INTRODUCTION
PARBICA 9, with
the theme Pacific Archives: Capturing, Preserving, Connecting was held
from 30 July to 4 August 2001 in Koror and Melekeok, Republic of Palau. The
conference theme encapsulated its purpose of bringing together the archivists
of the Pacific to deliberate over some of their most pressing current issues:
connecting archivists to the communities they serve and to one another;
capturing records and archives into controlled management systems;
and preserving the documentary heritage of the Pacific islands within
the region.
This report provides
background on the aims and role of the PARBICA conference, reports on the
PARBICA 9 programme and outcomes, lists conference participants, and presents
delegates’ resolutions.
BACKGROUND
What is PARBICA?
Contents
Formed in 1981,
the Pacific Regional Branch International Council on Archives (PARBICA) is
a volunteer organisation representing government agencies, non-government
organisations and individuals working in the field of archives or records
management in the Pacific region. It is one of ten regional branches of the
International Council on Archives (ICA), and covers the most diverse and largest
geographic area. Twenty-six nations, states and territories are represented
in PARBICA, with over forty institutional and twenty individual members.
ICA’s mission is
the advancement of archives through international co-operation. Archives,
by providing evidence of human activities and transactions, underlie the rights
of individuals and states, and are fundamental to democracy and good governance.
ICA works for the protection and enhancement of the memory of the world.
PARBICA’s objectives
are:
- to establish,
maintain and strengthen relations between archivists in the region and between
institutions and professional organisations concerned with the custody and
administration of archives;
- to promote the
preservation and protection of the archival heritage of the region;
- to facilitate
the use of archives through public education and improved access;
- to stimulate
and organise archival activities;
- to provide and
assist with formal and informal professional training; and
- to cooperate
with other agencies concerned with the documentation of human and natural
history in order to benefit all people.
The
PARBICA Conference and Workshops
The PARBICA conference
is a major activity carried out to achieve PARBICA’s objectives. These meetings
have been held every few years since the inaugural PARBICA meeting in 1981.
Training opportunities are few for the archivists and records managers of
the Pacific islands, who generally work in isolation in small, resource-poor
institutions, and PARBICA’s conference is held in conjunction with training
workshops. Knowledge gained at the conferences and workshops is taken back
to the islands of the region by participating archivists to inform their work
and to provide in-country training for other archives and records staff.
In summary, the
PARBICA conference and workshops are an opportunity for:
- Strategic planning
for PARBICA’s work to improve recordkeeping and archives preservation in
the Pacific;
- Training and
professional development in pressing areas;
- Presentation
of results and discussion of next stages for PARBICA projects;
- Collation and
presentation of institutional and country reports; and
- Collection and
publication of Pacific archival statistics.
Participants
PARBICA’s 9th conference
and workshops were attended by forty-six participants, including sixteen Palauan
representatives (some delegates attended for only part of the week). Delegates
came from almost every corner of the Pacific region, representing eighteen
countries,
states andterritories. Most were heads of government archival institutions.
48%
of the 46 participants were women, and the visit to Palau, a traditionally
matrilineal society, reinforced the strong role women can take in managing
public sector agencies.
Participants welcomed
the participation of Susanne Ornager, UNESCO’s Regional Adviser for the Communication/Information
Programme Asia/Pacific, based in Bangkok. We were also pleased to welcome
Neal Putt and Elsbeth Wingham who had participated in the previous week’s
Pacific islands Museums Association (PIMA) cultural heritage workshop. Unfortunately,
difficulties regarding arrangements and funding prevented the attendance of
some Pacific island delegates and ICA President Elisa De Santos Canalejo (Spain).
Programme
Contents
The conference
programme consisted of a series of workshops on topics of importance to archivists
in the Pacific region, followed by delegates’ biennial business meeting (known
as the general conference). Workshops were designed to address areas identified
as most pressing in evaluations of PARBICA’s previous conference, in Fiji
in 1999. Workshop topics included: computerisation of archive and record control
systems; digitisation technologies; marketing and communications; accountable
records disposal; and records storage and preservation in the tropics.
Delegates were
encouraged to take an active role throughoutthe week, through panel discussions,
group work, formation of recommendations, and practical workshops.PARBICA
has progressivelyadopted a meeting format which merges ‘general conference’
and ‘training’ components, rather than separating formal reports on institutional
development from workshop sessions.We believe that the archivists of our region
gain the most benefit by sharing experiences and knowledge with one another.This
change has been received very well by conference delegates, who reported unanimously
in their evaluations of PARBICA 9 that the meeting format was excellent and
suited their needs.
Latest
Development and Current Issues
Contents
The conference
opened with a session on latest developments and current issues around the
region, in which all participants introduced one major achievement and challenge
their institution had faced since the 1999 meeting. Delegates from the Cook
Islands, Palau, Vanuatu, Samoa, New Zealand and Guam then spoke in more detail
about progress and problems in their respective institutions.
Written reports
on member countries, states and territories were collated and distributed
at the meeting. For an overview of needs in the region, PARBICA has also
carried out a biennial statistical survey of its Pacific island members since
1997. Results presented from this year’s survey demonstrated that 50% of
institutions had less than five staff, and 43% employed only one archivist.
Most had very limited funds: 83% of archives office budgets fell under US$150,000.
Almost all lacked technical equipment for preservation and reprographics.
Many were under-equipped to serve public and government users, with 43%
reporting no facilities for researchers to use their holdings. Over one
third of survey respondents were in the process of planning new repositories,
due to the deficiencies of current arrangements.
Digitisation
and Computerisation
Contents
Archival automation,
modernisation and the opportunities of the Internet are key issues in the
Pacific region currently as they are elsewhere in the world. Most archivists
feel pressure to move forward in this area, but lack the tools and knowledge
to do so. A full day was devoted to presentations, discussion and practical
demonstrations on digital imaging and computerisation projects.
Participants
heard reports on developments regarding computerisation in Pacific island
museums, lessons learnt from collaborative digitisation of archives in Australia,
and issues and requirements which should be considered in initiating an archival
computerisation project or in digitising Pacific island archives for Internet
access. Susanne Ornager (UNESCO) led discussion of UNESCO proposals for
Internet access to the documentary heritage of the world, and their implications
for the Pacific. Following a panel on experiences with use of computer control
systems in various institutions, participants were given the opportunity to
spend time at personal computers with Internet connections testing the software
packages discussed and exploring uses made of the Internet by archives institutions.
Palauan
Documentary and Cultural Heritage
Contents
One aim of the
PARBICA conference is to provide archivists from various Pacific islands with
insights into the different cultural traditions which impact on archival development
in the region. Archival endeavour cannot succeed if it does not reflect
the needs of communities. Palauan participation at PARBICA 9 included traditional
leaders, the President of the Republic and other high ranking government officials,
and representatives from Palau’s key cultural institutions.
Delegates
heard about the records created through various stages in the history of Palau,
from traditional sovereignty, to Spanish, German, Japanese and American colonial
rule, to independence in the 1990s. Many Palauan speakers emphasised the
importance to Palau of identifying fundamental records held in archival institutions
in neighbouring countries as a consequence of the various colonial regimes.
Traditional and government leaders also discussed Palau’s movement from
traditional forms of memory, including oral traditions, carvings and visual
arts, to documentary recording of government and private life. Consequences
of this transition were felt in the lack of importance placed on archival
infrastructure required to preserve these newer forms of records. Both Palau’s
President and the State of Melekeok committed to strengthening Palau’s archives
institutions over the coming three years as a result of the conference.
Marketing
and Communication
Contents
Archivists in the
Pacific are highly aware of the need to raise awareness of their role and
activities, and to improve communications both with government agencies and
with potential users of the records. A half-day workshop on presentation,
communication and marketing skills convened by James McKinnon (Public Record
Office Victoria) looked at how to raise the profile of an institution with
key user groups. Particular attention was paid to press releases and media
relations, preparation of written brochures, archives exhibitions, and the
use of web sites. Local radio station owner and presenter, Alfonso Diaz,
emphasised the importance of a democratic media in the Pacific and the ability
of archivists to reach out to the public through radio. Opening ceremonies
for the conference were broadcast to Palau on local radio, and articles on
the conference featured in local newspapers.
Accountable
Government Records Disposal
Contents
Ensuring accountable
and well-managed government recordkeeping is a core mission of government
archives institutions. Although legislation to regulate government recordkeeping
is in place in almost 90% of Pacific countries, policies and systems to support
key aspects of these frameworks are often lacking. Michael Hoyle (Archives
New Zealand) convened an afternoon workshop in which participants discussed
concepts of appraisal and disposal, criteria for retention and destruction
of records, and various regulatory environments. Delegates from Papua New
Guinea, American Samoa and Yap (Federated States of Micronesia) spoke about
processes and issues regarding government records disposal in their countries.
Setareki Tale (National Archives of Fiji) led a discussion on the ever-increasing
challenge of accountable electronic records management and its repercussions
for Pacific island states.
Storage
and Conservation
Contents
Preserving documentary
heritage in a tropical environment is a constant struggle, especially where
funds are severely limited. A PARBICA project carried out over the past
two years is investigating the suitability of non-air-conditioned shipping
crates for archival storage. An interim report on this experiment, which
has been led by Ted Ling (National Archives of Australia), was presented to
participants alongside other options for low cost storage. A panel of delegates
from Fiji, Tonga, the Marshall Islands, Samoa and Niue reported on experiences,
challenges and successes in endeavouring to preserve archives in their countries.
A half-day workshop
led by Vicki-Anne Heikell (New Zealand) and Taito Raione (National Archives
of Fiji) aimed to address some of the most pressing preservation issues and
to pass on understanding of conservation techniques which may be of practical
application in the Pacific context. Participants worked in small groups
to identify their needs and share advice on solutions, and constructed a suitable
archives box using materials available in most small Pacific island states.
Visits
and Events
Contents
PARBICA’s Compendium
of Pacific Archives Legislation, edited by Nancy Lutton (Canberra, 2001)
was launched at the welcome reception for PARBICA 9 on 30 July 2001. This
volume will form a reference source for those that, at the moment, do not
have a legal infrastructure for public records, for those planning to review
their legislation, and of course for those interested in the legal and administrative
problems involved in the care of archives. The Compendium is specific
to the Pacific region and includes the most current legislation and a number
of non-national laws.
Discussion of
issues facing recordkeeping in small Pacific island states was reinforced
with visits to the Palau Supreme Court microfilming project and Ikesakes Law
library, and to the Palau National Archives and Belau National Museum and
Research Library. The National Archives, in particular, was a practical
demonstration of the realities of operating an archives with less than five
staff members and extremely limited space for archives storage, processing,
management, and access. Delegates learnt about the Archives’ successes in
discovery of key documents relating to the constitutional independence of
Palau, and its plans for the future.
Francis X. Hezel
SJ, Micronesian Seminar (Pohnpei), led a panel as a special guest speaker
following the general conference meeting on 4 August 2001. Hezel is a prolific
researcher and writer on Micronesian history, culture and politics, who is
well-known throughout the region. He discussed the concept of archives,
and the role of collectors in northern Pacific societies over time. Kathy
Kesolei, Chair of Palau’s Historical Preservation Advisory Board, and Demei
Otobed, a Trustee of the Belau National Museum, responded to Hezel and added
their thoughts on the role of archives in Palauan histories and identities.
Sponsors
and Funding
Contents
PARBICA 9 could
not have been possible without the generosity of a large number of sponsors,
in Palau and internationally. This sponsorship was acknowledged in material
about the conference, at the opening and closing of the conference and in
the resolutions produced by the conference. PARBICA would again like to
thank all those organisations which contributed their support.
Due
to the geography and economies of the Pacific region, PARBICA meetings are
expensive. Each year, the PARBICA Bureau’s search for funding to support
developing Pacific islands nations’ participation at the workshops and conference
becomes more difficult. PARBICA aims to maximise the value of its training
workshops by bringing in participants from as many countries in the region
as we can afford. This year, we received over 30 registrations from government
archivists in some 20 nations, states and territories in the Pacific region.
Of these, 23 requested that PARBICA find financial assistance to enable
their participation. The cost of their travel and accommodation would equate
to well over US$35,000.
PARBICA’s
fundraising this year was stretched in part because expected support from
some funding organisations was not forthcoming. Generous contributions in
cash and kind from Palauan Government offices and local businesses, and late
confirmations of support from a number of international agencies, were vital
to the success of the conference, which hung in the balance a short time before
the meeting. The combination of local and international grants seems a successful
formula, which we will continue to follow in future. Collaboration with
PIMA to share travel costs for delegates attending both the PIMA and PARBICA
meetings was also of assistance. However, it is a necessity to explore other
avenues for funding, including support from further governments within the
region.
Conference
Outcomes
Contents
Participants have
returned to their countries and states reinforced in their belief in the importance
of accountable recordkeeping and preservation of archives. They will use
the knowledge they have gained to inform planning and practices in their home
institutions. Many will provide in-country training to archives and records
officers from other agencies.
Many significant
recommendations for action to advance archival development in the Pacific
arose from the various workshops and the week’s discussions. Key strategic
outcomes were agreed in delegates’ resolutions (see below). These will form
the basis of PARBICA’s strategic planning and programme of activities over
the next two years. In particular, PARBICA intends to invest its energies
in working towards the establishment of a new program at the University of
the South Pacific, which will provide distance education in archives and records
management to multiple Pacific island countries. PARBICA will also work
to advance ICA’s strategic priorities in the Pacific region, in the areas
of global participation, training, memory of nations, communications and standardisation.
Major
decisions agreed at PARBICA’s 9th General Conference included a
number of changes to the PARBICA constitution to align it with the revised
constitution of ICA. These revisions confirmed the position of the PARBICA
President on the ICA Executive Committee, removed geographical restrictions
on membership, and democratised the formal processes of the PARBICA General
Conference to reflect current practice and accord with the diversity of our
membership.
New members welcomed
into PARBICA in Palau are as follows:
- National Archives,
East Timor (Category A)
- Department of
Chamorro Affairs, Guam (Category A)
- Secretariat
of the Pacific Community (Category C)
- Reserve Bank
of Fiji (Category C)
- Maria Esther
Martinez (Category D)
Members elected
George Nichols, Australia, as an honorary member in recognition of his outstanding
contribution to archival development in the Pacific region.
Setareki Tale
(Fiji), Evelyn Wareham (New Zealand) and Kathryn Dan (Australia) were re-elected
to the posts of PARBICA President, Secretary General and Treasurer respectively.
Conference host Naomi Ngirakamerang (Palau) was elected Vice-President.
Evaluation
Contents
Participants’ views
on the purpose, content and structure of the meeting were gathered through
written evaluation forms at the end of the week. The feedback gathered will
be the basis for planning PARBICA’s future meetings.
Overall, participants
were very positive in their opinions of all aspects of PARBICA 9, and their
comments confirmed the guiding principles adopted by the PARBICA Bureau and
host nation in organising the conference and workshops. The majority of
participants reported that their main purposes in attending PARBICA 9 were
to increase and update their professional skills and to share experiences
with other archivists in the region. The practical workshops, and opportunity
to make contacts and share information, were viewed as the most valuable parts
of the meeting.
Participants
commented that:
- “this conference
has really assisted me in planning work back home”
- “no other
archival organisation is available and specialises on small nations”
- “all the
sessions attended were valuable and encouraging learning experiences”
- “to meet
people who have been in the same situation and can give advice is most valuable”
- “everyone
was given the opportunity to share their experiences”
- “meeting
people from different places having the same profession makes things easier
for you in future, especially when you have problems in your institution
and you require their advice”
Resolutions
of PARBICA’s 9th General Conference
Contents
To the President
of the International Council on Archives, Mrs Elisa Carolina De Santos Canalejo
On the occasion
of PARBICA’s 20th anniversary, from 30 July to 4 August 2001,
archivists and records managers from throughout the Pacific meeting at Koror
and Melekeok in the Republic of Palau send greetings
to colleagues
across the world through the auspices of the ICA and resolve to:
ARCHIVAL
DEVELOPMENT
Contents
1. express their
satisfaction with the successful workshops conducted with this General Conference
on archival digitisation, computerisation of control systems, marketing
and communication strategies, records disposal and government accountability,
and preservation and conservation techniques
2. affirm the
importance of communications in the region between General Conferences,
and commit to increased use of e-mail and the Internet as information sharing
and educational tools
3. acknowledge
the fundamental importance of easily accessible training provided in the
workplace and through educational institutions and agree to encourage new
opportunities for training and education
4. prepare
a comprehensive proposal for a new program at the University of the South
Pacific to provide distance education in archives and records management
to multiple Pacific island countries
5. recognise
the urgent need to raise awareness of the challenges presented by electronic
records, and affirm the importance of ensuring good records are kept in
new information technology systems
6.encourage
Pacific archives to promote their documentary heritage to their communities
and to the world through marketing and communications and by participating
in the UNESCO Memory of the World program and other similar initiatives
7. promote accountable
public sector records management which will support implementation of archives
legislation and good governance
8. continue
to develop and implement options for records storage appropriate to the
conditions of the Pacific region
9. work with
others to develop a long term strategy to improve the preservation of the
region’s archival heritage
10. seek information
regarding the Western Pacific High Commission archives, and to recommend
their return to the Pacific region
SPECIAL
MOTIONS
Contents
11. express appreciation
for the generous support from:
-
New
Zealand Overseas Development Assistance
-
Commonwealth
Foundation
-
ICCROM
-
International
Council on Archives
-
UNESCO
-
Australian
Society of Archivists Inc
-
Paradise
Canyon Systems
-
AusAid
Small Grants Scheme
-
Lundia
Shelving
-
Metal
Edge Inc.
-
Muller
Media Conversions
12. express special
thanks to the following for the honour of their participation and their
support:
-
High
Chief of Koror, Ibedul Yutaka M Gibbons
-
High
Chief of Melekeok, Reklai Raphael B Ngirmang
-
Chief
Rengulbai of Aimeliik
-
President,
the Hon. Tommy E Remengesau Jr
-
Vice
President, Mrs Sandra Sumang Pierantozzi
-
Minister
of Community and Cultural Affairs, Mr Alexander Merep
-
Governor
of Koror State, Mr John Gibbons
-
Governor
of Melekeok, Mr Lazarus Kodep
-
Senator
Surangel Whipps
-
Palau
Visitors Authority
-
VIP Guest Hotel
-
Law
Office of Oldiais Ngiraikelau
-
Law
Office of Kirk and Shadel
-
Victor
Hobson
-
Palau
Association of Librarians
-
Moylan’s
Insurance
-
Bank
of Hawaii
-
Carp
Island Resort
-
Belau
National Museum
-
Palau
National Communications Corporation
13. express their
appreciation to Dr Susanne Ornager of UNESCO for her generous participation
in the Conference
14. record their
appreciation to the archivists and organisations that have contributed to
the implementation of PARBICA’s projects on low-cost records storage, publication
of archives legislation, and development of distance education programmes
between 1999 and 2001
15. express their
deep gratitude and appreciation to Naomi Ngirakamerang, Division of Palau
National Archives, Bonifacio Basilius, Chair of the Archives Council, and
the PARBICA 9 organising team for their magnificent efforts in bringing
about this well-organised, interesting and educational conference and for
the splendid hospitality they arranged
PARBICA 9 Participants
Contents
|
|
| |
Country
|
|
Position or Institution
|
| |
American Samoa
|
James Himphill
|
Territorial Archivist
|
| |
Australia
|
Anne-Marie Schwirtlich
|
Acting Director General, National Archives
|
| |
|
Kathryn Dan
|
National Archives
(PARBICA Treasurer)
|
| |
|
Pat Jackson
|
National Archives
|
| |
|
James McKinnon
|
Public Record Office Victoria
|
| |
|
Nancy Lutton
|
Australian Society of Archivists
|
| |
|
Ewan Maidment
|
Pacific Manuscripts Bureau
|
| |
Cook Islands
|
Justina Nicholas
|
Acting National Archivist
|
| |
East Timor
|
Maria Esther Martinez
|
East Timor National Archives
|
| |
Fiji
|
Setareki Tale
|
Government Archivist, National Archives (PARBICA President)
|
| |
|
Chandar Chandra
|
Reserve Bank of Fiji
|
| |
|
Taito Raione
|
National Archives
|
| |
FSM - Pohnpei
|
Jones George
|
Archives & Historic Preservation
|
| |
|
Francis X. Hezel, SJ
|
Micronesian Seminar
|
| |
FSM - Yap State
|
Richard Overy
|
State Archivist
|
| |
Guam
|
Anthony Pangelinan
|
Archivist, Chamorro Affairs
|
| |
Italy
|
Neal Putt
|
PIMA Conservation Committee
|
| |
Marshall Islands
|
Terry Mote
|
Alele Museum, Library, Archives
|
| |
New Zealand
|
Michael Hoyle
|
Archives New Zealand
|
| |
|
Vicki-Anne Heikell
|
Aute Conservation
|
| |
|
Evelyn Wareham
|
Archives New Zealand
(PARBICA Secretary General)
|
| |
Niue
|
Diamond Tauevihi
|
Acting National Archivist
|
| |
Palau
|
Naomi Ngirakamerang
|
Chief, Division of National Archives
|
| |
|
Daniel Adachi
|
Division of National Archives
|
| |
|
Faustina Rehuher
|
Belau National Museum and Palau National Commission for UNESCO
|
| |
|
Daniel N. Cadra
|
Senior Judge, Land Court
|
| |
|
Kathy Kesolei
|
Chair, Historic Preservation
|
| |
|
Alexander Merep
|
Ministry of Community Affairs
|
| |
|
Augurio Joseph
|
Ministry of Community Affairs
|
| |
|
Demei O. Otobed
|
Trustee, Belau National Museum
|
| |
|
Sandy Fernandez
|
Palau Association of Libraries
|
| |
|
Lori Isao
|
Supreme Court Microfilm
|
| |
|
Moline Smaserui
|
Student, PCC
|
| |
|
|
|
| |
Palau Archives
Council
|
Bonifacio Basilius
|
Chair (Executive appointment)
|
| |
|
Roberta Louch
|
Executive appointment
|
| |
|
Raymond Ongino
|
Judiciary
|
| |
|
Peter Adelbai
|
OEK
|
| |
|
Lourdes Materne
|
Office of the Attorney General
|
| |
Papua New Guinea
|
Jacob Hevelawa
|
National Archivist
|
| |
Samoa
|
Ulrike Hertel-Akuino
|
Museum & Archives Officer
|
| |
|
Elsbeth Wingham
|
World Heritage Center UNESCO Office Apia
|
| |
Thailand
|
Susanne Ornager
|
UNESCO Regional Adviser
|
| |
Tonga
|
Tu’ivanuavou Albert Vaea
|
Tonga Traditions Committee
|
| |
Tuvalu
|
Mila Tafao
|
National Librarian & Archivist
|
| |
USA (Hawaii)
|
John C. Wright
|
PARBICA Editor
|
| |
Vanuatu
|
Tom Sakias
|
Chief Archivist
(PARBICA Vice President)
|
|
|
|
|
|
