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View the PDF document National Archives of Fiji : a systems analysis
Author: Ravatu, Semiti Gaunavinaka.
Institution: University of the Philippines.
Award: M.Lib.&Info.Sc.
Subject: National Archives of Fiji, Archives -- Fiji , Information services -- Fiji
Date: 1998.
Call No.: Pac CD 971 .R28 1998
BRN: 922351
Copyright:Under 10% of this thesis may be copied without the authors written permission

Abstract: Archives are the records of organizations, created or accumulated in the course of daily activities, and saved by the creator because they may be useful for continuing administration or for later research. Although archives are retained by the organizations that created them, they may have as much or more value for researchers outside the organization, as part of the cultural heritage linking past to present. This study is a systems analysis of the National Archives of Fiji. During the analysis period, three sets of data were gathered and analyzed. These were as follows: 1. Internal analysis which covered 15 staff members. Their analysis with procedures, objectives of tasks, workflows, attitudes, skills, education, etc. together with observations and interviews during the course of their work. A set of structured questionnaires were also used to measure their opinions on the evaluation. 2. External analysis which covered the external user categories; Researchers (local) 161(63%), Researchers (overseas) 12(5%), Civil servants 32(12%) and Students 52(20%). These covered the services offered by the National Archives of Fiji. 3. A user study was also conducted to define users' needs and behavior with the following categories; Researchers (local) 94(56%). Civil Servants 32(19%), Researchers (overseas) 9(5%) and Students 34(20%). The study concluded that the National Archives of Fiji has been neglected for too long that it is neither properly equipped, nor properly staffed with the right people and with the right qualifications and experience. While the staff have tried to function with the limited resources they have, leadership does have an impact on their work. Unless the responsible authorities act now, the users of these resources will not be deprived of access to valuable information. The findings of the study show "inadequacy" in the equipping of the National Archives of Fiji. The present status as highlighted by the staff were either "bad" or "very bad". The need for a better system was also seen from the ratings of the total population surveyed that the use of information technology can improve information retrieval for internal and external users. Specifically the study came out with the following findings: 1. The assessment of the present status of the National Archives of Fiji in terms of: administration and management, staff/personnel, facilities/equipment, materials and supply, collection and holding were seen as "bad" to "very bad". 2. The different types of services provided by the institution were also perceived as "bad". The cause of these problems seems to relate to each other. For instance, it takes so much time to locate needed information simply Because indexing is not properly done. High recall seems to be accepted by staff as good instead of high precision. 3. The role of the National Archives of Fiji was perceived as "inadequate" 4. The users and staff alike perceived the use of information technology as "very much needed" in the National Archives of Fiji. The highlights of the recommendations to improve the National Archives of Fiji are: 1. The elevation of the Archivist as the new head of the National Archives. He has the right qualifications, experience, skills and knowledge to lead this precious institution. 2. A reorganisation of the whole institution to allow for tasks to be done faster and more appropriately. Clear lines of authority and communication within the organisation ought to be established. 3. A list of training needs has been suggested also to improved staff : knowledge and technical skills within the organisation. i 4. A suggested general systems design has been designed to cater to the • organisation in light of the findings above. | It will also be a tremendous risk on the archival documents if proper care and storage are not done now. The people of Fiji will stand to lose the most if the status of the National Archives is further ignored .
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