The Concept of Archives and Records Management in International Organizations

code:

007

Jul 22
16:00 - 17:00

Speaker:

KOGA, Takashi

OGAWA, Chiyoko

Room:

409

Description

Language(s) of presentations:

English

Abstract:

Archives and records management represent the nature and identities of their parent organizations, such as countries or governments. International Organizations have their archives and records management systems as well. How are the identities and natures of these organisations reflected in their archives and records management systems? Do common language(s) influence archives and records management systems? The author tries to draw out the human factors that influence archives and records management systems in international organizations through several field survey visits to the United Nations Office at Geneva, UNESCO, the International Committee of the Red Cross, etc.

Target audience:

archivists, records managers, and users

Overall purpose and significance of session:

In general, archives and records management systems are designed by persons mandated to do so, and in international organizations their nationalities may differ from one period to another. The author, whose mother tongue of Japanese does not have equivalents to the words ‘archive(s)'; or ‘records management', wonders if there are different methods/expressions in archives and records management systems and practices that come from different cultures or languages.

Content description:

Implementation of the DIRKS methodology by international organizations: The case of the United Nations.

The author conducted research on the records management activities in the United Nations (UN) through an investigation on the UN website and a field research at the Archives and Records Management Section (ARMS) at the UN Headquarters in New York in September 2006. The aim of this research was to identify the communication issues in records management addressing language and cultural barriers in international organizations. Among the research results, it is interesting to note that ARMS is implementing the methodology of Designing and Implementing Recordkeeping Systems (DIRKS) based on ISO 15489 for the records management of UN projects, operations, and housekeeping activities. In particular, it appears that ARMS places great value on business analysis with other UN departments so that it can approve record scheduling and classification periods. In addition, ARMS establishes "Taxonomy for recordkeeping," which is applicable to peacekeeping operations as well as mapping of the taxonomy with the scheduling. The staff of ARMS emphasizes the importance of the DIRKS methodology as a flexible and pragmatic solution for recordkeeping activities in the UN. This paper presentation will discuss the effect of the DIRKS methodology-which originated within the Australian and Oceanic contexts-and its value to international organizations. It will also discuss the background of the current records management activities of the UN as well as the challenges in implementing the DIRKS methodology in international contexts and in the electronic environment.