Bth SESSION OF THE SECTION OF ARCHIVISTS INTERNATIONAL ORGANISATIONS (ICA/SIO) Brussels, NATO Headquarters,17-21 May 1999

Transcription

1 CONSEIL INTERNATIONAL INTERNATIONAL COUNCIL DES ARCHIVES ON ARCHIVES SECTION DES ORGANISATIONS INTERNATIONALES SECTION OF INTERNATIONAL ORGANISATIONS INTERNATIONAL COUNCIL ON ARCHIVES Bth SESSION OF THE SECTION OF ARCHIVISTS INTERNATIONAL ORGANISATIONS (ICA/SIO) Brussels, NATO Headquarters,17-21 May 1999 OF The 25* Session of the Section of International Organisations (SIOACA) took place at NATO Headquarters, Brussels from the 1 7* May to 21Sf May The meeting, chaired by Mr. Franz Egger, was attended by 36 participants. Mr. Charles Montin, Deputy Director of Management, welcomed the members of the Section. The highlight of the week was the official inauguration on the lgth May by the Secretary General of NATO, Mr Javier Solana,.of the NATO Archives and Reading Room. Mr. George MacKenzie, Deputy Secretary General of ICA represented the International. Council on Archives at the ceremony. The Chairperson briefed the participants on the status of the 5 h Medium-Term Plan (Item 1 of the agenda): the scanning of the Section s archives is the only outstanding project and should be finalised before the Congress in Seville. Jens Bijel (UNESCO), co-ordinator of the Project, presented the paper copy of the Guide to the Archives of Intergovernmental Organisations (Item 2 of the agenda) which will be a valuable tool for researchers and students of contemporary history. Some 39 International Organisations have already forwarded their contribution. An electronic version, to which a search engine was added recently, is online since May 1998 ( Participants were reminded of the paramount necessity to update their contributions on a regular basis. Jens Boel raised also the question of funding for phase two of the project. A supporting recommendation (SIO/99/REC-1) calling for the expansion of the Guide by adding international non-governmental organisations and archival collection of international organisations held by national archives, was approved by the Section. It is foreseen that the project will be completed by September c-/l+ :,~,/~e., C##OII 7 ia. Mr. frcln, I-GccR Mr. M~to\an MISIC c/o NAlO nor-l 51 l&n SllWl R-1 I I(1 tkuw~l~ Otf,lw,~ Kl R 7T2 Hcl~lllnl (,lll.ld<l _. ~. _..~.. _._..%Ywrc?r) : Trwwrer :,~~~~;;~, II~ Mr. Clivc SMll t-1 c 10 Tlw WOI Id Ihnk tj- I1 IO NI W~Cl~ too.?4h Slrwt Nti#t I 111~1~ \V,i,ldliypn I)( 200 ji LISA,/., ( 1, 1, : I): I. IO 14 l/l,i : ;(I (,f,11~1 I \I ; I! I 14 : I -or I,, I,.1 II Cl l I-: ; I I

2 Presentation of the SIO Handbook on Internet (Item 3 of the agenda): Milovan Misic raised the question of funding the maintenance of the web site. He also stressed the need to update on a regular basis the information provided by the members of the Section ( A very lively open discussion on archival practices (Item 8 of the agenda) enabled participants to share their experience and difficulties on such matters as retention schedules and appraisal, the opening of archives when finding aids have yet to be developed, the use of acid-free paper in International Organisations (a recommendation was adopted- SIO/99iREC-2), how to convince IT people to adopt international standards to describe archives and oral history. A full session was devoted to the Access to Archives of International Organisations (Item 10 of the agenda). Clive Smith of the World Bank gave an update on the opening of the World Bank s Archives since the last meeting of the Section in June The World Bank has developed a policy (to be approved) which, subject to certain restrictions would grant access to the Bank s Historic Archives that are 20 years old. A presentation on the evolution of the Public Disclosure of NATO documents was given by Robert Jurquet. NATO has developed a policy on the Public Disclosure of NATO documents (30 year rule), rules for the archives and regulations for the Reading Room. Several presentations were given:. NATO* Headquarters Information Handling Project, NATO Web site, Access to Governmental Archives of Canada, World Bank finding aid. project, Archival policies in IFAD and Document Flow and Management : Documents, Networks and Knowledge in the Digital Age by Xerox. Visits were also organised to the Historical Archives of the European Union and to the Archives of the Belgian Royal Family. Any Other Business : as regards the question of training, members felt that the ICA could play a useful role by circulating on its web site information on training opportunities. The financial report was presented by Clive Smith (annex 4 to ). The Section expressed deep concern at the unsatisfactory treasury arrangements with ICA and requested the Chair to make a strong representation to the Secretary General in order to get timely payment of dues and accurate membership lists. The Chair briefed the Section on the procedures for the election of a new hnad Ulll in 11 th- L lcl year 2000 and members will be receiving in the autumn a letter describing the various phases of the elections. The results will be announced at our next meeting which will take place in conjunction with the XIV ICA Congress in Seville (22 d to 29 h September 2000). 2

3 ANNEX1 to Ms Anuradha SWAMINATHAN, Ms Nathalie TINJOD, ESA Mr Brian WALKER, ESA Mr George WILLEMIN, CICR WIPO Apologies for absence Mr. Louis ALLEGRINI, WHO Mr. Anlimouddine DARKAOUI, Agence de la Francophonie Mr. Maarten DIELES, European Union Commission Ms Michelle DOLBEC, International Monetary Fund Mr. Paul DOOLEY, UN Pension Fund Ms Sheila DOUMBAYA, WMO Mr. Enrique LAGOS, Organization of American States Ms Rosa LIU, Intelsat Ms Marguerite MINAMI, United Nations Volunteers Mr. Thomas WEIR, International Monetary Fund 2

4 INTERNATIONAL COUNCIL ON ARCIIIVES Section of International Organisations(SI0) Annex 2 to 2sth Meeting of SIO NATO - Brussels 17th - 21 May 1999 Agenda (Final) Monday 17th May a.m. - 5 p.m. 0 Introduction 0.0 Formal opening of the meeting 0.1 Welcoming speech 0.2 Introduction of guests and participants 0.3 Adoption of the agenda 0.4 Appointment of drafting committees 1. 5 h Medium-Term Plan Programme of work Briefing by the Chairman.- 2. Guide to Archives of International Organisations Briefing by UNESCO representative 3. Presentation of the SIO Handbook on Internet by Milovan Misic 4. Presentation of the NATO HQ Information Handling Project Tuesday Bfh May a.m. - 5 p.m. 5. NATO Web site Presentation by NIDS 6. Transition of Document Management and Access to the Governmental Archives of Canada: Presentation by Milovan Misic 7. World Bank finding aid and Archives of Development Project Demonstration by Clive Smith of the World Bank 8. Open discussion on archival practices

5 Annex 2 to * Wednesday 19fh May a.m p.m. 9. Document Flow and Management: Documents, Networks and Knowledge in the Digital Age Presentation by Xerox (followed by lunch at Xerox) 10. Access to Archives 10.1 Update on the opening of the Archives of the World Bank: Presentation by Clive Smith 10.2 Public Disclosure of NATO Documents : Presentation by Robert Jurquet Opening ceremony of the NATO Archives ( 6 p.m.) Thursday 20th May a.m. - 5 p.m. 11. Visit to the Historical Archives of the European Union (a.m.) 12. Visit to the Archives Royales (p.m.). Friday 21st May a.m. - 5 p.m. 13. Adoption of resolutions and recommendations (if applicable) 14. Any Other Business 14.1 Training 14.2 Elections for the new Board (year 2000) 14.3 Financial matters 14.4 Annual Report of the Section 15. Closing Questions 15. Date and Place of next meeting

6 International Council on Archives Annex 4 to - &ction of Archivists of Iuternational Organizations Statement of Income and Expenditure for the periud 1 Jull997 to 30 Jun 1998 Income Membership Dues for 1995 and 1997 Electronic Records Workshop 5,300.OO 2,103.OO 6 Total Income for period 7,404.oo Expenditure PO-iF Books for Electronic Records Workshop 1, Total Expenditure for period lj34.34 Surplus of Income over Expenditure Reconciliation Statement as at 30 Jun 1998 Balance brought foward as at 1 Jul 1997 Surplus of Income over Expenditure 6, Balance as at 30 Jun , Balance at Bank as at 30 Jun 1998 IO, Receipts on hand as at 30 Jun ,103.OO 13, Clive Smith, Treasurer 30 Jul 1998

7 International Council on Archives Annex 4 to -. &xtion of Archivists of International Organizations Summary of Income and Expenditure for the period 1 Ott 1996 to 14 May 1999 Income MembershipDues 1995 Membership Dues 1996 Membership Dues ,300.OO 2,360.OO 3,OOo.oo 6 Electronic Records Workshop Contributions 2,743.OO Total Income for period 10, EspendiIX postage Wire Transfer Charges Electronic Records Workshop ,050.oo Total Expenditure for period Surplus of Income over Expenditure, ~ Reconciliation Statement as at 14 May 1999 Balance brought foward as at 1 Ott 1996 Surplus of Income over Expenditure 4,6k Balance as at 14 May , Balance, at Bank as at 14 May , Clive Smith, Treasurer 14May 1999 I - - ;:

8 CONSEIL INTERNATIONAL INTERNATIONAL COUNCIL DES ARCHIVES ON ARCHIVES SECTION DES ORGANISATIONS INTERNATIONALES SECTION OF INTERNATIONAL ORGANISATIONS CONSEIL INTERNATIONAL DES ARCHIVES Section des Oreanisations SIOl99lREP 258me Session de la Section des Archivistes des Organisations Interna~onales(CIA/SOI) Bruxelles, OTAN, mai 1999 La 25eme session de la Section des Organisations Jntemationales (SOIKIA) s est d&rot&e au siege de I OTAN a Bruxelles du 17 au 21 mai Trente-six membres ont assist6 B la r&mion presidte par M. Franz Egger. M. Charles Mont& Directeur delegue de l administration g&r&ale et de la gestion a, au nom de l organisation, souhaite la bienvenue aux participants. L inauguration officielle le 19 mai des archives de I OTAN et de la salle de lecture par le Sect-&ire general de l OT@, M. Javier Solana, a et6 l evenement marquant de cette semaine..m.. George Mackenzie, Secretaire general adjoint du CIA representait le Conseil International des Archives a la ceremonie. Le President a fait le point sur Y&at d avancement du 5&me Plan A Moyen Terme (Point 1 de I ordre du jour). Le programme a 6te men6 a bien a l exception de la nurnt%isation des archives de la Section. Ce projet devrait &re acheve avant le Congres de Seville. Jens Bofl (UNESCO), co-ordinateur du projet, a presente la version imprimee du Guide des archives des organisations intergouvernementales (Point 2 de I ordre du jour), outil de travail indispensable pour les chercheurs et etudiants en histoire contemporaine. 39 organisations ont deja envoy6 leurs contributions. Une version electronique ( A laquelle a etti: ajoute recemment un moteur de recherche, est accessible depuis mai Les organisations sont invitees a transmettre leur mises a jour de faqon r&uliere. Jens Botl a Cgalement souleve la question du financement de la phase 2 du projet. Une recommandation (SIO/99RECl) appelant a l extension du Guide aux organisations non-gouvemementales ainsi qu aux archives d organisations intemationales detenues par des archives nationales a et6 approuvee par la Section. Ce projet devrait etre finalise en septembre Ch.lir :!hcc-cha!r : Mr. Fran/ fcc;ek Mr. M~lwan MISIC L /O NATO I 5 I Bay street 13-l 110 Rrwd5 OIl;n~a KlK 7T2 I3d~lLllll (.ln.ld.l Il.1 {.J,., ;I17.l_ l ),.. Sf33~2ljf : 1 ;;.;4;;M<w SMITtl B- 1 I IO Rrurd~ fll~lpllnl l+astuw : Mr Clivr SMITH c/o Thr Ww Id Hank W Sltwt Ntlct-t W.l4lln#l ll Ix: 200 1: wd k,i I~,I :I 2 IO hid1.1 I XI 2 Ii Ic.1 il.!1 707.I.!.JO Td 11.!0?1 -I:! 521.1

9 Prksentation du manuel de la section sur 1 Internet: Milovan Misic a souleve le probl&me du financement du site Web. I1 a egalement souligne la necessit6 d actualiser de fagon reguliere les informations foumies par les membres de la Section ( Une discussion libre sur les pratiques archivistiques ( Point 8 de I ordre du jour) a permis aux participants de partager leurs experiences et leurs difficult& sur des sujets tels que les tableaux de tri, le tri, l opportunite d ouvrir les archives en l absence d instruments de recherche, l utilisation du papier non-acide dans les organisations intemationales (une recommandation en ce sens a et6 approuvee SIO/99/REC-2), comment convaincre les informaticiens d adopter les standards de description intemationaux et l histoire orale. Une session entiere a ettc consacree a l accbs aux archives des organisations intemationales ( Point 10 de l ordre du jour). Clive Smith (Banque mondiale) a fait le point sur l ouverture des Archives de la Banque mondiale depuis la derniere r&mion de la Section en juin La Banque mondiale a elabore une politique (qui doit encore &e approuvee) permettant l accb aux archives historiques de la Banque apres 20 ans. Robert Jurquet a expose Evolution de la mise en lecture publique des documents de I OTAN. L organisation a mis sur pied une politique de mise en lecture publique (regle des trente ans), des regles pour les Archives ainsi qu un rkglement pour la salle de lecture. :,I Les participants ont pu assister a plusieurs exposes: le site web OTAN, le projet de traitement de l information au siege de I OTAN, l acces aux archives gouvemementales du Canada, instruments de recherche de la Banque mondiale, les pratiques archivistiques a 1 IPAD et flux et gestion du document: documents, reseaux et connaissances a l ere digitale (par Xerox). Des visites ont Cte organides aux archives historiques de 1 Union europeenne et aux archives royales du Palais. Questions diverses: en ce qui conceme la question de la formation, les membres ont souhaite que le CIA jour un role actif en diffusant sur son site web des informations relatives aux possibilites de formation. Clive Smith a present6 le rapport financier (annexe 4). La section a exprim6 sa grave preoccupation concernant les dispositions actuelles de tresorerie; elle a chargc le President d intervenir aup& du Secretaire general du CIA afin d obtenir le versement des cotisations a la Section en temps voulu ainsi que les listes de membres mises a jour. 2

10 SIOl99lREP Le President a prbent6 a la Section les diff&entes &apes pour le renouvellement du cornitt exkutif en 2000; les membres de la Section recevront a l automne une circulaire dkivant les diffkrentes phases de l election. Les rksultats seront annoncts lors de notre prochaine Anion qui se tiendra parall&lement au XIV Congrks du CIA A S&ille ( du 22 au 29 septembre 2000)., 3

11 CONSEIL INTERNATIONAL DES AJXCFIIVES Section des Organisations Internationales (SOI)) Annexe 1 au 25tme SESSION Bruxelles, Belgique mai 1999 Liste des participants et observateurs Ms Maria Isabella ASARO, European Central Bank Mr. Remo BECCI, International Labour Office Ms. Cristina BIANCHI, IOC Olympic Museum M. Kuno BI ITNER, IAEA (International Atomic Energy Agency) Mr. Jens BOEL, UNESCO Mr. Fernando CABRERA-SALINAS, ICTR Ms Kristine CLARA, International Telecommunication Union Ms Anne CRETAL, EBRD Ms Ineke DESERNO, UNHCR Mr. Georg DORN, NATO - - Mr. Franz EGGER, NATO Ms Marie GALLUP, World Bank Mrs Jo-Anne GARCIA-MELENDEZ, Inter American Development Bank Ms Mary-Ann GROSSET, OECD Ms Rate GREENWOOD, ICTY (Prosecutor s Office) Mr. Robert JURQUET, NATO Mr. George MACKENZIE, Deputy Secretary General ICA Ms Elodie MARREL, European Parliament Mr. Milovan MISIC, Vice-chair SIO Mr. Grant MITCHELL, International Federation of Red Cross Red Crescent Societies Ms Mary NEAZOR, ICTY Ms Birgit OLSEN, BE1 Ms Judith OPPENHEIMER, Baha I World Centre Mr. Jean-Marie PALAYRET, Archives Historiques de I Union europceme Mr. Roland ROLKER, European Central Bank Mr. Jacques SCHOULLER, European Parliament Ms Carla SECCHI, IFAD Ms Bridget SISK, United Nations Ms Anne-Marie SMITH, NATO Mr. Clive SMITH, World Bank

12 ANNEX1 to Ms Anuradha SWAMINATHAN, Ms Nathalie TINJOD, ESA Mr Brian WALKER, ESA Mr George WILLEMIN, CICR WIPO Personnes excusees Mr. Louis ALLEGRINI, WHO Mr. Anlimouddine DARKAOUI, Agence de la Francophonie Mr. Maarten DIELES, European Union Commission Ms Michelle DOLBEC, International Monetary Fund Mr. Paul DOOLEY, UN Pension Fund Ms Sheila DOUMBAYA, WMO Mr. Enrique LAGOS, Organization of American States Ms Rosa LIU, Intelsat Ms Marguerite MINAMI, United Nations Volunteers Mr. Thomas WEIR, International MonetaryFund

13 CONSEIL INTERNATIONAL DES ARCHIVES Section des Organisations Internationales Annexe 2 au 25&me Rhnion de la SIO Lundi 17 mai 1999 loho - 17hOO OTAN - Bruxelles mai 1999 Ordre,du jour (J?in al) 0 Introduction 0.0 Ouverture officielle de la rkmion 0.1 Discours de bienvenue 0.2 Presentation des h&es et des participants 0.3 Adoption de l ordre du jour 0.4 D&&nation des con&s de rkdaction.-.,,, 1. S&me Plan B Moyen Terme Programme de travail Expose du Prksident 2. Guide des archives des organisations internationales Expod du Repr6sentant de l UNESC0 3. PrCsentation du manuel de la Section sur I Internet par Milovan Misic 4. Pr&entation du projet de traitement de I information au siege de I OTAN Mardi 18 mai Le site Internet de I OTAN PrQentation du NIDS 6. Transition du processus de gestion des documents et accb aux archives gouvernementales canadiennes: Exposk de Milovan Misic 7. Instrument de recherche de la Banque mondiale et Archives du DCvelopment PrCsentation de Clive Smith de la Banque mondiale

14 8. Discussion libre sur les pratiques archivistiques Mercredi 19 mai hOO - 17hOO 9. Flux et gestion du document: documents, reseaux et connaissances ti l%re digitale Presentation de Xerox (suivie d un dejeuner chez Xerox) 10. AC&S aux Archives 10.1 Rapport d actualisation sur I ouverture des archives de la Banque mondiale: Expose de Clive Smith 10.2 Mise en lecture publique des documents de I OTAN: Expose de Robert Jurquet Ouverture officielle des archives de I OTAN (18HOO) Jeudi 20 mai I999 9hOO - 17hOO 10 Visite aux archives historiques.dc 1 Union europcenne 11 Visite aux archives royales Vendredi 21 mai hOO - 17hOO 12 Adoption des rksolutious et des recommandations 13 Questions diverses 13.2 Formation 13.3 Elections du nouveau Comite executif (an 2000) 13.4 Questions finan&-es 13.5 Rapport annuel de la Section 15. Cl&u-e de la rhion 15.1 Date et place de la prochaine reunion

15 CONSEIL INTERNATIONAL, DES ARCHIVES Section des Organisations Internationales Annexe 3 au Recommandations s10/99/rec-1. La Section se fklicite des progres rklisb au cours le I amre ecoulbe dans la mise a jour du Guide des archives des Organisations Intergouvemementales, notamment la publication en anglais de la version papier et l installation d un moteur de recherche sur le site Web. La Section appuie la proposition du directeur du projet (UNESCO) de prendre les mesures necessaires pour en faire un Guide des Organisations Intemationales en y inskmt les organisations non gouvemementales et les fonds d archives d organisations intemationales detenus par des archives nationales, des universites, etc. L objectif de ce projet est la creation; b-long terme, d tm instrument de recherche exhaustif des archives des Organisations Intemationales; ces Organisations seront regroupees par categoric. La Section, conformement A la decision mentiomree ci-dessus, recommande que le directeur du projet, en cooperation avec le comite executif de la SOI, obtienne les fends necessaires pour l extension du Guide et l am6lioration du site Web. s10/99/rec - 2 Reconnaissant que: 4 b) L une des taches principales d un archiviste est d&surer la conservation a long terme des archives officielles de l institution et que L utilisation du papier non-acide y contribue de manikre significative, La Section des Organisations Intemationales recommande que les Organisations Intemationales.adoptent le papier non-acide pour la creation de leurs archives courantes.

16 International Council on Archives Annexe 4 au Section of Archivists of International Organizations Summary of Income aad Expeaditure fortheperiodloctl!b6to14may1999 Income Membership Dues 1995 Membenhip Dues 19% Membership Dues 1997 Electronic Records Workshop Contributions 2,300.OO 2,360.OO 3,OOO.OO 2,743.OO ) Total Incame for per&d 10, Expeaditure postage Wire Transfer Charges Electronic Records Workshop ,050.oo Total Expend$nre for period Surplus of Income over Expenditure - _ Reconciliation Statement as at 14 May 1999 Balance brought foward as at 1 Ott , Surplus of Income over Expenditure Balance as at 14 May , Clive Smith, Tregsurer 14 May 1999 * Balance at Bank as at 14 May ,

17 International Council on Archives Aunexe 4 au Section of Archivists of International Orgaaizations Statement of Income and Expenditure for the period 1 JuI 1998 to 14 May 1999 Income Electronic Records Workshop Total Income for period Expenditure Wire Transfer Charges 7.50 Elect&m.ic Records Workshop. 6,OOO.OO Total Expenditure for period 6, Surplus of Income over Expenditure Reconciliation Statement as at 14 May 1999 Balance brought fowdas at 1 Jul , Surplus of Income over Expenditure Balance as at 14 May Clive Smith, Treasurer 14 May 1999 Balance at Bank as at 14 May , ,666.52

18 International Council on Archives Aanexe 4 au Section of Archivists of International Organizations Statement of Income and Expenditure for the period 1 Jai 1997 to 30 Jun 1998 Income Membership Dues for 1995 and 1997 Electronic Records Workshop 5,300.oo 2,103.OO Total Income for period 7,404.oo Expenditure. posta%e Book for Electronic Records Workshop ,oso.OO Total Expenditure for period Surplus of Income over Expenditure Reconciliation Statement as at 30 Jun 1998 Balance brought foward as at 1 Jul , Surplus of Income over Expenditure Balance as at 30 Jun Balance at Bank as at 30 Jun , Receipts on hand as at 30 Jun ,103.OO 13, Clive Smith, Treasurer 30 Jul 1998

19 Annexe 4 au International Council on Archives Section of Archivists of International Organizations Statement of Income and Expenditure for the period 1 Ott 1996 to 30 Jun 1997 Income Membership Dues from ICA Treasurer ( _, Total Income for period 2gW.00 Expenditure Nil o.00 Total Expenditure for period 0.00 Surplus of Income over Expenditure Reconciliation Statement as at 30 Jun 1997 Balance brought foward as at 1 Ott 1996 Surplus of Income over Expenditure 4, Balance as at 30 Jun 1996 Balance at Bank as at 30 Jun , , Clive Smith, Trkurer 14 Jul 1997