What do Archivists do?
What do archivists do?
The Western Cape Archives keeps the records created by the various governments of the Western Cape which have value for the future. After 20 years, by law, all government departments in our province send their important records here. Archives keep these special records safe forever so that anyone can use them.
Records Management
Records Management is concerned with the management and care of the ‘live’ records, whether it be paper or electronic, in governmental bodies in the Western Cape Province. This involves the monitoring and inspection of filing plans and systems and the training of Records managers and Registry Clerks to ensure the records that eventually come to the Archives are in good order. Managing records ensures efficient, accountable and transparent government and is critical for democracy.
Careers
Archivists are usually interested in history, information and research of all kinds.
There are a few different routes into the field – some do a general first degree and then a Postgraduate Diploma in Archival Studies & Records Management, or an Honours, Masters, Doctorates which include archival studies. Others do Library and Information Science degrees, Public Administration, Conservation, Digital Curation or IT studies.
The Western Cape Government offers internships within the Western Cape Archives and Records Service.
Appraisal, Arrangement and Description
Archivists appraise the value of records to decide what records are kept and preserved. In this way, we play role in shaping what is remembered.
Archivists sort the selected records (arrange) and create lists or inventories of what we have (description) so people can find what records we hold, and we can locate the original documents easily.
Digitisation
To preserve our oldest records and ensure future access, the Western Cape Archives and Records Service has been digitising for several years. This process involves scanning, checking the quality of the images, and capturing important metadata. The images are stored on the cloud-based My Content system and backed up regularly.
Outreach
Awareness programmes are planned throughout the year in order to make people aware of the value and services of the archives. Presentations to schools, societies and community groups are given and travelling exhibitions are set up to ensure the wider community knows about and is able to benefit from the Archives. Targeted programmes are created to make records more accessible to different audiences.
Preservation
Archival records are unique, irreplaceable and easily damaged. Sometimes damage is as a result of handling but, also from the materials or manufacturing methods that lead to the deterioration over time. Archivists working in the highly specialised field of preservation seek to stabilise the records and minimise further damage. This work can include the removal of surface dirt, repair of torn and damaged paper using specialist repair tissues, the complete rebinding of volumes, and the making of protective enclosures for records.
Reading Room Access
Other archivists help the public to access the records. Any member of the public is welcome to visit the Reading Room during open hours. Here the public are able to make use of a variety of finding aids including on-line access to the National Automated Archival Information Retrieval System (NAAIRS), engage the assistance of Archivists and request to view records to do research. Archivists also respond to email and telephone enquiries.
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In collaboration with the Western Cape Archives and Records Service
