Network of European Archival Educators

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• Network of European Archival Educators
• Marburg 2008
• How to Teach Records Management in a Country with
  two Different Traditions
• Dr. Gaby Knoch-Mund MAS AIS University of Berne,
  Switzerland

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Records Management in Switzerland

• Is there a tradition ? Are there two traditions
  ?
• The need for Records Management
• Records Management in an interdisciplinary and
  intercultural curriculum
• Evaluation and perspectives

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One tradition or several traditions and archival
education in Switzerland

• German and French influence
• Tradition or not ?External influence and
  voluntary acceptance
• Building one tradition through education

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Traditions

• Typical Swiss
• Federalism
• ParticularismIndividual solutions (not to
  follow a school)
• German influence
• Provenienzprinzip. Registraturplan.
• Aktenkunde does not exist.
• Separation current files or records / archives
  (becomes obsolete). Vorarchiv / Archiv. Primary /
  secondary value
• French influence
• Séries, archivage dans ladministration
• Documentation
• Calendrier de conservation

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Finally a tradition ?

• Theoretical foundation of practical application
  through archival appraisal und Life cycle and
  Kontinuum-model
• RM as the method to reconciliate various
  traditions
• Standards a basis of common understanding
• ISO-DIN norm 15489 (Records Management)MoReq 2
  (Model Requirements Specification for the
  Management of Electronic Records) ISO 23081 (RM
  processes / Metadata for records)OAIS (Open
  archival information system / ISO 14721)
• Intercultural approach as an important and
  enriching element not to found a common
  tradition, but to develop a common best practice

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From MAS AIS to MAS ALISArchival, library and
information science

• Master of advanced studies in archival, library
  and information science
• RM is a new subject for librarians, far from
  their daily practice and experience, but a common
  concern
• Need to manage an organisation
• Private archives and library archives
• Comprehension for standardisation
• Data transfer, Networks
• Information value
• Process-based models as a chance

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Two levels CAS AIS and MAS AIS in a continous
education programme and postgraduate course at
the university
Foundation of archival, library and information
science and introduction to role and functions of
archives, libraries and other information centres
Certificate of Advanced Studies in Archival and
Information Science 20 ECTS
Bases
Methods, theoretical deepening and practical
application of information, archival, librarian
and historical sciences and information
management and Management of archives, libraries
and information centres
Master of Advanced Studies in Archival and
Information Science 40 ECTS
Mastercourse
Internship
Master thesis
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What do we teach ?

• Two modules (each 40 teaching lessons homework,
  text-study, group work, presentations and papers)
• RM I/II out of twelve teaching modules
• Teaching separately from the two modules on
  archival and librarian key competencies
• Teaching content Knowledge Management and
  Records Management as main subjects of
  Information management
• Director of modules Peter Toebak
• Co-Director and representative of the directing
  board MAS AIS Niklaus Bütikofer

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Teaching archival, information and library
science
InformationScience Information and
KnowledgeManagement
Archival Science(incl. Records Management)
LibraryScience
Documentation ScienceInformation Retrieval
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RM module I Introduction and basic
principles

• Learning outcomes
• Theoretical foundation and state of the art of
  Knowledge, Information and Records Management
• Role of knowledge, information and records in an
  organisation
• Life cycle of business information in the context
  of processes of their creation and use analysis
  and comprehension
• Instruments of Records Management
• Objectifs 
• Connaître les fondements théoriques principaux et
  létat de la recherche en matière de gestion du
  savoir, gestion de linformation et gestion
  documentaire
• Connaître le rôle du savoir, des informations et
  des documents dans une organisation
• Acquérir une vue densemble du cycle de vie
  complet des informations dans une organisation
  ainsi que la capacité de les analyser dans le
  contexte des processus où elles sont produites et
  utilisées
• Les instruments de la gestion documentaire

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RM module II Theoretical deepening and
practical application

• Learning outcomes
• Application of Knowledge, Information and Records
  Management in archives, libraries and other
  information centres
• Information and Records Management in an
  organisation audit, functions developping on
  strategic, technical and functional level
• Objectifs
• Connaître les possibilités d'utilisation de la
  gestion du savoir, de l'information et de la
  gestion documentaire (Records Management) dans
  les domaines de compétences et d'action des
  institutions ID
• Pouvoir déterminer l'utilité de la gestion de
  l'information et de la gestion documentaire
  (Records management) pour une organisation, les
  mettre en uvre et les développer aussi bien au
  niveau stratégique qu'au niveau technique et
  opérationnel

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Teaching Content Main topics in RM I

• Introduction to RM with terminology
• Theory of information and communication
• Information-Management, Knowledge-Management
• Aims of RM
• Types of business information and data in an
  organisation
• Authenticity
• Information-processes capture, classification,
  arranging records to subject files
  (Dossierbildung), structuration of series,
  persistence and integrity of case files
• Life cycle and records continuum-concepts
• Analysis and planning of the need of business
  information
• Systems of classification (Ordnungssysteme)
• Legal and juridical context of information and RM
• Records management policy (Organisationsvorschrift
  en), RM audit

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Teaching Content Main topics in RM II

• Content und Records Management Systems
• Functional and technical requirements
• Metadata for RM
• Databasis and application in RM
• eBusiness und eGovernment
• Information Audit
• Records Management Marketing
• Knowledge Management
• Business Continuity Management and Information
  Market
• Case studies
• - International organisation (International Red
  cross)
• - Private companies (insurance, University
  hospital, Novartis)
• - Public administration (town archive)- Content
  Management und RM-products

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How do we teach ?Basics and deepening

• Theory Basics and Introduction / Theoretical
  broadening and application
• Instruction and basis for information management
• State of the art in international research and
  application
• Method Dialogue, interactivity and
  interdisciplinarity
• Papers and Master thesis
• Practice Internship as challenge to cross the
  bridge from theory to practise and to change
  perspectives

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RM and interdisciplinarity ?

• Is Records Management a major issue for an
  interdisciplinary curriculum ?
• YES
• Arguments Business administration
  (Geschäftsverwaltung) and archive, data
  migration and preservation, life cycle und
  records continuum concerns institutions of
  different types and branches, public as well as
  private.
• Students evaluation RM is a new and most
  important subject high and positive evaluation

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Appraisal and Records Management as key
competencies in archives and libraries

• Library acquisition and acquirement /
  destruction
• Archives prospective appraisal and acquisition
• Überlieferungsbildung (memory and stock building)
  becomes a common concern

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Überlieferungsbildung

• Überlieferungsbildung in the context of
  philosophy and politics of remembrance / culture
  of commemoration / Erinnerungs- und
  Gedächtniskultur)
• To remember means to select / selective retention
• To select with technological impact and inspite
  of technique
• To build a collective memory in the era of
  information

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Politique de la mémoire nationale Memopolicy as
a Management Model
Mirta Olgiati Peter Knoepfel
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Memopolicy and Service public

• Efficient administration and
• memory-institutions with Memopolicy
• Contribution to constitutional legalityresponsib
  ility / Good Governance
• Contribution to democracy Accessability /
  Legitimation
• Contribution for orientation Information for
  research, culture, identity, active memory
• Contribution for economy Basis for economic
  activities
• Cf. A. Kellerhals (MAS AIS, february 2008)

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Summary I General competencies to build up and
to enlarge in the MAS AIS

• Knowing the information objects
• Analysing their structure and context of
  creation, use and preservation in order to
  fulfill the required professional functions
• Participating in the design, construction and
  maintenance of information systems
• Understanding, performing, analysing and
  developing methods and procedures in records
  management, archiving and librarianship
• Understanding, acting within, and influencing the
  relationship towards the societal, political,
  economical, cultural and juridical context
• Heading and managing an unit in an archive,
  library or information center

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Summary II Position and challenges

• RM is a key function in our programme
• RM is a challenge for archivists, librarians, and
  the new profile of an information manager
• RM is important from the beginning of and
  throughout the life cycle
• RM needs quality management
• RM is influenced by the expectations of the users
  in the business units and the archivists
• RM builds a bridge from Business informatics to
  Information centres

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Summary III RM and our interdisciplinary
academic approach

• Theory based and interdisciplinary studies
• Importance of standards in an international
  context
• RM in the context of general management of
  IT-technology and the policy of memory
• RM on the difficult way to perceive convergences
  between archives and libraries
• To qualify the students. To meet the need of the
  employers and the demand of the market
• Multilingual and interdisciplinary approach for
  archives, libraries and information centers

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Contact and information

• Contact
• Dr. Gaby Knoch-Mund
• gaby.knoch-mund_at_hist.unibe.ch
• Prof. Dr. Christoph Graf
• christoph.graf_at_hist.unibe.ch
• More information
• www.archivwissenschaft.ch (in Deutsch)
• www.archivistique.ch (en français)