , Wel l ington , who recounted

the d is t rus t o f the L ibrary shown by the Maor i communi ty as a des i rab le

r e p o s i t o r y f o r i t s m a n u s c r i p t s ( 4 4 p 1 4 ) .

1 3 . 5 . P r i v a t e a r c h i v e s , then , should be a mat ter o f concern to arch iv is t s

i n d e v e l o p i n g c o u n t r i e s . But one can only conc lude , on the bas i s o f th i s

survey , and a f te r reading re levant l i t e ra ture , tha t in many deve loping

countr ies pr iva te arch ives and manuscr ip ts a re not ac t ive ly acqui red .

With improved funding , m o r e e f f i c i e n t s y s t e m s , b e t t e r b u i l d i n g s , m o r e

s t a f f t r a i n i n g , a n d d e v e l o p m e n t o f p r o f e s s i o n a l a s s o c i a t i o n s , t h e s i t u a t i o n

wi l l doubt less improve . But by then , for the pr iva te a rch ives and manu-

s c r i p t s a t r i s k , and the memories of the older population, i t may be too

l a t e .

—


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1 4 . GENERAL STATE OF PRIVATE ARCHIVE ADMINISTRATIONand SUGGESTIONS FOR IMPROVEMENT

Twelve responding ins t i tu t ions

s a t i s f i e d w i t h t h e g e n e r a l s t a t e o f

t h e i r r e s p e c t i v e c o u n t r i e s . Of the

a b o u t t h e p h y s i c a l s t a t e o f p r i v a t e

(30%) dec lared themse lves reasonab ly

p r i v a t e a r c h i v e a d m i n i s t r a t i o n i n

remainder, 28 (72%) were concerned

arch ives and manuscr ip ts , 33 (85%)

wi th the i r s torage and cus tody , 28 (72%) wi th the i r a r rangement and

d e s c r i p t i o n a n d 2 6 ( 6 7 % ) w i t h a c c e s s i b i l i t y . T w e n t y t h r e e r e s p o n d e n t s

(59%) made sugges t ions , as asked in the f ina l ques t ion for the improvement

o f p r i v a t e a r c h i v e a d m i n i s t r a t i o n i n t h e i r r e s p e c t i v e c o u n t r i e s . T h e

f o l l o w i n g i s a l i s t o f t h e i r s u g g e s t i o n s , r a n k i n g a c c o r d i n g t o t h e i r

f r e q u e n c y .

1 .

2 .

3 .

4 .

5 .

6 .

7 .

8 .

9 .

10.

T o i n c r e a s e t h e a r c h i v a l c o n s c i o u s n e s s o f t h e p u b l i c , e s p e c i a l l yowners o f pr iva te arch ives and manuscr ip ts

Improve profess iona l t ra in ing and inc lude courses on pr iva tea r c h i v e a d m i n i s t r a t i o n

A c q u i r e m o r e f i n a n c i a l a s s i s t a n c e , e s p e c i a l l y t a x r e l i e f o ng i f t s a n d b e q u e s t s o f p r i v a t e a r c h i v e s

Publ i c i se more wide ly ins t i tu t iona l ho ld ings and make themm o r e a c c e s s i b l e

E s t a b l i s h a c e n t r a l r e g i s t r y o f a r c h i v e s

E n a c t o r a m e n d l e g i s l a t i o n t o p r e v e n t d e s t r u c t i o n , d i s p e r s a l ,e x p o r t

Improve the adminis t ra t ion o f bus iness records

Convince employers in organisa t ions and corpora t ions o f theneed to employ arch iv i s t s

Promote more e f fec t ive co -opera t ion be tween ins t i tu t ions admin-i s te r ing pr iva te a rch ives and manuscr ip ts

Standardize methods of arrangement and description in accordancewi th arch iva l ly accepted procedures


- 3 3 .

CONCLUSIONS AND RECOMMENDATIONS

1 5 . 1 . I t i s d i f f i c u l t t o d e f i n e p r e c i s e l y t h e t e r m p r i v a t e a r c h i v e s ,

espec ia l ly when what i s regarded as pr iva te in one country i s con-

s idered as publ i c in another . For the purpose o f th i s survey the author

sugges ted the ca tegor ies ment ioned in the te rms o f re ference o f the

c o n t r a c t ( s e e p a r a 1 . 1 ) . I n s o c i a l i s t c o u n t r i e s p r i v a t e a r c h i v e s a r e

c o n s i d e r e d t o b e p a r t o f t h e s t a t e a r c h i v a l f e n d s . I t h a s t h e r e f o r e

b e e n d i f f i c u l t t o i n c l u d e a n i n v e s t i g a t i o n o f t h e v e r y d i f f e r e n t s y s t e m s

o p e r a t i n g i n t h o s e c o u n t r i e s , which perhaps should be the ob jec t o f

s e p a r a t e c o n s i d e r a t i o n . N e v e r t h e l e s s , an ana lys i s o f the survey f ind ings

l e a d s t o t h e f o l l o w i n g c o n c l u s i o n s :

1 . H i s t o r i a n s a n d a l l i e d s c h o l a r s a r e b r o a d e n i n g t h e s c o p e o f t h e i r

r e s e a r c h e s ; “h is tor ians are now in teres ted a l so in the economic ,

m i l i t a r y , c u l t u r a l , s o c i a l , r e l i g i o u s a n d a w h o l e h o s t o f o t h e r

m a t t e r s ” (11, p30) . In addi t ion there i s a growing awareness ,

in most countr ies , o f t h e i m p o r t a n c e o f t h e c u l t u r a l h e r i t a g e .

2 . S ide by s ide wi th these deve lopments , an unenl ightened a t t i tude

pers i s t s on the par t o f many owners o f pr iva te arch ives and the

p u b l i c a t l a r g e . There i s a grea t need for educa t ion and for

the publ i c iz ing o f a rch iva l serv ices in most member countr ies .

3 . Urgent ac t ion i s needed to prevent d i spersa l and des t ruc t ion o f

pr iva te a rch ives and manuscr ip ts . A n a t i o n a l r e g i s t e r o f a r c h i v e s

s h o u l d b e a n e s s e n t i a l f i r s t s t e p i n a l l c o u n t r i e s . T h i s w i l l

be a formidab le task , r e q u i r i n g i n i t i a l l y a t l e a s t , t e a m s o f

i n v e s t i g a t o r s a n d c o m p i l e r s a n d w i l l r e q u i r e s i g n i f i c a n t f u n d i n g .

4 . The t ime has come to g ive l ega l pro tec t ion to pr iva te arch ives

w h e r e d e s i r a b l e a n d p r a c t i c a l . Measures might inc lude reg i s t ra -

t i o n a n d c l a s s i f i c a t i o n o f p r i v a t e a r c h i v e s , p r o h i b i t i o n o f t h e

s a l e a n d d e s t r u c t i o n o f c l a s s i f i e d a r c h i v e s a n d r e q u i r e m e n t s

tha t pr iva te owners make adequate provis ion for the preservat ion

a n d a v a i l a b i l i t y o f t h e i r a r c h i v e s . I t should be recognised ,

however, tha t compulsory leg i s la t ion might wel l prove counter -

productive and that more might be achieved by way of f inancial

a id or tax concess ions , for example to owners depos i t ing the i r

a r c h i v e s i n a r e c o g n i s e d r e p o s i t o r y .


- 3 4 -

5 . Where private o w n e r s a r e a w a r e of the importance and value

o f t h e i r a r c h i v e s t h e y o f t e n l a c k the exper t i se and resources

necessary both to a r range and preserve the i r a rch ives and to

make them ava i lab le for publ i c consul ta t ion . Advice and

assistance should be much more forthcoming than they appear to

b e a t p r e s e n t . S teps should be taken to prepare and d is t r i -

bute a range o f a rch ive manuals su i tab le for the adminis t ra tors

o f t h e v a r i o u s c a t e g o r i e s o f a r c h i v e s i n p r i v a t e h a n d s .

6 . Advantage should be taken of the increased public concern

wi th the need to preserve the cu l tura l her i tage . Governments

must be encouraged to pay more than l ip serv ice to th i s need .

More f inanc ia l in teres t and involvement i s requi red f rom

governments. Archiv is t s should forge c loser bonds wi th the

c u s t o d i a n s o f o t h e r p a r t s o f t h e c u l t u r a l h e r i t a g e .

7 . In addition to the general recommendations above the following

categor ies o f pr iva te a rch ives covered by the survey requi red

p a r t i c u l a r a t t e n t i o n .

Bus iness Archives

Much remains to be done to overcome inertia and ignorance

among business managers with regard to record management and

to persuade bus inessmen o f the va lue o f the i r a rch ives for

s c h o l a r s h i p , even a f te r the company h i s tory has been wr i t ten .

An ac t ive rescue serv ice i s urgent ly requi red in many countr ies

par t i cu lar ly for the records o f de funct companies . S u r e l y

in th i s a rea , where f inanc ia l resources a re ava i lab le , i t must

be poss ib le to harness commerce , s cho larsh ip and arch iva l

e x p e r t i s e t o p r e s e r v e t h e s e r e c o r d s f o r p o s t e r i t y .

Col lege and Univers i ty Arch ives

In some countr ies these are publ i c records and t rea ted accord-

i n g l y . In many countr ies the adminis t ra t ion o f these arch ives

h a s b e e n n e g l e c t e d . College and University managers need to be


- 3 5 -

urged to opera te an e f f i c i ent records management sys tem

and to deve lop univers i ty arch ives . Academics should be

persuaded not to leave papers and manuscripts to accumulate

i n c o r r i d o r s a n d s t u d y r o o m s b u t t o c a l l i n a n a r c h i v i s t f o r

advice .

Re l ig ious Archives

Much needs to be done to prevent fur ther neg lec t , d i spersa l

and des t ruc t ion . Urgent action needs to be taken when records

are in the hands o f ind iv idua ls or l i e abandoned in d i sused

r e l i g i o u s b u i l d i n g s . Advantage should be taken of the recent

i n c r e a s e d c o n c e r n f o r t h e s e a r c h i v e s .

S c i e n t i f i c A r c h i v e s

These arch ives o f ten requi re very spec ia l i sed management .

A r c h i v i s t s i n s u c h i n s t i t u t i o n s n e e d t o f o r g e s t r o n g p r o f e s -

s i o n a l l i n k s i n o r d e r t o o v e r c o m e a p o s s i b l e s e n s e o f i s o l a t i o n .

8 . Bes ides the ca tegor ies covered by the survey the fo l lowing

a r e r e p o r t e d a s a t r i s k : records o f soc ia l movements , pressure

g r o u p s , v o l u n t a r y o r g a n i s a t i o n s , p a p e r s o f e t h n i c m i n o r i t i e s

e t c . Urgent ac t ion i s requi red to ident i fy and preserve such

r e c o r d s .

9 . Ora l a rch ives should be used to supplement ho ld ings o f pr iva te

a r c h i v e s .

10. R e s t r i c t i o n s o n a c c e s s t o p r i v a t e a r c h i v e s s h o u l d b e k e p t t o

a minimum, t h o u g h t h e l e g i t i m a t e i n t e r e s t s o f t h e d o n o r /

depositor and owner should always be taken into account.

11. There i s a mani fes t need , in a number o f countr ies , for the

law on copyright, in respec t o f the use o f unpubl i shed mater ia l s ,

to be c la r i f i ed and/or brought up to da te .

12 . Pr iva te a rch ive adminis t ra t ion should be inc luded in arch iva l

t r a i n i n g c o u r s e s .


- 3 6 -

1 3 . Pr iva te a rch ives and manuscr ip ts a re adminis te red by a var ie ty

o f i n s t i t u t i o n s - r e c o r d o f f i c e s , l i b r a r i e s , m u s e u m s , a n d

h i s t o r i c a l s o c i e t i e s . C o o p e r a t i o n b e t w e e n t h e s e i n s t i t u t i o n s

and the profess iona l a s s o c i a t i o n s o f t h e i r s t a f f s i s e s s e n t i a l .

Pr iva te arch ives should be adminis tered according to arch iva l

pr inc ip les and procedures .

1 4 . Al l o f the above recommendat ions apply to deve loping countr ies

where pr iva te a rch ives and manuscr ip ts have rece ived insuf f i c i en t

a t t e n t i o n . Survey and acquisit ion programmes should be written

in to deve lopment p lans and should be the ob jec t o f in ternat iona l

f u n d i n g .

1 4 . 2 . R e c o m m e n d a t i o n s f o r a c t i o n a t t h e i n t e r n a t i o n a l l e v e l

These f indings and conc lus ions , in turn he lp suppor t the fo l lowing .

1 . T o a l e r t g o v e r n m e n t s t o t h e n e e d t o e n a c t p r o t e c t i v e l e g i s -

l a t i o n a n d i n c r e a s e f i n a n c i a l a s s i s t a n c e .

2 . To promote grea ter co -opera t ion be tween profess iona l

a s s o c i a t i o n s o f a r c h i v i s t s , l i b r a r i a n s a n d o t h e r c u s t o d i a n s

o f p r i v a t e arch ives and manuscr ip ts .

3 . To in i t ia te a wor ld-wide publ i c i ty programme to arouse

a r c h i v a l c o n s c i o u s n e s s , p a r t i c u l a r l y d i r e c t e d t o o w n e r s .

4 . To under take the prepara t ion o f manuals for the handl ing

of pr iva te arch ives for the use o f cus todians , owners and

t r a i n e e a r c h i v i s t s .

5 . To promote a grea ter concern and ac t ion by In ternat iona l

Counc i l on Archives , i t s branches and commit tees on a l l

a s p e c t s o f p r i v a t e a r c h i v e a d m i n i s t r a t i o n .

6 . T o p r o v i d e i n c r e a s e d a i d f o r p r i v a t e a r c h i v e s a d m i n i s t r a t i o n

in deve loping countr ies .

7 . T o e n l i s t t h e p a r t i c i p a t i o n o f h i s t o r i a n s a n d o t h e r i n t e r e s t e d

s c h o l a r s i n t h e s e p r o j e c t s a n d a c t i v i t i e s .

—


- 3 7

BIBLIOGRAPHY

General

1.

2 .

3*

4 .

5 .

6 .

7 .

Dahm, H. ‘Archives of Non-governmental Provenance in the World;

Types , S t ruc tures , Contents , Methods , Organisa t ion and

P r o f e s s i o n a l I n t e g r a t i o n : a n I n t e r n a t i o n a l S u r v e y ’ ,

I n t e r n a t i o n a l C o u n c i l o n A r c h i v e s , S e c t i o n o f P r o f e s s i o n a l

A r c h i v a l A s s o c i a t i o n s . Papers submit ted in Engl i sh to the

Ninth In ternat iona l Congress on Arch ives , 1980 , 68 pp .

( P a p e r s o n f a m i l y , soc io -economic , media , s c ience and ar t andora l a rch ives and the arch ives o f re l ig ious communi t ies .Papers vary in quant i ty and l ength)

Ducket t , Kenneth W. Modern Manuscripts. A Prac t i ca l Manual for

their Management, Care and Use. Nashvi l l e , Amer ican

Assoc ia t ion for S ta te and Loca l His tory , 1975 , 375 pp .

E l l i s , R o g e r . ‘ S e r v i c e s o f t h e B r i t i s h R e c o r d s A s s o c i a t i o n t o

P r i v a t e A r c h i v e s ’ , Proceedings o f the Thi rd In ternat iona l

Congress on Arch ives . 1956 . Arch ivum, Vol . VI , Par i s , 1958 ,

pp 72-73.

(Advice and ass i s tance to owners o f pr iva te arch ives . Dangerse . g . d i s p e r s a l t h r o u g h t h e s a l e r o o m . N e e d f o r l e g i s l a t i o n )

Evans, Frank B. ‘Unesco and Archives Development’ , L?JISLL4,

Vol. It’, NO 3 , 1982, pp 159-176.

Franz , E .G . ‘The ICA, i t s ach ievements and i t s fu ture ’ , Paper

presented to the Ninth In ternat iona l Congress on Archives ,

London, 1980, 39 pp.

Archivum, Vols XXI I -XXI I I . In ternat iona l Direc tory on Archives .

Munich, 1975. 480 pp.

(Based on responses to ques t ionnai re . Gives addresses , openinghours , c o n d i t i o n s o f a c c e s s , c o n t e n t s , p u b l i c a t i o n s ,r e s t r i c t i o n s )

J e n k i n s o n , H i l a r y . A Manual of Archive Administration. 2nd edition,

London, Percy Lund, Humphries & Co Ltd, 1966. 261 pp.

(Chie f ly concerned wi th publ i c records , but see ‘dut ies o farch iv is t s ‘ and entries under ‘private muniments’ in the index)


-3 8-

8 P~rotiri, Yves ed . A Manual of Tropical Archivolog\-. (Le ~~de

d ’ O u t r e m e r , pass; et pre-sent, 4e s~rie: B i b l i o g r a p h i e s e t

instruments de travail , 7) The Hague, Mouton & Co; 1966, 149 pp.

9 Indian His tor ica l Records Commiss ion . ‘Symposium on Private Records

and the i r Prob lems’ , Proceedings o f the For ty -S ix th Sess ion o f

the Indian Historical Records Commission, Vol, XLVI, Aurangabad,

1979, pp 43-76.

(E ight papers , s i x r e l a t i n g t o I n d i a . Two on general aspects,one on re l ig ious arch ives and three on papers in par t i cu larr e g i o n s )

10 Royal Commiss ion on His tor i ca l Manuscr ip ts , 26 th Repor t , 1968-81

London, HMSO, 1983, 38 pp.

( R e c a p i t u l a t e s h i s t o r y s i n c e f o u n d a t i o n i n 1 8 6 9 a n d d e s c r i b e sdevelopment since 1968. Comments on massive expansion ofh i s t o r i c a l r e s e a r c h : in consequence Nat iona l Reg is ter o fArchives has been reshaped and has had more staff , indexes havebeen revised and a personal name index entered on computer)

11 S c h e l l e n b e r g , T . R . The Management of Archives, New York, Columbia

U nivers i t y Press , 1 965 , 383 pp .

(Very re levant to th i s survey)

12 Smi th , Wi l f red . Arch ives in New Zea land : a repor t to the Arch ives

Records Association of New Zealand, Well ington, 1978, 50 pp.

(Reports and makes recommendations on the role, functions andopera t ions o f the Alexander T’urnbull L ibrary , and the Nat iona lArchives , wi th regard to the adminis t ra t ion o f pr iva te arch ivesand manuscripts. I n c l u d e s s e p a r a t e s e c t i o n o n b u s i n e s s , l a b o u r ,church and univers i ty arch ives )

13 Assoc ia t ion o f County Archiv is t s , Yes terday’s Future , a Nat iona l

P o l i c y f o r o u r A r c h i v e Heritasze, A s s o c i a t i o n o f County

A r c h i v i s t s : W a l l s e n d , 1 9 8 3 . ~b nn.. .

(A wide-ranging review of the problems and inadequacies ofarch ives adminis t ra t ion in the UK; though some ra ther par t i sans o l u t i o n s )

14 Crawford, ?l.J. ‘Copyright, Unpublished Manuscript Records, and the

Archiv is t ’ , by H J C r a w f o r d , The American Archivist Vol 46, No 2,

1983, pp ]35-]47.

(Descr ibes s i tua t ion under new Uni ted S ta tes Copyr ight Act 1976 .S t i l l some ambigui ty . Ques t ions concern ing copyr ight ‘ cont inua l lyc o n f r o n t a r c h i v i s t s ’ )

—


- 3 9 -

15 K a n e , L u c i l e ?4. A Guide to the Care and Adr.iriistracion of !%auscripts

Nashvi l l e , The Amer ican Assoc ia t ion for S ta te and Loca l His tory ,

1966, 74 pp.

(A concise, handy manual. Contains an admirably comprehensivel i s t o f t h e v a r i e t y o f m a t e r i a l s t o b e e n c o u n t e r e d i n p r i v a t ec o l l e c t i o n s ,

16 Evans, Frank B.

bibtigraphy ,

209 pp.

pp 14-15)

Modern Archives and Manuscripts: a select

Chicago , Soc ie ty o f Amer ican Arch iv i s t s , 1976 ,

17 Archivum, V o l . I , P r o c e e d i n g s o f t h e F i r s t I n t e r n a t i o n a l C o n g r e s s

on Arch ives , 1950 . P a r i s , 1 9 5 1 .

(Explora tory sess ion on pr iva te a rch ives , pp 104 -120 )

18 Archivum, Vol VI , Proceedings o f the Thi rd In ternat iona l Congress

on Arch ives , 1956 . P a r i s , 1 9 5 8 .

(Repor t on pr iva te arch ives by R . F i langer i and d iscuss ion

pp 43-58)

19 Wagner, Alfred. ‘The Pol i cy o f Access to Archives ; f rom Rest r i c t ion

t o L i b e r a l i s a t i o nt , Unesco Bul le t in for L ibrar ies , Vol XXIV,

1970, pp 73-76.

20 H a m i l t o n , C h a r l e s . C o l l e c t i n g autographs and manuscripts, Norman,

Univers i ty o f Oklahoma Press , 1961 , 269 pp .

(The author established an autograph auction house in New Yorki n 1 9 6 3 )

21 Harvey, P.D.A. ‘ A r c h i v e s i n B r i t a i n : anarchy or po l i cy ’ , Tine

A m e r i c a n A r c h i v i s t , V o l 4 6 , NO 1, 19’3, PP 2 2 - 3 0 .

(The author, a Professor o f His tory , decr ies theof the present system in the UK - ‘Tar t o o m u c ht h e n e t ’ . )

i n a d e q u a c i e ss l ips through

Arrangement and Descr ip t ion ( S e e a l s o g e n e r a l s e c t i o n )

22 Cook, Michael . Archives and the Computer, London, Butterworths,

1980, 152 pp.(Espec ia l ly Chapter 3 ‘ S y s t e m s f o r a r c h i v a l d e s c r i p t i o n ,re t r i eva l and management ’ ; g lossary o f t echnica l t e rms andb i b l i o g r a p h y )

—


- 4 0 -

2 3 G o r t o n , L . J . ‘Arrangemerit of lhnus~iipts i~ t h e B r i t i s h L i b r a r y ’

I r i s h A r c h i v e s B u l l e t i n \’ol 8 , 1 9 7 3 , p p 1 5 - 2 0 .

(Methods o f a r ranging papers o f ind iv idua ls in the Br i t i shLibrary Department of Manuscripts)

24 d’Huart , Suzanne. ‘ L e s A r c h i v e s Priv~es: Essai de M{thodologie’,

L a G a z e t t e d e s A r c h i v e s N o 1 1 0 , ( 1 9 8 0 ) , p p 1 6 7 - 1 7 5 .

(Arranging and l i s t ing 50 tons o f the pr iva te papers o f theRoyal House of Bourbon—Orl<ans, and methodological lessonsl e a r n e d )

25 T a y l o r , Hugh A. The Arrangement and Description of Archival

Materials , Munich, Verlag Documentation, 1980 (ICA Handbook

Series no 2) 181 pp

(A unified approach to the arrangement of public and privater e c o r d s . I n c l u d e s s e c t i o n o n e l e c t r o n i c d a t a p r o c e s s i n g )

Bus iness Archives

26

27

28

29

30

31

Soc ie ty o f Amer ican Archiv is t s . The Amer ican Archiv is t , \’ol 46,

HO 3 , 1 9 8 2 .

( I s s u e e n t i r e l y d e v o t e d t o B u s i n e s s A r c h i v e s . I n c l u d e s‘Bus iness Archives Guide l ines ’ formulated by the BusinessArchives Af f in i ty Group)

Bus iness Archives Counc i l . Bus iness Archives , the Journa l Of the

Business Archives Council , London.

( P u b l i s h e d a n n u a l l y . The Business Archives Council wasfounded in 1934)

Bus iness Archives Counc i l Newsle t ter , Bus iness Archives Counc i l

London.

(publ i shed quar te r ly )

Bus iness Archives Counc i l Annual Repor t , Bus iness Archives Counc i l ,

London.

McCarthy, J .D. Records Aids No I , Records Management in Business,

Business Archives Council , London, 8 pp.

Groeneveld, C. ‘The Making and Administration of Archival

A c c u m u l a t i o n s o f P r i v a t e B u s i n e s s e s , C o n c e r n s , S o c i e t i e s ,

Foundat ions and s imi lar Bodies ’ , Arch ivum Vol VI I I , Par i s ,

] 9 5 9 , p p 1 2 5 - 1 3 2 .

(Def ines and t races growth o f bus iness arch ives ; use fu l commentson s ta tus o f a rch ives in smal l bus inesses )

— . . — —


32 Lauriclsen, Finn H. ‘Bui ld ing up the Dariish B u s i n e s s A r c h i v e s ’ ,

Bul le t in o f the Commit tee on Bus iness Arch ives , ICA, 1978

p p 9 - 1 4 .

(Founded at Arhus in 1942, t a k e n o v e r b y t h e s t a t e i n 1 9 6 2 u n d e rthe Bus iness His tory Archive Act . I n f o r m a t i o n o n a c q u i s i t i o n s ,ar rangements , access )

33 Soc ie ty o f Amer ican Archiv is t s . Direc tory o f Bus iness Archives in

the Uni ted S ta tes and Canada , pre l iminary ed i t ion 1969 . S o c i e t y

of Amer ican Archiv is t s , Committee on Business Archives, 1967.

34 pp.

(Survey based on questionnaire sent to 700 US and Canadian f irms)

34 Venkatasubbiah, H. ‘Bus iness Arch ives in Modern India ’ , The Indian

A r c h i v e s V o l X I X , July-?)ec 1970, 1970, No 2, pp 1-5 .

( R e l a t e s t o r e c o r d s a c c u m u l a t e d i n Indis s ince the r i se o forganised indust ry in the mid-19 th century . Much i s in fe rence .Author proposes survey: sugges ts records over 50 years o ld shouldb e d e p o s i t e d i n U n i v e r s i t y l i b r a r i e s o r r e c o r d o f f i c e s . Eeed f o rbe t ter re la t ions be tween scholars and bus inessmen s t ressed . ]

35 Zechel , A. ‘The Development and Present State of Business Archives

in the Federa l Republ i c o f Germany!, Archivum, Vol Xl’III,

Proceedings o f the S ix th In ternat iona l Congress on Arch ives , 1968 .

P a r i s , 1 9 7 0 , p p 196-9S

(An account o f bus iness a rch ives ac t iv i ty in Germany and theVereinigung Deutscher Werks-und Wirtschafts-archivZre e s t a b l i s h e din 1957 . At the t ime o f the a r t i c l e about 130 f i rms and bus inessarch ives be longed to the organisa t ion)

C o l l e g e s a n d U n i v e r s i t i e s

36 Anderson, Sonia P. ‘ A r c h i v e s o f U n i v e r s i t i e s a n d S c i e n t i f i c

Ins t i tu tes in the Uni ted Kingdom and the Uni ted S ta tes ’ in

‘Archives of Nongovernmental Provenance in the World’ , Op. Cit . ,

pp 50-52.

(Chie f ly concerned wi th pr iva te a rch ives which have bee~a c q u i r e d b y u n i v e r s i t i e s a n d i n s t i t u t i o n s r a t h e r t h a n w i t ha r c h i v e s o f i n s t i t u t e s t h e m s e l v e s )

-.


37 Bott , M and Edwards, J .A. ‘Records Management for Universit ies:

Theory and Technique’ , Proceedings o f the S ix th Conference o f

Univers i ty Adminis t ra tors , Ed inburgh , 1979 , pp 67 -74 .

( I n t r o d u c t i o n d i r e c t e d t o U n i v e r s i t y a d m i n i s t r a t o r s )

38 Brech , Don. A Direc tory of College and University Archives and

R e c o r d O f f i c e s i n A u s t r a l i a , Wagga Wagga, Riverina Collection

Archives and Records Serv ice , occas iona l Publ i ca t ions 1 , 1982

12 pp.

39 Soc ie ty o f Amer ican Archiv i s t s . ‘Guide l ines for co l leges and

u n i v e r s i t y a r c h i v e s ’ The American Archivist , Vol 43, No 2,

1980 pp 262-71.

( S t a t e m e n t o u t l i n i n g g o a l s , gu ide l ines and s tandards for thesea r c h i v e s )

40 Burckel , N.C and Cooke J .F. ‘ A P r o f i l e o f c o l l e g e a n d u n i v e r s i t y

a r c h i v e s i n t h e U S ’ , The American Archivist , Vol 46, No 4,

1982 pp

(Traces

4 1 0 - 2 8 .

developments since 1949)

Amer ican Archiv is t s . Col leges and Univers i ty Archives :41 S o c i e t y o f

s e l e c t e d r e a d i n g s , Chicago , Soc ie ty o f Amer ican Archiv is t s ,

1979. 234 pp.

(Appendices compr ise gu ide l ines on such sub jec t s as s tudentrecords= r e p o s i t o r y g u i d e s , c e n t r a l f i l i n g s y s t e m s )

De\’eloping Countr ies

42 Cole , A . ‘ Indust r ia l Records in Emergent Afr i ca ’ Journa l o f the

S o c i e t y o f A r c h i v i s t s , Vol III , No 2 1966 pp 126-32

(Concerned with records management and information retrievalin a large Copperbelt company)


- 4 3 -

L3 Da’.’ies , A. A ScudV o f t h e B a s i c Sca~dar Zs an~ ?le:hods i n

Preservat ion and Res tora t ion Workshops ap~licable to

Developing Countries. B r u s s e l s , I n t e r n a t i o n a l C o u n c i l o n

Archives , 1 9 7 3 . 8 9 Pp.

(By the Head o f Repos i tor ies and Technica l Serv ices , Nat iona lArchives of Malaysia. C o n t a i n s u s e f u l l i s t o f s u p p l i e r s )

44 D e l l , S h a r o n . ‘Maori Manuscript Collection’,Archifacts , 1983/1 ,

pp 13-14

(Ar t i c le concerned wi th inadequate fi>ding aids tc M a o r im a n u s c r i p t s i n !$ew Z e a l a n d l i b r a r i e s . Hopes tha t the use o ftemporary exper t s on a co -opera t ive bas i s wi l l improve th i ss i tua t ion and a l so increase the wi l l ingness o f the Maor icommunity to deposit materials)

45 Belsunce, Cesar A Garcia. ‘The Archives of Argentina: problems

and so lu t ions ’ In ternat iona l Journa l o f Arch ives Vol I ( 1980 )

No 2 pp 3 -8 .

(Author repor t s on a ha l f - century o f neg lec t in a rch ivesadminis t ra t ion , where there has been a breakdown of t rans fer ,l ack o f publ i c auareness, p a u c i t y o f f u n d i n g , i n a d e q u a t eb u i l d i n g s a n d a s h o r t a g e o f p r o f e s s i o n a l l y t r a i n e d s t a f f .Main ly concerned wi th adminis t ra t ion o f publ i c records but theu n s a t i s f a c t o r y s i t u a t i o n m u s t a d v e r s e l y a f f e c t p r i v a t e archived

46 Col l ins , R and Duignan , P . Amer icans in Afr i ca : a Pre l iminary

Guide to American Missionary Archives and Library Manuscript

C o l l e c t i o n s o n A f r i c a , S t a n f o r d , Hocver I n s t i t u t i o n B i b l i o -

g r a p h i c a l S e r i e s 1 2 , 1 9 6 3 , 9 6 p p

47 Commiss ion on Archiva l Developnenc, International Council on

Archives . C A D Information

(Bul le t in publ i shed twice year ly . P a r t i c u l a r l y concerne? w i t hT h i r d W o r l d b u t s o f a r l i t t l e o n p r i v a t e a r c h i v e s )

48 Cook, M, ‘On be ing an arch iv i s t in a deve loping soc ie ty ’

ECARBICA,VO1 3 , A p r i l 1 9 7 7 p p 3 - 2 9

(Emphasises need to establish sound records manage.mentp rogrammebefore embark ing on acquisitio~ of all documents of nationali n t e r e s t , u n l e s s h u g e f i n a n c i a l r e s o u r c e s a v a i l a b l e . D e s i r a b l ef o r r e c o r d o f f i c e s a n d l i b r a r i e s t o o p e r a t e w i t h i n t h e i r o w nf ie lds wi thout one be ing subordinate to the o ther )

—.


- 4 4 -

49 Duignan, P. ‘Bibliographical control of African MSS and Archives’

in The Bibliography of Afr i ca : Proceedings and Papers o f the

In ternat iona l Conference on Afr i can B ib l iography , Nai rob i

4-8 December 1967, London Frank Cass, 1970, pp 194-213.

50 Fedha, N.W. ‘ P r e s e r v a t i o n o f K e n y a ’ s P r i v a t e H i s t o r i c a l R e c o r d s

f o r P o s t e r i t y ’ , ECARBICA Journal Vol I , April 1973 pp 57-58

(An appea l to publ i c to donate pr iva te papers )

51 Hi l l , R .R . The Nat iona l Arch ives o f La t in Amer ica , Cambr idge

@iass) Jo in t Commit tee on Lat in Amer ican S tudies , Misce l laneous

p u b l i c a t i o n s N o 3 , 1 9 4 5 , 1 6 9 p p

(Very informative and helpfully arranged, though now of coursemuch out of date)

52 Le is inger , A .H. A Study of the Basic Standards for Equipping,

M a i n t a i n i n g and Operating a Reprographic Laboratory in Archives

of Deve loping Countr ies , Brusse l s : In ternat iona l Counc i l on

Archives , 1973. 101 pp

53 Nat iona l Arch ives o f Malays ia , Annual Report 1980, Kuala Lumpur,

1981, 97pp.

(A Nat iona l Reg is te r o f Pr iva te Papers wi l l be a ‘ long- terme f f o r t ’ . Q u e s t i o n n a i r e t o i n s t i t u t i o n s r e v e a l e d a d e a r t h o fm a t e r i a l s , and work on pr ivate owners has ye t to s tar t )

54 ?foss, William W. ‘Arch ives in the People ’ s Republ i c o f China ’ ,

The American Archivist Vol 45, No 4, 1982 pp 384-409

( T h e r e i s i n t e r e s t i n prilrate a r c h i v e s , b u t p r i o r i t y i s g i v e nto governmenta l records and records o f the Revolut ion .L i m i t e d s p a c e , l a c k o f r e s o u r c e s )

55 M u k u l a , P.?i. Republic of ‘Zambia, In format ion about the Nat iona l

Archives of Zambia, A More than Three Decade Service to the

?lemory o f t h e P a r t y , i ts Government and the Nation, 1947-1981 ,

L u s a k a , N a t i o n a l A r c h i v e s o f Z a m b i a , ( 1 9 8 ] ) 5 8 p p

( Informat ion on papers o f prominent indiv iduals , soc ie t i esand organisa t ions )


56 ?hIk!ila, P .M. ‘Problems of Using Computer. in Developing Countries’

A r c h i v a l I n s t i t u t i o n s ’ ECARBICA Journal 2 (1974) , p~ 38-42 .

57 N a t i o n a l A r c h i v e s o f Iiigeiia, its purpose, development and functions,

Ibadan, n o d a t e . 2 2 p p .

( I n t r o d u c t i o n t o t h e N a t i o n a l A r c h i v e s . I n c l u d e s a d v i c e t oowners o f pr iva te papers : br ie f ly ment ions ho ld ings o fre l ig ious and bus iness a rch ives , Arab ic manuscr ip ts andpersona l papers )

58 Raghavan, V. Soc ia l i s t Republ i c o f the Union o f Burma:

Preservation of Palm-Leaf and Parabaik Manuscripts and Plan

for a Compi la t ion o f a Union Cata logue o f Manuscr ip ts Par i s ,

Unesco, 1979 19 pp

59 d e S i l v a , G . P . S . H . ‘Arch ives in Deve loping Countr ies : S r i Lanka ,

a case-srudy w i t h i n A s i a ’ , JIS-MA Vol IV, NC 2 , A p r i l - J u n e

1982 pp 81- 87 .

(Publ i c Records management in Sr i Lanka , e spec ia l ly s ince the1973 Archives Act, i s s a t i s f a c t o r y b u t ‘ t h e a r c h i v e s c l i m a t ein the non-government sec tor , e s p e c i a l l y i n t h e b u s i n e s s w o r l d ,i s n o t enviablel. Many manuscripts in Buddhist temples)

60 S o w o o l u , S o . ‘Ber l in Seminar on S t ra teg ies for Arch iva l

Development in the Third World’ I n t e r n a t i o n a l J o u r n a l o f

Archives Vol I , ( 1 9 8 0 ) hiO ~ Pp 7 1 - 4

(Very in format ive about the genera l s ta te o f a rch ivesa d m i n i s t r a t i o n i n d e v e l o p i n g c o u n t r i e s . L i t t l e s p e c i f i c a l l yo n privaie a r c h i v e s , though much can be inferred)

61 T o u g h , A l i s t a i r G . ‘The Nchonga Consolidated Copper Mines Ltd.

Company Archives’ , Zambia Library Association Journal

V o l I I , 1 June 1979, pp 2-IO

(History of Company and development of records)

‘ U t i l i t y o f A r c h i v e s i n D e v e l o p m e n t P l a n n i n g ’ , EC~ICA ~Tol 4,

J u n e 1 9 7 9 , p p 1 - 6 .

( P e r i p h e r a l p o s i t i o n o f p r i v a t e a r c h i v e s i n a N a t i o n a lArchives )


- 4 0 -

63 Arch ivum. Spec ia l Vo l . No 1. Proceedings of the General

Conference on the Planning of Archival Development in the

Third Wor ld . Dakar , 2 8 - 3 1 J a n u a r y 1 9 7 5 . M u n i c h , ]976. 117 pp.

( Inc ludes papers on ora l a rch ives , and arch ives , some pr iva te ,relating to independence movements)

Fami ly and Es ta tes

64 d’Huart , Suzanne. ‘ Jur i sprudence des Arch ives de Fami l l e ’

La Gazet te des Arch ives , No 116 , August ]982, p 44.

(Archive law at work - a case in po in t )

65 Khan, Waheed M.A. ‘The Fami ly and Pr iva te Col lec t ions in

S ta te Arch ives , Andhra Pradesh ’ , The Indian Arch ives ,

pp 15-24

the

Vol XIX,

(Wi th the abo l i t ion o f f euda l l and r ights in 1957 , l andedfamilies no longer needed documentary claims to ownershipa n d r i g h t s . 5 0 f a m i l y c o l l e c t i o n s , c o n t a i n i n g f i r m a n s ,deeds , b i l l s , grants , manuscr ip ts and correspondence e tcdated 1406 - 1948 , now in S ta te Arch ives fo l lowing surveyusing NRA proformas)

66 Soemart in i , H . ‘Fami ly Archives in Indones ia ’ , ‘Arch ives o f

Nongovernmental Provenance; Op. Cit pp 28-29.

(Such papers a re not in the cus tody o f the Nat iona lArchives )

67 Dahm, H. ‘Family Archives in Europe and America’ , ‘Archives

of Nongovernmental Provenance’ , Op. Cit , pp 22-26.

(No expert was available to write this paper, and Dr Dahmc e m e n t s o n t h e l a c k o f i n t e r n a t i o n a l c o n t a c t s o n t h i ssub jec t , a s wel l as inadequate contac t s wi th in memberc o u n t r i e s )

Labour and Trade Union Archives

68 Archivum, Vol ~11. ‘Labour and Trade Union Archives’, Munich,

1 9 8 0 . ]90 p p

(Repor ts f rom spec ia l i s t s in member countr ies in response toq u e s t i o n n a i r e )


- 4 7 -

fj$j Store>, R . A . ‘Tne Development of the Modern Records Centre,

u n i v e r s i t y o f Wa~.ick L i b r a r y ’ , A r c h i v e s V o l X I I I , Ko 5 9 ,

S p r i n g 1 9 7 8 , p p 1 3 7 - 1 4 2 .

(An account of the foundation and development of thisn a t i o n a l c e n t r e f o r r e c o r d s o f t h e h i s t o r y o f i n d u s t r i a lr e l a t i o n s )

Le~islation

70

71

72

73

74

75

76

77

Archivum. Vol XVII, Archival Legislation Vol I Europe ( ’Part I)

Germany-Iceland Paris , 1971, 270 pp.

Archivum. V o l X I X , A r c h i v a l L e g i s l a t i o n I , E u r o p e , ~Part 2 ) I t a l y -

Yugoslavi& P a r i s , 1 9 7 2 , 2 6 0 p p .

A r c h i v u m V o l X X , A r c h i v a l L e g i s l a t i o n , t’ol I I , Af r i ca -As ia .

P a r i s , 1972,246 pp

Archivum. V o l X X I , A r c h i v a l L e g i s l a t i o n , V o l I I I . America-

O c e a n i a . P a r i s , 1 9 7 3 , 2 3 9 p p .

A r c h i v u m , V o l XXTIII, Arch iva l Leg i s la t ion , 1970 -80 . Munich ,

1982, 4 4 7 p?

B a u t i e r , R o b e r t H e n r i . ‘ P r i n c i p l e s o f A r c h i v a l L e g i s l a t i o n ’ i n

A Manual of Tropical Archivologv, pp 3 3 - 5 8 .

(a master ly expos i t ion)

Burnham, Bonnie . The Protec t ion o f Cul tura l Proper ty . Handbook

o f N a t i o n a l L e g i s l a t i o n s T h e I n t e r n a t i o n a l C o u n c i l o f

Museums, 1974

K e t e l a a r , E r i c , ‘ A r c h i v e s o f n o n - p u b l i c o r i g i n ’ , E x t r a c t f r o m

forthcoming RAMP study on archival legislation and

r e g u l a t i o n s , p p 2 1 - 2 5 .


Lihrarv A r c h i v e s R e l a t i o n s

78 C l a r k , R o b e r t L J r . A r c h i v e - L i b r a r y R e l a t i o n s , Nev Y o r k , R . R

Bowker Company, 1976. 218 pp

( A u t h o r j u s t i f i e s A m e r i c a n s i t u a t i o n w h e r e ’ l i b r a r y c o n t r o land management of archives and manuscripts exists on a largesca le and wi l l cont inue ’ , and comments ‘ In a soc ie ty wherea r c h i v a l i n s t i t u t i o n s , e x c e p t f o r t h e v e r y l a r g e s t , a r ecomparatively unknown, arch iva l surv iva l may be s t ronges tunder the wing o f a power fu l and wel l - es tab l i shed l ibrary )

79 Henderson, Kandy-Jane. ‘Co-opera t ion for the Future : the

Manuscript Programme at the Battye Library’ , Archives and

?lanuscripts Vol 10, Dec ]982, No 2 pp 136-40.

(The J S Ba t tye L ibrary o f West Aust ra l ian His tory and S ta teArchives i s respons ib le for government and pr iva te archi~’esa n d i s t h e s t a t e l e g a l d e p o s i t l i b r a r y . A u t h o r s t a t e s t h a tdemands on staff , under th i s combined opera t ions sys tem, arec o n s i d e r a b l e a n d t h a t t h e i n s t i t u t e i s u n a b l e t o d i s c h a r g ee f f i c i e n t l y i t s b r i e f t o c o l l e c t , a r r a n g e a n d p r e s e r v e a l lh i s tor i ca l ly important documents , and advise owners , e .g .b u s i n e s s e s , orI record management procedures. As thenecessary huge funds are not ava i lab le , author seeks so lu t ioni n ‘communal involvement’)

80 KukubG, R . J . ‘The Future o f the Arch ives Profess ion in Eas t and

Centrai A f r i c a R e a s s e s s e d ’ , ECAR.BICA J o u r n a l VO1 3 , A p r i l 1 9 7 7 ,

pp 30-42.

(Examines re la t ions be tween l ibrary adminis t ra tors andarchi~’ists. Fear fu l o f l ib rary invo lvement in a rch ives whena r c h i v i s t s a t t r a c t e d b y h i g h e r s a l a r i e s t e n d t o b e c o m e ‘ j u s ta s p e c i a l i s e d k i n d o f l i b r a r i a n ’ )

81 Keng Lock, R Yeah. ‘The Re la t ionsh ip o f the Malays ian Nat iona l

Arch ives and Nat iona l L ibrary ’ , Southeas t As ian Arch ives

~0~ 8 , J u l y ]975. p p 9 7-9 9 .

(Fac tua l account o f the deve lopment o f these two ins t i tu t ions ,each of which operates. independently but under the samedepartment. T h e N a t i o n a l L i b r a r y i s o f l a t e r d a t e ( 1 9 7 2 ) ,having developed within framework of National Archives)


- 4 9 -

82 Ratcliffe, F K. ‘ A r c h i v a l R e s p o n s i b i l i t i e s o f ihiversity L i b r a r i e s ’ ,

J o u r n a l o f L i b r a r i a n s h i p , 1 2 ( 2 ) 199C, p p 7 1 - 8 3 .

( D i s c u s s e s p l a c e o f u n i v e r s i t y l i b r a r i e s “ i n t h e c o l l e c t i o n a n dpreser\7atiori o f a r c h i v a l r e s o u r c e s ” i n t h e LX)

L i t e r a t u r e

83 S a l a , K a a r i n a . ‘Archives o f L i tera ture and Art ’ , ‘Archives o f

Nongovernmental Provenance’ , Op. Cit . pp 53-57.

( Impor tance o f these arch ives . F i n n i s h L i t e r a t u r e A r c h i v e srece ives 1002 government suppor t ( l aw o f 197L) and is advisedand supervised by National Archives)

84 Volkova , li.B. ‘ L e s a r c h i v e s d e l a litt~rature et de l’art’

Archivam Vol XXIV, Proceedings o f the Seventh In ternat iona l

C o n g r e s s o n A r c h i v e s , 1 9 7 2 . M u n i c h , ]976. p p 2 4 7 - 7 9

(Repor t and d iscuss ion)

N a t i o n a l R e g i s t e r o f P r i v a t e A r c h i v e s

85 National Archives of India. Nat iona l Regis ter o f Pr iva te Records

No. 1 1 , N e w D e l h i , N a t i o n a l A r c h i v e s o f I n d i a , 1 9 8 1 . 2 1 2 p p .

(Based on in format ion rece ived f rom 10 Indian S ta tes , us ingKAI p r o f o r m a s , d u r i n g 1 9 7 1 - 1 9 7 7 . A l s o c o n t a i n s l i s t s o fm a j o r a c c e s s i o n s a t KAI. Some co l lec t ions l i s ted i tem byi tem, o t h e r s w i t h a g e n e r a l d e s c r i p t i o n o f t h e c o l l e c t i o n )

86 Nether lands . ‘ A r c h i v e s i n t h e N e t h e r l a n d s ’ , Factsheec on the

N e t h e r l a n d s , Rijswijk, Min is t ry o f Wel fare , Hea l th and

C u l t u r a l A f f a i r s , 1983. 5 pp.

( Inc ludes in format ion on the work o f the Centra l Reg is ter o fPr iva te Arch ives housed in the same bui ld ing as the Genera lS ta te Arch ives )

87 New Zea land . Nat iona l Reg is ter o f Arch ives and Manuscri~ts in

New Zealand, Instruction Manual, Well ington , Alexander

Turnbul l L ibrary , Nat iona l Arch ives , 1981 . 28 pp

(To be inc luded in the ca ta logue a co l l ec t ion ought toconta in a t l eas t t en i t ems or one vo lume . Conta inscopies o f sample ent r ies for gu idance )


- 5 0 -

6S Royal His tor i ca l Manuscr ipts Co~,ission,

and repor ts added to the !iatior,al Resister o f Arch ives 1982

L~ntian, H?lSO, 1953. 7 1 p p .

(List of major accessions to 174 British libraries and recordo f f i c e s d u r i n g 1 9 8 2 . A l s o l i s t o f r e p o r t s a d d e d t o KM)

89 Library of Congress. Xational Union Cata log o f Manuscr ip t

Col lec t ions Index (Cumula t ive ) 1975 -1978 , L ibrary o f Congress ,

1979. 521 pp.

( 1 6 t h i s s u e i n s e r i e s , r e p o r t s 2 4 3 0 c o l l e c t i o n s h e l d b y 1 1 8r e p o s i t o r i e s , 4 4 o f w h i c h r e p o r t f o r t h e f i r s t t i m e . S inceb e g i n n i n g , d e s c r i p t i o n o f 42,209 c o l l e c t i o n s i n 1 0 7 6 l o c a t i o n shas been done, indexed by a?nroximately 4 4 0 , 0 0 0r e f e r e n c e s t o t o p i c a l s u b j e c t s a n d p e r s o n a l , f a m i l y , c o r p o r a t eand geographical names. Based on response o f repos i tor ies tor e q u e s t s f o r d e s c r i p t i o n )

90 Caplan, D. Report of an Independent Review of the Work of the

Royal Commiss ion ~ Historical Manuscripts London, Civil

Serv ice Departmentj 1980,66 pp

(?lakes a number of recommendations for changes in the workand composition of the Commission. Advocates a ‘nationzla r c h i v e p o l i c y ’ i n t h e LX. Br ie f ly rev iews arch ives sys temsin USA, Canada, France, k’. Germany, Sweden and Italy)

Oral Archives

91 Kan~F1. Ou-inr. ‘ A r c h i v e s e t T r a d i t i o n s O r a l e s ’ , Archivu~.

Spec ia l Vo l . No 1 op . c i t . , pp 27 -29 .

( O r a l a r c h i v e s a s c o r r e c t i v e t o w r i t t e n h i s t o r y i n A f r i c a ) .

9? Decollogne. ‘ A r c h i v e s e t T r a d i t i o n s O r a l e s ’ , Archivun. S p e c i a l

vo l . No 1 . op . c i t . , pp 30 -33 .

7Perceptive comments on the nature, problems and current needso f o r a l a r c h i v e s . See a l so d i scuss ion on fo l lowing pages ) .

93 Saretzky, Gary D. ‘Ora l His tory in Bus iness Archives ’ , Archives o f

Nongovernmental Provenance, op. ci t . pp 59-62.

(~erican e x p e r i e n c e )

— —


94 Beam, Thomas L. ‘Ora l Genea logy ’ , ‘Archives of Nongovernmental

Provenance, ’ op. ci t . pp 63-66.

(Author a member of the Genealogical Society of Utah)

95 Kagombe, ?laina D. ‘The Impact of Oral Tradition on Developing

Countries, ‘Archives of Nongo\’ernmental Provenance’ op. cit .

pp 67-68.

( T h e o r a l t r a d i t i o n p r o j e c t o.c the Kenya Nat iona l Arch ives )

96 F o g e r t y , J a m e s E . ‘ F i l l i n g t h e g a p : o r a l h i s t o r y i n t h e A r c h i v e s ’

The American Archivist Vol 46, No 2, 1983 pp !48-157.

(Advice on ar ranging and conduct ing in terv iews . Va lue off i l l i n g g a p s i n p e r s o n a l p a p e r s , e s p e c i a l l y w h e r e t h e r e i spoor documenta t ion o f an impor tant phase o f a person ’s l i f e )

Re l ig ious Archives

97 Cathol i c Arch ives Soc ie ty . Catho l i c Arch ives , Nos 1 -2 , 1981-2

(The . Journa l o f the Catho l i c Arch ives Sociery, founded in1979 to promote the care and preservat ion o f the arch ives o fthe Roman Catholic Church in the United Kingdom and Eire.Conta ins ar t i c les about Catho l i c a rch ives abroad as wel l asi n t h e B r i t i s h I s l e s )

98 Kitchi~g, C h r i s t o p h e r . The Central Records of the Church of

England: a r e p o r t a n d s u r v e y prese~teci to the P i lgr im an~

Radc l i f f e Trus tees , London, Church In format ion Of f i ce , 1976

100 pp

( R e p o r t on sur’.’ey o f t h e a r c h i v e s o f c e n t r a l ch=rch b o d i e s ,uiissionarj~ anti c5zrch s o c i e t i e s , a n d r e l i g i o u s c o m m u n i t i e s ,c a r r i e d o u t 1 9 7 4 - 5 )

99 Cohen, Daniel J . ‘Se&7ish Commur.ity and Synagogue Archi~7es1

‘Archives o f Nongovernmenta l ?rovenance; op. ci~ pp9-17.

(History @f a r c h i v e s w h i c h h a v e b e e n l o s t , a n d t h o s e s t i l lsurvivi~~, by the Direc tor o f the Centra l Arch ives o f theJewish People)


} 00 Gosvaq, B . N . ‘OrI s o m e h i s t o r i c a l r e c o r d s i n p o s s e s s i o n o f o l d

101

102

f a m i l i e s o f p r i e s t s ’ , T h e I n d i a n A r c h i v e s VO1 X I X , J a n - J u n e

]970, p p 2 1 - 2 9

(Author emphas i ses wea l th o f records kept by heredi tary pr ies t sa t cent res o f Hindu p i lgr image as source for soc ia l andeconomica l h i s tory)

I n t e r n a t i o n a l A s s o c i a t i o n f o r M i s s i o n S t u d i e s , ‘ S t a t e m e n t o n

Missionary and Church Archives’ , Rome, 1980, 4 pp.

( C a l l f o r a c t i o n t o p r e s e r v e a r c h i v e s o f m i s s i o n a r y s o c i e t i e sand o f the churches o f Afr i ca , As ia , La t in Amer ica and Oceania ,and to make them available for research)

Hi l l , Roscoe H. ‘ E c c l e s i a s t i c a l A r c h i v e s i n L a t i n A m e r i c a ’ ,

A r c h i v u m V o l I V , P a r i s , 1 9 5 5 . p p 1 3 5 - 4 5 .

( E s t i m a t e s t h a t t h e r e a r e t h o u s a n d s o f e c c l e s i a s t i c a l a r c h i v e sin Latin America which have never bee~ surveyed . Some wellc a r e d f o r , b u t m a j o r i t y n e g l e c t e d a n d o t h e r s l o s t , c o n f i s c a t e do r f a l l e n i n t o p r i v a t e h a n d s )

103 Seton, Rosemary. ‘Report on the archives and manuscripts . . . . in

the University Library of Papua New Guinea, with special

re ference to Miss ionary and Church archivesl, 1981 11 pp.

(L ibrary has l a rge ho ld ings o f Church arch ives and pr iva tep a p e r s . Urges need to appoint a trained and experiencedarch iv i s t to a r range and descr ibe ho ld ings on arch iva l lya c c e p t a b l e l i n e s )

104 Sue l f low, August R . Re l ig ious Archives : an in t roduct ion .

Chicago , Soc ie ty o f Amer ican Arch iv i s t s , 1980 . 56 pp

(Usefu l in t roductory manual for adminis t ra tors o f re l ig iousa r c h i v e s )

105 Vrindaban Research Ins t i tu te , Preserv ing Manuscr ip ts in India .

An appeal on beha l f o f the Vr indaban Research Ins t i tu te , c—19’75. 2 p p .

(Concerned with the many thousands of manuscripts, many oft h e m de?osited by genera t ions o f p i lgr ims in Vrindaba~, a n do t h e r r e l i g i o u s c e n t r e s , in the Bra j a rea o f Nor thern India ,‘which are known to l ie , neglected and a prey to vemin a n dthe humid c l imate ’ , o r to be ‘used as fue l , so ld as sc rappaper or permitted the luxury of an honourable grave in thee a r t h o r s a c r e d r i v e r s ’ )


- 5 3 -

106 B r i t i s h Reccrds Assaciarioz. ‘Records o f Sc ience and Technology’

Report on the 49th Aiinual Conference of the BIL4 i n D e c e m b e r

1 9 8 1 . ArctLives Vol XVI, NO 6 9 , A p r i l 1 9 8 3 , p p 7 1 - 8 5 .

(See also the two papers read at the Conference on pp 54-70)

107 D o l g i h , F . I . ‘The impor tance o f Arch ives for Sc ience and

T e c h n o l o g y ’ , U n e s c o B u l l e t i n f o r L i b r a r i e s , V o l . X X I X ,

]975, p p 6 8 - 7 4 .

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