ALLAMA IQBAL OPEN UNIVERSITY ISLAMABAD

Assignments: 01
Public Records, Rare Material & their Conversation-II(5652)

Name: SITARA SABEEN

Semester: Spring 2022

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Q.1 what is the importance of archival material in the library?
How library material can be preserved by using the latest
technology?

Importance of archival material in the library

Archival substances are statistics gadgets that serve as evidence of past occasions.

They act as a reminiscence useful resource or as a proxy for those occasions by

recording records about them which may be recalled in some unspecified time in

the future inside the destiny. The archival substances are used to re-revel in those

activities or to re-speak information about them. Note that the archival

substances themselves are not memories however alternatively resource inside

the bear in mind of beyond stories or communications. Archives do not keep

reminiscence. But they provide the possibility to create reminiscence. Their

feature is that of amnesia prevention. Also archival substances can best act as a

memory useful resource for a person that was present or taking part within the

past event by supplying facts that permits them to bear in mind it. If the man or

woman turned into not gift, archival materials can act as a proxy for the occasion

by speaking records which lets in the individual to revel in particular information

or traits of the occasion. Proxy is the strength or employer to act rather or

alternative for someone or something. For example someone might not had been

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gift at stay overall performance of on the Red Rocks Ampitheatre in Colorado on

June five, 1983 or the 1988 European Championship Final between The

Netherlands and. However they're capable of get right of entry to and use

recordings as a proxy that allows them to revel in the ones activities, as if they

have been there. As defined similarly below, the reality that those recordings may

also have been copied posted and offered for wider distribution does not exclude

them from the vast category of archival materials as described here. Of route, the

proxy is handiest capable of talk a limited set of info and characteristics

approximately the occasion. It isn't the occasion itself. By taking note of an audio

recording of ’Gloria’ I can hear the music that became played on that day within

the Colorado ampitheatre however I cannot see the expression on the band

contributors face or experience the sway of the group as it actions en masse to

conquer of the tune. In truth, even for a person present at that concert, taking

note of a recording at a later time will never replace the actual event. The archival

materials can only act as a memory aid or as a proxy for the event. Perhaps one

exception to this rule is what Diplomatics calls dispositive documents where the

moment of an action and the moment of its documentation are simultaneous and

indistinguishable other than conceptually to the point that in positive law,

dispositive documents are actually called acts. In this example the document and

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a very specific juridical act are one and the same. However the actual event of

drafting and signing the sale contract happened in a particular place at a

particular time. The participants in that event will have memories of the details

and characteristics of that particular place and time which are far richer than the

content structure or context of the sale contract document can reveal. Therefore

the term event is used broadly here to mean any type of activity or occurrence,

including the signing of sale contract performance of a song or the playing of a

soccer match. An event can range from a single transaction to any number of

inter-related acts. It may include a grand and long event such as a war an election

or an opera performance. It can include structured events such as a purchase

invoicing procedure a driver’s license application or a school exam. It may also

include unstructured isolated acts such as a spontaneous dance move or the

unsolicited expression of an abstract idea. Although archival materials deal

predominantly with human activity they can also include information related to

natural events, such as video footage of a volcano eruption or a biologist’s field

notes detailing the behaviour of a group of animals. In the end, the primary

purpose is still to communicate information about the event back to oneself or to

other humans. notes that at least one human has to be engaged in information

processing for interactivity an internal process of deriving meaning from

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information] to take place Any number of other agents also can be part of the

process and may speak from both temporal and physical distance. Archival

materials are the basis for organizational knowledge legal evidence historical

research, as well as personal and collective memory. Archival materials can

include a spreadsheet illustrating monthly sales a contract that is introduced in a

court proceeding the correspondence of a famous author family photograph

albums or an audio recording of someone’s first violin recital. A record is

recorded information produced or received in the initiation, conduct or

completion of an institutional or individual activity and that comprises content

context and structure sufficient to provide evidence of the activity.

Preserved by using the latest technology

Interestingly the time period archival substances is used during the International

Council on Archives International Standard Archival Description to identify the

object of archival description. However it isn't absolutely described within the

accompanying word list at the same time as file and report are. Materials can be

described as. The factors constituents or substances of which some thing is

composed or may be made. Matter that has traits which give it individuality and

through which it is able to be categorized e.G. In this case it's miles the matter or

elements of which archival records gadgets are composed. In turn archival is used

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on this definition as an adjective that without a doubt implies storage and

renovation for future get admission to. As is thought for example in the idea of

the archival function that's defined by means of the International Council on

Archives as that institution of associated sports contributing to, and vital for

accomplishing the desires of identifying, safeguarding and retaining archival data

and ensuring that such statistics are handy and understandable. The intentional

upkeep of the information item is an essential a part of this definition. It means

that the lengthy-time period price of the information object has been identified

and that steps however minimum, have been taken to maintain and protect it.

This is commonly accomplished by way of gathering and grouping associated

statistics items together into an archival collection this is stored for secure-

retaining in a chosen storage field and repository, regardless of whether that

could be a image album on a bookshelf in the own family take a look at or acid-

unfastened bins in a weather controlled vault. When some thing is preserved,

intentional motion is taken to defend and preserve it over the long-term. Note

that ‘Long-term’ is an approximate concept and may be a distinctly quick time

period, especially in the renovation of digital facts items. For example, while

handling the concept of lengthy-term for the cause of virtual preservation the ISO

Open Archival Information System defines it as a time frame lengthy sufficient for

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there to be challenge about the affects of changing technology inclusive of help

for new media and records formats and of a converting person network, at the

statistics being held in a repository. This duration extends into the indefinite

future. Most generations of statistics technology have a maximum lifespan of five

years consequently this length of time is generally used as a baseline inside the

subject of virtual maintenance. Due to the complexity of retaining virtual data,

this has additionally caused the oft quoted cynical commentary that virtual

information lasts all the time or 5 years whichever comes first. The other vital

criteria in the definition for archival substances this is supplied here is the goal to

provide access to the archival materials sooner or later inside the future. Putting

pictures into a shoebox and throwing it into a few darkish nook of the attic may,

in some very minimal way, keep them over the years. However, there is no

obvious goal to provide get right of entry to to the pix as might be the case if they

were inserted chronologically into photograph albums and put on an easily handy

bookshelf someplace within the home.

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 Q.2 showing sectional and HR management, draw and
compare organization chart of an archival organization
with library.

Sectional and HR management

Human aid control is the method of using humans training them compensating

them developing rules relating to them and developing techniques to preserve

them. As a area HRM has undergone many adjustments over the last two decades

giving it an even greater important function in these days’s groups. In the past

HRM meant processing payroll sending birthday items to employees arranging

enterprise outings and ensuring bureaucracy have been stuffed out efficiently in

other phrases more of an administrative function as opposed to a strategic

position important to the achievement of the corporation. Jack Welch, former

CEO of General Electric and control guru sums up the new function of HRM Get

out of the parties and birthdays and enrollment forms. Remember HR is

important in properly times HR is defined in hard times. It’s essential to point out

here at the very starting of this newsletter that each manager has a few function

regarding human aid control. Just due to the fact we do no longer have the name

of HR manager doesn’t suggest we won’t carry out all or at the least a number of

the HRM obligations. For example most managers cope with repayment

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motivation and retention of employees making those factors no longer most

effective part of HRM however also part of control. As a result this book is

similarly critical to a person who wants to be an HR manager and to a person who

will manage a commercial enterprise. Keep in mind that many features of HRM

are also obligations other branch managers carry out, that is what makes this

statistics vital, in spite of the career path taken. Most professionals agree on

seven primary roles that HRM plays in organizations. These are described inside

the following sections. Every organization has regulations to make certain fairness

and continuity in the enterprise. One of the jobs of HRM is to broaden the

verbiage surrounding those policies. In the development of guidelines, HRM,

management, and managers are concerned within the technique. For example,

the HRM expert will probably recognize the want for a policy or a exchange of

policy, are searching for critiques on the coverage, write the policy, after which

speak that policy to employees. It is fundamental to note here that HR

departments do not and cannot work alone. Everything they do needs to involve

all other departments in the organization.

Archival organization

An archival series is a unique frame of records, created at a selected time by

means of a selected agency or person because of a specific pastime. If the cultural

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file contained in an archive is to be accessible the archivist have to observe

organize and describe each series personally. Introduction to Archival

Organization and Description courses the beginner to an information of the

character of archival statistics and documentation. Chapters cowl subjects

together with the characteristics of archival materials, the collection and

evaluation of information for archival description, and the implementation of

descriptive gear in information structures. The Introduction To series acquaints

professionals and students with the complicated problems and technologies

within the manufacturing, management, and dissemination of cultural history

information sources. Unlike libraries, which organize fabric via challenge, archival

collections are prepared with the aid of the man or woman own family or

enterprise who created or amassed them. In files lingo that is called the principle

of provenance or admire fonds. Under appreciate des fonds substances with

distinct origins (or provenance) are saved break free each different to help keep

the context in their advent and use. Archival materials are prepared

hierarchically. The whole frame of facts created or amassed by using an

corporation circle of relatives or person that represents the function of the

creator. This top-level can sometimes go by other names, such

as collection or record group. groups of similar records that have an underlying

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filing system and are related to each other in form or function. Collections can be

broken down even further into subseries files and items depending on the

collection's needs. Archives are not organized by their subject content. Rather

they are arranged into groups according to the person or organization that

created or accumulated them in the course of conducting their personal

professional or business activities.

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 Q.3 Give an account of data mining regarding archives.

Data mining

Data mining is a procedure utilized by groups to show uncooked facts into

beneficial data. By the usage of software to search for styles in huge batches of

statistics, groups can analyze greater approximately their clients to increase

greater powerful advertising strategies, boom sales and reduce costs. Data

mining relies upon on powerful statistics series, warehousing, and laptop

processing. Data mining entails exploring and analyzing large blocks of

information to glean significant patterns and traits. It can be used in a variety of

approaches along with database marketing credit threat management fraud

detection spam Email filtering or maybe to figure the sentiment or opinion of

customers. The records mining process breaks down into 5 steps. First

corporations acquire data and load it into their records warehouses. Next they

store and manage the facts either on in-residence servers or the cloud. Business

analysts control groups and facts era professionals access the facts and decide

how they want to arrange it. Then software software program sorts the statistics

based totally at the person's effects,and finally, the end-user presents the data in

an easy-to-share format such as a graph or table.

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Data mining regarding archives

Data mining is a critical component of successful analytics projects in

organizations. The statistics it generates may be used in commercial enterprise

intelligence and advanced analytics programs that involve evaluation of historical

statistics, in addition to actual-time analytics applications that observe streaming

facts because it's created or amassed. Effective records mining aids in diverse

factors of making plans business strategies and coping with operations. That

includes consumer-dealing with functions which include marketing, advertising

and marketing, sales and customer service, plus production, deliver chain control,

finance and HR. Data mining supports fraud detection, threat management,

cybersecurity making plans and many different important business use instances.

It also performs an important position in healthcare, authorities, scientific

research, arithmetic, sports and extra. Data mining belongs to know-how

discovery, that's the manner of exposing implicit unknown and valuable facts

from a massive quantity of fuzzy software statistics. The ability facts revealed via

statistics mining can assist decision makers adjust market techniques and reduce

market dangers. The records excavated must be actual and no longer universally

acknowledged, and it is able to be the invention of a particular trouble. Data

mining algorithms specifically include the neural network technique decision tree

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method genetic set of rules, rough set technique, fuzzy set technique association

rule technique and so forth. Archives control, additionally known as archive work,

is the general term for various commercial enterprise operating which documents

immediately control archive entities and archive data and provide usage offerings.

It is likewise the most simple part of country wide data. Hospital data are an vital

a part of sanatorium management, and hospital files are the accumulation of

work enjoy and one of the crucial elements for building a contemporary health

facility. Hospital files are documents, work records, charts, audio recordings,

movies, photographs, and different styles of documents, audio-visible substances,

and physical substances, which include certificate, trophies, and medals received

by means of hospitals, departments, and individuals. The motive of this paper is

to look at the software of clever records control based on statistics mining in

hospital files control, watching for to use the existing records mining technology

to enhance the modern medical institution documents management. This paper

investigates the age and academic heritage of sanatorium data control employees

and explores the relationship between them and the first-class of files control.

Based on the choice wide variety set of rules, on the idea of the database, the

sanatorium statistics is classed and analyzed, and the hospital document statistics

is classified and processed thru the decision range set of rules to improve the

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gadget records processing functionality. Data mining era can analyze the hidden

statistics of facts, provide a theoretical foundation for business selections,

enhance the governance capability of government departments, and decrease

unnecessary losses. Combining statistics mining generation with nursing can

timely understand patient records, lessen pointless friction, and construct an

excellent health practitioner-affected person relationship. The records of

information mining as a technique area can be traced returned to exploratory

facts analysis, and strategies for determining validity and generality had been

installed. Slater S discusses some of the tools rising in educational facts mining

studies and practice, discussing areas of studies wherein related gear are also

used by the wider facts mining and records technology community.

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 Q.4 What type of pre-prerequisites should keep in mind of
librarians to start digitizing the library collection.

Type of pre-prerequisites

The literature relating to collection control is enormous. Anyone reading this

literature will however speedy encounter any other time period collection

development which like series management is regularly employed to function an

umbrella time period overlaying sports like selection acquisition and deselection.

What then is the difference between collection control and series development?

Unfortunately, as so frequently is the case within the social sciences the answer

isn't always straightforward due to the fact terminology has now not been

absolutely standardised. Some writers use collection control almost completely

others sincerely decide on collection development while nonetheless others

employ both but establish a distinction in that means between them. The

approaches in which this difference is drawn vary appreciably. Indeed there are

writers for whom series management is a subdivision of collection development

and others for whom series improvement is a subdivision of collection control. A

prerequisite is a selected path or difficulty which you ought to whole earlier than

you may take every other direction at the next grade stage. To be common into

some publications, you may must prove which you have finished a similar route

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inside the same or a related issue, at a lower grade stage. Prerequisites are

commonly within the same or a associated problem, at a lower grade stage. To be

regular into some publications, you will ought to show that you have a sure

amount of knowledge approximately the challenge already. Prerequisites are a

way of ensuring that students like you enter right into a route or subject with

some prior knowledge. This not only helps the professor to teach at a certain

academic level, but it also helps you to feel more comfortable and confident with

the subject matter.

Digitizing the library collection

Libraries global particularly college libraries are an increasing number of turning

into digital aware. Hundreds of libraries and allied establishments were launching

initiatives designed to digitize their collections in response to the global statistics

trade and for huge outreach. However, the process within the growing

international locations inclusive has been very challenging. The digitization

challenge has been gradual and high priced. The international over digital sources

are becoming favored because of their inherent benefit of wide outreach. As a

step forward in making prints in hard copy format available on line for our

teeming users it will become basically necessary to digitally test our library

materials mainly the newspapers, theses and court docket cases so that many

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customers can gain get right of entry to to a extensive sort of facts on-line.

Digitization refers to all the steps involved in the system of creating collections of

historic and other materials available on line. In the arena of Information and

Communication Technology and globalization, digitization of materials is fast

turning into the norm amongst libraries as each seeks to make a contribution its

quota to the world facts useful resource. Libraries embark on the digitization in

their substances for numerous motives. Digitization makes library’s sources to be

had electronically thereby imparting a much wider access to its collections. In a

networked campus, customers can access the library’s digitized assets from their

workplaces and halls of residence even when the library is physically closed. Also,

as many people as viable can benefit get entry to to as tons fabric as wished at

any given time, a difficult scenario with a textual content resource. Furthermore,

digitization offers a solution for theft of items specifically in developing nations

where libraries don't have any electronic safety structures to save you robbery in

their collections. It is likewise a manner of keeping growing older substances that

may have otherwise long gone into extinction. It further lets in users to search

collections swiftly and comprehensively from anywhere at any time.

Northwestern University, for example, makes use of this to renew and update on

shelf their heavily-used, old and tattered books. The books are digitized, printed,

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sure and positioned returned on shelves. And when digitized materials are placed

on the web, they tend to increase the library’s visibility as the users all over the

world access the materials. Apart from the machines that act as interfaces, it is

now possible to have most library resources stored virtually. The choice of

materials to be digitized depends on the priority of each library but there are

widely accepted criteria which are normally applied. These include materials that

are on high demand by patrons especially when such materials are available in

limited copies or are on restricted access; local and unique materials items that

are of immediate and curricular importance aging materials that are on high

demand by patrons; useful materials that are out of publication and materials

that are difficult to handle . Several websites exist which bring to light the reports

of digitization efforts by several libraries all over the world. In the developed

world, digitization appears to be moving towards collaborative efforts. The Portal

to Texas History2 reveals contributions to the project by several libraries including

academic libraries, public libraries, museums and archives. The site also brings to

focus the range of digitized materials such as weekly newspapers historical

materials, photographs of artifacts maps photographs of events businesses and

proceedings of the legislature of the State of Texas etc.

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 Q.5 Differentiate Preservation and Conservation. What are
methods of preservation and conservation to archival the
library collections.

Preservation and Conservation

A library is a repository of awareness of first rate thinkers of the past gift and the

destiny. Thus it's miles apparent that libraries have responsibilities to maintain

conserve and restore libraries substances. The crucial missions of libraries are

maintenance and access to labeled statistics. Librarians in all over the world have

the responsibility of acquiring processing disseminating facts to users. Libraries

accumulate materials to meet the informational or recreational needs of its

clients. When the materials in a single’s care are allowed to deteriorate

unchecked or become damaged in besides it may be hard and may be ultimately

difficult the statistics it embodies available for use. It is the duty of the library staff

to preserve these substances in properly bodily circumstance in order that they're

to be had for customers always. The preservation pointers described are utilized

by the libraries within the care of its collections and are considered suitable by

using the library as described. Nowadays many huge libraries are taking efforts to

keep and conserve library materials but more efforts are required through

different small libraries inside the international. Preservation and conservation of

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library heritage are very important as it can be associated with social monetary

political historic criminal or religious and can be used for destiny motive. They are

important position so that other generations can take advantage of it. It is the

duty of the head of the organization and management to draft a suitable policy to

preserve or conserve uncommon or vintage fabric in exclusive approaches. When

an important, regularly used book is determined in a negative bodily situation

that restricts its destiny use and denies the borrower the pride of its analyzing,

then the need arises for its protection and conservation. The want of preservation

and conservation are Compendium of Information: Books journals newspapers

are the sources of information. They reflect social economic political and cultural

life. They also depict the latest trend on all subjects or topics and as such they are

a valuable asset of our society.

Methods of preservation and conservation to archival

Conservation of data is an crucial aspect inside any Archives Management

Programme. It ensures that statistics of putting up with cost are preserved for the

gain of gift and destiny generations. As such it's far a prerequisite for an archival

organization to have a maintenance conservation programme, where all the

norms of renovation and conservation are installed vicinity to manipulate inner

and external agents of deterioration of archival materials and to retain data so

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long as they may be needed. Conservation or archival protection refers back to

the unique steps undertaken to hold restore restore and otherwise preserve

archival information. Some of the simple archival conservation techniques consist

of encapsulation bookbinding recuperation photocopying and photographing

amongst others. Putting into motion the norms to save you deterioration. In the

absence of air-conditioning gadget measures were taken to have all of the

information nicely aerated to maintain humidity and warmth under control. The

information are housed in archival garage containers to shield them from light

heat and dirt. In recognize of insects and rodents, pest manage is completed on a

monthly foundation to save you the proliferation of insects and rodents. Regular

cleaning of stack regions facts and cabinets is also effected. In addition, guidelines

in regards to manipulation and managing of statistics through the public inside

the seek rooms are displayed. He Bindery Unit is involved in preventive

restorative conservation. It offers with the stitching and re-masking, minor repairs

binding and stitching of records and volumes. A set of activities is initiated to

repair restore deteriorated paper documents. While doing so, it's far crucial that

the originality of the document be retained. This challenge is done on the

Restoration Unit which became created in 2001 and the technique used is a

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reversible method to preserve paper manuscripts. A set of moves are initiated to

reproduce positive documents with the intention to maintain their contents.

Reference:

searchstorage. (n.d.). Retrieved Jan 01, 2022, from searchstorage:

https://searchstorage.techtarget.com

cambridge dictionary . (n.d.). Retrieved sep 01, 2022, from cambridge dictionary :
https://dictionary.cambridge.org

Simon fraser University. (n.d.). Retrieved sep 12, 2020, from Simon fraser
University: https://www.lib.sfu.ca

Kasim, R. S. (2022, feb 23). Strategic Information Resources and Quality of Record
keeping Systems. Strategic Information Resources and Quality of Record
keeping Systems, p. 50.

Global, I. (1988, 12 1). Retrieved sep 5, 2022, from IGI Global Publisherof timely
Knowledge: https://www.igi-global.com

National Archives of India. (n.d.). Retrieved Jan 10, 2022, from National Archives
of India: http://nationalarchives.nic.in

ALCTS. (2022). Association for library collections & technical services. Resource
sharing records, 55.

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