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Flash
issn 1728-533X
news from ica N° 31 January 2016
◗◗A Major Breakthrough for ICA
◗◗A world tour of ICA
◗◗Some reflections from the host country
on the Reykjavik Conference
◗◗“Don’t burn your records!”
◗◗Archives and miscarriages of justice
◗◗Records and archives
in the open government era
◗◗Cooperation and transparency
in Latin America
◗◗Digital recordkeeping for sustainable
data management and reuse
◗◗Annual Conference:
the view of a New Professional
◗◗Archivists and records managers
as carriers of change
◗◗The New Professionals Programme
◗◗First impressions of ICA
◗◗Africa Strategy adopted in Reykjavik
◗◗Records Management Expert Group
◗◗ICA International Congress in Seoul
◗◗PERSIST meeting
at ICA Annual Conference
◗◗Publications review
Reykjavík 2015: breaking new ground ica
international council on archives
conseil international des archives
A Major Breakthrough for ICA Flash
Editor: International Council on Archives (ICA)
I
am deeply grateful to Eirikur Gudmundsson that the late Tony Newton played a key role in who might be receptive to our message that Publication Director: David A. Leitch
and his team at the National Archives of the development of John Hocking’s thinking responsibly managed archives enhance
Iceland for their exemplary professionaIism about archives. The obvious conclusion to efficiency and accountabilty. We should perhaps The International Council on Archives (ICA)
in preparing the third Annual Conference in be drawn is that archivists should concen- be more adventurous and move outside our is dedicated to the advancement of archives through
Reykjavik. For the third consecutive year, the trate even more on the development of their traditional comfort zone in order to approach international cooperation. Archives, by providing
Annual Conference was a great success, communications skills and in the cultivation proactively major international organizations evidence of human activities and transactions,
justifying once again all the efforts made over of good working relationships with senior who would be pleased to work with us once underlie the rights of individuals and states, and
the years to increase the active participation staff. It will not do to quote a cherished piece we have explained in jargon-free language are fundamental to democracy and good govern-
of all our members in our organization of archival theory in a somewhat dogmatic what ICA does and what it stands for. ance. In pursuing the advancement of archives,
I venture to suggest that in Reykjavik ICA way, and then to expect that we will be given It is a very exciting time to be active in ICA, ICA works for the protection and enhancement
went a step further than in the previous two all the resources we seek. We need to argue as the forces for positive change have rarely of the memory of the world.
conferences. In securing the services of our case, but in a much more sophisticated been stronger in our organization. We should
John Hocking (who has the rank of Assistant way. The function of the archives always has shrug off the internal preoccupations which Flash communicates news on ICA activities and
Secretary-General at the United Nations) to be placed in alignment with the objectives have so dominated our thinking for many highlights current issues in archives. It is the
to deliver the concluding address, ICA also of the organization or business, rather than years, and become a truly outward-facing complement to the in-depth professional reflection,
managed to connect with a decision-maker presented as an irksome imposition. Indeed, organization, making imaginative partnerships reports and debate in Comma. Flash is published
at the highest level of the world’s most without effective archives management, the with a range of international bodies in order twice a year as a membership benefit by ICA.
powerful international organization. As ability of any organization to achieve its main to convey the key messages about archives Contents may be reproduced and translated in
became abundantly evident as his address objectives is likely to be seriously impaired. to decision-makers and the wider public. The part or in whole, provided that credit is given.
proceeded, John Hocking has the great gift Of course the message that archivists can newly energized Secretariat team stands Information in this issue of Flash was current at
of being able to highlight the importance of progress from the backroom to the boardroom ready to play a full part in this process of the closing date for production on 4 January 2016.
effective records and archives management is tremendously encouraging. John Hocking organizational transformation.
with a clarity and an eloquence which many has certainly practised what he preaches Translation is provided by volunteers alone: please
archive professionals would find difficult in promoting his chief archivist, Elizabeth think of offering your help for just a few hours every
to match. It matters enormously that John Emmerson, to the top table. At a time when six months! Photos copyright: Christine Trembleau,
Flash January 2016 N° 31
Hocking, in his extremely powerful post, has the top archival posts in many countries seem David Leitch National Archives of Iceland, Gunnar Sverrisson.
become such a persuasive advocate for our to be out of the reach of archive professionals, ICA Secretary General
cause, especially as ICA seeks to implement this should give us renewed confidence and leitch @ica.org ICA
its strategy for Africa and to strengthen its determination that we too can reach the 60, rue des Francs-Bourgeois
network there over the next five years. higher reaches of our organizations, as long 75003 Paris, France
In another article in this issue, Dzhevid as we pay heed to the wise advice of John T: +33 14027 6306
Mahmud, one of our promising new profes- Hocking and other influential decision-makers F: +33 14272 2065
sionals (a group which is going from strength who wish us well. E: ica@ica.org
to strength under the enlightened direction of We earnestly hope that the relationship which I: www.ica.org
Cécile Fabris), sets out the key points made ICA has established with the UN Mechanism
by John Hocking in his address, and it repays for International CriminalTribunals will develop Graphic design: Raphaël Meyssan
careful reading. There is no need for me to further. Inspired by this example, we should T: +33 6 20 49 12 15
reproduce these points here. actively seek out other international bodies E: raphael@meyssan.net
Now is the time for ICA to assess the impli- I: www.editorial-design.org
cations of this major breakthrough in order
to get the maximum benefit from it. It is clear ISSN : 1728-533X. Dépôt légal à parution.
2
Reykjavík, Island Records Management Paris, France Strong collaboration between Seoul, South Korea International Council
Expert Group first meeting, September 2015 UNESCO and ICA on Memory of the World, on Archives International Congress,
November 2015 September 2016
Article page 19 Read on Ica.org Article page 20
A w o r l d t o u r o f I C A
Flash January 2016 N° 31
Article page 9 Article page 17 Read on ica.org
Latin America Cooperation and Yaoundé, Cameroon African Strategy Singapore Joint Technical Symposium
Transparency: project of development Working Group mission, December 2015 “Sustainable audiovisual collections
of public access to the records through collaboration”, March 2016
3
Some reflections from the host
country on the Reykjavik Conference
T
he third ICA Annual Conference was from National Archives of Iceland, Reykjavik keynote speaker for the second day of the Statistics
held in Reykjavík, Iceland, September Municipal Archives, University of Iceland and conference. He talked about the importance of
28th to 29th 2015. It was late in July 2014 Alþingi, the Icelandic parliament. The local archived information in cases of miscarriage General information
that the National Archives of Iceland received committee helped the host to organize the of justice but Gísli has a long experience Registrations 512
the news that ICA had accepted the bid from conference. Also a programme committee dealing with cases like these, such as the Nationalities 79
Iceland to hold the Annual Conference in was formed with archival professionals Guildford four and the Birmingham six.
Students 0
2015, so the time to organize this international from all over the world that had the task of An additional keynote speech, if you like, was
conference was relatively short. Soon a local deciding the theme of the conference, the given by John Hocking, Assistant Secretary Days of the Conference 2
committee was formed with representatives call for papers and reviewing the submitted General of the United Nations. He talked Days of related activities 2
papers. These people along with the profes- about the increased role of archives in our
Keynote speakers
sional conference organizer, CP Reykjavik, modern societies, not least as a result of
and the ICA secretariat made the conference information technology. A memorable part Keynote speakers 2
as successful as it was. of the closing session, chaired by Hocking,
Total speakers/presentations 74
Submissions of abstracts were very slow the was the direct, warm and honest reviewing
first weeks after the call for papers went out. of the conference by the new professionals. Sessions 22
But in the last week the submissions began to The social programme was well received, Papers received 181
flow and at the end there were 181 submissions with the reception in the new Harpa Concert
Language of papers 2
in all and of a very high standard. The same and Conference Hall as the highlight. Many
happened when the registrations opened. It of the conference participants took time to Speakers nationalities 24
was very slow to begin with and the goal to go sightseeing in Reykjavik and its surround-
Related activities
reach 400-500 participants seemed to be far ings, to see the great Geysir, Thingvellir and
way. But as before the numbers went up in Gullfoss in South Iceland. ICA meetings 25
Flash January 2016 N° 31
the last weeks and the result was that over The third annual ICA conference has brought Workshops 8
500 participants attended the conference archival professionals, world wide, closer
in Reykjavik. to each other, both professionally and on a Registrations to workshops 56
David Fricker et Eiríkur Guðmundsson.
The conference participants were in for personal level. That is a good result. The idea Organizations and management
a treat. The theme of the conference was of an annual conference has proved to be
Sponsors 3
Archives: Evidence, Security and Civil Rights. valid. 96% of the delegates answered yes to
Ensuring trustworthy information. In all the question: “Based on your experience at Exhibitors 7
there were 74 speakers in 22 sessions. The the ICA 2015 in Reykjavik, would you attend
Other supporters 1
keynote speakers also attracted attention. future ICA Conferences?”
Guðni Th. Jóhannesson, professor in history Good luck to ICA with future conferences. Programme Committee (members) 23
at the University of Iceland, filled in for Local Committee (members) 11
Kári Stefánsson who was not able to give
his keynote address. Guðni told a personal Eiríkur Guðmundsson Chairs of sessions 19
story of sources, access and archives. Gísli National Archivist Web and social networks
Guðjónsson, Emeritus Professor of Forensic of Iceland
Twitter tweets #icareykjavik2015 ~ 3000
Psychology at King’s College London, was eirikur@skjalasafn.is
4
Based on your experience at the ICA 2015 in Reykjavik,
would you attend future ICA Conferences?
Detailed Assessment Agree and strongly agree
Yes
The conference has met 87,3 %
your expectations
The topics of the conference 87,4 %
have been of interest
No
The offer of parallel sessions
81,7 %
has been interesting
The facilities are adequate
90,8 %
in relation to comfort
How organized was the event? The facilities are adequate
88,9 %
in relation to acoustics
Extremely organized The facilities are adequate in
88 %
relation to material resources
The information prior to the
Very organized 78,8 %
Conference has been adequate
Flash January 2016 N° 31
The organization throughout
87 %
Somewhat organized the Conference has been optimal
The duration of the Conference
81,2 %
has been appropriate
Slightly organized
The time distribution (schedules)
83,9 %
has been correct
Not at all organized
The simultaneous translation
60,5 %
has been satisfactory
The catering service has been
89,6 %
satisfactory
5
“Don’t burn your records!”
Sources, access, archives: a personal story
O
n Monday 28 September, nearly other surveillance of left-wing intellectuals practices; but as he mostly came across a
300 people representing almost and associations in Iceland during the Cold repeated answer of “there was never any state
40 countries gathered together in the War. A frequent media commentator on surveillance here!”, this method proved no
Nordica Hilton Hotel in Reykjavik, Iceland, Iceland’s recent history and current affairs, more fruitful than the last. A breakthrough
to hear the keynote address, set to open his presentation had a strong connection came in 2005, when the court files containing
the International Council on Archives third to the theme of the conference – Archives: information crucial to his investigation were
annual conference. The announced speaker, Evidence, Security and Civil Rights. With his moved into the archives. Dr Jóhannesson was
Kári Stefánsson, was indisposed at the last talk he brought Iceland, our host country, then given exclusive access to police files
minute, and Dr Guðni Th. Jóhannesson, into focus, but as his research into foreign on phone tappings, with the proviso that he
associate professor of history at the University relations had taken him abroad to the UK and should not disclose any personal names. He
of Iceland, kindly agreed to step in. Most the USA, there was also a strong international uncovered eight cases of state surveillance
of the archives professionals present had perspective to his talk. and his research culminated in an article Guðni Th. Jóhannesson.
travelled to Iceland from far away, some Dr Jóhannesson outlined his research by entitled “Phone tappings during the Cod Wars
had already participated in the workshops describing the moments of inspiration in Iceland” which initiated a public debate
which took place on the preceding day, and where he’d found out new information, on the question of state security and state happened because he was engaged in academic
the room was filled with a palpable sense hitherto unknown or unexplored, on state authority versus the personal freedoms of research – he pointed to questions of access
of anticipation as the conference, with its surveillance in Iceland during the Cod Wars. individuals. debated not only amongst archivists but also
varied and topical programme, was about to While conducting research in the National Dr Jóhannesson’s talk thus highlighted some the general public: not only who gets access
commence. Dr Jóhannesson did not disappoint: Archives in the UK – as part of his PhD on very topical themes: the ongoing relevance to certain documents kept in our archives but
he delivered an engaging talk which, while the fishing industry – he came across a of archival research to discussions about when, how and why? Icelandic, as we were
treating quite a serious subject matter, also report which mentioned tapping the phones not only historical issues, but also recur- told, has an interesting way of expressing
provoked frequent outbursts of laughter in of left-wing activists in Iceland. Some time rent social ones such as balancing human some of these complexities, as with one
the audience. later, while doing archival research in the rights with state security. It was interesting word, heimild, it conveys ideas of “access”
Flash January 2016 N° 31
In his address, entitled “Sources, access, USA, he uncovered another report, dated to hear what a furore his article caused in and “privilege” at the same time.
archives – a personal story”, DrJóhannesson 1956, which mentioned wire-tapping, detailed Iceland – yet another proof that archives are Dr Jóhannesson closed his fascinating speech
took us on a journey through his research card indexing, and other practices of state not just static dusty warehouses filled with with two remarks, both of which prompted
quest which dealt with phone tapping and surveillance. His research into the matter half-forgotten documents, but repositories a warm applause from the gathered archive
was frustrated by the fact that while parts of information which can challenge existing professionals. He stressed that archives
of the document were made accessible, the historic narratives, provoke public debates, matter as they keep and enable access to
rest had been redacted by the institution. and serve as a springboard for discussing “stories which matter”. And as a last thought,
Following a review process, ten years after the public understanding of the social and Dr Jonannesson reminded all of us: “keep
his initial consultation of the documents, political systems we live in. your records: don’t put them in a barrel and
they were once again made accessible to As Dr Jóhannesson mapped his struggle burn them!”
him without any substantial changes to the to access the documents – being initially
redacted parts, and so his research into the denied access, and then allowed in with
matter was stalled. certain restrictions in place – he wondered
Back in Iceland, he tried alternative channels, whether some access policies were failed or
such as interviewing individuals who might flawed. By discussing why he was granted Marta Lomza
have had knowledge of the phone tapping permission to read the documents – which mlomza@gmail.com
6
Archives and miscarriages of justice
G
ísli Guðjónsson was the keynote also of particular importance to examine
speaker on the second day of the the whole case in the round, especially
Reykjavik conference. Emeritus the psychological aspect. Here you can
Professor of Forensic Psychology at the see certain similarities between case
Institute of Psychiatry, King’s College London, review and archival practice, namely the
he was awarded the CBE (Commander of importance of contextualization.
the Order of the British Empire) in 2011. Context is the determining factor here:
The title of his presentation was “The the record of the accused, the conditions
importance of archived information in cases during questioning, his or her personality
of miscarriage of justice” and showed, by and state of health as well as the moral
means of a number of case studies, the or legal support received. For all this it is
fundamental importance of the preserva- essential to have access to a wide range
tion and use of records from archives in of documentation linked to the case.
dealing with legal cases. In the cases cited by Gísli Guðjónsson
Instances of wrongful conviction occur (namely those of Thomas Quick, the Guildford
relatively frequently. For example, since Four, the Birmingham Six and Guðmundur
1989, 330 verdicts have been overturned et Geirfinnur), the documents examined
in the United States as a result of DNA either proved that an injustice had been
analysis. Those wrongly accused spent committed or else called into question the
on average 14 years in prison before they initial verdict.
were found not guilty and their convictions In the case of the Guildford Four and the
quashed. Birmingham Six, the police had obtained
The results of these DNA analyses depend confessions from the defendants, but a
Gísli Gudjónsson.
on evidence that was gathered at the scene thorough investigation and exhaustive
of the crime and eventually archived. But search of the records brought to light
Flash January 2016 N° 31
reversal of verdicts obtained by DNA serious irregularities and those who had importance of archives in resolving legal
analysis represents only a small proportion been found guilty were able to prove their cases and consequently the need to preserve
of miscarriages of justice, and in England innocence and were acquit ted. False this material in a secure environment, safe “Similarities
cases which go before the Court of Appeal confessions obtained under duress or from any form of physical deterioration
often depend on other archival evidence. through violence can lead to wrongful or alteration; the question now is how between case
This is evidence that was either passed charges. In the case of the disappear- archivists can help to ensure that crucial
over at the time or was for some other
reason not used during the trial.
ance of Guðmundur et Geir finnur, t wo
of the accused kept pr ivate diar ies
evidence is preserved and made accessible
to legitimate any enquiry?
review and archival
It is unfortunately also the case that evidence
which could lead to the overturning of a
during their detention. Gísli Guðjónsson
managed to unearth and examine these
practice, namely
conviction, such as alibis, witness state-
ments or medical reports, “go missing”
document s, which were par t of a more
general collect ion of items that had
the importance of
or are destroyed. Knowing that archives “gone missing” or been destroyed, and
could provide the key to reviewing a court he was able to show irregularities in the contextualization.”
case, it may be necessary to mount a investigation. Céline Fernandez
”fishing expedition” for documents. It is Gísli Guðjónsson laid stress on the critical celaeno.bafer@yahoo.fr
7
Records and archives
in the open government era
Lessons from Hillary
A “Baron discussed
s a new professional working in Baron began with useful background about deadlines. For example, so that departments
information and records management US government email regulations. Since 2014, stop printing emails for archival preservation,
I found that Jason R. Baron’s session,
“Lessons from Hillary”, best highlighted how
officials using non-government systems must
“cc” or forward their emails within 20 days,
emails must be managed electronically by the
end of 2016. Baron recommended the National why traditional
important current recordkeeping is to the but when Clinton was in office there wasn’t Archives and Records Administration’s
Annual Conference’s overall theme. Baron, any deadline. Although the regulation update “Capstone” approach, where decisions about approaches have
former Director of Litigation for the US happened last year, an obvious positive to permanent email storage are made based on
National Archives, brightened what could be happen since the Hillary Clinton email scandal the creators’ role and seniority. failed. Records can’t
a dry subject with wide-ranging data, advice began in March is higher public awareness: a Some highlights from Baron’s extensive
and anecdotes. recordkeeping story is now in the news 24/7! “RM wish list” were to have an easy button support transparent
The problem of email records has become that removes all extra records tasks from users.
Paulette Dozois, Helen Walker, Jason R. Baron. well known, creating an important moment
in the profession.
Since this may lead to too much coming into
the archives he requested an equivalent to
government when
The lessons from the session title were the
matters that recordkeepers need to respond
“block review methods” in the digital space
so that documents are clustered together
their capture relies
to with new policies. These lessons include
that business information will be stored
and release actions carried out in bulk. On
release, there’s a need for new user-focused on the choices
more often on personal devices; that inter- search technology to make sense of the huge
net-based email and word processing will mass of data that we are now collecting. of thousands of
increase; that deleting information doesn’t I was so impressed by how many topics and
individuals.”
Flash January 2016 N° 31
always mean it’s irretrievable; and that users questions were discussed in such a short
are overburdened by traditional approaches time. By the end of the session I had a better
to capturing records. appreciation for why, as a profession, we need
Next, Baron discussed why traditional to challenge traditional approaches to EDRMS
approaches have failed, the most important and how we need to harness technology to help
reason being that users had to consciously us do this. Baron’s opinion is that inventive
decide when to ‘drag and drop’ into dedicated technology will make future recordkeeping
records management software. His call for new achievable, at least one motive being that
approaches is closely related to the conference people get tired, and can be inconsistent,
theme of Archives: Evidence, Security and whereas algorithms never sleep!
Civil Rights because records can’t support
transparent government when their capture
relies on the choices of thousands of individuals.
In the United States, the Presidential Records
Management Directive sets standards that Kate Watson
government departments must meet by certain kswatson351@hotmail.com
8
Cooperation and transparency “The project aims
to develop and
in Latin America apply a theoretical
The Records and Archives Management Model for the framework that
Transparency and Access to Public Information Network can facilitate the
understanding
I
n the last few years Latin America has A very good example of this was presented the first part of the project also includes the
been part of the international wave of by Beatriz Franco Espiño of the General identification of best practice in the literature; and the uniform
introducing transparency legislation. Subdirectorate of the State Archives of setting up surveys in ten Latin American
This has helped to raise public awareness Spain, during the session on the “Relationship countries; and organizing workshops in implementation
of the relevance of records as evidence of between human rights and records manage- Colombia, Peru, Chile, Ecuador and Brazil.
the actions and decisions taken by those ment”. In her presentation she shared The second phase, which is currently of a records
in authority. However, there is still a lot her experience of working on the Red de underway, comprises training and dissem-
of work to do in this area, especially with Transparencia y Acceso a la Información ination activities, projects for improving management
regard to records management practices, (Transparency and Access to Information and updating the normative framework on
that can ensure an effective implementation Network) (RTA), an international collabo- archival legislation in the countries where system by different
of those laws. rative initiative for the development and the model will be implemented, and most
implementation of a records and archives importantly, the development of pilot projects. organizations.”
management model. During questions after the presentation,
The project – supported by the European the crucial role of archival legislation for
Commission through their programme the effective implementation of the model,
EUROsociAL – aims to develop and apply and of transparency legislation in general,
a theoretical framework that can facili- was raised. As the speaker pointed out,
tate the understanding and the uniform sometimes the latter can be stronger than
Flash January 2016 N° 31
implementation of a records management the former, acting as a barrier to the imple-
system by different organizations. As Beatriz mentation of the model. However, despite
explained, the work was undertaken under these and other challenges faced by the
the premise that better records management project, Beatriz Franco maintained that, as
systems will benefit not only those public the success of the project will depend on
servants working in the different govern- the implementation of the model in different
ment agencies, but ultimately the citizens institutions, the current collaboration of
themselves, who will have better access to ten countries can be considered a great
public information. achievement.
The model was created during the first part The model is available online.
of the project, which took place between
March and December 2014. It is about
1,000 pages long and is composed of a
framework document together with guides
to implementation, guidelines and annexes. Valentina Rojas Beatriz Franco Espino.
Along with the development of this model, valerojasrojo@gmail.com
9
Digital recordkeeping for sustainable
data management and reuse
files that were generated following a plan topic of E-ARK, an ambitious and intelligent
for long-term preservation in the Archives project designed for the preservation of and
de l’État du Valais, Switzerland. Through long-term access to digital information,
a series of examples from the designed where the primary objective is to reduce
electronic system, the team in Switzerland as far as possible the costs of information
showed the importance of structuring an transfer and export through an interactive
electronic file that had all the characteris- and efficient interface, and most importantly,
tics required to meet the needs of correct retaining the data recorded regardless of
classification for any record available, and whether or not these data are structured
where the final location of the record had using OLAP (online analytical processing)
a logical relationship with other electronic technology, which in turn let you capture
folders arranged to improve the experience and index more dynamic formats, and finally
of the user of the information contained in search the data using a tailored analytical
the register, that is, to facilitate the capture process.
and subsequent access of information by
the administrator.
Malcom Todd, from the National Archives
Tarvo Kärberg, Kari Smith, Alain Dubois, Malcolm Todd, Alex Thirifays. of the United Kingdom, explained the
route to a well-deserved recognition of
I
found that the opportunity to attend implementation of a number of features the economic value of the archives of Set Durán Carrión
this session has allowed me to engage that ensure the sustainability and reuse member states following their entry into setduran@hotmail.com
with some issues of digital information, of the records over time. the European Union, and the use of infor-
Flash January 2016 N° 31
preservation and access that I will be able Kari Smith, the chair of this session, mation generated by the public sector. I
to make use of in my work and academic emphasized the fact that we, as committed think that it is a very valid recognition of
research. Clearly the digital environment, professionals, should have the facility to efforts made due to the intangible value
and specifically the management model identify and to structure metadata so that it of the information being handled. Another
of record keeping, requires a compre- becomes the key to the different Document issue that I found very closely related to the
hensive analysis of requirements and the Management Systems that we use every previous one – and a great contribution to
day. Reuse of information is strictly related the session – was provided by the National
to search criteria and metadata from the Archives of Estonia, UK and Denmark, on
beginning of any system (startup) and improving interoperability between systems,
that can be the most important element in and the new tools for reuse of information
recovering and reusing information. available nowadays that enable document
Another extremely important issue that management, through a common informa-
was mentioned in this session by Mr Alain tion package, giving access to any specific
Dubois, is the management of electronic piece of data and, consequently, helping
the way files are shown in a given digital
document management programme.
10 The session ended with the very cutting-edge
Annual Conference:
the view of a New Professional
a practical knowledge and insight into the Thank you to ICA, the National Archives
inner working and operations of an archival of Iceland and all those who made this life
institution at a global level and allowed me changing experience and transformation in
to acquire best principles and practice in my career possible. ICA is indeed the best,
the archival profession as an archivist who most credible and reliable forum in which
can hold his own anywhere in the world. to develop one’s career as an archivist or
My most remarkable moment was when records manager to the utmost.
Mr David Leitch, the Secretary-General,
and Mr. David Fricker, the President of
ICA, walked over to me to appreciate my
contributions on the ICA 2015-2020 Africa
strategy in an interview l gave to a leading Elvis Efe Otobo
Security, Theft and Trafficking of Archives workshop.
television station in Nigeria. I was both elvisotobo1975@gmail.com
surprised, delighted and motivated as a
T
he impact of the 3rd Annual Conference l gained at the conference cannot be new professional archivist.
of the ICA in Reykjavik on me and on quantified. I am now better positioned, One of the areas l benefited from immensely
my career as a new professional archi- motivated and informed to practise as an that is directly connected with my job is
vist cannot easily be described. However, archivist than l was before attending the that of the security of archival materials.
l will try to paint a picture of the impact conference and this experience has helped As a new professional who manages
of this unforgettable and transforming my resolve to work as an archivist for the records in my organization l had never
experience made possible through the New rest of my life and to promote the archival paid serious attention in this regard. The
Professional bursary. profession and to uphold the core values workshop facilitated by Mr Ole Magnus
Flash January 2016 N° 31
I found the keynote speakers, Guðni of the ICA. Mølbak Andersen, where issues relating to
Th. Jóhannesson and Gísli Guðjónsson, Indeed all my expectations about the security, theft and trafficking in archives
very informative and thought-provoking, conference were surpassed in terms of the were extensively discussed, was an eye
indeed revolutionary, changing my views and quality of the presentations, the partici- opener. On my return, l did a thorough audit
opinions on the archival profession and on pation and interaction of the delegates, of materials in my possession and discov-
the various topics covered, and renewing my the organization, and the harmony and ered that some items were missing, which
confidence as a new professional archivist. fellowship among all the delegates. The led to my adopting some of the solutions
Eminent archivists from across the globe atmosphere was friendly and positively and suggestions offered at the workshop
who attended the conference, whether charged with effective knowledge sharing to secure and safeguard archival materials
still practising or retired, served as a great and professional brotherliness. under my care. I am now very cautious,
source of encouragement. They were very My two-week internship with the National watchful and pay close observation to all
willing to provide mentoring and support Archives of Iceland, under the supervi- types of persons who use our materials
whenever l approached them and their sion of the National Archivist, Eiríkur in the reading room. The conference also
contact cards are today my most valuable Guðmundsson and Hrefna Robertdottir taught me the importance of adhering to
assets as a new professional archivist. has transformed my career, and positioned best principles in the discharge of my duties
The breadth of the knowledge and information me as a thoroughly trained archivist with at all times.
11
Archivists and records managers
as carriers of change
his present position he had served as Senior Such a transformation was accomplished
Legal Officer for the Appeals Chambers by the late Tony Newton at the UNMICT.
of both the ICTY and the International The great work of Tony Newton only serves to
Criminal Tribunal for Rwanda (ICTR). emphasize the importance of one individual
He has had more than 25 years’ experience as a carrier of change. It reminds us how
as an international lawyer, legal and policy important each and every archivist or records
adviser for the Organization for Economic manager is in performing his or her own duties,
Co-operation and Development (OECD), the and how crucial it is to be able to commu-
Australian Government’s national multi- nicate clearly the many positive aspects of
cultural television and radio broadcaster, our profession, for example that “archives
the British Film Institute in London, the are not just about the past, they are also
Australian Film Commission among other the present and they are the future”. ● ● ●
organizations. During his career Mr Hocking
has published numerous articles on inter-
national, humanitarian and criminal law.
It is a particular pleasure for me as a New
Professional supported by ICA to share
with you some of the key points from this
remarkable closing speech. The address
was given in memory of Tony Newton, who
was instrumental in moving archives and
John Hocking.
records management from the backroom
Flash January 2016 N° 31
to the discussion table in the boardroom.
T
he third International Council on archival profession in serving the people Mr Hocking began his presentation with
Archives Annual Conference held and democracy. After two fruitful days the challenges that archival and records
in September, 2015 took place in of discussion on archives as a means for management professionals face in performing
picturesque Reykjavik, the capital of ensuring trustworthy information, the their extremely important duties to serve
refreshing Iceland. Dr Guðni Th. Jóhannesson conference reached its high point with their organizations and humanity. Although
had the honour of opening the confer- the closing keynote speech given by John in the work place those professionals are
ence, emphasizing the great value of the Hocking, who spoke of the importance of often located out of sight, in a back office or
archivists and records managers as being a basement, nevertheless, as the experience
ambassadors of change. of the Mechanism archives shows, if you
John Hocking, United Nations Assistant put enough willpower and effort into voicing
Secretary-General and Registrar of the your professional needs, it is possible for a
International Criminal Tribunal for the former “monumental transformation from neces-
Yugoslavia (ICTY) and the Mechanism for sary evil to mission critical” to take place
International Criminal Tribunals (UNMICT), and for archives to become “fundamental
was born in the late 1950s in Australia. Prior to assets for the success of the organization”.
12 archives section within the UN, providing
evidence to support the pursuit of justice
and to prevent future atrocities against
humanity. To achieve those crucial ends
even more effectively, Mechanism is devel-
oping a user-friendly, text-searchable public
interface of its judicial records database. Mr
Hocking invited all ICA members to Arusha
in 2017 to visit the new building there and
to discuss the future of archives.
In conclusion, the inspiring concluding
remarks of ICA 2015 underlined the impor-
tance of the archival profession and its
professionals, the need we have of support
within our organizations to help us to
perform our duties, as well as our “critical”
support for the organization itself and the
immense value of our work for preserving
● ● ● In addition, Tony Newton’s achieve- the past, serving the present and shaping
ment reminds us how important it is that, the future of humanity. Each and every one John Hocking.
besides being very passionate, we should of us has the responsibility to voice the
also be highly competent in what we do, needs of our “mission critical”, since we
so that we are able to assess clearly the are the carriers of change, and this very “The address
risks in advance and find ways to mitigate change starts with you.
them, as difficulties might arise later on As John Hocking concluded in his address, was given in
once the task has begun. We need to build “Go out in the world and make a difference...
robust strategies, retention and migration Sometimes, it only takes one person, one memory of Tony
policies, recordkeeping systems, and, most archivist, to move up to the boardroom”.
importantly, establish governance regimes, Newton, who was
Flash January 2016 N° 31
providing the widest possible access to
the public, while guaranteeing the tightest instrumental in
security available, because the fruits of good
performance are an increased awareness moving archives and
of our organizations and of our profession. Dzhevid Mahmud
Not only this, but it will also lead to positive mahmudd@ceu.edu records management
change in the internal structure of our
organizations, giving us the place at the from the backroom
discussion table that we deserve.
Before his closing remarks the Assistant to the discussion
Secretary-General expressed his pride at the
endorsement by UNMICT of the Universal table in the
Declaration on Archives, as the first ever UN
body to “subscribe at management level”. boardroom.”
The Mechanism Archives and Records
Section (MARS) is registered as the biggest
13
The New Professionals Programme
S
ince its launch by the Programme responses and some concrete actions.
Commission (PCOM) in the spring The main achievement of the programme
of 2014, the programme specifically up to now has been the participation of
designed for new professionals has been the new professionals at the congresses
aiming to let them play a full part in the life and conferences. Three of them received
of ICA and to facilitate exchanges to enable a bursary from PCOM to take part in the
them to gain international experience and annual conference in Girona on 2014. Thanks
form friendships and networks across the to the support of the Section on Business
world. It also aims to ensure that the make-up Archives, two new professionals also attended
of ICA and its professional programme stays the conference “Putting in place a better
dynamic and relevant. The programme is service for business archives” in Milan in
open to archives students of a member June (Marta Miklaszewicz from Poland, and
institution of ICA, to trainees or interns of Pavel Kyung from Russia).
a member organization, or to people who For the 2015 Annual Conference in Reykjavik,
have been working in an archives or records we received 139 applications from citizens
management post for less than five years, of 41 countries. Six of these were chosen to
irrespective of their age. receive a bursary, of whom one was financed
To get to know new professionals and their by the Section for Archives of Faith Traditions:
needs better, an online questionnaire has Set Durán Carrión from Costa Rica, Marta
been developed in English, French and Lomza and Kate Watson from the UK, The New Professionals.
Spanish. A hundred forms have already been Dzhevid Sali Mahmud from Hungary, Elvis
completed from 35 countries. They show that Otobo from Nigeria and Valentina Rojas from
new professionals are full of questions and Chile. They contributed to the workshops, hopes that the organization has for them as programme; and the 2015 bursary-holders
expectations and are keen to get involved, attended various sessions and helped with representatives of the new generation and are taking forward their online network
whether taking part in projects or doing communications on social networks. They agents of the changes to come. project. Other projects possibly involving
Flash January 2016 N° 31
translation work, with as many as 20 different also presented their own session, where The endless commitment and enthusiasm new professionals are to be launched in 2016.
languages represented among them. they outlined their vision of the aims and of the bursary-holders during the weeks The selection procedure for bursaries to
These questionnaires must now be practicalities of a new professionals network, before the conference and the intense few attend the 2016 Congress in Seoul has been
analysed so that we can come up with which would involve a platform where they days in Iceland was demonstrated in the finalised and the call for applications has
could share experiences and knowledge, energy and warmth which they displayed been launched.
receive information, get involved and support in the closing session, where they gave a The easiest way to stay in touch or to contact
each other. short account of what they had done and the new professionals or the programme
A special lunch allowed those new profes- thanked the members of ICA for giving them coordinator is to join the 355 people who
sionals who were in Reykjavik to get to the chance to be part of this exceptional already like their Facebook page.
know each other, meet the Secretariat occasion for the profession.
team and have a discussion with John Aside from attending the conference, former
Hocking, Deputy Secretary General of the bursary holders are continuing to play their
UN, and legal adviser for the Mechanism part: Brenda Mamvura, 2014 bursary holder Cécile Fabris
for International Criminal Tribunals. This from Zimbabwe, is involved with the Africa Coordinator of the New
was also the opportunity for David Fricker, Strategy; Ryder Kouba, 2014 bursary-holder Professionals Programme
president of the ICA, to tell them of the from Egypt, is working on the PERSIST cecilefabris@yahoo.fr
14
First « Le dire au monde extérieur »
impressions
W
hen I joined the ICA Secretariat members-only space on the website and use
team in the middle of September, of its tools (software, tool-kits, advice) and
of ICA I was reminded of the Wikipedia
definition: “Archives are a collection of
the opportunity to attend an international
conference every year. Being a member
documents that are preserved in order of ICA means, above all, sharing ideas in
to prove legal rights or to bear witness regional groups (13 regional branches) and
Two of the new to certain activities which can serve as
source material for the historian or for
taking part in work groups centred round
areas of special interest (12 professional
anyone who wants to learn about the past.” sections). It’s also about having the chance
secretariat team, As someone who has devised new product to engage with experts on specialist topics
offers and services in the pharmaceu- (8 expert groups) and making your views
Christine Trembleau, tical, jewellery and heavy construction heard at the General Assembly.
sectors, and developed IFRS (International Currently ICA’s biggest challenge is
Marketing and Financial Reporting Standard) standards developing the network, which involves
of accounting, supported digital trans- upgrading the website, creating targeted
Communications fers in SMEs (small and medium-sized
enterprises), written specifications for
products and services, and producing an
outward-facing communications strategy.
manager, and marketing and communications strategy
in BtoB (Business to Business) and BtoC
But the essence of ICA, what makes it
unique and gives it its particular strength,
Monique Nielsen, (Business to Consumer), I am now getting
to know the “World of Archives”.
is its international network of professional
archivists, a community which is actively
Christine Trembleau.
Jumping in at the deep end of the Reykjavik seeking to anticipate developments in the
Programme Officer Conference, after a very warm welcome, profession, which supports new profes-
I discover an extraordinary world peopled by sionals, and partners archivists from “Archivists
for PCOM, give their enthusiasts; a world in which the demands every country by giving advice, and even
showcase the past
Flash January 2016 N° 31
of the job and the pursuit of professional subsidizing their projects.
initial impressions excellence run alongside curiosity and Having spent several weeks in ICA, I am
emotion, and a highly developed intellectual very keen to complete the dictionary and so allow people
of life in ICA. awareness; a “club” with its own codes definition which now seems to me incom-
and jargon (PCOM? SUV? FAN? ATOM?)
and ways of doing things; a big family
plete: Archivists showcase the past and
so allow people to advance into the future
to advance into the
where everyone knows everyone else and
where the mix of different cultures and
by giving them the means to take informed
decisions today. future.”
languages make for a rich diversity rather Together let’s rise to the challenge of telling
than a barrier. the outside world!
Being a member of ICA is not just about
receiving a monthly e-Newsletter, a twice- Christine Trembleau
yearly journal and a professional publication; Marketing and Communications Manager
it’s not just about having access to the trembleau@ica.org
15 « Both sides, now » *
* With thanks and apologies to Joni Mitchell.
S “With the ICA,
ometimes it’s hard to see our own The value of archives (and those who care
place until we gain a different view for them) is well understood, especially
or perspective; once we have that
new view it’s impossible to “unsee” it. Since
in Europe. I have found that people know
what an archivist is and what we do – I I have met a wide
starting work with the ICA in Paris a couple haven’t had to explain that no, I’m neither
of months ago I have realized that I have an activist nor a librarian! This value seems range of archives
been lucky enough to see another view. to be less well understood in Australia.
In particular I have seen that there is an I have also noticed in Australia, a greater professionals,
Australian view of archives; but what exactly tendency to look outside the archival
is that view and how has it come about? profession and outside close networks seen their passion
Working with the ICA I have met a wide for partnerships, inspiration and support,
range of archives professionals, seen their
passion and enthusiasm, and seen how the
despite the often great physical distances
between collaborators.
and enthusiasm.”
work of the ICA contributes to records and Since working with the ICA, I can see
archives and their role in good governance that there is a shared vision for archives
and culture. among archivists around the world, even
I have noticed that, relative to the practices in though we may follow different paths
Monique Nielsen. other parts of the world, there is widespread to fulfil it.
acceptance and embedding of the continuum So, what do I make of my new view? It has
model of records and archives management given me new clarity and an urgency for
by Australian archivists. This model, which our profession and our work into the future:
treats the management of records and ◗ We should reinforce the core principles
archives as an ongoing process, funda- of archives and records as evidence, of
mentally affects records and archival knowing archival value, and the funda- ◗ We should change how we, as a profes-
practice in Australia. mental role of archives in society. We sion, communicate. This means rethinking
Flash January 2016 N° 31
I have also noticed that Australians do must uphold these principles, while our how we present the value of archives, how
not have a strong connection with their society progresses towards realizing that we communicate with a society that has
archives. Australia has a very long history value is primarily in the archives, not in a short attention span, how we communi-
of settlement and as an island it has clear the technology. cate with each other and how we embrace
borders which create a strong sense of ◗ We should strive to shift the way our technology to help us do this. This means
place and nationality. Despite this, most society views information and especially making connections between our networks,
Australians have not developed a relationship archives to improve archives advocacy including with other professions. How do
with their documentary heritage. Has this and funding, and attract the next round we do this while keeping our identity and
come out of Australia’s own history? A less of professionals. How can we make sure embracing cultural and regional differences?
hierarchical society? Waves of migrants that education services include archives One thing I know for certain is that the future
arriving in Australia? Or the general attitude and archives management? How could of archives is linked with our knowledge,
of “she’ll be right mate” or “no worries”? we include the Universal Declaration on our profession and our networks.
Have these factors contributed to the idea Archives, evidence, access and privacy
that archives are not valuable or is it that issues into school and professional educa- Monique Nielsen
we haven’t been able to establish the value tion? How can we present archives in more Senior Programme Officer
of archives more widely? dynamic and relevant ways? nielsen@ica.org
16
Africa Strategy adopted in Reykjavik
PCOM’s Africa Programme
setting out the initial projects and initi- must be general, strategic and powerful
atives with the responsible ICA entities, rather than specific, uncoordinated or of
was adopted by PCOM and ratified by limited global impact. Initially the focus
the Executive Board in September in will be on advocacy and training and
Reykjavik (documents on ica.org). education as this plays to the strengths
ICA’s vision for Africa is one in which those of our leadership role and profile and
managing records and archives have a clear network of experts and should achieve the
voice and the confidence and resources greatest possible impact. Advocacy and
needed to ensure that organisations manage training and education are most likely to
and preserve records as evidence for good effect long term change.
governance and accountability, individuals
have access to trustworthy information for More specifically, ICA plans to:
the protection of their rights, and archives ◗ Strengthen national archives,
are empowered to preserve those records ◗ Build on ICA’s branch structure to ensure
as the documentary heritage of all peoples that strong regional branches are in place
and cultures. The strategy does not seek to support sustainable development,
to address everything, but a small number ◗ Deliver the 2018 Annual Conference in
of significant issues identified by African Africa,
members. ◗ Support African archival educators in
Flash January 2016 N° 31
curriculum development,
Consultation with and input from African ◗ Develop a training plan to build capacity
members and those working in Africa has amongst African archival educators (this
Richard Wato addresses the Annual Conference in Reykjavik.
indicated that there is a need for: film is available in French only),
◗ Advocacy work so that policy-makers ◗ Build partnerships to support conservation
A
s reported in the September 2015 better understand the significance of and preservation education and training,
edition of Flash, ICA, through the archives and records, ◗ Strengthen old and establish new partner-
Programme Commission, has identi- ◗ Workforce training, ships to build on existing initiatives and
fied Africa as an area where resources it ◗ Support and strengthening for archival develop new projects and products and
routinely offers to help and support African education. to leverage funding,
colleagues and recordkeeping practices ◗ Continuously review and improve the
must be strategically deployed in order ICA is well-ser ved with professional strategy and workplan. ●●●
to have the greatest impact. The Africa expertise from members volunteering
Strategy, which describes the priorities their services but it has a limited budget
and thinking behind the decision-making to spend on projects and initiatives in
and planning, together with the Workplan Africa. Its action in this arena therefore
17 Board and African stakeholders at the time develop a range of activities and initiatives “ICA’s vision
of the African Annual Conference. In 2020 to support their membership in a way that
or early 2021, which will mark six years of is responsive to immediate local needs. for Africa is one
this intensive new work in Africa, PCOM
will report on the success of the Africa
Strategy to the EB and ICA members.
The Working Group began its work with a
mission to Cameroon in December 2015.
in which those
The Africa Programme needs above all
to be flexible over time, another element
The team consisting of francophone and
anglophone members and presented
managing records
of adopting a strategic approach to ICA’s the Africa Programme to a colloquium
work in the continent. It was noted in discussing the challenges to information and archives have
Reykjavik that francophone members felt science posed in modern Africa. Whilst there
that there was not enough emphasis on the team had meetings with a government a clear voice and
the need for high-level advocacy and that minister to advocate the value of archives
projects to assert and support colleagues and records management as well as with the confidence
in arguing for recordkeeping in support members of CENARBICA. Thus this first
of good governance and transparency mission will provide a pilot for testing the and resources
were urgently needed. It was great to see strategy of tackling advocacy, curriculum
such commitment and passion from both
anglophone and francophone colleagues,
development and strengthening regional
branches.
needed to ensure
both within and outside Africa. Since then
a francophone co-Chair, Jamaâ Baida,
PCOM and the Working Group continue
to welcome comments on the Africa
that organisations
Director of the Archives du Maroc, has Programme and proposals for projects
been recruited to the Africa Programme and initiatives. Please contact Margaret manage and preserve
Working Group, to join Justus Wamukoya, Crockett (programme@ica.org) if you want
Professor at Moi University, Kenya, in to get involved. records as evidence
leading this vital first phase. The Working
Group is currently reviewing its member- for good governance
ship and developing its plans for 2016.
●●● Margaret Crockett and accountability.”
Flash January 2016 N° 31
In conjunction with the Strategy itself, a The next steps will include: ICA Deputy
workplan has been developed to deliver ◗ A curriculum review and development Secretary General
ICA goals in Africa. The plan is intended to project, led by the Section for Archival crockett@ica.org
be flexible and deliver some initial results Education and training
before being adapted to meet strategic goals ◗ Advocacy missions and workshops
as the situation changes (hopefully for the ◗ The 2018 ICA Annual Conference bidding
better). It also aims to be sustainable: in six round to select an African country as host,
years we hope to see positive results with followed by the detailed planning
colleagues being more self-supporting and ◗ Measures to secure a host for an ICA
increasing their own valuable contribution Executive Board meeting in Africa in 2017
to ICA in the international arena. ◗ African stakeholder projects, partially or
Following the “green light” given by PCOM fully funded by FIDA and PCOM projects
and the Executive Board in Reykjavik, the that meet PCOM, Africa Strategy and
plan allows for an assessment of progress FIDA goals
to date in 2018. The Africa Strategy Working ◗ Support to African branches to strengthen
Group will report to PCOM, the Executive their governance, attract members and
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