9. Forum des Archivistes Nationaux

 

Tuesday 6 September - Next Day

SESSION 1.2 ACHIEVEMENTS OF NATIONAL ARCHIVES PART 1

Date : Tuesday 6 September 2016 16:45-18:15

Room : HALL E1+2

Presentations : P002 / P003

SESSION 1.2 / P002 Challenges of Two Digital Archive Systems at the National Archives of Japan

Available in Languages ENG

The National Archives of Japan (NAJ) offers two digital archive services, the Japan Center for Asian Historical Records (JACAR) established in 2001 and the Digital Archives of NAJ (DA) which has begun to use in 2005 in accordance with the IT strategy of the Japanese Government.
Under the main mission of promoting “mutual understanding” between Japan and neighboring Asian countries, JACAR releases Asia-related records dating from the early Meiji era to the end of the Pacific war as digital data, come from holdings of Government agencies.
The two digital archives provide anyone the means to peruse, print, and download image-data of records at anytime, from anywhere, at no charge. NAJ is also putting the emphasis on substantiality of the cataloging function which searches for documents from digital contents, and it becomes possible to search for a catalog of all documents in DA.
NAJ holds many challenges about the development of a digital archive system. Much local archives is faced with difficulties such as budget limitation, shortage of specialists, long-term preservation of born digital in particular. While NAJ is tackling these difficulties, we believe that the future lies in development of a shared information infrastructure offering comprehensive access to documents held across Japan.
In line with long-term vision which contributes to a digital archive network about historical documents in East Asia, JACAR attempts to extend the coverage of database until the postwar era, and to collaborate with various digital archives in Japan through linking with other databases.
By sharing our experience and prospects for the future in our efforts, we hope to offer an useful information for discussion to the common problems and technical difficulties we, as digital archivists are facing around the world.

Sumio HATANO

Sumio HATANO, National Archives of Japan, Japan

Dr. Sumio HATANO  From April 2014 he has been working as the Director-General of JACAR (Japan Center for Asian Historical Records, National Archives of Japan), and until recently he was Professor of Japanese Diplomatic History at the University of Tsukuba as well as Visiting Scholar at the Reischauer Institute of Japanese Studies, Harvard University. His publications include many books and articles on WW2 and diplomatic history of modern Japan in Japanese and English such as coauthored “The End of the Pacific War:Reappraisals”(Stanford). He is also currently serving as the Chief Editor of “Documents on Japanese Foreign Policy” at the Diplomatic Archives of Japan,Ministry of Foreign Affairs.

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SESSION 1.2 / P003 Digital Initiatives At National Archives Of India

Available in Languages ENG

Archives world over are on a digital mission. The digital revolution has changed the role of an archivist right from acquisition to care and consultation of records. In India the archival institutions both under the State as well as in private management are in a transition mode from purely paper based to highly digital environment. The National Archives of India (NAI), which is celebrating 125th anniversary of its foundation in 2016, is the premier archival institution not only in India but also in whole of South Asia. In addition to taking care of its rich (mostly paper based) collection, the NAI is also saddled with the responsibility of ensuring proper management of records (paper based/ hybrid and electronic) in all organizations under the union government by implementing the Public Records Act, 1993. The NAI had, therefore, taken the initiative to enter the digital world quite early and by 1998 it had developed customised software – Archival Information Management System or AIMS – for cataloguing its records collection. This software was also shared with other archival institutions in India. Since then many more initiatives have been taken at the NAI. These include: Developing standards for digital preservation of e-records Conversion of analogue records into digital format Developing of digital interface for records management Developing of Pre-archival Processing Tools Developing of Trusted Digital Repositories, and Creating a User interface with Digitize on Demand service. The proposed paper will dwell on these and other initiatives taken by the NAI within the overall national mission of Digital India. The experience gained through its recently launched search portal – Abhilekh-PATAL – (acronym for Portal for Access to Archives and Learning) and the scope of convergence with other knowledge institutions will be shared with a view to enlist the cooperation of archival fraternity in maximizing their resources. The paper will also describe the future planning of the NAI towards digitizing its collection. 

Sanjay GARG

Sanjay GARG, NATIONAL ARCHIVES OF INDIA, India

Dr. Sanjay Garg joined National Archives of India in late eigthees as a professional archivist. He has also worked as Deputy Director (Research) At Saarc Culture Centre, Colombo (March 201 To December 2014). He has authored 23 books and more than 85 research papers in the reputed generals and presented in learned fora. Besides he has also intrest in the field in the numismatic and worked as a programme director of the first two workshops on prectical guide to the fundamentals in Indian Institute Of Research In Numismatics Studies, Nasik. He has also been awarded fellwoship under Charles Wallace Fellow, University Of Cambridge, Resident Fellow At Centro Incontri, Umani, Switzerland, Robinson Visiting Scholar At University Of Oxford And Krary Visitor At The Wolfson College, Uk. He has also been associated as editor, expert member and resource person for the committees of libraries, archives and museums. He has widely travelled Uk, Spain, Italy, The Netherlands, Germany, Turkey, Switzerland, Austria, Yeman, Maldives, Cambodia, Pakistan, Singapore, China, Bhutan, Afganistan, Nepal, etc. In connection with the academic discussions, workshops, seminars, conference, etc. Presently he is working as Deputy Director In National Archives Of India, heading records division, international relations, public outreach programmes, publications and commomoration of 125th foundation year celebrations of National Archives Of India.

Wednesday 7 September - Previous Day

SESSION 2.2 ACHIEVEMENTS OF NATIONAL ARCHIVES PART 2

Date : Wednesday 7 September 2016 09:50-11:20

Room : HALL E1+2

Presentations : P030 / P031 / P032

SESSION 2.2 / P030 Mongolian Archival Development in the Globalised World

Available in languages ENG

ICA International Congress 2016 Archives, Harmony and Friendship: ensuring cultural sensitivity, justice and cooperation in a globalised world Mongolian Archival Development in the Globalised World (1990s to present) Abstract By Ph.D., Prof. Saruul Ishjamts, General Archival authority of Mongolia Traditionally, Mongolian people have been recording the history of their state culture, preserving files and books, developing rich culture of writings and inheriting them to generations to generations. In the presentation, archival field development and its trend after democratic changes in 1990s will be discussed. The presentation includes: 1.    Democratic changes and archival business in Mongolia Formation process of democratic new constitution and legislative state, archival service in relation with compensation to those who repressed politically, result of acquisition of privatised organizations’ documents, law on archives, steps taken to make the archives open and transparent, new system of National archives and legislative reform of archival field 2.    Archival International relations and cooperation General Archival Authority of Mongolia became a member of ICA and EASTICA, mutual agreements with other countries and their implementation, research abroad, collecting of Mongolian history related documents, exchange archival documents, publications of archival documents, exhibitions, cooperation on professionals of archives, and its result, international workshop and trainings with international experts on archives with support of EASTICA 3.    Introduction of international experience and standard into archival activity National programme of introduction of Information Technology into state archives, enforcement of International standard in preservation and conservation of archives and library, and its result.

Saruul ISHJAMTS, Jigmeddorj ENKHBAYAR

Saruul Ishjamts, General Archival Authority of Mongolia, Mongolia

CURRENT POSITION Director General, General Archival Authority of Mongolia   EDUCATION 1983 Historian and Pedagogy in History, National University of Mongolia 1998 Philosophy Doctor, theme “Territory of Mongolia early of 20th Century” PAST POSTIONS 1983-1990 Researcher, Institution of History, Science Academy 1990-present Professor, National University of Mongolia 

Jigmeddorj Enkhbayar, General Archival Authority of Mongolia, Mongolia

not provided

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SESSION 2.2 / P031 Memory of a Nation and Archives. Lithuanian case

Available in languages ENG

Review of the historical contexts, specific interpretation of memory of nations or individuals and the role of the archivists and the archives. The practice of commemoration of memorable days in the several past decades and certain projects implemented by Lithuanian state archives will be overviewed as well. Other part of the presentation dedicated to governmental policy on national memory and legislation initiatives drafting the Law on National Historical Memory, discussions on commemoration of remembrance days, formation of the National Memory Board. What should be the role and responsibility of an archivist for preserving our memory?

Ramojus KRAUJELIS

Ramojus KRAUJELIS, Office of the Chief Archivist of Lithuania, Lithuania

Ramojus Kraujelis, received MA in History (2000), LLM in Law (2002), PhD in History (2006).  Since 2011 in the position of the state official – Chief Archivist of Lithuania, with an extensive experience (17 years) in the state archives administration.  Research and teaching in the field of history and archival science at universities (since 2009 Associate Professor, Department of Modern History at Vilnius University).

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SESSION 2.2 / P032 The Indonesian Archival Information Network - Sharing Responsibilities between Archival Entities in Making Government Information Available to Citizens

Available in languages ENG

As an archipelagic state which consists of 17,504 islands and covering area of 1,910,931.32 km2, Indonesia is the 14th largest country in the world. Identification that Indonesia is a big country, with a bundle of experiences through the centuries forming a nation-state as it is today, represented in various forms of physical evidence which is geographically dispersed across the country. Through the reconstruction of these material, formed the collective memory of the nation. On the other hand, current Indonesian political and governmental system is performed by more than 150 state agencies and government institutions at the central level and more than 20.000 institutions at the local level. With the spirit to implement the Open Government Indonesia to encourage the creation of a more transparent government and a more participatory society, the records management plays an important part. In realizing the idea to build a collective memory and support good governance, the National Archives of Indonesia (ANRI) has developed of ICT-based national information system and network, namely the Indonesian Archival Information System (https://www.sikn.jikn.go.id) and the Indonesian Archival Information Network (http://www.jikn.go.id) or SIKN-JIKN. As a national priority program, SIKN-JIKN is expected to become a national platform to support the bureaucracy reform by which Indonesian government more open, more accountable, and more responsive to citizens in a sustainable manner. Besides, all archival information collected from those records and archives maintained by government creating agencies and archival institutions separated by physical and authority, not only form a collective memory of nation but also become a knowledge asset of all Indonesian, which in a long run is hoped to increase citizen welfare.

Desi PRATIWI, Dini SARASWATI

Desi PRATIWI, ANRI, Indonesia

Desi Pratiwi was born in Jakarta. She serves as the Director for SIKN-JIKN of the ANRI since 2014, where she will be able to apply her passion for providing online access to national archival information and promoting throughout Indonesia. With her colleagues in 2012, she went to play a pivotal role in the development of a system (called SIKN) that can collect records and archives information with their digital copies from Indonesian government agencies and archival institutions, then provide those information via website (called JIKN) www.jikn.go.id. Pratiwi started working at the ANRI in December 1986, after finishing 3 years Diploma Course at the same year, and has been working as an archivist in a number of positions. After completing Degree in Public Administration in 1994, she got a scholarship from the Australian Government in 2000 and earned a master degree in 2002. She also got several scholarships for short courses in archives and records management including from the British Council, the Australian Government and the Swedish International Development Cooperation. Between the years of 2006 to 2008, she worked for the Commission of Truth and Friendship of Indonesia and Timor-Leste in Bali as an archivist.

Dini Saraswati, ANRI, Indonesia

not provided

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SESSION 3.4 FORUM OF NATIONAL ARCHIVISTS (FAN) MEETING

Date : Wednesday 7 September 2016 11:45-13:15

Room : 307

P062 FAN Meeting

Available in languages ENG FRE KOR

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SESSION 4.2 ACHIEVEMENTS OF NATIONAL ARCHIVES PART 3

Date : Wednesday 7 September 2016 15:05-16:35

Room : HALL E1+2

Presentations : P068 / P069 / P070

SESSION 4.2 / P068 Japan-Australia Bilateral Cooperation in Archival Processing for the Wartime Seized Company Records

Available in languages ENG

TThis paper looks at the records of Australian-based Japanese companies seized by the Australian government during World War II, and are currently held by the National Archives of Australia (NAA). By tracing the collection’s formation process and examining recent joint efforts between Japan and Australia to arrange and put these records to good use, it chronicles a definitive shift in the relationship of the two countries, whereby the records symbolize developing friendship. This paper addresses two key issues. It first discusses the actual process of how this collection of the wartime requisitioned documents was formed and transferred to the custody of the NAA, with reference to the political and diplomatic backgrounds as well as its current legal status. Secondly, it explains about a joint project of Japanese and Australian archivists and historians to arrange and utilize these records, an endeavor initiated in 2003 and still in progress. The outcomes of their work have already been utilized in the NAA activities. In the coming years, with the aim to foster shared memories and reconciliation between Japan and Australia, further collaboration is expected to take place over this collection for improvement in various fields including archival description and user access. In this sense, the paper illustrates an important shift whereby an archival collection born from an enemy relationship (wartime requisition) has become a symbol of friendship through the cooperative efforts of archivists and historians from the two nations. It also presents a remarkable example of how archivists from a country of the seized documents’ origin could be instrumental in arranging the records held by the seizing country. Through this process, we hope to show archivists playing a vital role in reconciliation between once-rival nations—and perhaps in advancement towards world peace.

Junko AKIYAMA, Hanako WADA, Daisuke ICHIKAWA, Hisayuki OSHIMA, Hideyoshi YAGASHIRO, Masahito ANDO

Junko AKIYAMA, Sapporo City Archives, Japan

Ms. Junko AKIYAMA's current position is Archivist at the Sapporo City Archives. She holds bachelor's and master's degrees in history from the the Ochanomizu University and finished a doctoral program in history without dissertation at Ochanomizu. She also has rich teaching experience at various institutions such as the Tokai University and the Hokusei Gakuen University. Her scholarly contributions include "Arrangement and Description of a Japanese Business Collection Held at the National Archives of Australia," Journal of the Japan Society for Archival Science 8 (2008): 2-20; and "The Establishment of Sapporo City Archives: Activities and Subjects in the Opening Year," Records Management: Journal of the Records Management Society of Japan 67 (2014): 91-103.

Hanako WADA, Gakushuin University, Japan

not provided

Daisuke ICHIKAWA, Hokkai Gakuen University, Japan

not provided

Hisayuki OSHIMA, Takachiho University, Japan

not provided

Hideyoshi YAGASHIRO, Senshu University, Japan

not provided

Masahito ANDO, Gakushuin University, Japan

not provided

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SESSION 4.2 / P069 The place of Turkish archives in the globalized world and international cooperation activities of the general directorate of state archives of Turkey

Available in languages ENG

Turkish Republic has one of the most important archives of the world. Thanks to its rich archival holdings inherited from the Ottoman Empire which succeeded to make people from different religions and nations to live together over a wide geographical area during centuries.  This wealthy inheritance is an authentic source not only for Turkey but also for today’s independent Middle East, Balkan, Mediterranean, African and Arab countries in order to identify and write their national and common histories.  

The General Directorate of State Archives (GDSA), with this understanding, attaches great importance to international cooperation; protocols on cooperation were signed with 42 countries from different regions of the world until today and many protocols are in the phase of signature. These good-will protocols are prepared in accordance with the national legislations of the parties and international archival practices. If deemed necessary, cultural exchange programs or other agreements previously signed between the parties constitute a basis for the protocols. The signed protocols have the provisions such as publishing common works, organizing document exhibitions, exchanging document copies related to the histories of the parties, exchanging archivists and their training activities. In this presentation, it will be dealt with the works carried out by GDSA and provided information about the protocols of cooperation.  The presentation will raise an opportunity to discuss the protocol text which was signed between Turkey and 42 countries.

Muhammet Ahmet TOKDEMIR, Uğur ÜNAL

Muhammet Ahmet TOKDEMIR, Turkish Archives (General Directorate of State Archives ), Turkey

Tokdemir, was born in Turkey, graduated from Faculty of Education and worked as a history teacher for 8 years. He had his MA and PhD degree in history teaching. He worked as a research assistant from 2009 to 2013, as an assistant professor from 2013- 2015. He has been working as head of department at General Directorate of State Archives of Turkey since September of 2015.

Uğur ÜNAL, Turkish Archives (General Directorate of State Archives ), Turkey

Uğur Ünal graduated from Faculty of Education with an undergraduate degree in History Teaching. He worked as a research assistant , as an instructor, as an assistant professor, and as an associate professor from at Gazi University Faculty of Education in Ankara, the capital of Turkey. He thought courses on “History of Turkish Modernization”, “Ottoman Paleography”, “Ottoman Diplomacy”, History of Turkish Education” and “Foreign Policy of Ottoman Empire” at undergraduate and graduate level. Ünal who has been working on the Contemporary Ottoman History is a writer of ten books, a lot of academic articles and proceedings on military system, educational institutions and modernization period of Ottoman Empire.Ünal has been serving as Director General to the State Achieves since January 2012. He speaks English. He is married and has three children.

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SESSION 4.2 / P070 Cooperation between archival institutions and its impact in the dissemination and exchange of information

Available in languages ARA

ملخص الدراسة عنوان الدراسة: التعاون بين المؤسسات الأرشيفية وأثره فى نشر وتبادل المعلوماتمقدمةالمعلومات اليوم هى السلاح الأقوى على الاطلاق فى كل مناحى الحياة. ويرتكز تطور وتقدم الأمم على المعلومات بأشكالها المختلفة ومصادرها المتنوعة ،ولا يمكن للبشرية أن تستفيد من هذا الكم الهائل من البيانالت والمعلومات الا عن طريق نشرها وبثها بالطرق المختلفة، ويتعذر ذلك اذا كانت هذه المصادر حبيسة أماكن حفظها. ويساهم التعاون بين المؤسسات الأرشيفية فى انتشار المعرفة بين الناس ومن ثم الاستفادة منها فى البحوث العلمية والتاريخ واثبات الحقوق وغيرها. تهدف الدراسة الى تبيان دور التعاون الكبير بين مؤسسات الرشيف ،كما تهدف الى توضيح الاثار الايجابية لهذا التعاون.تناولت الدراسة مفهوم التعاون بصورة عامة وماذا يعنى التعاون بين المؤسسات الأرشيفية. أوردت الدراسة الأدوات والأساليب والطرق التى يمكن استخدامها للتعاون وذلك من خلال الاتفاقيات والبروتوكولات الثنائية ومتعددة  الاطراف ،أو الاقليمية او حتى الدولية. كما تحدثت الدراسة عن أشكال التعاون اذا كان فنى او فى مجال التدريب وتبادل الخبرات وغيرها ، ثم ما هى المواد التى يمكن ان يتم التبادل بها.تطرقت الدراسة للمؤسسات الأرشيفية الدولية مثل المجلس الدولى للأرشيف ودوره فى التعاون مع المؤسسات الأرشيفية الأعضاء وتوفير كثير من اللوائح والقوانين التى تحكم عمل الأرشيف ، اضافة لإصدار المعايير والمواصفات للعمل الأرشيفى ، ثم التعاون فى مجالات أخرى كالتدريب والدعم الفنى. كما تناولت الدراسة التعرف على المؤسسات الأرشيفية الوطنية بصورة عامة واوضحت الدراسة اهدافها ومهامها واختصاصاتها الى جانب الخدمات التى تقدمها. افردت الدراسة حيزا للمؤسسات الأرشيفية الوطنية لكل بلد والتى تضم الرشيفات المركزية والارشيفات الفرعية مع اختلاف مسمياتها والارشيفات الوسيطة ان وجدت فى بعض البلدان ثم اخيرا تناولت الدراسة الارشيفات المصلحية او الوزارية التى تغذى الارشيفات المركزية.ومن حيث الاثار الايجابية للتعاون بين المؤسسات الأرشيفية ،حاولت الدراسة الوصول لحقائق أساسية وفوائد متعددة ،حيث يتيح هذا التعاون التبادل للمعرفة والمتمثلة فى أشكالها المختلفة حسب قوانين تلك المؤسسات ومدى تطورها . كما يعتمد شكل التعاون على المخزون من مصادر المعلومات وقيمته ومدى مطابقته للمعايير والمقاييس حتى يكون صالحا للتبادل والنشرومن خلال التعاون أيضا يمكن للمؤسسات الرشيفية الحصول على صور الوثائق التى تريد . ويساهم كل ذلك فى اثراء البحث العلمى وبالتالى انتاج مصادر جديدة قابلة للنشر والتداول. تناولت الدراسة التطورات التقنية الحديثة فى مجال التواصل بين المؤسسات الأرشيفية وكيفية الاستفادة منها الى أقصى حد ممكن حيث قربت هذه التقنيات بين المتعاونين فى ما بينهم وبينهم وبين غيرهم مما اتاح ميزات كثيرة ومفيدة ساهمت فى اختصار الوقت والزمن كما قربت الاماكن من بعضها واصبح التواصل بين هذه المؤسسات اكثر من سهل اضافة لتقليل التكلفة مع الاخذ فى الاعتبار لبعض المخاطر والمحاذير لحساسية مجال الوثائق والارشيفورغم امكانية انسياب العمل فى مجال التعاون بين مؤسسات الأرشيف ،الا ان هناك بعض المعوقات التى تحد من هذا التعاون وذكرت الدراسة بعض هذه المعوقات منها العلاقات الساسية بين الدول والتى تؤثر كثيرا فى مجال التعاون بين مؤسسات الأرشيف الى جانب قوانين بعض المؤسسات والتى لا تسمح بالخروج او التصوير نهائيا لمقتنياتهاوتوصلت الدراسة الى عدة نتائج والتى فى ضوءها تم وضع عدد من التوصيات نأمل ان تساهم فى حث المؤسسات الأرشيفية للتعاون فى ما بينها. وقد اعتمدت هذه الدراسة المنهج الوصفى والتاريخى . كما استندت على بعض المراجع والمصادر واستعانت  بالملفات الرسمية والأطر التشريعية بدار الوثائق القوميةالسودانيةذاتالصلة بالموضوعكلمات مفتاحية الارشيف ،التعاون ،المؤسسات الارشيفية

Nagwa Mahmoud EL HAJ

Nagwa Mahmoud EL HAJ, national records office, Sudan

occupation: manager/national archive in sudanplace of work: national records office - nroaddress:sudan /khartoum/p.box 1914/elsayed abdu elrahman street.east khartoumqualifications:bachelor of library and documentation/  university of omdurman islamic.diploma of computer / gazera university bransh of khartoum.master degree in library and documentation/ omdurman slamic university.certificate: sunacel - sulti/ capcity building program for senior civil servants.now: phd. studenttraining:training courses in archives ,library, and information science in sudan and out.training course : records management /malyasia.experience: work in the field of documents and archives for mor than 25 years.part-timer lectuerer/ ahlia universitylecturer in training center / national records office and other centers like.arrangement and organize many of libararies, government and private institutions of archives.activities:particpations of libarary and archive workshops, seminars, and conferences.member of the arab federation for the libarary and information.member of the sudanese association of library and information.member of some internal committee in archive and management.