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Network of European Archival Educators


Records Management in an interdisciplinary and intercultural curriculum ... Library: acquisition and acquirement / destruction. Archives: prospective appraisal ... – PowerPoint PPT presentation

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Title: Network of European Archival Educators

  • 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,

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

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

  • Typical Swiss
  • Federalism
  • Particularism Individual 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

Finally a tradition ?
  • Theoretical foundation of practical application
    through archival appraisal und Life cycle and
  • RM as the method to reconciliate various
  • 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

From MAS AIS to MAS ALIS Archival, 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
  • Need to manage an organisation
  • Private archives and library archives
  • Comprehension for standardisation
  • Data transfer, Networks
  • Information value
  • Process-based models as a chance

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
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
Master thesis
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

Teaching archival, information and library
Information Science Information and
Knowledge Management
Archival Science (incl. Records Management)
Library Science
Documentation Science Information Retrieval
RM module I Introduction and basic
  • Learning outcomes
  • Theoretical foundation and state of the art of
    Knowledge, Information and Records Management
  • Role of knowledge, information and records in an
  • 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
  • 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
  • Les instruments de la gestion documentaire

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

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
  • 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
  • Systems of classification (Ordnungssysteme)
  • Legal and juridical context of information and RM
  • Records management policy (Organisationsvorschrift
    en), RM audit

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
  • Case studies
  • - International organisation (International Red
  • - Private companies (insurance, University
    hospital, Novartis)
  • - Public administration (town archive) - Content
    Management und RM-products

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
  • Method Dialogue, interactivity and
  • Papers and Master thesis
  • Practice Internship as challenge to cross the
    bridge from theory to practise and to change

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
  • Students evaluation RM is a new and most
    important subject high and positive evaluation

Appraisal and Records Management as key
competencies in archives and libraries
  • Library acquisition and acquirement /
  • Archives prospective appraisal and acquisition
  • Überlieferungsbildung (memory and stock building)
    becomes a common concern

  • Überlieferungsbildung in the context of
    philosophy and politics of remembrance / culture
    of commemoration / Erinnerungs- und
  • 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

Politique de la mémoire nationale Memopolicy as
a Management Model
Mirta Olgiati Peter Knoepfel
Memopolicy and Service public
  • Efficient administration and
  • memory-institutions with Memopolicy
  • Contribution to constitutional legality responsib
    ility / Good Governance
  • Contribution to democracy Accessability /
  • Contribution for orientation Information for
    research, culture, identity, active memory
  • Contribution for economy Basis for economic
  • Cf. A. Kellerhals (MAS AIS, february 2008)

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

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

Summary III RM and our interdisciplinary
academic approach
  • Theory based and interdisciplinary studies
  • Importance of standards in an international
  • 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

Contact and information
  • Contact
  • Dr. Gaby Knoch-Mund
  • Prof. Dr. Christoph Graf
  • More information
  • (in Deutsch)
  • (en français)