A Profile of Government Archivists in Metro Manila

Researcher: JOCELYN P. BASA

Course: Master in Library and Information Science

School: University of the Philippines, Quezon City

Subject Area: Archivists

Year of Graduation: 2005

Introduction

As any organization, archives cannot exist without the appropriate staff. The size and type of personnel depend on the size of the institution and the archival program. Those seeking archives positions should be competitive enough not only to comply with the minimum standards but to surpass these.

Statement of the Problem

This study focused on people working in government archives. It aimed to construct a profile by looking into government archivists in Metro Manila with regard to the following aspects: educational background, work experience, task performed, and qualification requirements of their position as set by their institutions.

Methodology

There were eight (8) institutions surveyed namely: Bangko Sentral ng Pilipinas (BSP), Cultural Center of the Philippines (CCP), House of Representatives (HOR), Philippine General Hospital (PGH), Philippine Normal University (PNU), Records Management and Archives Office (RMAO), Senate of the Philippines and the University of the Philippines (UP).

Findings

Educational requirements of archives personnel have not been specific on what degree should applicant possess before they apply. Government archives hire archivists who are graduates of any course without the necessary archives training and experience. Qualification standards set by the Civil Service Commission are being implemented or used by the institutions. Otherwise, they use a different position title.

Conclusions

The study concluded that: position titles/designations of archives personnel depend on the kind of institution the archives is under; staff with permanent appointment status have second level eligibility; form of training readily available is informal; staff are sent to attend short courses, seminar-workshops, etc. on official time since formal education cannot normally be availed during office hours; informal training programs on archives offered locally and abroad seem appropriate to the needs of government archives/archivists in the performance of their duties; and necessary skills are acquired through in-service training programs. The qualification standards being used by government archives can be modified eventually when a formal degree on archival studies will be available locally. It was noted that certain government agencies were very protective of their institutions. No information was given for questions the administration decided were confidential with respect to their reputation as an archives office. They did not want to give information that may result in the conclusion that their personnel are unqualified or do not possess the ideal qualifications. It is also desired that offering a formal degree in archives studies be pushed through to equip future archivists with the necessary archival principles and skills prior to employment. In the absence of a degree, non-formal training could be considered to modify the qualification requirements for hiring archivists in the government. It is the desire of the author that institutions in the future are more cooperative in similar studies since the study only wants to help find ways to improve the profession.

Archives in the Museum Context: A Case Study on the Application of Archival Principles and Practices in the Jorge B. Vargas Museum and ...

Title: Archives in the Museum Context: A Case Study on the Application of Archival Principles and Practices in the Jorge B. Vargas Museum and Filipiniana Research Center, University of the Philippines, Diliman

Researcher: RICARDO L. PUNZALAN

Course: Master in Library and Information Science

School: University of the Philippines, Quezon City

Subject Area: Archives, Museums

Year of Graduation: 2005

Introduction

Although considered to perform similar and sometimes overlapping functions in society, archives and museums are two distinct institutions that follow different sets of standard principles and practices in managing their respective collections. In fact, the two have managed to survive for centuries without having to rely on each other. In reality, however, museums have been assuming the role of the archives in collecting historical records as evidenced by continued assimilation of archival records into museum collections. This is probably due to the absence of archival programs or facilities in the rural areas and the perennial problem of budget constrainsts for cultural institutions. More and more individuals and families throughout the country are donating their personal archives and private collections to museums. Other would establish their own family museums with their memorabilia and accumulated books and records forming the nucleus of collections on exhibit.

Statement of the Problem
With the main goal of exploring the context of the archival principles and practices in the museum setting, this study has focused on the case of the Jorge B. Vargas Museum and Filippiniana Research Center (UPVM).

The study also attemps to discover a way to situate the role of the archives in the museum by constructing the administrative history of the UPVM using available Museum records.

Historical Background
This museum has a rich collection of the personal archives of its donors, Mr. Vargas, who had served in various key positions in the government starting from the Commonwealth era, continued into the World war II and up to the 1960's. in 1978, the collection was donated to the University of the Philippines and, thus, serves as a University Museum. The UPVM is a site where archives exists within the museum structure and presents an ideal set up for an inquiry that looks into the archival collection of the museum.

Methodology
UPVM's archival collection may be grouped into two fonds or record groups; namely: 1) personal archives of jorge B. Vargas; and 2. institutional archives of the UPVM. these two fonds were appropriately arranged based on the archival principles of provenance and original order. Just like any other institution, the UPVM is also a producer or records as it performs its complex roles as both collector and preserver of material culture. The museum's archival records are its institutional memory.

Results and Discussions
The study illustrated how a particular record and its given recording and documentation processes and procedures perform this function of organizational memory and, at the same time, be an active agent of institutional activity. Foremost among its records is the catalog and documentation worksheet used to provide material description and account for the physical condition of the art collection. The study had emphasized that the UPVM catalog may be considered as an archival record by noting its great influence in musuem management and operations and its function of object representation. If museums are about representation through the display and assemblage of material culture, records that account for these objects must also acquire this level of cultural dimension. Records then become "representations" of objects of representations. Theis situation opens up a range of interesting inquiries for archival theory. As these museum perform their administrative and collection management functions, they naturally become records creators. Conversely, as collectors and repositories of archives and manuscripts, they become sites for records accumulation. Thus, museums assume the role of both records creator and record keeper while maintaining their unique institutional identity as distinct from archives. This phenomenon has a profound impact for archival practice and implies that a new paradigm must be developed to appropriately situate the place of the archives within the museum structure. Finally, a recommended standard was drawn to provide a code of practice with which the museum could refer for appropriate guidance and direction.

Collection Survey of Xavier School Archival Materials Towards the Development of a Preservation Program

De Luna, Ruth O (2004). Collection Survey of Xavier School Archival Materials Towards the Development of a Preservation Program. Unpublished Master’s Thesis. University of the Philippines, Diliman, Q.C.

Introduction

Archives are threatened by a massive problem of deterioration and loss of collections they contain. Many collections are becoming increasing fragile and some are in danger of being lost forever.

The Problem

The problem of deterioration has several interrelated causes: inherent chemical instability of the components of archival records; unsuitable environmental conditions in areas where collections are stored; storage and handling practices; natural disasters; and theft and vandalism. For most libraries and archives, professional conservation treatment as a way to rectify the problem is, and ways will be, prohibitively expensive.

Methodology

This study made use of two instruments namely, the survey questionnaire and checklist form. The questionnaire was used to identify the archival record series present in the different offices of Xavier School and to enumerate the preservation practices employed by each office. The checklist form was used to determine the state of deterioration of each archival record. Ocular inspection was also used in gathering data. Fifty one department heads from the school’s various offices were used as respondents in this study.

Findings

The results of this study revealed that the print or textual archival records of these offices are the following: minutes of meetings, annual reports, articles, attendance sheets, budget statements, correspondence, development programs, directories of officials/employees, photographs, programs and invitations, speeches and messages, students’ grades, results of tests/exams, training programs and yearbooks. The non-print materials are: audio cassettes, compact discs and video cassettes. It was also found out that most of these archival records are handled by persons with zero knowledge of archives. Likewise, this study revealed that a small number of offices believe that they are employing preservation practices. These practices include the following: binding and repair; duplication and copying; digitization, fumigation, and lamination and encapsulation. Lastly, it was found out that a significant number of archival records in Xavier School need to be treated immediately. In general, it can be concluded that these archival records can still be preserved and restored since the records are kept in an air-conditioned room.

Recommendations

1. An organizational component like Archives Office, Archive Mandate and appointment of person-in-charge of archival records in each department be made immediately;

2. A comprehensive Archival Policy Manual be drawn to effect a well-guided community on the importance of school archives;

3. A structured training program be made for the persons who are responsible in keeping the archival records so that they will become competent in their work;

4. A thorough study on the location of the other relevant archival records such as the different blue prints of the school and its buildings should be made; and

5. A preservation program for all school archives should be formulated to preserve and restore all the school’s archival records.

A Critical Analysis and Evaluation of the O.P Siena Archives Practices

Bumangabang, Wilma Tapaya-on (2004). A Critical Analysis and Evaluation of the O.P Siena Archives Practices. Unpublished Master’s Thesis. University of the Philippines, Diliman, Q.C.

Abstract

A well-documented and unprejudiced study of its own past makes the Church more “expert in humanity” because it reveals the historical richness that lies behind her and allows her to identify herself with her essential, continuing and varied mission of enculturation and acculturation.

This study proceeds from a careful collection of all that can be documented helps out in planning a future founded on the contribution whereby memory is also prophecy. Thus, the documents preserved in the archives represent, and become an immense and precious heritage Canon Law 486 mandated each Curia to establish in a safe place a Diocesan Archives where documents and writings concerning both the spiritual and the temporal affairs of the diocese are to be properly filed and carefully kept under lock and key. In like manner, in the Acts of the 7^th General Chapter, December 16-31, 1985 and the provision of the Constitutions and Directory 1988, Art. 526 of the Congregation of Dominican Sisters of St. Catherine of Siena commissioned the Progress General with the deliberative vote of her Council to appoint on Archivist to attend to the Archives of the Congregation. Hence, the Congregation of Dominican Sisters of Siena Archives (O.P. Siena Archives) serves as the repository of records for the Congregation. It will be the “official memory” of the institution, bearing witness to its activities for generations of Siena Sisters to come.

It aims to appraise, collect and organize all available records of permanent value; preserve and make available these records for use; and promote the study and appreciation of the O.P. Siena heritage and history in the Philippines to the larger community it serves and the general public. To ensure its proper administration, current archives practices being used at the O.P. Siena Archives were identified, assessed and analyzed if these conform to the standard and accepted archives practices presented.

Appropriate recommendations for the improvement of the O.P. Siena Archives practices were suggested vis-à-vis the accepted practices and the standards formulated by the International Council of Archives. Findings show that insufficient knowledge on standard archives principles and practices used turned out to be the primary problem in the O.P. Siena Archives.

Recommendations for the proper facilitation of the O.P. Siena Archives administration, based on accepted and standard archives practices were provided for implementation.

An Assessment of the Application of the Principle of Provenance on Archival Arrangement and Description in Selected Academic Archives in Metro Manila.

Bongalos, Florbella S (2004). An Assessment of the Application of the Principle of Provenance on Archival Arrangement and Description in Selected Academic Archives in Metro Manila. Unpublished Master’s Thesis. University of the Philippines, Diliman, Q.C.

Introduction

Provenance or respect des fons is respect for the source or creator. This means maintaining the Integrity of a whole body if records are organically related, thereby preserving inter-relatedness and context of records at the time they were created. Going by the definition of archives as “records organically related to an entity” and the archival principle, “Archivists think groups,” it is imperative that the principle of provenance be adhered to in the arrangement and description of archives.

The Problem

The objectives of the study were: 1) to identify the different arrangement and description practices in selected academic archives in Metro Manila; 2) to determine the extent of compliance in these selected archives to the principle of provenance in the arrangement and description of archives; 3) identify the problems and issues in the application of the said principle of provenance in these academic archives.

Methodology

To attain these objectives, the study used the descriptive method of research. Eight academic archives, which have established archives in Metro Manila were assessed. Ocular visits, observations, and organization and analysis of documentary sources were utilized.

Training Needs Assessment of Academic Archivists in Iloilo City

Alenzuela, Reysa (2004). Training Needs Assessment of Academic Archivists in Iloilo City. Unpublished Master’s Thesis. University of the Philippines, Diliman, Q.C.

The Problem and Its Methodology

This study surveyed administrators and archives personnel of academic institutions in Iloilo City in order to assess their training needs and to recommend modules for training in archives administration. Administrators and archives personnel from 22 colleges and 5 universities were the respondents in the study. Eight of these institutions have established their archives while the rest numbering 19, have plans to establish one in their institutions. Although there may be other reasons why majority of these institutions do not have established archives, this study focused on the lack of training and education of administrators and archives personnel as one factor affecting the development of a sound archives program in the city.

Findings

The data in this study showed that there was inadequate training of by people involved in the establishment and administration of archives. This inadequacy cause by the unavailability of archives education programs. In the opinion of administrators, archives education was not available or was inadequate. Forty-six and forty-three (46.43) percent of them believed that there was no existing organization which promoted archives education and training; thirty-two and fourteen (32.14) percent were not aware of any training conducted in the city; and twenty-one and forty-three (21.43) percent said that no archives training was being held. The opinions of administrators were confirmed by the archives personnel. Thirty-three and thirty-three (33.33) percent of the archives propounded that continuing education programs were inadequate while sixty-six and sixty-six (66.66) percent said that it was mostly available.

Conclusions

There was a need to promote awareness of archives education in Iloilo City. The study probed into how the archival training would be effected in academic institutions in Iloilo City. In order to determine their needs, the personal data or profile of administrators and archives personnel, previous training they have attended, including the time for asking the training, and the mode of archives education they will take were analyzed.

The archives education most preferred by respondents was seminar-workshops. Other modes which were found desirable were conferences/conventions, symposia and distance education. The most preferred topics of the respondents vis-à-vis their educational background were: Records management, Arrangement and description, Preservation and restoration, Reference, Access and Security, Archives concepts, Principles and practices.

The CEU Archives: Status, Problems and Plans for Development

Researcher: MERCEDES S. MAGBUTAY

Course: Master of Arts in Library Science

School: Centro Escolar University, Philippines

Subject Area: Archives

Year of Graduation: 1988

Arzobispado de Manila Archives: A Preliminary Guide

Researcher: VIRGINIA P. LIBANG

Course: Master of Library Science

School: University of the Philippines, Quezon City

Subject Area: Archives

Year of Graduation: 1979

The Organization, Administration and Development of the Iglesia Filipina Independiente Archives

Researcher: LINDA A. LAGUNZAD

Course: Master of Library Science

School: University of the Philippines

Subject Area: Archives

Year of Graduation: 1971

Abstract:

This study is concerned with the organization and administration of the Iglesia Filipina Independiente Archives which are housed in the Mosher Library of Saint Andrew's Theological Seminary, designated the official repository of the records of the church. It describes the systematic manner by which the records of a church body have been arranged for the purpose of making them accessible to avariety of users.

The organizational phase involves the arrangement, appraisal, and description of the records in the repository. The administrative aspects include the setting up of reference service, maintenance of the collection, and the systematic acquisition of retrospective records and inactive files of the Iglesia Filipina Independiente to fill the gaps in the collection and expand it.

The brief historical survey of the Iglesia Filipina Independiente included in this study is intended to introduce the church body which produced the records and to make known the importance of the study in the context of Philippine Church and historical scholarships.