To the Members of the Branch Centre of STI on archival affairs and records keeping of the Ukrainian Research Institute of Archival Affairs and Records Keeping
In Ukraine, within the National System of Scientific and Technical Information has been established the Branch System of Scientific and Technical Information on Archival Affairs and Records Keeping (BSSTI AARK).
Serving of the Branch Centre of STI AARK since 1977 were assigned to Scientific reference library of the Central State Archives. Subsequently, functions of the Branch Centre of STI AARK were transferred to the Ukrainian Research Institute of Archival Affairs and Records Keeping and its unit – Sector of Scientific and Technical Information and Reference Fund (RF).
Within implementation of the concept of archives informatization and normalization of different activities in the field of archival affairs and records keeping, including the process of information supply of archival institutions, great importance has gained the industry standards developed by the URIAARK "Branch system of scientific and technical information on archival affairs and records keeping. Structure and main areas of functioning" (Authors of the development: S. Kuleshov, DSc (Head of development); L. Odynoka, PhD (Perpetrator); А. Batrak; R. Romanovskyi).
The scope of the standards as a regulatory document applies to archival institutions that are in the area of the State Committee of Ukraine and other archival institutions, individuals and legal entities that shall implement functions of the BSSTI or shall be its subscribers.
In accordance with the standards the BSSTI AARK shall structurally comprise:
– Branch centre of scientific and technical information on archival affairs and records keeping (further – BCSTI AARK);
– Service of scientific and technical information (STI) of archival instituttions;
– State Scientific Archival Library, Kyiv City (SSAL).
Branch centre of STI on archival affairs and records keeping is a part of the Branch System of STI AARK.
The main objective of the BSSTI AARK shall be research and analytic-synthetic processing of information flow on issues of archival affairs and records keeping, unpublished documents received by the Reference Fund; preparing on its basis analytical abstract, overview, bibliographic information; providing employees of state archival institutions with scientific information on issues of archival affairs, records keeping and other related disciplines.
Information and bibliographical work of the Institute and the BSSTI AARK shall be carried out in several directions:
– organizational work, including providing activity of the Reference Fund.
One of the main activities of the BSSTI shall be informational and reference-bibliographic work.
For sake of operative informing from 2001 the BSSTI edits information and bibliographic bulletin «Bibliographic information», and a number of retrospective bibliographic indexes – thematic, personal, specialized (e.g. publications of the URIAARK), new acquisitions of the RF etc.
The Bulletin of the Branch Centre for Scientific and Technical Information on Archival Affairs and Records Keeping is intended for information support for the main activities of archival institutions. The issues of the Bulletin have thematic focus, including information-analytical reviews of actual problems of archival affairs and records keeping as well as abstract, review and bibliographic information on the development of archival affairs and records keeping in Ukraine and abroad. In particular, the issues of the Bulletin present information on the scientific and methodological development of public records in Ukraine received by DIF over particular period; review information on new professional foreign publications on foreign and domestic archival studies; survey information concerning held domestic and foreign conferences on archival affairs and records keeping; announcements of upcoming scientific forums, etc.
The Branch Centre for Scientific and Technical Information on Archival Affairs and Records Keeping prepared a number of topical issues of the Bulletin:
Іssue 2 – «Bibliographic index of publications on records keeping (1975–1995)» includes about 500 items of literature on the theory of records keeping; general issues on records management; arrangement of records management in government agencies, institutions, organizations, enterprises; unification and standardization of documents and documents linguistics; preparation of various types of documents of mechanization and automation of records management; electronic records management.
Іssue 3 – «Preservation of documentary funds: archives, museums, libraries» contains information about individual publications, articles and reports on the development and improvement of storage means, bioprotection, restoration, preservation of documents, mechanization and automation of the work with documents issued in 1991–2001.
The index contains 990 items (including about 300 items in foreign languages), structured due to the following topical sections: general issues of documents preservation; monitoring documents preservation state; documents on paper media; photodocuments; preservation of documents on film media; documents on other media; safety at work; construction and technical equipment of archives; training of personnel in the field of documents preservation.
The publication allows specialists of various profiles (archivists, employees of libraries and museums, restorers, historians, scientists, lecturers of educational establishments) to get acquainted with the current state of research and practical developments in the field of preservation of archival funds.
In connection with the deployment of research on the operation and storage of electronic documents the STI sector has prepared representative bibliographic information on this issue – «Electronic record and electronic records circulation» – issue 7 «The Bulletin».
On request of the State Committee of Archives Ukraine and scientific workers the URIAARK has prepared a theme index «Periodicals and non-periodical editions on historical issues, published in Ukraine, and foreign editions on the Ukrainian study issues» (issue 8).
The index contains data on more than 200 editions on the historical issues. In particular, publications of state archival institutions of Ukraine, establishments of the National Academy of Sciences of Ukraine, educational establishments, museums and other institutions, foreign editions on the Ukrainian study issues.
Regulatory and methodological developments of archival institutions in Ukraine for 2007–2009 and 2010–2012 are analysed at 11th and 20th issues of the Bulletin. Analytical and statistical analysis of regulatory and methodological developments has been done in several ways: chronological, thematic, regional, type-species reflected in the structure of the Bulletin, tables, charts.
Several bulletin boards have systematic indexes of periodicals of the URIAARK: «Studies on Archival Affairs and Records Keeping» (no. 10, 21), «Archival Studies. Archeography. Source Studies» (no. 14).
The 23th issue of the Bulletin covers the urgent issues of standardization developing in the sphere of archival affairs and documentation processes management are depicted in including information and analytical survey «Standardization Developing in the Sphere of Archival Affairs and Documentation Processes Management: International Experience and Ukrainian Practice», the list of international standards in this area, materials to the bibliography of research problem.
The 24th issue of the Bulletin contains information and analytical overview of the current state of the regulatory and legal provision for electronic documentation and materials to the bibliography of archival study issues and archival affairs in Ukraine in 2014.
Renaissance by the Institute of the finest traditions of native archival studies has been marked by the research of archival and bibliographic sources of Ukrainian historical thought and launching of the serial editions.
Since 1998 has been started the series «Archival and bibliographic sources of Ukrainian historical thought». In editorial board of the series were included employees of the BSSTI – L. Odynoka (Editor-in-Chief), R. Romanovskyi (Executive Secretary), S. Artamonova.
A number of developments of the BSSTI AARK was published in this series. Hence, to to the 10th anniversary of the URIAARK has been prepared the bibliographic index (issue 10), which comprises the data about all publications of the Institute, as well as individual developments of employees during their work at the Institute, publications about the activity of the Institute. Separate chapters in the index contain information on conferences and seminars attended by the staff of the Institute; dissertations presented in the Specialized Scientific Council of the URIAARK; electronic publications issued in the URIAARK (total of – 770 bibliographic records).
Statehood in independent Ukraine, Ukrainian public’s high attention to the preservation and study of its historical and cultural heritage, protection of cultural values, their return and restitution set an urgent task – of preparation of relevant bibliographic index. Issue 12 (2006) in the series «Archival and bibliographic sources of Ukrainian historical thought» «Ukraine in the international legal protection of cultural values and issues of joint archival heritage» provides information on international documents, legislative acts of Ukraine, monographs, articles, bibliographic materials on the issues of protection, return, restitution of cultural values and joint archival heritage. In the index 1045 bibliographic records are compiled and thoroughly systematized.
In 2007 archival affairs celebrated the 90th anniversary of creation of archival institutions in Ukraine. In the series «Archival and bibliographic sources of Ukrainian historical science» (issue 13, 2007) the BSSTI prepared bibliographic index «Publications of state archival institutions of Ukraine. 1991–2006» (about 900 bibliographic records).
To the 90th anniversary of the establishment of Ukrainian diplomatic service (December, 2007) have been prepared a number of publications: catalogue of the exhibition of archival documents and rare books «Ukrainian diplomacy: first steps in the international arena», and bibliographic index «Ukrainian diplomacy in 1917–2007».
Socio-political life of the country, the celebration of important national, cultural and professional events and dates demanded from the Institute and the Branch Centre of STI on Archival Affairs and Records Keeping the answer to current challenges on the subject of scientific, scientific-methodical works, analytical reviews, bibliographic publications.
Hence, on behalf of the Archives State Committee of Ukraine, the State Archival Service of Ukraine and to the order of the separate archives was prepared a number of analytical reviews and reports, including:
– «Arranging storage of documentary funds (national archives) in the archival institutions in other states, in particular, permanent or temporary (till transfer to higher level) document storage in the lower link of the system, at district or city level: review».
– «History of establishment of presidential libraries».
– «On the documentary publications of Ukrainian archives on famine in 1932–1933, 1990–2007».
– «Electronic archival resources, opportunities and challenges».
– «Bibliography of publications about Stepan Bandera».
– «Review of works of researchers who have studied the life and political activity of S. Bandera on the basis of archival documents».
– «Source studies and historiographic review of Ukrainian and foreign publications on the figure of М. Gogol».
– «Migration between Ukraine and Poland in the XIX – beginning of XXI century: review of documentary publications, scientific works and archival funds».
– «Archival institutions of Ukraine as a factor in preservation and formation of historical memory and national identity».
– «Historiographic review of Ukrainian and foreign publications devoted to significant events of Ukrainian national political movement of the late 80th – 90th of the XX century» to the 20th anniversary of the People's Movement of Ukraine (Narodnyi Rukh of Ukraine).
– «Source study and historiographical review of publications on the history of Ukrainian constitutionalism development (to the 15th anniversary of the Constitution of Ukraine)».
– «Archives administration bodies in the world».
– «Scientific and analytical overview of foreign periodicals on archival affairs and records keeping».
– «Scientific and analytical overview of international standards on archival affairs and records management».
Basic structural and information background of the BSSTI is the central branch reference fund on archival affairs and records keeping, which was formed in accordance with the standards and «Regulations on reference and information fund of the BSSTI».
The BSSTI and the RF constantly organize exhibitions: «Publications of the URIAARK», «New revenues to the RF», theme – to conferences, seminars; consults on issues of legislative and normative documents, standards for archival affairs and records keeping; subjects filing; maintains close ties with state archives of Ukraine, takes their orders for publication of the URIAARK; receives from public archives regulative and methodological developments.
Systematically provides experts in archival field with information services:
– issuance of the literature from the RF;
– theme selection of publications;
– arrangement of registration lists of literature on research and other issues;
– providing inquiries on requests of users of archives etc.
The Branch Centre of STI constantly provides information and bibliographic support, bibliographic edition of publications of the URIAARK, in particular, such fundamental publications: «Archival institutions of Ukraine V. 1–2», «Ukrainian archivists: bibliographic reference book», «Ukrainian archival encyclopaedia», interdepartmental collection of scientific papers «Archival studies. Archeography. Source studies», «Studies on archival affairs and records keeping», archeographic annual «Pam’yatky».
The BSSTI participates in international book fairs (with the presentation of publications of the URIAARK), consults the authors of articles in publications of the URIAARK concerning determination of indexes of Universal Decimal Classification, indexing publications of the Institute and the State Committee of Archives of Ukraine.
It should be noted, that traditionally to the scientific and practical conferences and seminars the Branch Centre of STI prepares not only theme exhibitions and bibliographic lists but also thorough bibliographical indexes. Hence, to the conference «Archival and library affairs in the period of liberation movement in Ukraine (1917–1921)» has been published a catalogue of book fair. To the International conference «Archives and local studies: ways of integration», held by the Institute in 2003 within «The program of local studies in the period till 2010», has been published local bibliographic index «Truskavets» (compilers І. Matyash, L. Odynoka, R. Romanovskyi, І. Skybak); in which by means of bibliography was presented the long history of Truskavets.
In the index in a fairly detailed structure (due to the scheme of State Historical Library of Ukraine) has been presented a significant array of literary sources on the history of the resort city from the first publications about it till 2003 (total of 2728 items). Eventful is a part on foundation and development of therapeutic and recreational base Truskavets – history of the resort, development of the spa facilities at the present stage, literature on medical factors of Truskavets (mineral water and their properties, mud treatment, climatotherapy etc.).
The BSSTI prepares for web portal of the State Committee of Archives of Ukraine and constantly supports and supplements with new information the following sections:
– «Foreign archival Ukrainika» (about 1000 bibliographic records).
– «Archival education» (information on educational establishments, which teach archival studies).
– «Regulative and methodological developments on state archival establishments of Ukraine» (over 750 bibliographic records).
Information and bibliographic support of other sections of the web-portal of the State Committee of Archives of Ukraine is being held («Issues on lost and displaced archives, libraries, museums», «Archival institutions in Ukraine», «Publications on the portal» etc.).
Workers of the Branch Centre for Scientific and Technical Information prepared guidelines «Services for scientific and technical information of state archives of Ukraine: informational, organizational, scientific and methodical work» (2012), which are important for the information maintenance of the main activities in the state archives of Ukraine. The guidelines present the main directions of the services of scientific and technical information in state archives of Ukraine, defines the forms and methods of their information, scientific and technical work as well as reference and information service. It provides recommendations on the establishing of reference and information holdings of the STI archives service.