Preliminary assessment of the status condition of the De La Salle University Archives

Department/Unit

Libraries

Document Type

Archival Material/Manuscript

Abstract

In August 2015, the newly hired archivist was tasked to conduct an assessment on the state of the De La Salle University Archives specifically its condition and arrangement of its collection and the current archives practice being implemented in the administration of its collection and plan for the preservation of its holdings. The evaluation was based on the standards and best practices of the Society of American Archivist (SAA), the largest archival professional association promoting the preservation of records of enduring historical values. It also utilized the assessment tool developed by the New York State Archives in accordance with SAA’s guidelines. This study evaluated policies and manual of procedures being used in archives management and whether these are able to meet the needs of the university in fulfilling its vision to preserve historically valuable documents for future generations—relating to its identity and mission as one of the leading higher educational institutions in the country.

The archivist conducted an inspection of the physical site taking into account the volumes of records stored and its arrangement. A preliminary valuation of its materials holdings was also administered.

The results of this preliminary assessment showed that there is an urgent need to re-evaluate existing policies of the Archives to adapt to the current trends in archives administration. This study also discovered that the archives holdings had never underwent the appraisal stage in processing which resulted in voluminous number of boxes. This bulky collection will be subject to weeding and possible disposal of materials without archival value. Due to this discovery. It becomes imperative for the Archives to formulate an archives management program, with which a records retention and disposal system should be included. This will also consequently affect preservation program of the Archives—where number of boxes must be replaced with non-acidic materials, and wooden shelves with powder coated steel ones.

This assessment will try to meet the immediate needs of the archives such as physical organization of its holdings to restore an order in its collections—definitive records series and sub-series based on provenance. A plan based on this evaluation will be established to meet the basic archives practice and help the institution to improve the state of its collection.

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Disciplines

Archival Science

Keywords

De La Salle University (Philippines). Archives—Evaluation; Archives—Philippines—Manila

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