In
addition, the information compiled for this study is not limited to summary
information as in similar sites listed above. In compiling information about
the total of 141 lists [20], a questionnaire that carried the following
questions was prepared:
The
extremely wide and rich variety of topics related to archives and records
management reflect itself in the variety of mailing lists related to the
profession, too. The existence of more than twenty different headings among the
topics of mailing lists related to archives and records management can be taken
as the most important reflection of this richness:
General
- Archives administration (7 lists)
- Records management (4 lists)
Specific subjects
- Disaster planning (5 lists)
- Information technologies (23 lists) [EAD related subjects excluded]
- Film, photo and image archives (16 lists)
- Cartographic archives (3 lists)
- Indexing (1 list) [archives related only]
- Conservation (7 lists)
- Music archives (5 lists)
- Description (7 lists) [including EAD]
- Health archives (5 lists)
- Other specific archives (9 lists)
- Archives and Museum Informatics
- Business archives
- Digital Audio Libraries
- Lesbian and Gay Archives
- Marine History
- Private archives
- Recorded Sound Collections
- Specialized research collections
- University archives
- k. Sister subjects (7 lists)
- Book arts (binding, paper production etc.)
- Business Forms Management
- Freedom of Information
- Oral History
- Rare books
- Visitor services
- Watermarks
Despite
this variety, which reflects the interdisciplinary nature of the profession,
there is no doubt that archives and records management professionals
participate in other professional lists and discussion groups, like those on
history, business management, computers, etc, too, to reflect the multi-skilled
professional in the modern information economy.
4.1.4.
Ratio of List Membership in the Profession
A
comparison of the number of subscribers to the major mailing list(s) in a
country with that of the members of the major professional organization(s) in
that country on archives and records management reveals that roughly half of
the profession follows a professional mailing list.
In
the Anglophone world, where archives administration and records management tend
to be two distinct professions, membership to a professional list seems to be
more popular among archivists than that among records managers. (See Table 3.)
|
Archives
|
RM
|
Total
|
|
List
|
Assoc.
|
%
|
List
|
Assoc.
|
%
|
List
|
Assoc.
|
%
|
USA
|
3127
|
3400
|
92
|
2340
|
10000
|
23
|
5467
|
13400
|
41
|
UK
|
1009
|
1400
|
72
|
368
|
657
|
56
|
1377
|
2057
|
67
|
Australia
|
663
|
635
|
104
|
873
|
628
|
139
|
1536
|
1263
|
122
|
New
Zealand
|
|
|
|
|
|
|
402
|
318+
|
126
|
Canada
|
543
|
542
|
100
|
220
|
1339
|
16
|
763
|
1881
|
41
|
Sub-Total
(Anglophone)
|
5342
|
5977
|
89
|
3801
|
12624
|
30
|
9545
|
18919
|
50
|
|
|
|
|
|
|
|
|
|
|
Germany
|
|
|
|
|
|
|
295
|
2200
|
13
|
Belgium
|
|
|
|
|
|
|
|
|
|
France
|
|
|
|
|
|
|
974
|
1200
|
81
|
Holland
|
|
|
|
|
|
|
350
|
2600
|
13
|
Italy
|
|
|
|
|
|
|
1024
|
1183
|
87
|
Spain
|
|
|
|
|
|
|
781
|
700+
|
112
|
Turkey
|
|
|
|
|
|
|
102
|
235
|
43
|
TOTAL
|
|
|
|
|
|
|
13071
|
27037
|
48
|
Table
3 - Ratio of list membership in the profession
4.2.
Qualitative Analysis
When
the content of messages sent to lists related to archives and records
management is analyzed, based on a method of observation, one sees that certain
subjects commonly appear in many lists.
4.2.1.
Popular topics
The
most common topic that recur in many lists is job vacancy notices. Some of the
times these are sent by persons leaving the job and who are asked to find and
choose the person to succeed. At other times the person sending the message
could be a professional trying to help a colleague. Whatever the cause, people
send their job vacancy notices to mailing lists, before sending them for
publication in traditional media.
ii.
Conference, etc. announcements
Another
topic that commonly appears in lists related to archives and records management
is announcements of conferences, symposiums, etc. related to the profession.
Such announcements are sometimes sent, in the form of call for papers, when the
activity is still in the pre-preparation stage. At other times, this would be a
call for people to attend the activity.
iii.
Announcements of professional associations
Announcements
related to the activities of associations and similar professional
organizations in the archives and records management field are another common
type of message that appear in mailing lists. Because some of these lists are
founded by and sometimes founded for the internal communication of units in
such organizations, the majority of messages sent to these lists might be
announcements of this type.
iv.
Announcements regarding new research
Another
common type of announcements made in the lists relate to new research being
carried out or just completed. Such announcements might be in the form of call
for comments on draft texts that appear during the course of research or links
to web pages publicizing the findings of completed projects. For example, a
solution developed in the Victoria Province of Australia, the Victorian
Electronic Records Strategy (VERS), for problems relating to the management of
electronic records, was announced in a number of mailing lists around the world
and people were asked to comment on the draft texts made available via its web
site. These comments were then incorporated into the research and the developed
texts appearing as a result of these findings were again publicized on the same
web site and subsequently announced in the mailing lists. Among other examples
of announcements relating to current research that has drawn widespread
contribution, one can cite the Australian Records Management Standard that
opened the road for the ISO standard on records management and the Access to
Archives (A2A) project in the UK that aims to increase access to archives by
publishing archival finding aids on the Internet.
Some
other research related to archives and records management may show themselves
at the data gathering stage of the project in the form of questionnaires. In
such cases, the questionnaire forms are either directly posted to the mailing
lists asking potential contributors to send them back to the researcher after
filling them in, or just a call for contributions is made inviting people to a
certain web address with the same purpose. In the last five years, one of the
most popular of such studies was the one on salaries paid to archives and
records staff. After the study made in the United States, similar studies were
carried out in Europe and Australia and the findings of the first one was
publicized on the web site of the American Records Management Association (ARMA).
vi.
Records/Archives in the News
Another
popular subject that regularly appears in mailing lists related to archives and
records management is news relating to the profession that appear in the press.
Messages starting with RAIN, short for Records and Archives In the News, are
messages carrying such news or comments made on them. These messages were
initially created by an archives and records professional named Peter Kurilecz,
when he started sending his compilation of such news items to the lists
ARCHIVES&ARCHIVISTS and RECMGMT. They became so popular over time that now
other people, too, are sending in similar messages, paving the way towards
turning it into a tradition. Such messages sometimes quote the whole news
article, whereas others just summarize the content and direct readers to the
web page where the whole article is located.
vii.
Announcements of web sites and updates
Another
type of message that directs people to web pages is the announcements sent to
mailing lists when web sites of archival organizations are updated. Addresses
of sites that archivists and records managers find to be of interest to the
profession and want to share with colleagues may also be noted among addresses
sent to mailing lists related to archives and records management.
Messages
carrying humour, generally sent on Friday afternoons under the title "Friday
Funnies," are another type of message archivists and records managers send to
professional mailing lists, with the aim of relaxing a little after a busy
week. Although they receive complaints at times because they create unnecessary
message traffic in lists formed to exchange professional information and ideas,
they are mostly tolerated and those who do not want to see them are asked to
simply delete them without opening after seeing their subject.
ix.
Archives/RIM software
Another
topic that commonly appears in mailing lists related to archives and records
management is archives and records management software. Observations of users
of such software on the pros and cons of the product they are using are
especially sought for. However, because employees of companies producing this
type of software subscribe to the same mailing lists quite often, such views
(especially the negative ones) are almost always sent to the inquirer
privately. The motives behind this are to avoid unnecessary discussions that
would last for a long time and concern for possible litigation by the software
company.
x.
Information on suppliers
Correspondence
on the whereabouts of suppliers of archives and records management equipment
and supplies is another topic that commonly appears on mailing lists related to
archives and records management.
The
most common message type seen, within the context of exchanging professional
information and ideas, are those asking for help on a certain specific problem
that an archivist or a records manager encounters in the daily course of
his/her professional life. A typical example of these are messages, sent by
professionals early in their career, who are asked to shape policies and
prepare a procedures manual, asking for help in gathering samples of similar
work carried out by others. Because replies to such inquiries tend to contain
long documents, they are sent directly to the inquirer, most of the times and
the fact that s/he has found what s/he was looking for shows itself in messages
they send to the list, collectively thanking people who have helped with the
query.
If
the inquiry is of a nature that does not require long answers, it has become a
tradition for the inquirer to compile and summarize the replies/he has received
and send them to the list collectively. This summarization has become almost an
ethical obligation and people who do not obey this are perceived to be egoists,
even though it is never openly expressed, and sometimes protested via indirect
implications.
However,
the most useful and indispensable type of messages appearing on mailing lists,
no doubt, are discussions around professional issues. As can be expected in all
environments where more than one person come together, different opinions clash
on mailing lists where archivists and records managers meet each other
"virtually". These differences in opinions may occasionally cause hot debates
and even fights, or "flames" as they are called in mailing list jargon, and
sometimes last for months. A typical example of these was a discussion back in
1995 that took place on the ARCHIVES&ARCHIVISTS list under the heading
"Tobacco Company". [22] Although the discussion reached such fury at times that
some people started calling each other names, all ideas that were put forward
had an element of truth in them and the whole discussion was very informative
from a professional ethical perspective.
4.2.2.
Netiquette
The
Subject used in the header of messages is worth noting. Because this field
repeats itself in every message sent in response to the previous one on the
same topic, it is possible to follow the chain of messages that follow each
other, collectively called to form a thread. However in cases when the
discussion moves into a different direction from that which was discussed in
the first message, the Subject field may become totally irrelevant to what is
being discussed. In such cases, some contributors prefer to change this header
to represent the topic in question better but to enable people to follow the
thread, they remind the previous one by keeping it in parentheses and adding
the word "was" in front of it. Such practices do help people who read messages
selectively according to their subjects but when nobody bothers to do this, it
may become very misleading to select messages in this fashion.
Another
common practice that helps people in following the discussions is to quote the
relevant parts of the previous message so that people can understand what is
being referred to. However, when this is overdone, that is when people quote the
whole
message and add just a few words like 'I agree" or "me too", it is seen as bad
netiquette and create discontent among list members.
Some
people have got the habit of setting their mail programs to send an automatic
"out-of-office" reply when they go on a holiday or a business trip. However,
for each message sent to the list, this automatic reply function sends a reply
to the whole list. This creates an unnecessary traffic on the list. If the
listserver software is set to send a copy of one's own messages to him/herself
to acknowledge receipt of the message, then an infinite loop is created,
causing the list members extreme frustration, until the list administrator
intervenes and stops this traffic. However, if the list administrator is not
readily available to stop this right there and then, tens or sometimes hundreds
of messages may be sent to each list member before someone takes any action.
One such case that lasted for about three days was experienced in a list in
Australia a few years ago.
5. DISCUSSION
Mailing
lists are now a vital tool for archivists and records managers the world over,
creating a vibrant community facilitating the access of each member to internet
resources that would have been inconceivable only a few years ago.
For
scientists and researchers living in countries that do not have financial
resources as developed as the Western world, mailing lists serve an even more
valuable role, allowing them to access materials that would otherwise not be
cost effective to acquire. For example, some publications which would not
normally be published on the Internet because of copyright or basic security
limitations may sometimes be obtained directly from the author in the form of
an e-mail attachment.
Mailing
lists present some additional benefits that cannot be acquired by other means
when it enables experts to collaborate on the preliminary findings of new
research projects when they are opened to public discussion.
Another
major importance mailing lists carry for scientists and researchers is the
unique ease it presents for studies that require fieldwork. Being able to carry
out research, based on information gathered from a target audience that is
reached directly, via questionnaires sent to mailing lists, and furthermore,
being able to do this in a very short period of time and on a population
distributed all around the world, is not possible with any other means.
Viewed
from these points, mailing lists can perhaps be described as an "invisible
college" for archivists and records managers. With the internet as its
“library” the lists provide access to a multitude of experts on
various topics all acting as reference librarians. In its classrooms one can
discuss any specialised subject both with informed and interested colleagues
from all around the world and the best experts in the field. These discussions
are recorded on the spot, to create a resource for others who might want to
inquire on the same subject in the future. In its laboratories wait a
population of subjects, gathered from all around the world, waiting to be
questioned on any specialised topic of research; and most important of all, all
these cost almost nothing for the researcher.
Because
of these qualities, mailing lists have found themselves a place as an
educational tool in real life universities, too, especially in distant
education applications. For example, in the distant education program on
archives and records management served at Edith Cowan University of Australia,
mailing lists are used to simulate real life class rooms where students are
encouraged to discuss matters among themselves and the educator stays as an
observer as much as possible and interrupt only when necessary and even then
mainly to steer the discussion in a different direction [23].
6. CONCLUSION
Wherever
they may be located in the world, archivists and records managers have made
active use of the Internet to share information and develop the profession.
They have employed mailing lists as the major means of this collaboration and
communication and made substantial use of them.
Today
there are more than 140 mailing lists, related to archives and records
management in one way or the other – over 50% of which have more than 250
subscribers. This high level of membership is notable but not surprising given
the estimate that nearly 50% of record managers and archivists belong to one or
more lists. For a relatively young medium of communication, this level of take
up among a traditionally paper based profession is significant. Nearly 20% of
the lists have a large number of monthly postings (>100), covering more than
twenty different headings among the topics of these mailing lists. With this
variety of professional topics being discussed and extensive debate on
professional issues, these mailing lists are now effectively the virtual
college of our profession.
7.
References
[1]
Available at:
http://www.socio.demon.co.uk/magazine/
(accessed 26 October 2003).
[2]
J. C. R. Licklider and Robert W. Taylor, The Computer as a Communication Device
reprinted in
In
Memoriam: J. C. R. Licklider 1915-1990
(Digital Systems Research Center, Palo Alto, Calif., 1990); originally
published in
Science
and Technology
(April 1968). Available at
http://memex.org/licklider.html
(accessed 26 October 2003).
[3]
EAD is developed mainly by the Library of Congress and more information about
it can be found at http://www.loc.gov/ead/. For a study relating to its use in
other countries see M. Sweet, The Internationalisation of EAD (Encoded Archival
Description),
Journal
of the Society of Archivists
22 (1) (April 2001), 33-38.
[4]
S. Kinsey, Putting Images on the World Wide Web: A Guide for Business
Archivists,
Business
Archives; Principles and Practice
75 (May 1998), 1.
[5]
P. Horsman, Archives Crossing the Borders, In: P. Cadell and F. Dalemans (eds),
Archives
et Bibliotheques de Belgique = Archief en Bibliotheekvezen in Belgie, Special
Edition on International Council on Archives - European Summit on Archives,
Bern, Switzerland, 14-16 May 1998
69 (1-4) (1998), 75-83.
[6]
T. H. PETERSON, The Internet and the Archives,
Atlanti
8 (1998), 17 and 20.
[7]
A. Balough, Electronic Media: State of the Disk,
Records
and Information Retrieval Report
14 (2) (February 1998), 3.
[8]
B. Haspel, Computer Revolution and its Impact on the Archival World;
Atlanti
8 (1998), 34-36.
[9]
For examples see
Archives
On-Line: The Establishment of a United Kingdom Archival Network
(National Council on Archives, Birmingham, 1998); S. J.A. Flynn, M. Hillyard
and B. Stockting. A2A: The Development of a Strand in the National Archives
Network,
Journal
of the Society of Archivists
22 (2) (October 2001), 177-192; G. SLATER, Networking for Cooperation: The
Experience of Public Record Office of Northern Ireland,
Journal
of the Society of Archivists
22 (1) (April 2001), 5-16.
[10]
Available at
http://www.european-archival.net
(Accessed 26 October 2003)
[
11]
A collected list of such links pages can be found at:
http://www.archimac.org/Profession/Links.html (Accessed 26 October 2003)
[
12]
R. Hauben and M. Hauben,
Netizens:
An Anthology
.
(IEEE Computer Science Press, Los Alamitos, Calif., 1997). Available at
http://www.columbia.edu/~hauben/netbook/
(Accessed 26 October 2003)
[
13]
H. Rheingold,
The
Virtual Community
(1993). Available at
http://www.well.com/user/hlr/vcbook/index.html
(Accessed 26 October 2003)
[
14]
R. Barbrook, The High-Tech Gift Economy,
First
Monday
3 (12) (December 1998). Available at
http://firstmonday.dk/issues/issue3_12/barbrook/index.html
(
Accessed
26 October 2003) reprinted in
Cybersociology
(5)
[
15]
R. Cox, Do We Understand Information in the Information Age?
Records
and Information Report
14 (3) (March 1998), 8.
[
16]
T. Anderson and H. Kanuka, On-Line Forums: New Platforms for Professional
Development and Group Collaboration,
Journal
of Computer-Mediated Communication
3 (3) (December 1997). Available at
http://www.ascusc.org/jcmc/vol3/issue3/anderson.html
(Accessed 26 October 2003)
[
17]
S. Rafaeli and F. Sudweeks, Networked Interactivity,
Journal
of Computer-Mediated Communication
2 (4) (March 1997). Available at
http://www.ascusc.org/jcmc/vol2/issue4/rafaeli.sudweeks.html
(Accessed 26 October 2003).
[
18]
R. Savolainen, 'Living Encyclopedia' or Idle Talk? Seeking and Providing
Consumer Information in an Internet Newsgroup,
Library
and Information Science Research
(23) (2001), 67-90.
[
19]
The full catalogue of the lists is available at:
http://www.archimac.org/Profession/Lists/index.html
(Accessed 26 October 2003)
[
20]
The total number of lists on the web site is more than 200. The figure quoted
here represents the part which relate to archives and records management and
thus exclude the ones that relate only to museums or to Turkish history.
[
21]
On ArchiMac: (http://www.archimac.org/
ArchiMac/index.html)
separate mail accounts are opened for each list. These accounts are subscribed
to the lists in question individually. Thus a copy of each message sent to the
lists are obtained. Subsequently, these messages are transferred to the echo
conference areas of the BBS using some special software designed for this
purpose and then they are transferred to the web interface of the BBS by
another utility. However, due to a legislation passed in Turkey in 2002, which
holds the web administrator responsible for anything that is broadcasted on the
web, this part of the system is now closed to public and is accessible only by
the systems operator.
[
22]
The chain of events that gave way to this discussion started with some
research, carried out in the laboratories of a tobacco company, that found that
smoking was harmful to human health. The company had hidden this finding from
the public. A law firm, whom the tobacco company was a customer of, was aware
of this finding. An employee of the law firm, who was fired for some reason,
anonymously sent copies of certain documents that relate to this finding to
some newspapers and to a university professor who was carrying out research on
this topic. The whole thing was widely discussed in the papers and in public
for quite a long time during that period. However the real chain of events that
caused the big discussion on the mailing list started after the death of the
university professor, to whom copies of the same documents had been sent. The
professor's family donated all of his papers to the university library. And the
library, realizing the popularity of the subject, published these documents on
the Internet.
Some
of the archivists joining the discussion asserted that this action was normal
and that archivists were expected to protect the public's right to be informed
while another group challenged that position on the grounds that the documents
in question were obtained by illegal means and archivists are in no position to
support illegitimate actions. Yet another group maintained that the documents
were already published in the press in detail and that there was no problem in
publishing them over the Internet again. Hence the discussion went on for months.
[
23]
See K. Anderson, Distance Education: Facilitating Student Communication,
Workshop Presentation presented at European Conference for Archival Educators
and Trainers, Marburg, September 24th and 25th 2001, Reading the Vital Signs:
Archival Training and Education in the 21st Century, International Council on
Archives Section for Archival Education and Training. Available at
http://www.ica-sae.org/mrconfpaper2.ppt
(Accessed 26 October 2003)
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