Project of ACURIL/EGCTI-UPR with the sponsored of UNESCO, Caribbean and Latin American Region ACURIL XLI TAMPA, FLORIDA, MAY 30 – JUNE 3, 2011 as a Wiki Sites ACURIL’s Caribbean Disaster Commons with Google Sites, being worked out collaboratively As a Wiki
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Project of ACURIL/EGCTI-UPR with the sponsored of UNESCO, Caribbean and Latin American Region
ACURIL XLI TAMPA, FLORIDA, MAY 30 – JUNE 3, 2011
as a Wiki Sites
ACURIL’s Caribbean Disaster Commons with Google Sites, being worked out collaboratively
As a Wiki
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
Introduction v The development of information and communication
technologies has had a significant progress that give way to new opportunities in the provision of services and access to information. Organizations, including libraries and archives are using technological resources for document and archival creation and management more frequently.
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
Introduction v Natural and human made disasters bring loss and break the
organizational structure of an information unit. The creation of a collaborative virtual space, such as a Wiki, dedicated to collect information and electronic documents related to disaster preparedness, mitigation and research in information units of the Caribbean will be a great contribution to the Caribbean libraries and archives.
ACURIL XLI TAMPA, FLORIDA, 30 MAYO – 3 JUNIO, 2011
Organization and Management of Documents
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
v Document: Etymologically comes from the Latin documentum, derived from the verb docere: to teach, instruct. “Recorded information, that is, data or information fixed or inherent to a support”. (Vázquez Murillo, 2008) “The combination of a support and information recorded on it, which can be used as evidence or for consultation”. (Diccionario de terminología archivística, 1988)
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
Document Values v Primary or Administrative : Its principal objective is
to capture the management of a particular activity, the development of a function that manifests reliably by the written redaction. (Vázquez Murillo, 2008)
v Example:
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
“One or more sets of documents, whatever their date, form and material support, accumulated in a natural process by a person or public or private institution in the course of their management, conserves, respecting that order, to serve as testimony and information for the person or institution that produces it, for the citizens or to serve as sources of history”. (Heredia, 1987)
“Institution responsible for receiving, processing, inventory, maintenance and service of documents”.
(Dictionary of archival terminology, 1988)
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
“Institution whose purpose is the acquisition, preservation, study and exhibition of books and documents”. (Dictionary of the Spanish Royal Academy, 2001)
“The organized collection of printed books, magazines and other graphic materials (audiovisuals, etc.) with appropriate personnel to provide services to users based on their information needs, research, education and recreation”. (UNESCO, 1994)
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
Difference Archive - Library v The primary function of libraries is to make information
resources available to users. v It is also true of the archives, with one fundamental
difference: the documents, as a result of the administration, have probative value of legal and administrative character in a given period of its life, during which there are not freely accessible.
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
“Information object that records acts or transactions of the society and thus, has a functional nature that gives administrative and patrimonial value”. (Amoroso, 2009)
“Information created, received and kept as evidence and information by an organization or individual in compliance with legal obligations or in the development of their transactions and business activities”. (Norm ISO 15489, 2001)
Its definition is not determined by its support or by type of
registry, but for the role of the information they provide.
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
TIC and Archives v The effect that technology has had on the archives has
been of consolidation, because to know them and identify the advantages they offer gives us the possibility to automate many processes: storage and substitution of supports, transfer, control of disposal, description, distribution , etc.
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
v Conceived for the development of all admin is t ra t ive act iv i t ies in an of f ice environment that will allow from the automatic entry of documents, the processing through the network, recovery and accessibility systems. (Cruz, 1987)
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
Conservation “Comprises specific plans and practices relating to the protection of library and archival materials from deterioration, damage and neglect, includes the methods and techniques developed by qualified personnel” . (Dereau, 1988) “Measures to adequately protect the documents, in order to prolong its use in optimal conditions for as long as possible”. (Carpallo, n.d.)
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
“Organization and programming of all aspects and activities related to conservation of collections”. (Brandt, 1994)
“Group of procedures and measures aimed at permanent safeguarding and securing physical integrity of the documents regardless of their support”. (ICAI, 2006)
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
“Processes that are used in order to preserve information and any other patrimonial document available in digital format and to ensure permanent access to them”. (National Library of Australia, 2003)
“Group of activities necessary to ensure that digital objects may be located, accessed and used in future”. (Gallart, 2009)
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
“Documents that have two characteristics: they are considered archival documents, and in turn bear witness to an event or circumstance”. (UNESCO, 2003)
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
Digital Patrimony v The Constitution of the UNESCO on article I,
subsection c) reads: “Assuring the conservation and protection of the world’s inheritance of books, works of art and monuments of history and science, and recommending to the nations concerned the necessary international conventions;
By encouraging cooperation among the nations in all branches of intellectual activity… initiating methods of international cooperation calculated to give the people of all countries access to the printed and published materials produced by any of them”.
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
Digital Patrimony v The Guidelines for the Preservation of Digital Heritage
of the UNESCO (2003) reads:
“Resources of human knowledge or expression, whether cultural, educational, scientific and administrative, or embracing technical, legal, medical and other kinds of information, are increasingly created digitally, or converted into digital form from existing analogue resources. Where resources are “born digital”, there is no other format but the digital original.”
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
“Digital materials include texts, databases, still and moving images, audio, graphics, software, and web pages, among a wide and growing range of formats. They are frequently ephemeral, and require purposeful production, maintenance and management to be retained.”
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
v We must preserve and make the digital heritage of all regions, nations and communities, to promote the presence of all peoples, nations, cultures and languages as time goes by. (UNESCO, 2003)
v The objective of preserving the digital heritage is to
make it accessible to the public.
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
v The modes of preservation are different, as are many resources to protect, the important thing is to create a conservation and preservation program that corresponds with the principles of :
1. Continuity, and 2. Selection of information.
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
v Emerged to standardize international best practices in document management.
v Proposes to establish a framework for the management of documents in any format or media and in any type of organization.
v Its aim is to standardize policies, procedures and practices of archival documents management to ensure adequate care and protection, and allow the evidence and the information they contain may be recovered in a more efficient and effective manner.
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
Use the fo l lowing methodo logy fo r the implementation of the management system:
1) Preliminary investigation; 2) Analysis of activities; 3) Identification of requirements for documents; 4) Evaluation of existing systems; 5) Identification of strategies to satisfy the requirements (risk
levels); 6) Redesign of processes (management system); 7) System implementation; and, 8) Post-implementation review.
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
v The essential points are, to diagnose the current state of collections, establish priorities for preservation and conservation, in addition to estimating the value of collections.
v Raise awareness of the importance of collections
and resources, and how through the implementation of the plan can improve and maintain them better, reflecting in an economic benefit for the institution.
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
I. Introduction II. Context (information unit, users, colections and services). III. Goals, objectives and priorities of the plan IV. Conservation, Preservation and Restoration Program (value
of collections or resources to maintain, description and condition, maintenance activities, preservation and conservation)
V. Disaster Plan (training of staff, identification of resources to save, supporting documents, links to agencies, recovery area, potential sources of hazards and risks, actions to take)
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
v It is a controlled and structured list of terms used in subject analysis and retrieval of documents.
v For Spanish link to: Centro Regional de Información sobre Desastres América Latina y el Caribe: [http://www.cisas.org.ni/gestion/conceptos/vocabulario.pdf]
v For English link to: Controlled Vocabulary on Disaster Information by Caribbean Disaster Information Network. (CARDIN). [http://mona.uwi.edu/cardin/virtual_library/docs/1127/1127.pdf]
ACURIL XLI TAMPA, FLORIDA, 30 MAYO – 3 JUNIO, 2011
Strategies of Conservation
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
“The periodic transfer of digital materials from one configuration to another or from one generation to another”. (Rothenberg, 1995)
Objective: That the documents may be accessible by the existing technological systems, and that people can present, retrieve and use the same regardless of the constant changes in technology.
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
“The influence and adoption of technology has transformed libraries. The library is a center of knowledge with adaptation of technology, reconfiguring spaces to accommodate this transformation. “ “The commons should include defined spaces, flexibility and adaptability, staff and technology. It is a space shared in common. ”
(Tise, 2011)
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
“How do we change the mindset to use non-traditional learning spaces to keep students interested? If we have the vision of what we want to create, this is how we can change.” “The experience of a community of practice, as Wenger said, allows us to create knowledge. That is what is done in a commons.”
(Hanson, 2011)
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
• A collaborative Web site comprises the perpetual collective work of
many authors. Similar to a blog in structure and logic, a wiki allows anyone to edit, delete or modify content that has been placed on the Web site using a browser interface, including the work of previous authors. In contrast, a blog, typically authored by an individual, does not allow visitors to change the original posted material, only add comments to the original content.
• The term wiki refers to either the Web site or the software used to create the site.
• Wiki wiki means "quick" in Hawaiian. The first wiki was created by Ward Cunnigham in 1995.
(Webopedia, 2011)
Introduction – Wiki
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
• By its collaborative nature, it invites information professionals and experts in the field to contribute valuable resources and information in all the main languages used in the Caribbean, oriented to Libraries, Archives and Information Centers.
Create a Collaboration Policy to manage Information in the Wiki.
CARIBDISCOM Collaboration Guidelines
Policy and Procedures The purpose of this project is to gather all the information found online and shared
documents by experts in the field, by content areas in the wiki. Only those entries that are relevant to any of the main subject categories, evaluated
by the project directors along with other experts in the field, will be considered for publication in the wiki.
Entries in the main languages spoken in all Caribbean countries will be accepted. All articles involved with this project must be linked to either an academic entity,
such as a University, Research Institution, Library, Archive, School, or a Disaster Management Organization (ex. UNESCO’s Disaster Prevention) or Professional Association (ACURIL) or a Project (ex. CARDIN), relevant to the main subject categories.
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
References Amoroso, Y. (2009). Gobierno electrónico: el reto de la gestión y conservación
permanente de la información digital. XIII Congreso Iberoamericano de derecho e informática, Universidad de Lima, Perú (10-14 noviembre)
Archivo General de la Región de Murcia. (2009). Manual de organización de documentos en archivos de oficina. Murcia, España: Imprenta Regional
Beagle, D.R. (2006). The Information Commons Handbook. New York, NY: Neal-Schuman Publishers.
Biblioteca Nacional de Australia. (2003). Directrices para la preservación digital del patrimonio digital. Recuperado de http://unesdoc.unesco.org/images/0013/001300/130071s.pdf
Borrell, A.; Cueto, A.; Castillo, D. & Mazorra, Y. (2004). Lineamientos para la conservación de documentos en la Biblioteca Médica Nacional de Cuba. Recuperado de: http://bvs.sld.cu/ revistas/aci/ vol12_5_04/aci12504.htm
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
References Boya, R. (2008). Conservación de documentos a largo plazo. Sociedad de la
Información; Febrero: 8 Brandt A. (1994). Conservación preventiva: principales orientaciones, estrategias
y métodos. IFLA Journal; 20(3): 276-83 Carpallo, A. (s.f.). El papel de la “conservación documental” como disciplina al
servicio de los profesionales de la documentación. Recuperado de http://www.ucm.es/info/multidoc/ multidoc/revista/num10/paginas/pdfs/acarpallo.pdf
Casellas, L. E. (2009). La norma ISO 15489: Información y documentación: gestión documental. Caracas, Venezuela: Universidad Simón Bolívar.
Cruz, J. R. (1987). La catalogación de documentos. Bilduma, 1, pp. 129-143 Cruz, J. R. (2005). Manual de archivística. Madrid: Fundación Germán Sánchez
Ruipérez
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
References Dereau, J. M. & Clements, D. W. (1988). Principios para la preservación y
conservación de los materiales bibliográficos. Madrid: Dirección General del Libro y Bibliotecas
Diccionario de términos técnicos en línea. Recuperado de http://tecnologia.glosario.net/terminos-tecnicos-internet/digitalizar-500.html
Dictionary or Archival Terminology = Dictionnaire de Terminologie Archivistique. (1988). Munich: K. G. Saur
Digital preservation management: Implementing short- term strategies for long-term problems. Recuperado de: http://www.icpsr.umich.edu/dpm/
Duranti, Luciana. (2007). El concepto de documento archivístico en entornos experienciales, interactivos y dinámicos: Ensayo de discusión. Vancouver, Canadá: InterPARES
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
Gonzáles-Cam, C. (2007). La Importancia de la Digitalización de Archivos para la Biblioteca. Convención Nacional de Centros Binacionales. Trujillo, Perú, 11-12 Octubre 2007. Recuperado de http:// eprints.rclis.org/bitstream/10760/10647/1/La_importancia_de_la_digitalizaci%C3%B3n_de_archivos_para_la_bi%E2%80%A6.pdf
Heredia, A. (1991). Archivística General: teoría y práctica. Sevilla: Diputación Provincial
Información y documentación. Gestión de documentos. Proyecto UNE-ISO 15489-1. (2005). Revista Española de Documentación Científica; 28 (1) : 87-116
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
References International Federation of Library Associations and Institutions(IFLA).
(Producer). [Tise, E. and Hanson, A. ](2011,March 30). The Challenge of and Strategies for Equal Access to Information with Learning and Research Commons in Libraries in the Caribbean: Moving Towards the Future and the Future is Here!. [Audio podcast]. Retrieved from http://conference.ifla.org/ifla77/news/podcasts-and-video-from-the-learning-research-commons-conference-now-available
Pontificia Universidad Católica de Valparaíso. (2010). Manual de procedimientos para la catalogación de documentos patrimoniales, históricos y etnográficos. Valparaíso, Chile: Libra.
Real Academia Española. (2001). Diccionario de la Real Academia Española. (22. ed.). Madrid, España: Autor.
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
References Rothenberg, Jeff (1995) Ensuring the Longevity of Digital Documents. Scientifi c
American; 272(1): 42–7 Rothenberg, Jeff (2008). Digital preservation: The uncertain future of saving the
past. Rand Europe. Recuperado de: http://www.rand.org/content/dam/rand/pubs/research_briefs/2008/ RAND_ RB9331.pdf
Tanodi, A. (1975). Manual de archivología. Córdoba : Centro Interamericano de Formación de Archiveros.
United Nations Educational, Scientific and Cultural Organization (2003). Actas de la conferencia general: Volumen 1, Resoluciones. Recuperado de http://unesdoc.unesco.org/images/0013/001331/ 133171s.pdf#page=85
Universidad de Alicante. (2003). Manual de organización de archivos de oficina. Recuperado de http://www.ua.es/es/bibliotecas/archivo_generaln/index.htm
ACURIL XLI Preserving Patrimonial Documents… Google Sites as a Wiki
CREDITS Project of the Program of Continuing Education and Professional Development of the Asociation of Caribbean University, Research and Institutional Libraries (ACURIL) and the Graduate School of Sciences and Technologies of Information, University of Puerto Rico, co-sponsored by UNESCO, Caribbean and Latin America Region.