“Train the trainers in Records Management” is a project launched by EURBICA and developed by ICA. It uses the “Train the trainers” resources pack and the Moodle platform, a free web application to create effective online learning sites.

It aims to provide a handbook for creating training curriculum that would help trainers identify needs, develop a program, deliver lessons, assess results and adapt subsequent programs.

The point of the program is to be practical and efficient: to start from the learner’s perspective, using a problem solving approach based on case studies. The platform brings together existing resources: standards, the IRMT method for “How to write a case study,” existing case studies, etc.

So where does the project stand? The project is advancing well and the resource pack has been used in interesting ways, for example in Netherlands National Archives. The handbook has yet to be finalized, and when it is, it will be made accessible on-line at the ICA web site. The next step will be to use the methodology to develop resources for other archival themes where training is needed.

Can you introduce your organization ?
The Friends of the National Archives of Malta is a voluntary, non-governmental organization, created in 2000. Our aim is to support the National Archives and to raise public awareness of the importance of preserving documents.

What does your organization do?
The support we can give to the National Archives falls into two categories

• We organize events and use our contacts with private companies to raise funds.  This helps to fund preservation, digitization, and so on.
• We also give a very practical help by contributing to cataloging projects, proof reading, or this year, by helping in the CITRA organization.

It’s a really original way of interacting with the Archives
Yes, we weren’t fully aware of how original we are until now. I’ve gone and seen the web site of the friends of the UK National Archives and it’s difficult to see precisely what the practical interaction is. Here in Malta, the National Archives staff is small and there’s so much to do! Charles Farrugia can rely on us for some actions. For CITRA for example, there’s a need for staff, but at the same time, the Archives must stay open, so the volunteers are here to help. I’ve taken a week leave from my job – not in the archives field – to be here.

Who are the members ?
There are 8 members in the committee, the president being Max Farrugia, who is also a member of the National Council of Archives and has played a role in the new archives legislation. We’re a group of people from related fields, who studied archives or librarianship or History. Apart from the committee, the members are few, but we all are here to get the work done and preserve the documents and memory of Malta.

How is CITRA going for you? 
Well, it’s the first one I have attended, so I can make no comparisons, but I think it’s a great opportunity for archivists to meet and exchange ideas. For us in Malta, it’s interesting to see that the problems we thought were specific to us are in fact shared by all countries.

During the late nineties, in cooperation with ICA, IRMT developed a resources pack including courses, training materials, and a procedure manual to help building competencies in Electronic Records Management. These resources are available on line, on the IRMT web site, and can also be sent by cd with a request to the Trust.

Now focusing on Southern and Eastern Africa, the Trust seeks to develop a new approach. Its efforts aim to establish a Centre of Excellence for the Management of Electronic Records to serve regional needs. It would be a way to raise awareness, and it would help governments to build skills and knowledge.

The Eastern and Southern African Management Institute (ESAMI) in Kampala, Uganda has agreed to host this Centre.  This is a great opportunity, as the Centre is owned by ten countries and will be used by others, and as it will be a reference for Sub-Saharan Africa education.

EASTARBICA is partner in the project. The Trust hopes to establish partnerships with universities and work closely with the National Archives of the countries concerned.

While they hope to provide free training to archivists in public institutions, at the moment lack of funding has kept the Centre from opening its doors.

There is great diversity between these countries, but also some constants regarding archives and records keeping : insufficient or underdeveloped legal frameworks ; public policies that don’t take account of archives and records; lack of education and training ; trained professionals going to work elsewhere; lack of professional consideration for archivists; archival traditions influenced by those of the former colonising countries; partial privation of these nations’ memory; the importance of oral tradition (and why low consideration is given to written documents); and concern for the safekeeping of records that can testify to justince and accountability in the face of poor governance.

Why education and training matters: It’s essential to educate and train archivists to protect memory and heritage.
It’s also necessary to have well trained archivists to support good governance and to meet the demands of financial security and transparency.

How to approach education and training:  When basic classical education remains often a luxury, because of a lack of educators and educational institutions, it is no wonder that many southern countries give priority to on-the-job education and  training (seminars, workshops, conferences, lessons by professional associations, e-learning).

Several educational programs exist on a regional level, like the EBAD (École de Bibliothécaires, Archivistes et Documentalistes, in Dakar, for French speaking African countries) and the Tunis School or Cordoba School (Argentina).  National schools exist as well as curricula within university programs, especially in Commonwealth.  Finally training is available in the form of the stage technique international de la Direction des Archives de France, or the IRMT tools – International Records Management Trust.

In many countries, the solution is mixed. In Haiti, two graduating classes underwent a basic one-time training class, then more than half these “archival technicians” attended the stage technique international de la Direction des Archives de France, and two executives went on to complete Masters degrees in Toulouse and Montréal.  This educational program had lasting and growing effects: the two archivists who completed Masters degrees came back in Haiti to work and train other archival workers there.  They created the Haitian Archivists Association, and are eager to develop a records keeping program.

Which strategy for the future?
Education and training in archives and records management is essential for southern countries. But there are now new challenges to confront: the digital gap must be bridged, and archival education must address the management digital records.
To do so, the strategy must be pragmatic:

• Choose priorities in each country, taking into account local situations 
• Enhance the capacity of regional professional schools
• Use e-learning and the tools proposed by IRMT and PIAF (Portail International Archivistique Francophone)
• help students grow through mentoring 
• Use opensource software such as ICA’s AtoM
• Communicate between countries,  consult, and share experiences.

Record Keeping has a way to go in many developing nations:

• It’s a low priority ; the complexity and importance of the issue aren’t fully understood.
• There’s a lack of education and training for archivists.
• The legal framework is outdated.
• Changes in work environments and new technologies present a considerable risk for the records preservation.
• The importance of oral tradition makes it more difficult to manage records.
• Responsibility isn’t always entrusted to senior management and there is little career advancement for records managers.

Developments in freedom of information legislation presents an opportunity that archivists must take advantage of.  This freedom has been viewed for a long time as an essential human right which is necessary to make use of the other rights (UN General Assembly, 1946). But in some countries, its development is quite recent. We must use it to raise awareness about the importance of archives and record keeping.

• Good record keeping is essential for the mechanics of governance.
• It’s an opportunity to develop education and training.
• It can lead to meetings between archivists and between professions to find a coordinated approach.
• It must go hand in hand with updated legal frameworks.

It’s time for immediate action:

• Participate in Freedom of Information discussions : be informed, and insist on participating.
• Highlight the critical role of record keeping for the access to information, for the participation of citizens in the democracy.
• Make the most of  Freedom of Information initiatives by prioritizing and building record keeping capacity.

The onus is on us !

The project’s goal to collect, catalogue and highlight black and minority histories in Birmingham. Recruiting two archivists-in-training from minority backgrounds was part of the project. The project aimed to develop links between the City Archives and minority groups and facilitate access to archives, but also to enhance the archival profession  by seeking diversity of experience and background. The trainees went on with their education at the university and worked at the City Archives, with a mentor, to catalogue, organize events, network, work with volunteers. The project was a success, both for the public and the Archives and for the trainees.

Interview:

• How were you hired for the project?
  Well, it was a positive action project, which means that you had to have competencies to catalogue and take part to the work. There has been an interview with questions about my motivation, but also about my qualifications.
• What was your motivation to be part of it?
  I have a History degree and I had worked before in archives. I was considering becoming an archivist and this was a good opportunity for me. I was also very interested by the willingness to open heritage to all. There was little confidence toward the archives amongst some minorities, because it’s an institution. Thanks to the project, confidence has developed. All my job experiences since then have had to do with minorities and the social value of archives.
• What is your actual job context?
  I’m the audience development officer for the ground-breaking Hull History Centre. I wish to go on working with archives, I don’t know yet where or how: I want to develop and diversify my experiences.
• It’s the first time you attend CITRA, how do you like it?
  It’s amazing! All the meetings, the sharing of experiences and knowledge in such a conference are really thrilling. My head is spinning with ideas since this morning. I feel that I know UK local context pretty well and that my experience was adapted to it, but I don’t know if it could be reproduced in another country. The meeting of diverse cultures within ICA can give ideas to see what to do next.

The place for members in the Branches
Two Branches wish to modify their constitution and change the members place. SARBICA wants to extend membership to the Branch to non ICA members. PARBICA would like to allow ICA category C members to be considered as category A or B within the Branch, which would allow full participation to the Branch activities, in particular to French territories.  These approaches, both motivated by pragmatism, would introduce an interesting flexibility into the current membership structure. But their articulation with the ICA constitution and their consequences for the organization must be fully analyzed before the Executive Board takes into consideration the corresponding motions.

Develop new memberships ?
ICA is at present composed mostly of institutions and organizations: 224  category A members (National Archives), 66 category B members (Professional Associations), 879 category C members  (Institutional Members), and 211 category D members  (individuals).  Developing individual membership can be an important tool for developing ICA and give it a different orientation, but is quite expensive for the organization.
Creating a membership category for students is one of the ideas to promote a « Young professionals » programme. It would be a good way to encourage them to participate to ICA events and to commit to investing in the organization.

Creating a commercial membership category is also being considered. It’d enable private corporations to participate in ICA projects, to use its standards, etc. It could be an interesting source of funding for ICA, but it’s essential that the framework of such participation is clearly defined.
A specific working group will explore possible evolutions in membership and answer the questions these changes would raise.

The importance of being a member
The place of members in ICA and the advantages that come with membership must be highlighted in current discussions about the budget and funding of ICA.  The new web site is an example of a public resource  that gives a taste of what ICA can do and provide.  But some of the products and resources on line may be accessible only to members.  As for the projects supported by the Programme Commission, one doesn’t need to be a memeber to get funding, which is true for all iniatives that can further the ICA’s goals. But from now on, projects will have to have at least one partner which is an ICA member.

 The goal: award grants that further the six objectives set out in the ICA Strategic Directions and these goals:

• Promoting archives
• Encouraging and supporting the development of archives in all countries
• Building capacity, stimulating training opportunities and developing infrastructures for archives in developing countries
• Enabling archivists in developing countries to acquire the professional and management competencies needed to occupy leadership positions
• Encouraging access to archives
• Undertaking other activities that will further the objectives of ICA.

 The funds :

• Gifts or bequests designated for the Fund
• Sponsorship funds for FIDA as a whole or specific FIDA initiatives
• Amounts allocated to the Fund by the Executive Board
• Accumulated interest, dividends, and capital gains

The trustees :

• Sarah Tyacke, Chief Executive of the Public Record Office/The National Archives (1992-2005); Chair of the International Records Management Trust since 2004.
• Maurice Hamon, Director of General Relations, Saint-Gobain France
• Mitsuoki Kikuchi, President of the National Archives of  Japan (2001-2009), currently Executive Advisor to the National Archives of Japan.
• Peter Mlyansi, Director of Records and National Archives of Tanzania till July 2009, President of ESARBICA (2007-2009).
• Trudy Peterson, Deputy Archivist and Acting Archivist of the United States (1993-1995), Executive Director of Open Archives Society (1995-1998), Archivist of the United Nations High Commissioner for Refugees (1999-2002), currently Consulting archivist.
• Two trustees ex officio : Lewis Bellardo, Senior Advisor to the Archivist of the United States (vice president, Programme), et Setareki Tale, Archivist of the Fidji government and President of PARBICA (vice president, Branches)

 Interview : Mitsuoki Kikuchi explains why he’s one of the new trustees of the Fund

• Why have you agreed to be part of the Fund ?
  I come from Japan, and as for the archives, Japan can be seen as a developing country. So it’s very important that Japan be part of the Fund for International Archival Development. I’m very happy to contribute to promote archives and archival programs. It’s also important that Asia is represented in the Fund.
• How do you see your action ?
  I wish to contribute to raise funds for archives. I think to adress japanese compagnies that work in the area, such as communication, computers or cameras societies.
• Are they specific areas that you wish to act for ?
  I’ve worked for administration, for japanese government, and I think it essential to raise awareness about the importance of archives.

It aims to involve more and more students and young professionals in ICA, so that their vision of archival issues, their energy and their commitment are employed for the benefit of the international archives community. The point is to go on with the initiative launched with the Flying Reporters, to develop it and ensure its sustainability. Possible concrete actions are: 

• Creating a membership category for students.
• Developing a communication strategy that includes web 2.0 technologies, an online connecting point to share ideas and experience, and storage space to develop collaborative projects.
• Reaching out to Universities and archival training programs through the creation of ICA student chapters.
• Provide funding opportunities for students to meet each other and participate in ICA events and projects.
• Examine the possibility of establishing a mentoring program within ICA.
• Continue and expand the Flying Reporters initiative.
• Encourage “young professionals” to assume leadership roles within ICA and within their national and professional contexts.

Obviously, young professionals must play an active part in the development of this project. It must be defined and accurately organized to be presented at the next meeting of PCOM. If approved, its realization will also depends on young ones. 

The report on 2009-2010 projects is really good. 34 projects were submitted in the first 2009 call and 17 on the second one, and very few weren’t selected for funding or endorsement. However, the selection criteria by PCOM aren’t always fully understood; the submissions and projects management have levels of formalization very different, as can be relationships between mentor and project team.
Project managers need help on these various aspects.
It’s also necessary to bridge geographical gaps as there are no, or not enough, projects from some places as North America or Eastern Europe.
A focus will be made upon the necessity to establish partnerships between the projects and ICA members.
The different funding possibilities within ICA aren’t sufficiently known and used: apart from PCOM, a project can be supported by a section or a branch, or by the FIDA, that’s going to be reactivated.

The PCOM action can be further developed with a new fruitful approach, along with the projects approach, that enables to support members, branches and sections initiative and creativity. Consistent programs could be developed by PCOM itself to ensure sustainability and to deepen the results and products of successful projects. It’s necessary to see if this new approach is possible, as for the projects management and their funding, in which branches and sections should be involved, as well as specific sponsors who could be interested in consistent actions in a clear framework. Four ideas will be further developed for the next PCOM meeting, in which the launch of these programs will be decided or cancelled, after the presentation of developed programs facing the issues of agenda, management, participation, etc.:

• Young professionals
• Emergency management
• Good governance
• Train the trainers