1 IidTERNATIONAL COUNCIL ON ARCHIVES Section of Archivists of International Organisations -- Fi.fth Session (Archives gcnerales du Royaume, Brussels, 16, 17 and 18 June 1980) REPORT The Fifth Session of the I;ection ;gas held in Brussels, at tile A:--- c?ives g&prales da Royaame, zn 15, 17 and 18 June 1980, under the -_ -$~i~ji~-~~~-~~-,,n;el;ir5~rte ;- PEROTIN, chairwoman of the Section. It was attendc? b,y klr. A. KRLANDSSON (United Xations, New Y?t-k), III-. il. tiofma:iniconl::lission of t.he European Com~~niricis, Brussels 1;, Hrs G. LOiiG (Interr-tational Monet(;t.y Fund, Washinqton), Mr klani,li1;g, associate member of the Sect icn, i*lk Y4Eii (In~ernatior~al L2bo.i) Offii.?, Geneva), Mme G. PEAI)TIPl (1ntsrnational T~lecornmunication Union, CCneva, Cha irwoman of the Section), Mr. S. SAL\/1 (Food anti Agricu; Lure Orssnization of the United Nations, Ro~lle), Mr-. 8. WELANDER (United I"i;?- t i 01-1 s, Geneva), and Mile H. 1.4RB (World!ntellectual Property Orqsnisation, Geneva). Apologies for absence w?re received from Mr. Allegrini (IJniLed ;;-- tions Conference on Trade and Development, Geneva), Mr. Bloomfield (World Bank Group,!dash i ngton, Treasurer-Secretary of the SectiL;.:), Mr. Grose (United Yations Environment Programme, Nairobi), Mr. JZrvir;en i,,l;clited Nations Educational, Scientific and Cl~ltural 3tyanisatic~z, Paris), Mr. N Diaye (~C;X?unallt~ t$conomique de 1 'Airique de 1 OueSt, L)U;IG :- ac;u~oljj, I.lr. i4ords tt.and (Uni t,erzi ~4sti(Jr,s Development Proqramme,?!:?!J York ;, ;:,I,! /41llp T,~t;i~:;f!k ((;I!I.IcI-,~ 1 /l~~~j~-.!il~ ~~t.(jr) T,Iri ffs 411d Trarl?, C~!,IP\JCI)
2 ._L..... Provisional Statutes of the Section- proposed amendments It was agreed that the time limit for submission of proposed amendments should be extended to 30 June 1980; the Chairwoman, after that date, would send members the suggestions and comments received, including those made during the fifth session and described below, with a view to approval of the definitive Statutes at the meeting of the Section to be held in London on 15 September 1980 on the occasion of the International Council on Archives, as provided under Article XI. In considering a suggestion made to the effect that membership of the Section should be reserved to archivists of international organisations who were still in service, the meeting remarked that the Section formed part of the International Council on Archives, which included among its members archivists or records officers no longer in service, that the experience of such associate members - who did not have voting rights - could be useful to the Section, and that, in so far as some admission procedure was desirable, this was provided for by the last sentence of the second paragraph of Article IV, under which eligibility for associate membership is to be determined by the Executive Board of the Section : it was noted that the French translation needed to be brought into line with the English original by re-wording the sentence as follows : "C'est le Bureau executif --- de la Section qui statuera sur toute admissibllite en quallte de membre assocle". -- Another suggestion already made was to the effect that the chairman or chairwoman should not be ineligible for immediate re-election. The meeting remarked that the original intention of the existing provision that the chairman or chairwoman should not be eligible for immediate t-e-election was fo lessen the possibility of a degree of control remaining indefinitely in the hands of any one person; attentionwasdrawn, too, to the desirability of rotation of the chairmanship and the composition of the Executive Board among different regions and different types of international organisation. It was recognised, on the other hand, that difficulty would arise if there were no candidate for the chairmanship or if, for any other reason, there were failure to elect a new chairman or chairwoman, in which event the only practical course appeared to be to ask the chairman or chairwoman to remain in office until such time as a successor were elected. These considerations might be met by re-wording the fourth paragraph of Article V on some such lines as the following : "The chairman or chair\qoman will not be eligible for immediate re-election, but in the event of there being no candidate for the office or in the event of failure to elect a new holder of the office the existing chairman or chairwoman will remain in office until the Section has elected a successor". It was suggested that the annual section membership fee provided for in Article VIII should be increased to 20 Swiss francs. It was also observed that Article XI would have to be replaced by a new text indicating the procedure to be followed for future amendment of the Statutes.
3 ,..!_._.. 3. Dissemination of information on the archives of international organisations The Chairwoman thanked Mr. Welander for the bibliographylhe had prepared on articles or other papers on the archives of international organisations. In the discussion leading to adoption of the recommendation attached as Appendix I certain points were made which are relevant to other subjects of study by' the Section : that there is a tendency for libraries to dominate or absorb archives services; for administrators to assimilate archives work to library wo,rk, as exemplified by the common grading criteria approved by the International Civil Service Commission; that the attention of other administrative units in organisations could be more directly focussedon archives questions if participants made sure that their mission reports on such meetings as the present reached the heads of those other units; and that the direct and informed support of the executive head of the organisation is essential to archival progress. Financial questions The meeting noted the Treasurer's financial statement of 12 June 1980 showing a credit balance of US S and attached as Appendix II Report of the Section for the period The meeting took note of this report, attached as Appendix III, to be presented to the 1980 International Congress on Archives as document AG/ 80/S-2. ; Standards for archives.and records manaqement services: Qeneral principles governing the settinq up and effective workinq of such services in international orqanisations The meeting adopted the recommendation attached as Appendix IV. Brussels, June 1980.
4 APPENDIX I-- I Recommendation on the Dissemination of Information on the Archives of International Organisations (1) The Fifth Session of the Section of Archivists of International Organisations of the International Council on Archives, meeting in Brussels on 16, 17 and 18 June (2) NOTING that the archives of international organisations are not always well known within the organisations themselves and among the national delegates participating in their meetings; (3) (4) that references to archives in documents presenting the programme and budget are often cryptic and uninformative;,that guides to the archives or descriptive brochures where they exist, are not always distributed to delegations or drawn'to the attention of the staff as a whole with an injunction from the executive head of the organisation to the effect that the archives should be exploited and brought to the notice of outsiders whenever appropriate in the course of lectures, missions, and other external contacts. RECOMMENDS that international organisations holding archives which are open to consul;ation should bring the existence, nature and resources of their archives, and the facilities offered. such as microform copies, to the attention of the staff of the organisation as a whole and of interested parties outside the organisation, by such means as the following : + Executive heads should be reminded of the use to which the archives may be put directly, and consequently referred to, in the preparation of articles and speeches 'on commemorative'occasions. The archivist should take the initiative in reminding the head of the organisation of significant anniversaries related to its history and achievements and outstanding personalities, such as centenaries of the birth of eminent statesmen connected with the origins of the organisation. Conducted tours of headquarters and familiarisation courses for new officials should include a visit to the archives and explanation of their importance for both present-day administrative reference and historical -research. There should be a permanent exhibition, with its content renewed at intervals, of archives items likely to strike the public imagination. Officials who remain in touch with universities and research institutions should be encouraged to bring the archives to the attention of departments of modern history and of those teaching subjects with which the organisation deals, such as public health, telecommunications, labour conditions, atomic energy, agriculture, international law, international development and financing machinery, and so on. Archivists should offer to lecture or assist in the preparation of lectures in such institutions, and should foster research by personal contact with the professorial staff concerned.
5 Where no full-scale guide to the archives already exists, time might be found to write relatively brief and informative articles for publication in non-archival periodicals dealing with fields of international endeavour of the types instanced above and in popular or indeed more academic history reviews. Executive heads may be persuaded to put their weight behind such articles by signing them. Facsimile illustrations of important archives items will give life to such texts. Formal guides should carry an appropriate foreword over the signature of the head of the organisation. Even where a guide exists there may well be scope for monographs dealing in greater detail with selected parts of the archives. Through the public information services in organisations, local journalists and the correspondents of foreign newspapers should be made aware of the type of material available in the archives and encouraged to use them, and should be kept informed by press releases of the opening to consultation of the records of interesting periods such as the war years or other times of crisis. RECOMMENDS that international organisations holding archives not yet open to consultation should forthwith study the possibility of granting public access to their archives with a view to drawing up rules of consultation and access enabling the adoption of measures of the type instanced above in order to make their archives known to all concerned; RECOMMENDS that Part I of the Guide to the Archives of International Organisations, dealing with United mations Fodies and th-e speciati2e-8 - -I_ agencies, which is due to appear in a definitive version in 1981, should be given the widest possible publicity by UNESCO and others, should be given as attractive' a presentation as possible, and should be sold rather than distributed free of charge - experience havina shown that material received unasked for and free of charge is often discarded on receipt as being presumed of little value; RECOMMENDS that the same considerations of presentation and sale, for the same reasons, be applied to guides to their archives prepared by organisations themselves; RECOMMENDS that, for all guides of the above types, information sheets with an order form should be distributed inside historical and research periodicals and in publications of the organisation, as well as at book fairs and congresses of historians and other researchers.
6 APPENDIv II.-- INTERNATIONAL COIJNCXL ON ARCHIVES SECTION OF ARCHIVISTS OF INTERNATIONAL ORGANIZATIONS Financial Statement as of 12 June 1980 Income: Dues received (net of check collection fees charged by bank) Expense: Monthly bank service charges Balance: 12/76-12/77 l/78-12/78 Y_ l/79-12/79 l/80-6/ Respectfully Submitted Secretary-Treas&r
7 INTERNATIONAL CDUNCIL ON ARCHIVES Section of Archivists of International Organisations APPENDIX III AG/8O/S-2 REPORT OF THE SECTION OF ARCHIVISTS OF INTERNATIONAL ORGANISATIONS FOR.THE PERIOD The Section was set up by the International Congress of Archives in 1976, with the following Executive Board: Chairwoman, Mne G. P6rotin (International Telecommunication Union); Vice-Chairwoman, Miss P. Wright (Food and Agriculture Organization); and Treasurer/Secretary, Mr. Donald K. Bloomfield (World Bank Group). 2. At the time of the 1980 Congress it is expected that six sessions will have been held: 1976 (Washington); 1977, 1978, 1979 (Geneva), and 1980 (Brussels and London). 3. Sumnories have appeared in the ICA Bulletin; these sessions have been attended by most of those responsible for archives management in the organisations of the United Nations System and by participants from other international organisations. 4. The subject: already dealt with include professional trainingharmonisation of rules on access to archives; the historical importan& of the archives of international organisations and the need to safeguard them by providikg adequate archives services; the retirement and archival treatment of technical co-operation records; the use and misuse of microform; and - under continuing study - standards for archives and records management services in international organisations and the relationship between registries and archives. At its next session the Section is to consider methods of dissemination of information on the archives of international organisations, and its work program lists for future study the question of overall records and paperwork control by archivists and records managers. 5. The Section's recon-mendations to the Council on its policy and programme, which it now reiterates, have related to the appeal which the Section has asked the Council to make to the executive heads of the United Nations and specialised agencies in favour of adequate archives service and organisation and to the accompanying roles which may be played, within the limits of their competence, by UNESCXJ and by the United Nations Institute for Training and Research. The Section would also wish to see inproved co-ordination between the activities of the Council, UNESGO, and the Section.... /...
8 Perhaps the most tangible and encouraging results of the first four years of the Section s work are the growing recognition by organisations of the iwortance of their records, in respect of which positive steps have been taken by the Inter-Parliamentary Union and the World Intellectual Property Orgonization, for example, and us exemplified by the award of the Council s gold medal to the SecretoryKenerol of the International Telecommunication Union; a renewed consciousness of the value and quality of archives ond records management work; a rejection of supposed microfilm and computer panacea ignoring archival practice and standords; and the spirit of confraternity which has grown up thanks to more frequent and systematic contact between metiers of the profession who formerly met and exchanged views rarely if at all
9 APPENDIX IV Kccornmendation on Standards for Archives and Records Services: General Principles Governinq the Setting Up and Effective Workinq of such Services in International Clrqanïsations (1) The Fifth Session of the Section of Archivists of International Organisations of the International Council on Archives, meeting in Brussels on 16, 17 and 18 June 1980, NOTING the consideration already given by the *Section to the question of standards for archives and records services and to the relationship between such services and in particular paragraphs 34 and 35 of the report of the Fourth Session of the Section, which set forth certain basic archives and records management principles, as follows: 34. Organisations and their executive.heads Will wish to ensure that their achievements of today are not forgotten tomorrow and are not misjudged in the future. This cari be guaranteed only by the legacy to posterity of consultable archives describing the activity of the organisation and its secretariat as a whole and not merely that which may be apparent from its,published records. 35. TO this end, it must be understood and laid down in instructions proceeding from the highest authority that a11 records received or produceci by officia16 of the organisation in the discharge of their functions, whatever their material form, are and must remain the property OF the organisation, and must when they have outlived their administrative usefulness or on the cessation of service of any officiai, from the executive head downwoards, be deposited with a central unit responsible For the management and custody of the records of the organisation, and that where such a central unit or custodian does not yet exist the unit should be çreated or the custodian appointed. NOTING the need in international organisations generally to improve and maintain the efficiency of archives and records management service and to introduce such service where none SO far exists, and bearing in mind the experience gained in a number of organisations, RECOMMENDS the executive heads of international organisations, in their implementation of the basic principles referred to above, to take fully into account the standards and requirements described below : - that archives and records management and its custodial functions, as is already the case in c ertain international organisations, should (as in certain national States where they are directly attached to the President s or Prime Minister s office) be attached as directly as possible to the office of the executive.head of the organisation, where an overall view of activities may be obtained, with a view to investing those functions with the authority, independence, impartiality, and confidentiality essential to their successful discharge; -o?r,~.~-*..~,-~ _; ,.!1) Sub.jcrt t 0 minor editorial c r,..-.-.,a- -,_.._. 7.-, ^, 5 3 ~~ ~~,-- ~~ ~ i,? w..* y.1,-p.,,4-.~-~,~r.,.,,t : /,.d.. c l-sr~~~--,-~~i.,, ~--.-~~~ -,~, _,~: _ 1 * : ;., - ~,.I,,,.,.., jl _I,,: I :,, i, :-.,Y, ~ - - Ll.,,..;:, : :,..,I f,,y$,.-y.;,, :~ c~ ~;~~.~..,,,,. 1,,.: d. :,~ - I ~~.~-%y?-~~~-~~~~~; 1,mv,-,.ra,~.~.,, 7. I, :, _,, :,,;,,:, :.._ ;;.. -.: I,, :,. +j.,,,: :;,:, ;.:.,; ;.:.:.., ;._ -,.,.,.. ),:,,P,, :. ~_,).,,,. ;.,,., I,..; -: I I,i ;._,,.. <-,,;,*,,. ; : ;,; r.,., 2, : :,,.,.,,:,,!.<.,,,Y I _, y.
10 that maximum efficiency will be achieved only by ensuring that the management of active and semi-active records is linked directly with archives management under the direction of a chief highly qualified and experienced in the archives and records management field who will thus be enabled to avoid unnecessary proliferation of records and to control the records from the time of their inception onwards; - that the ultimate authority and control of the archivist must extend to all the records created by the organisation in the exercise of its functions, whatever their material form or unit of origin, including files maintained centrally or in individual units; publications and documents produced by the organisation itself; diplomatic and legal instruments and ratifications; agreements, contracts, and financial records; and files relating to individual staff members, even if such records may for reasons of convenience be held in premises outside the archives service; - that the archivist will introduce and control the retirement of semi-active and inactive records by their systematic transfer to intermediary deposit for appraisal and determination in consultation with the officials concerned of the periods during which they should be retained prior to their elimination or deposit in the organisation s archives; - that the functions of the archivist and his or her staff are clearly understood to include, with the support of the executive head, the management and custody of records in intermediary deposit and the arrangement of the archives, with the provision of finding aids such as inventories and guides; the dissemination of information on the archives; assistance to searchers from insid: and outside the organisation; and the handling of all requests for information available in the archives; - that it must be borne in mind that the high professional qualificationsand the experience called for by archives and records management will be available to the organisation only if competitive salaries are offered and posts are not under-graded by investigators unaware of the nature of the work and the high degree of responsibility involved, examples being the harm which may be done by errors of judgment in the disclosure of records still confidential or the destruction of irreplacable records; - that in the assessment and continuing review of the size and quality of the staff of these services account should be taken of the following factors: the degree of advancement of arrangement of the archives and finding aids and the frequency and nature of consultation of them by the secretariat and by outside searchers, the volume of semi-active and inactive records received and their material condition and the degree of facility with which decisions. on preservation or elimination can be taken, the extent to which such records are already accompanied by finding aids, the size... /...
11 -3- and record-producing capacity of the organisation, the extent of responsibility for tasks related to microfilming, records retirement, intermediate deposit, control and inspection of file station work in the application of file classification and transfer of inactive records in cases where current filing responsibility is decentralised, the degree and nature of responsibility for printed archives such as documents and records of meetings and for incoming and outgoing communications and the accompanying registration and despatch operations, and the extent to which other units provide material and servicing facilities; that in the construction of new premises or the adaptation of existing prernises the archivist or records management officer must be fully associated from the outset with the planning and arrangement of archives accomodation, so as to ensure adequate working space and effective material protection of the archives, and that the archivist should be similarly associated with the choice of furniture, equipment, and supplies affecting records storage and the lasting quality of the paper and other materitils of which future archives will be composed.
12 CONSEIL INTERNATIONAL DES ARCHIVES Section des archivistes des organisations internationales Cinquieme session (Archives g&-&ales du Royaume, Bruxelles, 16, 17 et 18 juin 1980) RAPPORT 1. La Cinquibme session de la Section s'est tenue b Bruxelles, aux Archives g&&ales du Royaume, les 16, 17 et 18 juin 1980, sous la presidence de Mme G. PEROTIN, PrCsidente 'de la Section. Assistaient b la reunion M. A. ERLANDSSON (Nations Unies, :ew York) Dr H. HOFMANN (C orrrnission des Comnunautes europeennes, Bruxellesj, Nme G. LO& (Fonds Monetaire International, Washington), M. R.E. MANNING, membre associe de la Section, M. N. NER (Bureau international du Travail, GenBve), t&e G. PEROTIN (Union internationale des Telecorrmunications, Geneve, PrCsidente de la Section), M. S. SALVI (Organisation des Nations Unies pour 1'Alimentation et l'agriculture, Rome), M. S. WELANDER (Nations Unies, Geneve), et Mile M. ZARB (Organisation mondiale de la PropriCtC intellectuelle). 3. S'etaient excuses M. Allegrini (Conference des Nations Unies sur le Commerce et le Developpement, Geneve), M. Bloomfield (Banque Mondiale, Washington, Tresorier-Secretaire de la Section), M. Grose (Program des Nations Unies pour l'environnement, Nairobi), M. Jarvinen (Organisation des Nations Unies pour l'education, la Science et la Culture, Paris), M. N'Diaye (Communaute economique de 1'Afrique de l'ouest, Ouagadougou), M. Nordstrand (Progromne des Notions Unies pour le Developpement, New York), Mne Schimek (Accord general sur les tarifs douaniers et le commerce, Geneve), et Mile Wright (Organisation des Nations Unies pour 1'Alimentation et l'agriculture, Rome, Vice-Presidente de la Section). 4. La Prdsidente a remercie M. C. WYFFELS, Archiviste general du Royaume, d'avoir si aimablement accueilli la reunion et d'avoir mis a la disposition de la Section les locaux et tautes les facilites necessaires. M. Wyffels, b son tour, a souhaite la bienvenue aux participants et a fait observer que le fait que, depuis so creation b Washington en 1976, la Section se reunissait deja pour la cinquieme fois, temoignait de la vigueur avec laquelle elle s'etait attaquee aux problbmes des archives des organisations internationales.... /...
13 Statuts provisoires de la Section propositions d amendernent a et& convenu que la date limite pour la soumission de propositions d amendement sera reportbe au 30 juin 1980; passee cette date, la,~residente enverra aux membres de la Section les suggestions et les commentaires qui lui seront parvenues, y compris ceux, ci-dessous, presentes b la cinquieme session, afin de preparer l approbation des statuts definitifs a la r&union qui se tiendra b Londres le 15 septembre 1980, b l occasion du Congrbs international des archives, conformknent aux dispositions de 1 Article XI. 6. La reunion a examine une suggestion deja avancee, qui aurait reserve l admissibilite a la Section aux seuls archivistes d organisations internationales exergant encore leur profession au sein de leurs organisations. 11 a btc rappelb, b ce sujet, que la Section fait partie du Conseil international des archives, qui comprend deja, parmi ses membres, des responsables d administration des archives et de gestion de dossiers ne remplissant plus ces fonctions; en tant que membres associes de la Section (sans droit de vote), ils pourraient apporter aux travaux de la Section le fruit de.leur experience; quant aux procedures d examen des demandes d admission: elles Sont deja prevues par la derniere phrase du dew&me paragraphe de Particle IV, qui confie au Bureau exkutif de la Section la responsabilite de statuer sur l admissibilitb en qualite de membre associb. 11 a &C remarque que, afin de correspondre au texte anglais original, cette phrase doit 6tre modifiee corwne suit : C est le Bureau exdcutif de la Section aui statuera sur toute admissibilite en qualit& de membre associk.. 7. Une autre suggestion, deja presentee, avait pour objet de ne pas interdire la reelection irrmediate du president ou de la presidente. 11 a Cte rappele, b ce sujet, que le but vise par cette interdiction, 21 l origine, avait 6tB d eviter, autant que possible, d investir une seule et. m&e personne d un certain contr8le et ce pour une pdriode indefinie; l on a fait valoir, Caalement, le fait au il serait souhaitable we l on instaure pour la-preside&e et la composition du Bureau exkdutif une rotation entre ies differentes regions et ies differents types d organisations a etc reconnu, en revanche,,que la Section se trouverait dans une.situation difficile si aucun candidat ne se presentait, ou si, pour une autre raison, l election d un nouveau president s averait impossible. En.pareille circonstance, la seule issue possible serait de demander au president ou b la presidente de rester b la presidence en attendant l election d un successeur. 9. Une nouvelle redaction du quatrieme paragraphe de l article V, qui tiendrait compte de ces considerations, pourrait Stre la suivante : Le president ou la presidente ne pourra &tre immediatement reelu, mais, en l absence de candidats ou devant l impossibilite d elire un nouveau titulaire, le president ou la presidente conservera ses fonctions jusqu a ce que la Sect ion dlise un successeur.... /...
14 La suggestion a 6th faite que la cotisation annuelle p&rue ci l'article VIII soit port&e b 20 francs suisses a et& constate que l'article XI devra 2tre rerrplace par un nouveau texte, qui definira la procedure b suivre, b l'avenir, en ce qui concerne la modification des statuts. Diffusion d'informations concernant les archives des organisations internationales 12. La Presidente a remercie M. Welander d'avoir prepare une bibliographie d'articles et d'autres ecrits ayant trait oux archives des organisations internationales. 13. En annexe (I) on trouvera la recommandation faite au sujet de la diffusion d'informations concernant les archives. Certaines observations faites au tours de la discussion qui a precede son adoption, ont leur irrportance pour d'autres questions etudiees ou b Studier par la Section : - que les bibliotheques ont tendance?j dominer ou a absorber les services d'archives; - que les administrateurs ont tendance b assimiler les travaux des services d'archives b ceux des bibliotheques, tels le groupement, sous une seule et &me rubrique, aux fins de classement de postes, de ceux des deux services distincts, mesure enter-i&e par la Commission de la fonction publique internationale; - que, si les participants aux reunions d'archivistes faisaient ensuite distribuer leurs rapports de mission aux chefs des autres services dans leurs organisations, ces services se rendraient mieux compte de.l'existence et de la nature des problemes d'archives; - enf in, que l'appui direct et eclair-e du chef de l'organisation constitue un sine qua non de tout progres dans le domaine des archives. Questions financieres 14. La reunion a pris note du rapport financier du Tresorier, en date du 12 juin 1980 (Annexe II), faisant &tat d'un solde crediteur de %U.S. 215,96. Rapport de la Section oour la oeriode La reunion a pris note de ce rapport (Annexe III), qui sera presente au Congrhs international des archives de 1980 sous la tote AG/8O/S-2.
15 -4- Normes requises pour les services d archives et de gestion de dossiers; principes gcndraux rkqissant la mise en place et le travail effectif de tels services dans les organisations internatiotiales 16. La r6union.a adoptc, b ce sujet, la recommandation qui figure en annkxe (IV). Bruxelles, juin 1980