STRATEGIES FOR IMPROVING RECORDS MANAGEMENT SKILLS OF LIBRARIAN IN ARCHIVES
CHAPTER ONE
INTRODUCTION
Background to the Study
Records Centers are transitory or semi-current records storage facilities in charge of managing semi-current records until their final disposition. Archives, on the other hand, are institutions in charge of the care and control of archival materials (Society for American Archivists, 2016).
According to Merriam-Webster Online Dictionary (2017), libraries are collections of information sources and other resources that are made available or accessible to a defined community for reference or borrowing. There are, however, some significant differences between these institutions.
Records centers and archives manage records-based information, whereas libraries manage all types of information for user access. Records are managed in closed access stacks organized in a specific classification for easy identification and access by archives and records centers (Da Graca Simoes, De Freita, and Rodriguez-Bravo, 2016) and are only available upon special request (Marciniak, 2015); they can be found online by using finding aids (Goss,2013).
In contrast, libraries organize materials in open stacks on shelves that are organized using a bibliographic classification system for easy access (Da Graca Simoes, De Freita, Rodriguez-Bravo, 2016; Ribeiro,2014). An Online Public Access Catalogue is used to search for materials in libraries (OPAC).
Archives, record centers, and libraries use technology to preserve digital information in a modern way (Asongwa and Ezema, 2012; Schroeder, 2013;Jain & Akakandelwa, 2016;Thompson, Robertson,& Greenberg, 2014).
However, the functions of archives and libraries have been similar: they all support lifelong learning, manage information, collect and preserve community heritage, and protect and provide access to research materials (Novia, 2012 2016; Society of American Archivists).
Archives and libraries use classification systems in their efforts to make their information products retrievable (Da Graca Simoes, De Freita, Rodriguez-Bravo, 2016; Ribeiro, 2014). Librarians and archivists both require research, knowledge organization, information technology, and interpersonal skills in order to provide effective services (American Library Association, 2017).
In light of this, this paper investigates whether a university library can function as an archive and record center. Students’ records, personnel records, administrative records, assessment records, project records, financial records, communication records, and procurement records are all generated by Imo State University.
Accession records, circulation records, shelf-list/inventory records, and catalogue records are all created by the library. Some of these records are printed, while others are electronic.
Aside from these current records, the University has a number of old records dating back to 1999, when the University was founded. The University lacks a central records office where all institutional records are kept, as well as an archive where old records are kept for future use.
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Each department is responsible for its own historic and new records, which are managed by secretaries and department heads. The registry and library at Imo State University are the only places where some records pertaining to the entire institution are kept.
The registry has a record office where students’ admission and assessment records, staff personnel information, university policies, and external communication files are kept under one records manager with on-the-job training. The library maintains records.
It makes use of a variety of reading materials, users, and equipment to carry out its duties. Its records are created by library and information science professionals.
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