Department of Archives Special Newsletter for Archives Week 2021

Department of Archives Nassau, Bahamas

Special

Newsletter Volume 1 | Issue 1 | Empowering Archives

International Archives Week 2021 Every year, International Archives Week is a time to raise awareness of the importance of records and archives in research, promote the unique, extraordinary, and rare nature of archival materials and enhance their global visibility. This year, the International Archives Week theme is #Empowering Archives

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PG. 2 Archives empower accountability and transparency, through access to information for holding governments to account and ensuring that citizens can protect their rights.

This Special Newsletter provides guidance and advice on the management of public records with emphasis on the Public Records Act and protecting records against natural disasters.

#IAW2021 #EmpoweringArchives

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Introduction By Director of Archives

Supporting the accountability of Government Institutions The Public Records Act Frequently asked Questions Being forewarned is being forearmed “Protecting Archives against Disasters” Tips for Protecting Your Records

The Bahamas Archives is the final repository for all government records and as such holds records from the Executive, Legislative and Judicial branches of government. The Public Records Act gives the Department of Archives the legal mandate to examine the records held in any government ministry and department. Additionally the Public Records Regulations of 1972 states that before any public record can be destroyed or discarded it must be appraised and then approved by officers from the Department of Archives. The Act and Regulations hold government accountable and ensures that the records held in its custody are preserved for posterity and for public access.

Archival Team Leshelle Delaney, Archivist Tomoko Smith, Archivist Shankayon Curtis, Trainee Assistant Archivist Johansson Cooper, Trainee Assistant Archivist

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This special newsletter, produced for this year’s International Archives Week, analyses the Public Records Act in relation to the first pillar of Accountability and Transparency enunciated by the ICA in #EmpoweringArchives.

Additionally as The Bahamas is in the Hurricane Belt the Newsletter offers guidelines for the preservation and recovery of records after a tropical cyclone.

I commend Archivists Smith and Delaney and their team in the production of this inaugural newsletter.

P.O. Box SS-6341 TEL: (242) 393-2175/393-2855.

FAX: (242) 393-2855 Email:

doarcustomerservice@bahamas.gov.bs

www.bahamasnationalarchives.bs https://www.facebook.com/TheNationalArchiv es242/ https://www.instagram.com/nationalarchivesoftheb ahamas/ The National Archives of The Bahamas@BahamasArchives

Patrice M. Williams DIRECTOR OF ARCHIVES

June 2021

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“ Supporting the Accountability of other Institutions” THE PUBLIC RECORDS ACT What is the Act for?

An Act to provide for the preservation of the public records of The Bahamas; to establish a Public Records Office for The Bahamas; and for matters connected therewith or incidental thereto.

What does the Public Records Office do?

There shall be established an office to be called The Bahamas Archives with as many branches as may be deemed necessary or convenient, in which shall be preserved such public records of historical value as are transferred thereto under section 6 or acquired by the Archivist under section 7. (Section 4 (1), (2) What is a public record?

“Public records” or “records” means all public records, archives, documents and other historical matter of every kind, nature and description which are in the custody of any Government department or which may, after the commencement of this Act, be transferred to or acquired by The Bahamas Archives.

What is the role of the Archivist?

When are public records accessible?

The Archivist or any officer of The Bahamas Archives authorized by him shall have power to examine any records which are in the custody of any Government department, and shall advise such department as to the care, custody and control thereof. (Sect.5) What is the responsibility of public agencies under the PRO? It shall be the duty of every person responsible for public records of any description which are not in The Bahamas Archives to make arrangements for the selection of those records which ought to be permanently preserved and for their safe-keeping.

How are records acquired?

The Archivist, with the approval of the Chief Justice, may by contract, testamentary bequest, or in any other manner acquire all such original records, documents and other historical material or copies or replicas thereof as he may deem necessary or desirable to secure for The Bahamas Archives and he may pay for them or for the transcribing, binding and repairing thereof out of such funds as are voted by Parliament for that purpose. (Sect 7)

Public records in The Bahamas Archives shall not be available for public inspection until they have been in existence for thirty years or such other period, either longer or shorter, as the Chief Justice may, with the approval, or at the direction, of the Minister for the time being specify as respects any particular class of records.

Can public records be returned once in custody?

Where the person in charge of any Government department notifies the Archivist in writing that any public record which was transferred from that department to The Bahamas Archives is required for use in that department, the Archivist shall, if he has the custody or control of that public record, return it to that person and such person shall return the public record to the Archivist as soon as it is no longer required by him for use.

Read more of The Public Records Act here: http://laws.bahamas.gov.bs/cms/images/LEGISLATION/SUBORDIN ATE/1972/1972-0160/PublicRecordsRegulations_1.pdf

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“Protecting Archives against Disasters”

Water Damaged Records in Grand Bahama After Hurricane Dorian. Courtesy of The Department of Archives. Nassau, Bahamas 2020

The Bahamas, like many countries in the Caribbean, are at risk from hurricanes. The official hurricane season runs from June 1 to November 30, although hurricanes have been known to form in other months. In order to facilitate a pro-active rather than reactive approach to disaster preparation, our archival team has prepared a list of tips and guidelines for protecting public records before and after the passage of a hurricane.

1. Reduce the risk of flooding or water damage - Identify all locations where water might enter. Place sandbags.

- Do not store records in carpeted area.

- Avoid basement storage.

- Do not leave any documents piled on the floors or by the windows.

- Do not use top shelves for storage.

- Place documents as high as possible on shelves.

- Secure all electrical equipment.

- Make sure that all electricity and water supplies are turned off.

2. Secure records - Identify and label vital records clearly so they can be retrieved immediately in an emergency.

- Secure backup records stored on USB or other drives in a safe place.

Salvaging Wet Records -

General Tips

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Draft a disaster preparedness and recovery plan to ensure your agencies records are protected. (Keep duplicates of your disaster plan, policies, lists, and record inventories offsite.)

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Identify a disaster response team among staff who will execute the disaster plan.

3.

Prepare a list and map of priority records ranging from nonreplaceable records to Essential. Prioritize which records to save, taking into consideration location, media type, duplication, and value to the organization. Always place human safety first!

4.

Ensure that there are copies (hardcopy/digital) and backups of your most vital records held offsite or in cloud storage.

5.

Assess the damage.

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After recovery, prepare a written report assessing the effectiveness of your office.

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Draft Steps to Recovery.

Water damage is the most common disaster event among records.

Natural disasters cannot be prevented. However, measures can be taken to minimize the possible damage or the loss of our valuable records. The following is a list of preventative measures you can take with regards to water damaged paper records.

Place them in cool places where temperature and humidity can be controlled.

If possible, place blotting paper between pages to absorb excess water.

Air drying is the safest method!! You may also use fan and portable dehumidifier to circulate the air flow in the room.

How to Air-dry Records Supplies needed: clean towels; plain paper towels; fans.

Set up a clean and secure work space: Lay out clean towels on clean, stable, flat work surfaces. Use fans to increase air circulation, but do not aim fans directly at the drying records.

Paper is very fragile when it is wet. Handle it carefully and support the full surface area at all times whenever possible.

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Lay items flat on clean absorbent towels/unprinted paper; change absorbent towels regularly until item is just damp.

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Do not attempt to separate soaking or very wet sheets; leave in 1/4” thick stacks and separate when just damp.

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When items are just damp, sandwich between new paper towels and lightly weight overall to flatten.

“Do No Harm” is the best conservation practice If you are not sure of how to handle your damaged records, please consult us.

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INTRODUCTION Department of Archives

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