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Is your institutional memory in the head of a single person who
is about to retire?
Can you put your hands on your copyrights and licensing agreements?
Are officers and staff reinventing the wheel because they don't
know about previous decisions and projects?
Do long-time clients
know more about
your organization
than you do?
Does employee orientation adequately describe your organization's
culture and history?
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- Determine what has continuing value to the organization and
should be managed and preserved within an archives program
- Help determine whether the organization has the will and the
means to begin (or to sustain) an archival program; evaluate alternatives
such as outsourcing or donation
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Archives:
1. Records retained permanently because of
their legal, fiscal, informational, evidential,
and historical value.
2. The physical site where records of permanent
value are arranged, described, preserved, and made
available.
3. The department within the organization
responsible for administering the Archives.
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Define the mission of the Archives within the context of the organization
and create the collecting policy; establish achievable goals - Develop a realistic work plan for setting up an archival program:
- Define requirements for space and equipment
- Prepare job descriptions for staff and assist in recruitment
- Prepare budget and timetable
- Establish standards and procedures for describing archival materials
- Develop appropriate strategies (paper and electronic) for making
the archival holdings known
- Plan necessary environment for the Archives: space planning,
location, size, HVAC, lighting
- Work with architects, engineers, and contractors to see that
requirements are met
- Prepare specifications or identify possible sources for equipment
and supplies
- Identify specifications for such services as microfilming and
imaging; prepare RFPs if required
- Establish initial conservation priorities; prepare plan for
on-going preservation program
- Train and supervise staff to run archival operations effectively
- Provide benchmarks for on-going evaluation of archival operations
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to
Records & Information Management