Open and Distance Learning in
Records and Archives Management
A Meeting of Educators
St.Julians, Malta
20th - 21st November 1997

The participants in the meeting on Open and Distance Learning in Records and Archives Management acknowledge with gratitude the assistance and support provided by the Commonwealth Network of Information Technology for Development, the Commonwealth Secretariat, the British Department for International Development and the United Nations Development Programme in making this meeting a success. The participants would also like to acknowledge the specialist expertise contributed to the meeting by our partner Mr Henry Alamango of COMNET-IT, and Mr Abdul Khan of the Commonwealth of Learning.

RESOLUTIONS

At this meeting, three key resolutions were adopted. These resolutions relate to the approval and acceptance of the Management of Public Sector Records Training Programme, the importance of sharing information and expertise as freely as possible, and the need to develop and sustain information resources for records and archives management training and education.

The specific resolutions are as follows:

Resolution 1

The participants confirm their support for the continued development of the Management of Public Sector Records Training Programme and agree to assist with its development and expansion as possible within their countries and regions.

Resolution 2

Recognising the importance of enhancing educational opportunities and understanding within the field of records and archives management world wide, the participants agree to share as widely as possible their knowledge of and experience with records and archives education and training, including open and distance learning initiatives, in their countries and regions.

Resolution 3

Concerned about the loss of valuable teaching and learning resources in records and archives management, the participants agree to encourage the development and maintenance of records and archives publications and reference programmes around the world.

A number of specific actions were identified as necessary to ensure the resolutions were successful. These actions are outlined below.

ACTIONS

Resolution 1

The participants confirm their support for the continued development of the Management of Public Sector Records Training Programme and agree to assist with its development and expansion as possible within their countries and regions.

Actions

1. The International Council on Archives, International Records Management Trust and Association of Records Managers and Administrators will prepare a position paper on the role of open and distance learning in records and archives management world wide, to be disseminated as widely as possible.
   
2. The International Council on Archives, International Records Management Trust and Association of Records Managers and Administrators will determine mechanisms for the distribution of the Management of Public Sector Training Programme modules as self-study materials and for their licensing as open and distance learning materials.
   
3. The International Council on Archives, International Records Management Trust and Association of Records Managers and Administrators will work together to seek ways to ensure the Management of Public Sector Records Training Programme modules and other resource and educational materials are disseminated as widely as possible.
   
4. The International Council on Archives, International Records Management Trust and Association of Records Managers and Administrators will seek sponsorship for the dissemination of materials to countries that could not otherwise afford to obtain such materials.
   
5. The International Council on Archives and International Records Management Trust will prepare a press release about the Management of Public Sector Records Training Programme and will send this to appropriate groups world wide.
   
6. The International Council on Archives and International Records Management Trust will write one or more articles on the Management of Public Sector Records Training Programme to raise awareness of the programme and its components.
   
7. The International Council on Archives and International Records Management Trust will publicise the Management of Public Sector Records Training Programme by distributing the informational pamphlet widely, including placing the text on the appropriate web pages.
   
8. The International Council on Archives and International Records Management Trust will use records management and archives conferences, meetings and related gatherings as opportunities to introduce and promote the Management of Public Sector Records Training Programme and the associated products.
   
9. The International Council on Archives and International Records Management Trust will investigate a plan to work with the University of the West Indies to launch a pilot project for the delivery of the core modules in an open/distance learning framework.
   
10. The International Council on Archives and International Records Management Trust will seek funding to undertake a series of feasibility studies in various regions of the world to determine the potential for developing open and distance learning pprogrammes, in partnership with suitable agencies, as appropriate. These studies may lead to the exploitation of various media and the internet.
    
11. The participants will investigate mechanisms for incorporating records and archives management training into existing educational programmes, professional association activities, and other appropriate venues.
    
12. The International Records Management Trust will prepare short overview documents describing the nature, scope and purpose of the video productions, in order to enhance their use and interpretation around the world.
    
13. The participants will investigate showing or distributing the Management of Public Sector Records video productions to government or local television stations, to educators and to stakeholders in their countries, as appropriate to their local and regional needs.

Resolution 2

Recognising the importance of enhancing educational opportunities and understanding within the field of records and archives management world wide, the participants agree to share as widely as possible their knowledge of and experience with records and archives education and training, including open and distance learning initiatives, in their countries and regions.

Actions

1. The International Council on Archives and International Records Management Trust will investigate the hosting of an educator’s forum, including both the organisation of face-to-face meetings and the development of electronic and print communications mechanisms.
   
2. The International Council on Archives and International Records Management Trust will investigate the organisation of a ‘Train the Trainers’ workshop on open and distance learning for records and archives educators, to orient key educators to distance learning opportunies and issues.
   
3. The International Council on Archives and International Records Management Trust will develop and maintain tracking and documentation mechanisms to identify individuals and organisations interested in open and distance learning in records and archives management and in the Management of Public Sector Records Training Programme, in order to keep people informed of new products and initiatives.
   
4. The International Council on Archives and International Records Management Trust will investigate funding for pilot short courses in records and archives management, based on the Management of Public Sector Records Training Programme, using various delivery mechanisms, including face-to-face teaching and open and distance learning.
   
5. The International Council on Archives and International Records Management Trust will ensure the widest possible distribution, use and review of all reports and products generated from their initiatives, to share the results of their experiences.
   
6. The International Council on Archives and International Records Management Trust will investigate funding for the development of multiple media enhancements to the Management of Public Sector Records training modules, to begin the process of preparing the materials for open and distance learning.
   
7. The participants will share with each other and with the International Council on Archives and International Records Management Trust resources and materials at their disposal that might be used to develop multiple media teaching tools, such as video footage, reference materials, sound recordings and so on.
   
8. The participants will take advantage of opportunities to meet with educational policy makers to encourage the growth of initiatives in records management and archives education in their countries and regions.
   
9. In order to reinforce programmes but not duplicate resources or effort, the participants agree to work in collaboration with existing communications infrastructures, including the International Council on Archives Section on Archival Education, in their efforts to develop and sustain educational initiatives.

Resolution 3

Concerned about the loss of valuable teaching and learning resources in records and archives management, the participants, agree to encourage the development and maintenance of records management and archives publications and reference programmes around the world.

Actions

1. The International Council on Archives and International Records Management Trust will seek to establish an information resource centre on records and archives management and to develop mechanisms for its maintenance.
   
2. The International Council on Archives and International Records Management Trust will seek funding to reprint or compile valuable resource materials, including translations.
   
3. The International Council on Archives and International Records Management Trust will seek to ensure that all materials and information generated are available in a variety of formats, to recognise and accommodate the varying levels of technological development around the world.
   
4. The International Council on Archives and International Records Management Trust will determine technical and production standards and specifications for information sharing, both electronically and in print or other formats, so that information resources may be easily shared throughout the world.
   
5. The participants will urge the International Council on Archives to seek mechanisms to distribute its publications and reports throughout the archival community, not just to the ICA membership.
   
6. The participants will urge UNESCO to investigate the redevelopment, expansion and maintenance of the RAMP Studies programme.