Honorable Chairman, Dear Colleagues, Ladies and Gentlemen;

I am GYUNG-YUL CHOE of the Government Archives and Records Service, the Republic of Korea.

I am very pleased to be here with you, and have a great pleasure in expressing on “the Government Archives Arrangement and Description System of the Republic of Korea”.

I think that the main object of the archives arrangement and description is twofold.

One is to preserve and manage the archives systematically, and the other is to facilitate the full exploitation of the information to be found in archives.

The archives preservation and management can be accomplished by the process of arrangement, and the access to archives can be accomplished by the process of description, and both of definitions cannot be divided into two parts definitely, but those are inseparably related to each other.

It is the main function of arrangement for the archives which consist of many creator, various subject and functions and multiformity, to classify, bind, and get them into archives box, so that we can maintain the archival identity and dispose them at the suitable position in stack room, while it is the main function of archives description to make the finding aids for the fullest exploitation of its holdings in depository.

In conclusion, it may be explained that the arrangement is the working process to place archives into the repository for the preservation and keeping them, while the description is the working process to search informations from the archives which is preserved in repository.

I think that, therefore, the arrangement and description are the core of archives management process.

It is required to establish the desirable standards for arrangement and description, so that an archives institution fulfill the responsibilities and the duties on its holdings, namely, to take care of the records physically well, keep the secret which may be including in records, and offer the prompt reference service for lay users.

Whether the records can be put to practical use or not depends upon the rationality of methods for arrangement and description, and the endeavour for them.

With respect to the necessity for archives management to apply computer and telecommunications technique, we take that as a matter of course.

We know that it is not easy to process information without electronics system.

We know also that it is need to forward promptly the automation of archives management in order to provide for the huge-scale of holdings, a large number of records which are being created, and the demand for the reference service which has increased day by day.

In 1996, it was the year for the reform of government archives management system of the Republic of Korea, because we have prepared for Document Image Management System by optical disc.

The Government Archives and Records Service of R.O.K is now in the throes of transformation.

The lay users need not visit the Archives for the information, but they can request those by the computer telecommunications system in due time.

The important items regarding the archives arrangement system in G.A.R.S. of R.O.K are

a. records classification

b. records registration and management numbers

c. records appraisal and division

d. records filing and binding

e. the sticker for records identity recognition

f. repositories and records disposition

I will explain the above items in orders as follows.

As you know, it is very important that records created by many agencies, various kinds of functions and retention periods should be classified correctly and the archival identity maintained.

The records are classified and filed by the unit of the division (of government agency) or subdivision that has created them.

The records number (which is composed of agency symbol, class number and registration number), retention period, title and date are filled in by the creator, because those items are set up on a prescribed form.

This is the best way to maintain the principle of provenance (or respect des fonds), original order and archival integrity.

The records are classified as provided by the Decimal Classification Table in which criteria is regulated as an ordinance of the Prime Minister. “Ordinance on Public Records Classification and Preservation” is volumed of about 350 pages.

There are functional class numbers, titles and retention periods of records at the ordinance.

(*The retention periods are divided into 7 groups, i.e. permanent, 30 years, 20 years, 10 years, 5 years, 3 years, and 1 year.

The objects which should be transferred to G.A.R.S. are permanent records)

All the government agencies of the Executive, that is to say, the central government and the local autonomous entity, have to observe the rules (ordinance)

The outline of classification table is manifested the functions of government agencies, that is,

0. Generalization

1. General Administration

2. Foreign Affairs

3. Unification and National Defence

4. General Economics and Finance

5. Industries

6. Public Order and Social Welfare

7. Science and Technology

8. Education and Culture

9. Transportation and Communications

Eevery class number consists of five numerals.

All class numbers are about 15,000 items

When records are transferred to the Archives, basic lists for them are registered, and then the relevant preservation facilities (place where depository is located) is appointed, and archives management numbers are assigned.

Archives management numbers consist of preservation facility code [e.g. A(Seoul). B (Busan). C(Daejon)], archives types code (physical or functional types, and the like), and seven numerals of sequential number, but in case of the special records, special codes are inserted between archives types code and sequential number.

For example, the size code in case of the drawings, and the type code in case of the audio-visual records are inserted.

They give records the management number in accordance with file unit in case of papers which are on file, archives box unit (or container, envelope, portfolio, etc.), in case of drawings and cards, the title unit of piece in case of audio-visual records, specimen of administration history, and souvenirs that government officials have recevied during their trip abroad [with regard to a set of pieces (e.g. photos...), they may deal them by the unit of sets]

After the records are registered, those are appraised about the archives value, archives state of health, restricted access and duplicate by optical disc or microform, for efficient preservation, prompt access to archives and reference to reappraisal afterwards.

Concerning the archives values, records are appraised about the evidential value, administrative value, and historical value as provided by criteria on archives appraisals, and every article is divided into three grades.

Concerning the archives state of health, records are appraised about the records media and the necessity for restoration as provided by the relevant criteria, and every article is divided into three grades.

Regarding the scope of restricted access, records are appraised and divided into four parts as provided by the Access to Information Act and the relevant criteria.

In respect to the necessity for duplication by optical disc or microform, records are appraised and divided into 3 grades as follows.

The most part of records necessary to duplicate is the first grade.

The important part of records necessary to duplicate is the second grade.

The non part of records necessary to duplicate is the third grade.

About the necessity for duplication, records are appraised as provided by the relevant criteria in accordance with archives value and state of health.

The appraisals and divisions criteria of diplomas are as follows.

The appraisal unit is the record on which the only one management number is given.

But regarding the scope of restricted access, records are appraised and divided by every title.

The preservative methods of records in stack area are as follows.

Before the records disposition at the rack, the sticker should be attached to them.

The management number, title, and position code are described on the sticker.

Repositories are divided according to the kinds of records, that is, the papers, audio-visual records, specimen of administration history and souvenirs that government officials have received.

Repositories number and stack number are given and registered according to the preservation facilities.

A repository number consists of the facility number and the sequent number, a stack number consists of repository number and the sequent number..

All the records are disposed on the rack in management numbers order.

The Government Archives and Records Service of R.O.K that was founded in August 1969, holds about 350 thousands volumes of papers files, 1,190 thousands sheets of drawings, 1,560 thousands sheets of cards, 740 thousands pieces of audio-visual records (photos and cinefilms, etc.), 17,500 pieces of books, memorial postage stamps, cartographic records, and the like.

For the finding aids regarding massive materials, the holding lists of volume of this archives have been published total 17 volumes from 1974 to 1996.

The 17 volumes of lists contain the almost of holdings on papers file.

And, the index for the first and second volumes of above 17 volumes have been published total 9 volumes since 1977 (to 1989).

On the lists of volumes, the creator, (names of ministries), date (the year of creation), title of volume (or file), records number (transferred order of the year), and microfilm number (roll number) are described.

Concerning the index in volumes, the creator, date, function (e.g. foreign affairs, financial affairs, and the like), title of item, contents (brief or epitome), items number and microfilm number are described.

It is not sufficient for the list of volumes or the index in volumes to discharge its function as the means of references.

Therefore, the archives description standards were reformed to meet the automation system in last year.

The list of records is divided into two sorts, one is the basic list, and the other is the detailed list (or inventory).

The basic list is established in accordance with the archives identity by management number, while the detailed list is by the unit of piece or individual item.

We have fixed our eyes upon the three points of view as follows, in order to estashish the descriptive articles (or items) of the basic list and the detailed list