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Records management, also known as records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time of creation or receipt to its eventual disposition.
Archival processing is the act of surveying, arranging, describing, and performing basic preservation activities on the recorded material of an individual, family, or organization after they are permanently transferred to an archive. A person engaging in this activity is known as an archival processor, archival technician, or archivist.
At the highest level of description, a group of records from the same source is called a fonds (/fõː/)—or in some cases, "record group" or "papers". For example, the archival collection of Roxana Ng's records is called "Roxana Ng fonds". Going from the general to the specific, a fonds may be subdivided into series and subseries.
The process of creating a finding aid often begins with archival description. For example, Encoded Archival Description calls for a basic description of the collection, a list of controlled vocabulary terms, administrative information, biographical information, scope and content, arrangement, description of components, and other descriptive data. [10]
Archives management is the area of management concerned with the maintenance and use of archives. It is concerned with acquisition, care, arrangement, description and retrieval of records once they have been transferred from an organisation to the archival repository.
Creation occurs during the receipt of information in the form of records. Records or their information is classified in some logical system. As records are used they require maintenance. Disposition encompasses the destruction or transfer to an archive for future reference. This is then followed by a second, archival phase consisting of:
The unique nature of archival records and the geographic distribution of individual collections has presented a challenge for those wishing to locate and access them for over 150 years. [7] With the advent of international networked computing and online catalogs, however, the potential emerged for making archival collections searchable online.
Archival informatics is the theory and application of informatics in and around the realm of archives and record keeping. [1] More specifically, it refers to the proper understanding and use of emerging technologies, techniques, and theories such as linguistic analysis, heuristics, and automation in the storage, manipulation and retrieval of archives and databases.