Paper Example on Record Keeping: An Integral Part of Human Life

Introduction

Record keeping is an integral part of human life. Whether it is a business keeping records or families preserving some information, the stored data can be used in making significant decisions. Recording involves receiving and maintaining information created as evidence for legal purposes or business obligations (Williams, 2014). Archiving consists of deciding which records are worthy of preservation for the use of research and referencing in the future. They are acquired by various means such as bequests, statutes, purchases, and creation through oral history programs. The selected archives are deposited in an archival institution. Before information becomes archives, it follows a given procedure. First, data is communicated, and a portion of the information retained. The records from the documentation provide evidence about the events. The part of the documents may be preserved because they have significant informational value and are referred to as archives. Exploring the debates about the social role of archives and record management and its ethical challenges will enable people to know files and the whole process of preserving vital information hence; maintain archives.

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The Social Role of Archives/Records Management

Archives have majored on records; thus activists have an awareness of the institutional, societal, and individual construction of memory and understanding the implications of how that memory is represented and transmitted over time (Oestreicher, 2014). Digital preservation processes have made it possible to retain evidence in time and over time. It becomes increasingly important as most of the world's record collection is reformatted and then represented online. Archive records, therefore, show original work even in the test of time, thus protecting the accuracy, validity, and integrity of information.

Archives provide a forum to legitimize the role of disenfranchised groups in society. These forms of cultural and symbolic recognition help to create a sense of identity for marginalized groups. It is a fundamental facet of human rights where an individual has a right to know their origin and where they belong. Identity reconstruction by archives is articulated by the notion that in the past that they helped to establish aristocratic rights, they are now used more and more as a vehicle for understanding oneself. Archives also provide a sense of connecting with the depth and richness of human experience in all its complexity and contrariness by providing access to its documentary residue (Jimerson, 2014).

Archives serve a crucial legal function in society; and are generally include entities tasked with managing, identifying, and protecting the integrity of a firm's official records of long-term worth. The activities indicate the actions of the organization and provide necessary protection for the organization's legal rights and those of its entities. Archives enable legally constituted access to a record that addresses a range of legal concerns in this digital environment (Penn &Pennix, 2017). Matters such as issues relating to intellectual property, the privacy of individuals mentioned in materials, conditions under which certain types of information can be accessed are made available. Archives also provide records that are used to in the judicial court system in rectifying past injustices due to the omission of material information. Court records help to reduce delays and miscarriages of justices in court proceedings (Punzalan & Caswell, 2016).

Since the 1960's the archival institutions have worked with the creators of records to develop a means to identify and preserve digital files that have no paper counterpart. In light of this challenge, activists have been forced to reexamine and reinvent their principles and practices that emerged before the advent of digital archival institutions. Engagement of archival appraisal helps to establish a bridge to information and knowledge production process and communities from electronic publishing to digital asset management that has traditionally fallen outside the domain of bibliographic information. Archives have also focused on the organization, dissemination, and use of information in a digital phase (Craven, 2016).

Code of Ethics for Archivists

Over time, guidelines have been established over how archivist should perform their duties regarding ethics. Essential guidelines include the International Council on Archives adopted in the General Assembly session in 1996. The first official codes were established in 1980 by the Society of American Activist, later reviewed and approved by The Association of Records Administrators and Record Managers'. However, the original document used since 1955 was called "The Archivist's Code." The law states that archivists are tasked with ensuring the integrity of archives so that they continue being reliable in the future. The Code of Ethics for Archivists introduces new members of the profession to the standards, reminds existing archivists of their professional responsibilities and serve as a reference point for institutional policies. Archivists should provide similar services to a wide range of users and record any action on the archives. They are mainly required to ensure that archival material offers reliable information of the past and also protect its integrity and authenticity during processing, storage, and use. They are also tasked to promote the maximum possible access while ensuring the confidentiality right of specific archival materials is guaranteed. The Code of Ethics encourages members to enhance fairness, transparency, and consistency practices, whether volunteering or working in archives (Tesar, 2015).

Ethical Challenges Facing Archives/Records Management

Archivists and Record management professionals abide by the Code of Ethics to enhance the integrity and relevance of archive materials. However, they face challenges in their pursuit of professional ethics. One of the prominent setbacks are changes arising from new legislation, mainly intellectual and information freedom, data protection, and environmental information. Legislations have called for often reviews in the Code of Ethics. Changes have been made to guidance and standards directly relating to compliance with the law (Shepherd, 2016).

The other ethical challenge faced is due to the nature of the institution one serves. An issue arises in terms of acquisition and donor relations depending on whether the institution is a public or private organization. In public institutions, some regulations provide open access to public records except in privacy concerns hence secrecy or concealing of information is not considered ethical. However, in private institutions, there are no or few such requirements. Although it is desirable to have open access to information to have the knowledge of these private institutions and understand their contributions and their history, they are not legally obligated to do so. In a case where public funds are supporting a private organization, access requirements will be in effect (Da Silva & Guimaraes & Tognoli, 2015).

Archivists often find themselves with conflicting interests among donors, researchers, record creators, and their institutions and dealing with legal right issues such as promoting open access to public records and copyrights. As much as they agree in on the need to enhance fairness in accessing public records, sometimes this is not the case. In spite of having the professional code of ethics, other conflicts experienced within the archives call for different approaches such as balancing of conflicting interest and diplomacy as some of the cases prove to be complicated or unclear. The other ethical challenges faced by archivists include safeguarding intellectual property rights and enhancing the confidential power of third parties-protecting the information from non-permitted disclosure and adhering to the wishes requested by the donor (Caswell, 2016).

Conclusion

The profession of an archivist and record manager is vital to society. Archives have proven to be an essential part as a custodian of past and present information records of the organization, historians, mediator, and community activist. This profession has an established code of ethics that has stipulated standards and regulations to promote professional behavior. The original document called "The Archivist's Code" adopted in 1955 has over the decades been reviewed by the Society of American Archivists and the present Association of Records Administration and Managers'. The profession also faces challenges including privacy, intellectual property, and national security, among other technical and administrative matters. Archives have shown remarkable improvements over the years concerning technological advancements in this digital phase.

References

Craven, L. (2016). What are archives?: cultural and theoretical perspectives: a reader. Routledge, https://www.taylorfrancis.com/books/9781315547497

Punzalan, R. L., & Caswell, M. (2016). Critical directions for archival approaches to social justice. The Library Quarterly, 86(1), 25-42, https://www.journals.uchicago.edu/doi/abs/10.1086/684145

Tesar, M. (2015). Ethics and truth in archival research. History of Education, 44(1), 101-114, https://www.tandfonline.com/doi/abs/10.1080/0046760X.2014.918185

Da Silva, A. P., Guimaraes, J. A. C., & Tognoli, N. B. (2015). Ethical values in archival arrangement and description: An analysis of professional codes of ethics. KO KNOWLEDGE ORGANIZATION, 42(5), 346-352.

Williams, C. (2014). Records and archives: concepts, roles and definitions. Archives and recordkeeping: theory into practice. Facet, London, 1-29, http://www.facetpublishing.co.uk/downloads/file/brown-caroline-ch1.pdf

Jimerson, R. C. (2014). Archives and society: David B. Gracy II and the value of archives. Information & Culture, 49(1), 34-53.

Caswell, M. L. (2016). 'The Archive'Is Not an Archives: On Acknowledging the Intellectual Contributions of Archival Studies.

Shepherd, E. (2016). Archives and archivists in 20th century England. Routledge, https://www.taylorfrancis.com/books/9781315567822

Oestreicher, C. (2014). Society of American Archivists (SAA) Sampler: Archival Advocacy

Penn, I. A., & Pennix, G. B. (2017). Records management handbook. Routledge, https://www.taylorfrancis.com/books/9781315245140