Escaping the Dust and Rust Cataloguing Records for 30 Year Release Captain Claire Mortimer Military Archives
Escaping the Dust and Rust
Cataloguing Records for 30 Year Release
Captain Claire Mortimer
Military Archives
Outline of Presentation Military Archives: An introduction Roles of Military Archives
Legislation
Stages of Release
Group Activity
Q & A
MILITARY ARCHIVES: An introduction
The ‘National Archives Act 1986
1990: section 14 – the place of deposit for the records of the Department of Defence, the Defence Forces and the Army Pensions Board
Cathal Brugha Barracks
2011 – Dedicated website: www.militaryarchives.ie
Flickr
Twitter @dfarchives
The role of the Military Archives today
Mission: to acquire, preserve and make available material
Close relationship with the NAI
Accountability and transparency
Our services: Internal queries and external queries Records management
FOI requests
Legal queries
Military culture and heritage
(commemorative events, DF
publications)
Academic research
Genealogy research
Media groups
Public lectures and talks
National Archives Act 1986
Transfer of records by end of year in which the become more than 30 years old
Regulation 5(1) states that records due for transfer in accordance with the provisions of the Act must be transferred to the National Archives not later than the end of the year in which they become more than 30 years old. That is to say, records becoming 30 years old in a given year are eligible for transfer to the National Archives by 31 December of that year
Stages of Release
Identifying records
Transfer and Reviewing Process
Cataloguing
Housing and labelling
Release
Identifying Records for Release Databases - Accuracy
Check – Time consuming
Transfer and Reviewing Process
Transferred quarterly to Office of the creator for review and recommendations
Abstraction/Retention/Disposal
Reviewed by OIC Military Archives
Final approval and authorisation from Director of Intelligence
Recommendation
Cataloguing
Performa from NAI
Military Archives version
Finding Aid version
Group Activity Using the distributed files and electronic performa,
review, catalogue and make recommendations as to whether the files should be released/withheld/disposed. In the case of withholding/disposal you must state your reason as one of the following;
A. Would be contrary to public interest
B. Would or might constitute a breach of statutory duty, or a breach of good faith on the ground that they contain information supplied in confidence
C. Would or might cause distress or danger to living persons on the ground that they contain information about individuals, or would or might be likely to lead to an action for damages for defamation.
Where the file/part of a file is to be withheld or disposed list it under the relevant column.
Where part of the file is to be released, state ‘Partial Release’ and list what is to be withheld/disposed
Thank You