Archives and e-records management in Canada: a state of the art report Maitrayee Ghosh, Librarian, Central Library, Banasthali University, Rajasthan, India. Canadian studies Faculty Research Fellow 2010, York University, Toronto, Canada. Abstract: The author visited Canada during March 2010 to study Canadian Archival system especially records management in archives in Ontario province; the driving rationale for the study was the realization that there existed very less or no archives and record management program in India. This study intends to report different types of archives and record management (ARM) programs in Canada, with special reference to e-records management viz. automation status, creation of virtual exhibits, preservation of digital images, metadata standard for e-records etc. The prime objectives were to overview the current state of modern record keeping in the Government of Canada and identify the core competencies required to build effective record keeping infrastructures in the electronic work environment that has emerged in most government institutions. Introduction: Canada is one of the most successful nations impel libraries to work together more closely. at identifying, valuing and preserving its No longer can libraries preserve historical history and cultural heritage. The first efforts records without prior consultation, without a to acquire archival records originated from clear mandate and without a realistic look at the Literary and Historical Society of Quebec, the scope and implications of objectives established in 1824. The first archivist was The Canadian archival system comprises the Douglas Brymner, a journalist, who collected National Archives of Canada, the Canadian historical papers, old manuscripts and records Council of Archives (CCA), the provincial in Quebec, Montreal and Toronto; his councils of archives, national and regional successor, Arthur Doughty also collected and professional associations and other both approached the federal government to repositories from across the country. provide a building to house the growing . The following are the objectives of the collection of historical records. Wilson (1982) current study: identified that Public Archives of Canada, the status of archives and e-records formally recognized by statute in 1912 and management in Canada not established primarily as a government the level of computerization in records office. Its intellectual origins can be archives traced directly to the formation of the Literary the use of standard for managing and Historical Society of Quebec in 1824. archival records Over the past two decades, unprecedented the challenges of managing e-records growth has occurred in Canadian archives. As and associated problems. the number of archives has increased over the period, the new challenges and opportunities Defining archives and related terms: institution or program responsible for taking The term "archives" in the current context is charge, arranging, describing and conserving not restricted to actual records, produced or archives and making them accessible as and received by any individual or organization in when required by anybody. Simpson (1948) carrying on their work. It also refers to the opined, „Archives to most people represent an obscure and remote institution which is business as evidence of the organization, narrowly specialized in its organization and functions, policies, decisions, procedures, serves a relatively few people…he pointed operations, or other activities of the out the dynamic which creates archives and organizations. The records management is maintain their vitality springs from three viewed as a subset of the larger information primary sources: a sense of tidiness, a sense management issue. of tradition and a sense of crisis. A record is The Society of American Archivists state that defined as all books, papers, maps, archives management is “The general photographs, machine readable materials, or oversight of a program to appraise, acquire, other documentary materials, regardless of arrange and describe, preserve, authenticate, physical form, made or received by an agency and provide access to permanently valuable in connection with the transaction of public records. The widely adopted ISO 15489 standards looked after active records called record define records management as: “field of managers and those who handled inactive management responsible for the efficient and ones leveled as archivist. systematic control of the creation, receipt, The fonds register is a list of all archive maintenance, use and disposition of records, records preserved at archives sorted including processes for capturing and alphabetically by the name of its creator. maintaining evidence of and information Fonds consists of individual's records about business activities and transactions. pertaining to his career as a scholar and E-records management refers to the efficient includes research files, professional files, and systematic control of the creation, receipt, manuscripts, as well as personal files. maintenance, use and disposition of records, Finding aids are self lists/descriptive tools including the process for capturing and which provide an overview and detailed file maintaining evidence of information about lists for all of the material in an archive, For business activities and transactions in the example registers, guides, inventories, form of records in electronic format (Roper indexes, containing information about records and Millar, 1999). in archival custody, that establish J.C.Eamer-Goult (1995) in his thesis traced administrative, physical or intellectual control the division of responsibilities amongst over the holdings of an archives, and make it records professionals as per records life status possible to retrieve particular records or viz. active, semi-active and inactive and information from these archives. opined incorrect. He further discussed separate records occupations: those who Description of the archives visited: Archives in Canada range in physical format Room 305, Scott Library on York from traditional paper files, minute books, University‟s Keele Campus. Since its ledgers, diaries, letters and reports, to inception, Archives & Special Collections has microfilm, photographic images, cartographic focused on acquiring high-quality research materials, architectural drawings, motion- collections that support the teaching and picture film, sound recordings, videotape, research programs of the University. In machine-readable data files, diskettes and particular, York University Archives has even Web sites. acquired and made accessible a large number The author was based at York University of primary and rare secondary resources on which is Canada's third-largest university; the Canadian Labor History. The records in the archives and special collections are located at archives are available for use by York faculty and students, as well as external wonderful discussion on the topic. The author researchers at York University Archives, also met Gabriela Mircea to discuss on ETDs Monday through Friday from 10:00 am to at Tspace repository. 4:30 pm. All archival or special collections The University Archives providing a research materials must be used within York service, an administrative service through the University Archives. development and implementation of the University's records management program. University of Toronto is Canada's largest and UTARMS records management program most distinguished university.It is equally seeks to promote systematic control of important to visit University of Toronto‟s university records in accordance with legal Archives Records Management Services statutes and University policy. It provides (UTARMS guidance to administrative and academic units http://www.library.utoronto.ca/utarms/) which on management of their records. UTARMS is located on the fourth floor of the Thomas defines a basic set metadata elements.The Fisher Rare Book Library and responsible for standard is designed to be used as a reference the appraisal, acquisition, preservation and tool by managers, IT personnel and software use of University records of permanent value vendors involved in the design, selection and and the private records of individuals and implementation of electronic recordkeeping organizations associated with the university. and related information management systems. Dr Garron Wells is the archivist welcomed the author on 8th March, morning and had a Table: 1 List of Archives visited Name of the archives Date of visit Automation status University of Toronto Archives and 8/3/2010 No software used Records Management System UTARMS http://www.library.utoronto.ca/utarms/ Mentor In house developed York University Archives & Special university html based Collections Software by CCA http://www.library.yorku.ca/ccm/Archi vesSpecialCollections/index.htm Ryerson University Library and 13/3/2010 MINISIS Archives (RULA) 1971 http://www.library.ryerson.ca/ Carlton University 17/3/2010 DB/Textworks & Irfanview is used for images Archives de l' Universite‟ d'Ottawa 16/3/2010 No software http://www.uottawa.ca/services/archive s/ Library And Archives, LAC, 19/3/2010 MIKAN Canada;2004 1490 - Present 12/3/2010 MINISIS Archives of Ontario http://www.archives.gov.on.ca/ 1700's- Present Toronto City Archives 23/3/2010 WebGencat. http://www.toronto.ca/archives/ Archives of the University of Ottawa Ryerson community and appraises, preserves, http://www.uottawa.ca/services/archives/eng/)