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Records

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SCHOOL OF INFORMATION SCIENCES * COURE CODE: INS 421 * COURE TITLE: ARCHIVES MANAGEMENT * TASK: SEMINAR PRESENTATION CAT ONE * LECTURER: MS.ERIMA * DATE: 24/9/2013 * GROUP 6 MEMBERS * NAME REG.NO SIGN 1. KIPRONOH TOWETT M. IS /50/10 2. BOAZ KIPTOO IS/13/10 3. GEOFFRY LANGAT IS/1098/11 4. LILIAN CHEPCHUMBA IS/08/09 5. JOYCE JEPCHIRCHIR IS/1097/11 6. SPINICAH OKETCH IS/1099/11 7. DIANA MALEL IS/1062/10 QUESTION Discuss the role played by professional archival associations in enhancing archives management in Africa.
INTRODUCTION
Definition of terms
A professional archival association is usually a nonprofit archives organization seeking to further a particular role, the interests of archivists engaged in that profession, and the public interest i.e archieves users.
A group of archivists in a learned occupation who are entrusted with maintaining control or oversight of the legitimate practice of the archieves occupation.
EXAMPLES OF PROFESSIONAL ASSOCIATIONS. 1. Academy of Certified Archivists
Independent, nonprofit certifying organization of professional archivists. 2. 2. Associated Organizations & Associations
Links to organizations, associations and groups related to or of interest to the archival profession. Page maintained by the Society of American Archivists.

3. Association for Social Science Information Service and Technology (IASSIST)
International organization of professionals working in and with information technology and data services to support research and teaching in the social sciences.

4. Association of Information Management Professionals (ARMA)
Not-for-profit professional association and authority on managing records and information – paper and electronic.

5. Association of Moving Image Archivists (AMIA)
Non-profit professional association established to advance the field of moving image archiving by fostering cooperation among individuals and organizations concerned with the acquisition, description, preservation, exhibition and use of moving image materials.

Directory of Regional, State and Local Archival Organizations in the United States 6. National Association of Government Archives and Records Administrators (NAGARA)
Professional association dedicated to supporting government archivists and records managers.

7. National Association of Government Archives and Records Administrators (NAGARA) Members’ Web Sites
Links to all programs affiliated with NAGARA.

8. Society of American Archivists (SAA)
North America’s oldest and largest national archival professional associations.

The roles of these professional associations: 1. Body acting to safeguard the public interest providing answers to questions about the history, policies, procedures, and decision-making processes of the institution, its academic and support programs and services, and individuals. 2. organizations which represent the interest of the professional practitioners, these professional bodies are involved in the development and monitoring of professional educational programs. They help in updating of skills, and thus perform professional certification to indicate that a person possesses qualifications in the subject area. Sometimes membership of a professional body is synonymous with certification, though not always 3. act like a cartel or a labor union (trade union) for the members of the profession
A cartel is a formal "agreement" among competing firms. It is a formal organization of producers and manufacturers that agree to fix prices, marketing, and production. Therefore, in certain dispute situations the balance between these two aims may get tipped more in favor of protecting and defending the professionals than in protecting the public 4. public awareness;
It helps in publications program for monographs and occasional papers; an archival professional development program; a mentorship program; awards for excellence in writing and research and for contributions to the african archival community; and an annual conference, with meetings and workshops 5. helps archivists in education and learning
Various committees provide support and direction on a variety of archival issues such as Outreach and Professional Learning. In addition, members are appointed to represent the association to address specific research, professional standards and best practices. 6. Academic archives provide administrative, research and educational services. By performing these functions, archives clearly establish their role in contributing to the information needs of their institutions and those of the larger research community. 7. Aids members in fulfilling legal requirements.
Membership of a professional body, as a legal requirement, can in some professions form the primary formal basis for gaining entry to and setting up practice within the profession; Many professional bodies also act as learned societies for the academic disciplines underlying their professions 8. helps in coming up with archival policies.
Policies for using archives should include items such as:
a) Researchers may:
a) use materials only in the supervised reading room;
b) bring only a pencil and note paper into the reading room after storing all coats and bags near the entrance; (Some archives provide paper and check it before users leave.)use only one folder or box at a time
c) not smoke, eat, drink, or use audio equipment which would disturb others
OTHER ROLES 1. Create a Shared Vision 2. Unite the professionals in one direction 3. Map the Change 4. Prepare the professionals to cope with the change and turn challenges into opportunities 5. Enhance the skills and broaden the vision of professionals 6. Create a sense of importance to belong your professional organization/association 7. Act to maintain their own privileged and powerful position as a controlling body

How Archives associations do these functions.
1.Providing leadership for everyone engaged in the preservation of Africa’s Documentary Heritage
2. Encouraging awareness of archival activities and developments and the importance of archives to modern society
3.Advocating the interests and needs of professional archivists before government and other regulatory agencies
4.Communicating to further the understanding and cooperation amongst members of the archival system, and other information and culture based professions.
5.Developing, supporting and delivering initiatives and tools to increase public awareness of archives.

CONCLUSION
In conclusion, it is recommended that all archivists form associations so as to carry out these roles as discussed.
This will enhance togetherness and a vibrant archival professions.

References: 3. 1. Professional association 4. 2. ^ Professional body at Analytic Quality Glossary 5. 3. ^ a b Harvey, L. and Mason, S., 1995, The Role of Professional Bodies in Higher education Quality Monitoring. Birmingham: QHE.

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