The Reference Service Archive Institution is a service-oriented social and national body dedicated to providing high-quality information services to historical researchers and the government. The primary role of an archivist is to ensure the optimal use and security of all valuable historical documents collected and preserved by the national archive of a country.
The purpose of archival reference activities:
The national archive aims to make its resources accessible, especially for those in need, through its reference services. However, there is a notable difference between the reference services provided by libraries and those offered by national archives. In libraries, the person responsible for providing reference services is known as a reference librarian, whereas in an archivist institution, this role is filled by a reference archivist.
S.R. Ranganathan defined, “Reference service is the process of establishing a contract between a reader and his documents in a personal way.”
The reference service involves establishing a personal relationship between the reader and the documents they need. National archives identify records of research and historical value, collecting, preserving, and making them accessible. An archivist is responsible for achieving these objectives in a fair and orderly manner, reviewing and evaluating the records.
To classify documents as archives, the archivist assesses their suitability; if they are deemed unsuitable, arrangements are made for their destruction. The archivist manages public records identified as archives to ensure that future official needs can be met. This includes maintaining and repairing both national and international documents.
Additionally, the archivist classifies, files, and organizes these records in various formats. If any private records are restricted from use, the archivist works to persuade government officials to make them available, ensuring equitable access for both the public and governmental representatives.
The main purpose of archival reference activities is to expedite the use of the document database kept in an archival institution. References can provide archived reference services by answering questions from the public. In reality, the method of answering reference questions depends on the availability of documents or information, the type of question, the intuition, experience and latent potential of reference archivists. People can ask references directly by post, telephone or any other question. Reference archivists may not understand all types of questions. In these cases, they have to ask again and understand. He can find out the research topic of the questioner. This will facilitate the provision of necessary information. This is called a reference interview. The main purpose of reference interview is to understand the reference question well and provide documents and information quickly. The reference archivist knows what information the questioner or user is actually looking for. Then he searches for information. Information search can be traditional and mechanical. If the archive institution is mechanized, it is possible to quickly search and deliver documents.
Access Policy of Reference Services in National Archives:
Due to the restrictions imposed by the laws of a country and the institutions providing the records, the Archivist cannot allow the general public and researchers to use many valuable information. In Western Europe, the policy of using public and private records was common until the eighteenth century. Only the creator and heirs of the record could not use it. But with the rise of democratic governments in the nineteenth century, records began to be used by third parties, i.e. the public. In the 1960s and 1970s, most countries in Western Europe and North America enacted freedom of information laws. Of course, there were differences in the freedom of information laws at different times. But there were no restrictions on the use of private records. At this stage, let us see why restrictions were imposed on the public use of records. The reasons are mentioned below:
1. Any military information of a country which may be detrimental to the present and future security of the country is prohibited from being freely used by the public. The confidentiality of such information must be maintained. No person can claim to use such information. The government may make special rules for the management of such information. If such rules are made, they must be communicated to the officers and employees of the National Archives.
2. Information relating to foreign treaties, relations, policies and diplomatic negotiations, the disclosure of which may be harmful, is subject to rules for the use of such information. Such information is, however, kept secret for some time. After a certain period, it is again opened for public use.
3. Restrictions on the use of records that are confidential business and financial information that, if disclosed, would damage the relationship between the government and private organizations and individuals.
4. Public records or personal documents that are transferred to the National Archives under conditions of confidentiality and the archivist collects the records in accordance with those conditions are subject to restrictions on public use.
The restrictions imposed on the above-mentioned subjects shall apply equally to all researchers and historians. In this case, the reference archivist shall not be impartial and shall be careful to apply them equally to all. In this case, he may make general rules.
Reference Service Administration in National Archives
Public records are the property of the state. All citizens who live in the state collectively have the right to use this state property. This property of the state will be properly collected, organized, arranged and preserved by a suitable conservator so that the present and future generations can use it as needed. Therefore, the archivist will determine the rules and procedures relevant to the use of records for the benefit of all. He will be active in ensuring that the archives are used to the maximum extent and will take all modern and advanced measures for preservation. All researchers who wish to use the archives will enter the necessary information in a specific register. And will give a signed undertaking that they will not follow all the rules and regulations of the Archival Institution. In the said undertaking, he will include such information that can be identified. Such information can be useful to the reference staff. It should be decided whether a researcher will be allowed to take various equipment such as laptops, camera tape recorders inside. In addition, it should also be decided whether smoking, eating, drinking tea, and discussing will be allowed.
Archival institution’s deadlines, holidays, etc. should also be mentioned. In this way, the administrative activities of the reference service should be completed.
Utilization of Reference Service Archives in National Archives:
Archives can be made usable in various ways. The following are the different methods of using archives:
1. Use of Search Room:
If permission is taken to use the search room, the archivist must take all precautions. The archivist will arrange for the use of documents. The following conditions may be imposed by the government in the case of use.
a. Silence must be maintained in the search room.
b. Documents must be used in such a way that they are not damaged. Researchers must be careful in this regard so that valuable documents are not damaged.
c. A request must be submitted to use the desired document. His identity must be highlighted in the request.
d. Confidential documents cannot be provided.
e. Researchers must submit permission from their authorities otherwise they will not be allowed to use it.
f. More than two/three records will not be allowed to be used at the same time.
g. Smoking, eating, drinking, tea are not allowed in the search room.
2. Loan system:
Archives materials can be lent to any institution on the basis of their request if necessary, and can also be lent to government institutions or the government. However, it is not appropriate to lend it to any individual. It is better not to lend any old, fragile, worn-out archives. The institution to which it is lent must ensure the security of the archives and be careful not to cause damage. If there is damage, the responsible institution will have to bear the responsibility. Sometimes the Archives can be lent to another institution for display. In such cases, security must be ensured in the same way. Moreover, the lending institution will have to bear the cost of taking and returning the archives for display.
3. Information service:
This type of reference service refers to the provision of information from documents or information about documents, rather than providing documents. Such information can be provided by telephone, by letter or through written reports. For this, the archivist should provide information in a feasible manner.
Therefore, it is said that the important and essential activity of an archival institution is reference service, in which reference archivists play an important role.
