Establishment of Archives and Records Training in the Caribbean, The

Information Management Journal, Mar/Apr 2005

The Caribbean region is diverse - comprised of some 23 islands that span from Belize in Central America to Suriname in South America and its recordkeeping development has been influenced by each island's respective colonial heritage. For example, Curacao was influenced by the Dutch's perceived importance of archives and The Netherlands' injection of capital to develop its archives and train archivists. In the English-speaking Caribbean, however, records were either transported to Britain or kept for administrative reasons only and, in some cases, destroyed after active use. Any thrust toward developing an infrastructure for records' preservation in their natural habitat was postponed for lack of funds. It was not until the 1950s that a strong move toward developing archives on the islands began. During this time an archivist was appointed in Jamaica, and he traveled to Trinidad and Barbados to survey the existing archives and make recommendations for their storage, the training of an archivist, and for accompanying legislation.

Another milestone occurred in 1965 when the government of Jamaica and the University of the West Indies (UWI) cooperated to convene the Caribbean Archives Conference, bringing together archivists from within and outside the Caribbean to discuss how to make available the source materials needed for the study of West Indian history. An attempt was made at this conference to assess archival development in the Caribbean countries, to reach agreement regarding the care and use of archival materials, and to consider the operation of archival agencies and records management in countries that did not have any archival agency. Among the initiatives that started after this conference were the Reproduction and Exchange of Archival Material relating to Caribbean Countries and the establishment of a Caribbean Historical Association.

Despite the enthusiasm and fervor displayed at that conference, it was not until the late 1980s that the university reaffirmed its commitment to the promotion of archives and funding was set aside for the recruitment of an experienced archivist. In 1991, the university established an integrated archives and records management certificate program under the direction of a university archivist based at the Jamaica campus, which was followed by similar programs on the Trinidad and Barbados campuses.

The UWI archivist felt that the university's first thrust should be within the area of records management in order to set the stage for the accrual of records of enduring value. He established a summer school training program that provided an introduction to records management and instruction in managing the records life cycle, administration of records management programs, and records management technologies.

Training was also extended to departments and faculties to ensure that there was efficient control and maintenance of active records and that the records of enduring value of those departments accrued to the archives. So, too, a Heritage Studies program was started on the Cave Hill and Mona campuses that encompassed courses in history, archaeology, museums, and archives.

In addition, staff at all three campuses provide records management and archival consulting and do pro bono work to assist government departments, other institutions, and associations.

The Status of Recordkeeping in the Caribbean

A 2001 survey showed that there were only 10 Caribbean countries with formal records and information management (RIM) programs. Of these, seven had integrated programs covering all or most government records.

However, there are a number of ongoing recordkeeping initiatives in the Caribbean that portend advancements in this area:

* The Caribbean branch of the International Council on Archives has been instrumental in updating archivists about records management and electronic recordkeeping.

* The International Records Management Trust has developed training modules, provided consultants, and organized seminars and video conferences for archivists and records managers in collaboration with the region's archival educators.

* The Association of Commonwealth Archivists and Records Managers has also provided seminars and meetings resulting in resolutions being passed to strengthen the profession.

* The Jamaican chapter of ARMA International (JARMA) and the Barbados Records and Information Management Association (BARIM) have been holding educational sessions about standardization and electronic recordkeeping. JARMA, in particular, has worked toward establishing a career path for RIM staff, and BARIM has raised awareness of the importance of recordkeeping in the community.

Within the Caribbean governments, there have been administrative reform programs that hinge on accountability and transparency in recordkeeping.The regional standards bureau has also agreed to consider adopting the international records management standard, ISO 15489.

With the increasing globalization of the world economy, Caribbean countries will need manpower that is scientifically and technologically equipped, able to effectively communicate with their counterparts around the world, and fully versed in the changing rules that regulate international trade, communication, and financial flows. The dynamic scenario in which records systems are evolving to meet the demands of this environment represent tremendous opportunities for the archives and records management communities to contribute to the Caribbean countries ability to keep pace.