Historisches Institut 1 Network of European Archival Educators Marburg 2008: How to Teach Records Management in a Country with two Different Traditions Dr. Gaby Knoch-Mund MAS AIS University of Berne, Switzerland

Historisches Institut 2 Records Management in Switzerland Is there a tradition ? Are there two traditions ? The need for Records Management Records Management in an interdisciplinary and intercultural curriculum Evaluation and perspectives

Historisches Institut 3 One tradition or several traditions and archival education in Switzerland 1. German and French influence 2. Tradition or not ? External influence and voluntary acceptance 3. Building one tradition through education

Historisches Institut 4 Traditions Typical Swiss: Federalism Particularism Individual solutions (not to follow a school) German influence Provenienzprinzip. Registraturplan. Aktenkunde does not exist. Separation current files or records / archives (becomes obsolete). Vorarchiv / Archiv. Primary / secondary value French influence Séries, archivage dans l‘administration Documentation Calendrier de conservation

Historisches Institut 5 Finally a tradition ?  Theoretical foundation of practical application through archival appraisal und Life cycle and Kontinuum- model  RM as the method to reconciliate various „traditions“  Standards : a basis of common understanding ISO-DIN norm (Records Management) MoReq 2 (Model Requirements Specification for the Management of Electronic Records); ISO (RM processes / Metadata for records); OAIS (Open archival information system / ISO 14721)  Intercultural approach as an important and enriching element not to found a common tradition, but to develop a common best practice

Historisches Institut 6 From MAS AIS to MAS ALIS: Archival, library and information science Master of advanced studies in archival, library and information science  RM is a new subject for librarians, far from their daily practice and experience, but a common concern: Need to manage an organisation Private archives and library archives Comprehension for standardisation Data transfer, Networks Information value Process-based models as a chance

Historisches Institut 7 Two levels: CAS AIS and MAS AIS in a continous education programme and postgraduate course at the university Bases Mastercourse Foundation of archival, library and information science and introduction to role and functions of archives, libraries and other information centres Methods, theoretical deepening and practical application of information, archival, librarian and historical sciences and information management and Management of archives, libraries and information centres Certificate of Advanced Studies in Archival and Information Science 20 ECTS Master of Advanced Studies in Archival and Information Science 40 ECTS Master thesis Internship

Historisches Institut 8 What do we teach ? Two modules (each 40 teaching lessons; homework, text-study, group work, presentations and papers) RM I/II out of twelve teaching modules Teaching separately from the two modules on archival and librarian key competencies Teaching content: Knowledge Management and Records Management as main subjects of Information management Director of modules: Peter Toebak Co-Director and representative of the directing board MAS AIS: Niklaus Bütikofer

Historisches Institut 9 Documentation Science Information Retrieval Library Science Information Science Information and Knowledge Management Teaching archival, information and library science Archival Science (incl. Records Management)

Historisches Institut 10 RM – module I: Introduction and basic principles Learning outcomes: – Theoretical foundation and state of the art of Knowledge, Information and Records Management – Role of knowledge, information and records in an organisation – Life cycle of business information in the context of processes of their creation and use: analysis and comprehension – Instruments of Records Management Objectifs : – Connaître les fondements théoriques principaux et l‘état de la recherche en matière de gestion du savoir, gestion de l‘information et gestion documentaire – Connaître le rôle du savoir, des informations et des documents dans une organisation – Acquérir une vue d‘ensemble du cycle de vie complet des informations dans une organisation ainsi que la capacité de les analyser dans le contexte des processus où elles sont produites et utilisées – Les instruments de la gestion documentaire

Historisches Institut 11 RM – module II: Theoretical deepening and practical application Learning outcomes: - Application of Knowledge, Information and Records Management in archives, libraries and other information centres - Information and Records Management in an organisation: audit, functions; developping on strategic, technical and functional level Objectifs: - Connaître les possibilités d'utilisation de la gestion du savoir, de l'information et de la gestion documentaire (Records Management) dans les domaines de compétences et d'action des institutions I+D - Pouvoir déterminer l'utilité de la gestion de l'information et de la gestion documentaire (Records management) pour une organisation, les mettre en œuvre et les développer aussi bien au niveau stratégique qu'au niveau technique et opérationnel

Historisches Institut 12 Teaching Content: Main topics in RM I  Introduction to RM with terminology Theory of information and communication Information-Management, Knowledge-Management Aims of RM Types of business information and data in an organisation Authenticity  Information-processes: capture, classification, arranging records to subject files (Dossierbildung), structuration of series, persistence and integrity of case files Life cycle and records continuum-concepts Analysis and planning of the need of business information Systems of classification (Ordnungssysteme)  Legal and juridical context of information and RM Records management policy (Organisationsvorschriften), RM audit

Historisches Institut 13 Teaching Content: Main topics in RM II Content und Records Management Systems Functional and technical requirements Metadata for RM Databasis and application in RM eBusiness und eGovernment Information Audit Records Management Marketing Knowledge Management Business Continuity Management and Information Market  Case studies: - International organisation (International Red cross) - Private companies (insurance, University hospital, Novartis) - Public administration (town archive) - Content Management und RM-products

Historisches Institut 14 How do we teach ? Basics and deepening Theory: Basics and Introduction / Theoretical broadening and application Instruction and basis for information management State of the art in international research and application Method: Dialogue, interactivity and interdisciplinarity Papers and Master thesis Practice: Internship as challenge to cross the bridge from theory to practise and to change perspectives

Historisches Institut 15 RM and interdisciplinarity ? Is Records Management a major issue for an interdisciplinary curriculum ? YES Arguments: Business administration (Geschäftsverwaltung) and archive, data migration and preservation, life cycle und records continuum concerns institutions of different types and branches, public as well as private.  Students‘ evaluation: RM is a new and most important subject; high and positive evaluation

Historisches Institut 16 Appraisal and Records Management as key competencies in archives and libraries Library: acquisition and acquirement / destruction Archives: prospective appraisal and acquisition  Überlieferungsbildung (memory and stock building) becomes a common concern

Historisches Institut 17 Überlieferungsbildung Überlieferungsbildung in the context of philosophy and politics of remembrance / culture of commemoration / Erinnerungs- und Gedächtniskultur) 1. To remember means to select / selective retention 2. To select with technological impact and inspite of technique 3. To build a collective memory in the era of information

Historisches Institut 18 Politique de la mémoire nationale: Memopolicy as a Management Model Mirta Olgiati Peter Knoepfel

Historisches Institut 19 Memopolicy and „Service public“ Efficient administration and memory-institutions with Memopolicy Contribution to constitutional legality: responsibility / Good Governance Contribution to democracy: Accessability / Legitimation Contribution for orientation: Information for research, culture, identity, active memory Contribution for economy: Basis for economic activities Cf. A. Kellerhals (MAS AIS, february 2008)

Historisches Institut 20 Summary I: General competencies to build up and to enlarge in the MAS AIS 1. Knowing the information objects 2. Analysing their structure and context of creation, use and preservation in order to fulfill the required professional functions 3. Participating in the design, construction and maintenance of information systems 4. Understanding, performing, analysing and developing methods and procedures in records management, archiving and librarianship 5. Understanding, acting within, and influencing the relationship towards the societal, political, economical, cultural and juridical context 6. Heading and managing an unit in an archive, library or information center

Historisches Institut 21 Summary II: Position and challenges RM is a key function in our programme RM is a challenge for archivists, librarians, and the new profile of an information manager RM is important from the beginning of and throughout the life cycle RM needs quality management RM is influenced by the expectations of the users in the business units and the archivists RM builds a bridge from Business informatics to Information centres

Historisches Institut 22 Summary III: RM and our interdisciplinary academic approach Theory based and interdisciplinary studies Importance of standards in an international context RM in the context of general management of IT-technology and the policy of memory RM on the difficult way to perceive convergences between archives and libraries To qualify the students. To meet the need of the employers and the demand of the market  Multilingual and interdisciplinary approach for archives, libraries and information centers

Historisches Institut 23 Contact and information Contact:  Dr. Gaby Knoch-Mund  Prof. Dr. Christoph Graf More information:  (in Deutsch)  (en français)