Plans to form association of archivists - A step in the right direction
One of the definitions of an association, according to Dictionary.com, is “An organisation of people with a common purpose and having a formal structure”.
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In other words, an association is a group of persons banded together for a specific purpose. It is important to note that people voluntarily join associations because they want to work together on a common cause or interest.
However, since this article is basically about archivists who are in fact, professionals, it’s proper to know what a professional association is. The Wikipedia, the free encyclopedia, defines a professional association, which can also be called a professional body, a professional organisation or a professional society, as “usually a non-profit organisation seeking to further a particular profession, the interests of individuals engaged in that profession, and the public interest”.
Many professional bodies are usually involved in the development and monitoring of professional educational programmes and the updating of skills, and thus perform professional certification to indicate that a person possesses qualification in the subject area. Membership of a professional association, as a legal requirement, can in some professions form the primary formal basis for gaining entry to and setting up practice within the profession.
In Ghana, there are quite a number of professional associations. For instance, the Ghana Bar Association, The Ghana Medical Association, The Ghana Registered Nurses Association, The Ghana National Association of Teachers, The National Association of Graduate Teachers, etc. Of course, without lawyers, there will not be any Bar association, and without teachers, there will not be any association of teachers. Professional associations are, therefore, made up of professionals of a particular discipline.
Contribution to national development
Archivists and records managers contribute immensely to national development. Unfortunately, in Ghana, some people either look down on them or do not appreciate their good work. It is, therefore, good to know that plans are far advanced to form an association of archivists and records managers. The association, which will be known as Archivists and Records Managers Association of Ghana (ARMAG), will not only further the interest of its members but also ensure that the public benefits tremendously from its activities.
I will not be surprised if some people do not even know who archivists are and what they do. For the sake of such people, I will reproduce part of an article that I wrote in 2009, which was published in the Daily Graphic and entitled, “Do we need archivists in Ghana?” An archivist is someone who primarily establishes and maintains both physical and intellectual control over records of enduring value.
In fact, an archivist selects records (the selection requires an understanding of the historical context in which the records were created, the uses for which the records were intended and the relationship of the records to other sources or stakeholders), arranges the records and describes them (the records) in accordance with accepted standards and principles. He also preserves records properly for posterity. An archivist does not only publish and exhibit the collections he has but also assists researchers during their searches.
It should, however, be noted that one needs to be trained to be able to perform the above duties efficiently and effectively. This is where the Department of Information Studies of the University of Ghana should be highly commended for training a number of archivists from the Diploma level to the Masters Degree level. These professionals can be found all over! - In the industries, commerce, the banks, the civil and public sectors, private practice, academia, etc.
Librarians and archivists
Archivists have some “relatives” and it is important to explain the type of relationship that exists between them.
A very close “cousin” of the archivist is the librarian. While both librarians and archivists collect, preserve and make materials accessible for research, the way they arrange, describe and use the materials are different.
The fact, however, is that both are descendants of the same “great-grandfather” called “Mr Information”. It is also important to make the distinction between archivists and museum curators.
While a museum curator basically collects, studies and interprets objects, an archivist works with records. In fact, records in this case do not refer to only papers but any reproducible format on which information is captured for conducting business. Films, maps, diskettes, pen-drives and photographs are, therefore, examples of records.
Archivists play very important roles in the society. Without them, it will be almost impossible to have access to archival materials, which are needed in almost every sphere of life. For instance, medical researchers use archives to study the patterns of diseases. Historians and genealogists rely on archival sources to analyse past events to reconstruct family histories.
Authors also use archives to acquire a feel for the people and times about which they write. Businesses use archival records to improve their public relations and to promote their new products. Engineers do not joke with their archival drawings and manuals, especially when it comes to maintaining their equipment.
Legally, archives are used to establish claims to lands and other privileges. Unfortunately, some people do not attach any importance to records and for that matter, those who manage them.
There have been land and chieftaincy disputes in many parts of the country resulting in the loss of lives and property. Such disputes could be prevented or minimised if proper records were kept. How can we tell whether one is really qualified to be an heir to a throne or a skin if the necessary legal and historical records to rely on are non-existent? It is not surprising that many people take advantage of our inability to keep proper records to forcefully but cunningly snatch our properties from us.
Charity, they say, begins at home. Our inability to keep our individual records properly has reflected in the way we keep official documents. How many companies or organisations have disaster management plans as far as their documents are concerned? Do we not see vital records burnt to ashes without any backups? We are all complaining about corruption, but I dare to say that one of the surest ways to nib this social canker in the bud is to keep proper records.
When we keep good records, we would be able to tell who did what, when, under whose instruction and under what circumstance, thereby holding people accountable for their actions and inactions. People will, therefore, be very careful in their dealings, knowing that they can be exposed by the relevant documents.
I am aware that there were plans to form an association of archivists in the past without success. Now that another effort is being made, we will appeal to all records managers and archivists not to sit on the fence but to get involved. Some people have already started sacrificing their money, time, and other resources to see to it that association is launched, hopefully in July this year. I would not like to mention the role that any particular professional association is playing, as far as protecting and defending their members are concerned.
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All I can say is that fellow records managers and archivists; it is time for us to come together to form a united and strong association, not only for our own good, but for the benefit of society in general. Long live archivists and records managers! Long live ARMAG! (“Yet to be born”).
The writer is an archivist.
Email: wofasammy4@yahoo.com