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“This year’s theme – ‘Archives – A
Resource for National Development’,
was borrowed in part from the works
of a visionary Virgin Islander who de‐
veloped a thesis topic on this very
subject some thirty years ago! Amaz‐
ingly, information yielded by this re‐
search is still relevant in our modern
age of advanced information
technology.
What is the connection between Na‐
tional Development on the one hand
and Archives and Records Manage‐
ment on the other hand one might
ask, or why even have a discourse on
the subject? Simply put, no modern
Government could be expected to
operate efficiently without the basic
infrastructure of a records centre ser‐
vice and a functioning archives re‐
pository system.
Archives and records management
One of the most important tasks in records management is organizing your
records. In what matter are you going to store them in your physical and/or
electronic filing system? In alphabetical order? Using a hierarchical scheme?
By topic?
A records classification scheme defines this order for you. It will group similar
records by business function, record class, and record type. Record classifica
(Continued on page 5)
Inside This Issue Government Classification Scheme
May/June 2010 Volume 4, Nos 5 & 6
Archives, Records and Information Week— Highlights……………………………….…..….page 1 Government Classification Scheme……. page 1 What Is Records Management …...……..page 4 ARMA Challenges Organizations to Implement Better Record Keeping…...……..........page 5 What do I Do with All of My Old Records………………………..………………..page 6 Local Authors.………………………………...……page 8 Friends Are in Invaluable—Become a Friend of the Archives Today!!...………………..…….page 10
Archives, Records and Information Week - Highlights are still necessary tools in Govern‐
ment administration for efficiency,
transparency, authenticity and rele‐
vance and are still invaluable re‐
sources in development planning,
cultural growth, economic progress,
educational progress, research and
scientific discovery and national iden‐
tity. In other words, the proper man‐
(continued on page 2)
Today in VI History
1 May, 1964—The Sloop ‘UNA’ of Sea Cow’s Bay was rammed by the M‐B‐Caneel Bay of St. John while passing Stevens Cay. It sank within five minutes after the port side of the Caneel Bay hit the stem and tore it off. No physical injuries were
suffered by the crew.
‐ Source: Island Sun 5thMay, 1964
Special Edition
Page 2 ARM News, Volume 4, Nos 5 & 6
Archives, Records and Information Week ‐ Highlights con’t from page 1
agement and archiving of records can be seen as the ‘life‐blood’ of
our institutions. These are some of the reasons why it is so impor‐
tant for us to raise awareness levels of public and private users of
records and information on occasions such as Archives and Records
Information Management Week.”
‐Excerpt from Deputy Governor’s Opening speech
(Continued from page 1)
Two book launchings on the same day made history in all the
Virgin Islands! Each was inspiration by the Archives. Andria Flax’s
“The Way We Were” was inspired when she saw her grandfa‐
ther’s photograph in last year’s exhibition and “Snapshots of the
Past” is a special collection of rare photographs selected from
the Old Pictures Exhibition of 2007. The
latter was officially launched at Govern‐
ment House on April 15 (right). The power
of Archives illustrated in no ordinary way!!
‐Verna Penn‐Moll, CRMO/CAP
Book Launchings: The Power of Archives!
Photo Source: GIS
Protecting Records Tuesday, April 13th— A video, on the very important subject of protecting records from mould drew persons anxious to learn the process.
Today in VI History
3 May, 1943—Secondary Education was introduced in the British Virgin Island on this date. The school was then called the Virgin Islands Senior School and
started with only 40 pupils on roll. The staff comprised of T.D. Green‐Headmaster, N.E. Harrigan
‐ Asst. Master, Miss Lubelle Penn‐Domestic Sc: Mistress. In 1944 and 1946, respectively, Miss Enid Scatliffe and the late Rubena Connor joined the
staff.
‐ Source: Public Library Index revised and amended by the Archives Unit
6 May, 1980—The Government Information Service
News Release reported that the Water and Sewerage Dept, formerly a sub‐section of Public
Works Department, had been commissioned by the Government of the VI to organise and manage its
own operations.
Who was the first Director?
‐Source: GIS News Release 22/80
Wednesday, April 14th — The Workshop held on “Exploring Biography Writing” conducted by Dr. Katherine Smith (pictured right in black), attracted participants from a cross‐section of the Territory, including Jost Van Dyke. ‐Verna Penn‐Moll, CRMO/CAP
Workshop
Page 3 ARM News, Volume 4, Nos 5 & 6
Archives, Records and Information Week ‐ Highlights con’t from page 2
Deputy Governor’s History Research Programme, 2010 How to Write a Biography A biography is simply the story of a life. Biographies can be just a few sentences long, or
they can fill an entire book—or two.
• Very short biographies tell the basic facts of someone's life and importance.
• Longer biographies include that basic information of course, with a lot more detail, but they also
tell a good story.
Biographies analyze and interpret the events in a person's life. They try to find connections and to explain circum‐stances. Biographies are usually about famous, or infamous people, but a biography of an ordinary person can tell us a lot about a particular time and place. They are often about historical figures, but they can also be about people still living. Many biographies are written in chronological order. Some group time periods around a major theme (such as "early adversity" or "ambition and achievement" ). Still others focus on specific topics or accomplishments. Researching Biographers use primary and secondary sources:
• Primary sources‐ Examples are letters, diaries, first ‐ hand accounts‐ interviews etc, or newspa‐
per accounts.
• Secondary sources include other biographies, reference books, or histories that provide infor‐
mation about the subject of the biography.
To write a biography you should: 1. Select a person you are interested in
2. Find out the basic facts of the person's life. Start with the encyclopedia and almanac.
3. Think about what else you would like to know about the person, and what parts of the life you want to
write most about.
Some questions you might want to think about include:
• What makes this person special or interesting?
• What kind of effect did he or she have on the world? Other people?
• What are the adjectives you would most use to describe the person?
• What examples from their life illustrate those qualities?
• What events shaped or changed this person's life?
• Did he or she overcome obstacles? Take risks? Get lucky?
• Would the world be better or worse if this person hadn't lived? How and why?
4. Do additional research at your library or on the Internet to find information that helps you answer these
questions and tell an interesting story.
Call the ARMU for more information on how to write and submit your story in the Deputy Governor’s
Awards Programme 2010 ‐ Exerpts from the Biography Workshop; Organized by Verna Penn‐Moll CRMO/CAP
nformation is one of an or‐ganization's most important assets because it is at the centre of everything we do. How this information and
records are managed can directly affect our ability to compete, com‐ply with regulations, and recover from disaster—in other words, to operate effectively.
Records As well as traditional paper documents, records now include emails, microfilm, com‐puter tape, digital images, and maps, to name just a few. Any recorded information that con‐tributes to the operation of a business constitutes a record.
Records Management Records management is the sys‐tematic process of planning, organising and controlling all the processes involved in the life of a record, from the time it is created, through its active and inactive periods, until its permanent storage or final destruction. Records Management has the dual goals of promoting the efficient retrieval and use of information and keeping records management costs to a minimum.
The Record Life Cycle The life cycle of a record is a logical framework in consideration of the requirements of a record through‐
out the life of the record. Record Creation and Organisation The first step in a records manage‐ment programme (see Fig.1) is to take an inventory of all the organi‐sation’s records. This will help the company to understand the types
of records it has and enable it to destroy unnecessary records.
Active Records Management Depending on the type of record and its intended use, the period of active records storage can range from days to several years. Compa‐nies select filing methods and me‐dia formats depending on how fre‐quently the record will be refer‐enced and how quickly access is required. Inactive Records Management The frequency of use of different types of records varies and some records need to be close to hand
even though they are referenced infrequently. Others need to be kept due to regulatory needs. Inac‐tive records are maintained be‐cause companies find it difficult to predict which records will be needed in the future. Disposition The final stage of a record’s life cy‐cle involves either permanent stor‐age or destruction and is commonly referred to as Disposition. ‐Keiyia J. George, Government Archivist (Ag) Source: ARMU Pamphlet
Page 4 ARM News, Volume 4, Nos 5 & 6
What Is Records Management?
I
Today in VI History
12 May, 1983—The BVI Island Sun noted that eggs could no longer be
imported into the B.V.I.
‐Source: Island Sun 21, May, 1983, p1
13 May, 1978— On this date Dean Greenaway of East
End represented the Caribbean in Series of Athletic Competitions held in Ponce,
Puerto Rico. ‐Source: Island Sun, 29th April, 1978
15 May, 1983— The new Health Clinic at Long Look was officially opened; the clinic was called the ‘Roselind Penn’
Community Health Centre in honour of one of the outstanding Midwives of
Long Look Community.
‐Source: Island Sun 28th May, 1983 p.1
Figure 1
Record Creation and Organization
Active Inactive
Disposition
Records Life Cycle
announce a set of Generally Accepted Recordkeeping Principles (GARP). Through these principles, ARMA Inter‐national provides a framework for guid‐ance in implementing information man‐agement programmes to help business leaders, legislators, the judiciary, and other stakeholders understand and ad‐dress the key components of records and information management as a dis‐cipline and as a best business practice. The principles were developed from related information management legis‐lation, the combined experiences of the task force members, applicable ARMA International, ANSI, and ISO standards, the recommendations of ARMA Inter‐national's more than 11,000 profes‐sional practitioners, and case law. Each of the eight principles has an ex‐panded description containing detailed information on how to ensure organiza‐tions are meeting the criteria for a sound information management pro‐gramme. These descriptions, as well as other information on the principles, can be found at www.arma.org/garp. Source: ARMA Challenges Organizations to Imple‐ment Better Recordkeeping. Document Media,
http://www.documentmedia.com/ME2/dirmod.asp?sid=&nm=&type=news&mod=News&mid=9A02E3B96F2A415ABC72CB5F516B4C10&tier=3&nid=15B411A
B8EEF4AC0B521 0868C88EA111
Page 5 ARM News, Volume 4, Nos 5 & 6 Professional Press
ARMA Challenges Organizations to Implement Better Recordkeeping
Today in VI History
21 May, 1969 — On this date a dedication ceremony was held to mark the
inauguration of Electricity in Cane Garden Bay.
‐Source: Island Sun 24, May, 1969
23 May, 1982—A ceremony was held on Virgin Gorda that officially opened and
dedicated a substantial well designed and spacious school. The new Public School
Building is intended for Primary as well as well as Secondary education and was
named the Bregado Flax Education Centre in honour and memory of the late Bregado
Flax an Educator and native of Virgin Gorda.
‐Source: Island Sun Saturday,
29th May, 1982 p1
25 May, 1774—The vessel Martha under the command of Captain McIntosh was
lost on Anegada.
‐ Source: Public Library Index
25 May, 1989—The B.V.I was represented at the 1st Annual Peach Carnival by Mr.
Verne Wheatley, Head of the B.V.I. Tourist Board, New York Office and the Latitude Stars of V. Gorda. The Carnival held in
Atlanta, Georgia is named after the official Fruit of Atlanta featured were Caribbean and African Music with dance, arts, craft
and other events.
‐Source: GIS News Release 168/89
Today in VI History
The Road Town property of Mr. Kenneth Harrigan was purchased for $5000 to relieve traffic at the market square and to allow for better Harbour and Customs facilities. The lot was situated between the O’Neal plot and
residence of Mr. George Sargeant. ‐Source: Islands Sun 16th May, 1959 p1
Records are the foundation of compliance and the key to suc‐cess for organizations—big or small, public or private ‐ in any industry. Litigation professionals, too, are becoming painfully aware of the need to manage e‐mail at an organizational level in order to mitigate risk during the legal dis‐covery process. Businesses are also coming to realize greater effi‐ciency and cost savings due to better information management. As a result, recordkeeping best practices have become a process and skill needed by not only re‐cords professionals, but by every employee. Due to the exponentially expand‐ing volume of information avail‐able and the pressing need to manage information correctly, ARMA International is pleased to
tion scheme provide a basis for making correct decisions
about records.
In the January/February editions of ARM News, it was re‐
ported that ARMU was preparing to launch a new classifica‐
tion scheme for all government offices. Since then, ARMU
has been working with departments in the pilot group,
Classification (Continued from page 1)
Governor’s Group, to implement the new scheme.
Departments do not have to re‐classify their old files, but
the “cut‐off” date, after which all new files should follow
the new scheme, was 1st March, 2010.
The scheme for mandated functions will be dealt with sepa‐
rately.
‐Keiyia J. George, Government Archivist (Ag)
What Do I Do with All of My Old Records, Part I
Old records aren’t to keep forever. When they fill up your office, they are either destroyed or sent to off‐site storage in boxes, where they are maintained for a period of time and then disposed. In either case, their retention and destruction are governed by a records retention schedule.
What is a retention schedule?
• A records retention schedule is nothing more than a list of re‐cord types that is followed by information on how long each type should be kept.
• The record types are organized and structured to make finding them easy.
• It may include additional infor‐mation, such as location or me‐dia types and other helpful in‐formation.
• When the retention period has expired, the record is physically destroyed.
How does the schedule work?
The schedule is a list of record types called record series. It is important to remember that a record series is a category containing several indi‐vidual record titles. If you look for a particular record on the schedule, you may not see it. Instead, you’ll scan the record series and see which one fits your particular re‐cord. In most cases, the series that your record is in will be obvious. If it’s not, contact [ARMU] for guid‐ance.
When you create a record, it goes through a lifecycle. (See page two)
It is actively used for business activi‐ties for a period of time, and then it typically is used less frequently. Finally it is retained for an addi‐tional period of time during which it is available for reference or legal purposes. When the retention pe‐riod is satisfied, it is destroyed or transferred to [the] archival facility.
The retention schedule makes this an orderly process. Every record series on the schedule has a reten‐tion period assigned to it that in‐cludes both the maximum and the
minimum time to keep the record. It must be kept for at least the mini‐mum time period because either it’s needed for business purposes or the law requires it. Keeping it longer than the maximum period among other things, could put the organization at risk legally.
See Part Two in the next issue.
‐Source: ARMA International Pamphlet, What Do I Do with All of My Old Records?
Records Management Tips
Today in VI History
25 May, 1985‐Miss Evadne Grant 1st Runner up in the Miss B.V.I. Pageant was crowned Miss Trojan Caribbean Queen; she was the first
B.V. I. Contestant to hold the title.
‐Source: BVI Beacon 30th May, 1985 p.1
26 May 1960 The bi‐centenary of Methodism in the West Indies was observed in the British Virgin
Islands. .The then Chairman of the Circuit the late Rev. W. Barret was the guest speaker at
the Circuit rally in Road Town.
‐ Source: Public Library Index revised and amended by the Archives Unit
ARM News, Volume 4, Nos 5 & 6 Page 6
Old records aren’t to keep forever. When they fill up your office, they are either destroyed or sent to offsite storage in boxes, where they are main‐tained for a period of time and then disposed.
Crystal Clarity The pictures for the book‐ “Snapshots of the Past” were selected from the Old Pictures Exhibition of 2007. The entire public was invited to submit old pictures and only pictures exhibited in that exhibition are included in the book. When it was decided to publish in book form, a Com‐mittee consisting of Susanna Henighan Potter, Floris Lettsome‐ Lewis and Astrid Wenzke headed by Christopher Varlack was tasked with selecting and grouping the pictures. It was a long tedious process encountering software breakdown and seeking permission to publish from every contributor. It took over a year to obtain written permission from the owners of the pictures. Not all owners gave permission and so those pictures could not be included; other pictures were of poor reproduction quality and were not included. The cover picture was chosen because Catherine Lettsome was
the only centenarian represented in the 2007 Exhibition.
‐Verna Penn‐Moll, CRMO/CAP
Page 7 ARM News, Volume 4, Nos 5 & 6
Archives, Records and Information Week ‐ Highlights con’t from page 3
Much excitement centred around the Second Old Pictures Exhibition, which
opened at the Old Sugar Works Museum on April 12 at 5:00 p.m. Scores of rare
pictures exhibited for the first time attracted crowds of residents and visitors.
Most importantly…… students from schools across the Territory were able to
visit and learn much about life in the islands in the 1930s and 40s. One drawback, however, was the limited ac‐
cess time to the Exhibition, because the Mu‐
seum closes at 3.00 pm and the alternative
venue, Central Administration Complex, had
not installed nor gave permission to install, the
simple improvements suggested in 2007,
which would facilitate the mounting of such
exhibitions. Simply put, the territory needs an
Archive Repository building where ready ac‐
cess to educational resources would not be
impeded!
‐Verna Penn‐Moll, CRMO/CAP
Second Old Pictures Exhibition
Today in VI History June
1 June, 1965—The Magistrate Court began regular sittings in Virgin Gorda. Source: Island Sun 5 June, 1966
4 June, 1838—News source in the Danish W.I. reported that the Legislature in the BVI had adopted a measure terminating the apprenticeship system effective August 1, 1838. August Monday is not just to celebrate manumission from slavery but also from apprenticeship. ‐Source: Public Library Index revised and amended by the Archives Unit
10 June, 1977—A fire of undetermined origins destroyed the staff room and head teacher’s office at Belle Vue Primary School. Most of the school’s equipment and books were destroyed.
‐Source GIS News Release 35/77
7 June, 1976— The first Primary schools field day was introduced. Source: Island Sun 17 July, 1976
12 June, 1967– The Electricity Unit became a separate Department ruling its own accounts. Prior to this, it was a subsection of the Public Works Department
(Continued on page 9)
Page 8 ARM News, Volume 4, Nos 5 & 6
VI History and Facts
Ms. Ermin Penn, writing under her family names “Davies Pickering Penn”, has published a number of titles in a private and professional capacity. Most of her writings are inspired by her love of Virgin Islands history and cul‐ture and her compelling to capture, record, and in some way preserve a dying way of life for future generations of Virgin Islanders. In 1990, she published “Virgin Gorda, a panoramic view of the island – Its land, her history, culture and people from the time of the Amerindians through the Plantation Period to present day”. In 1997 she penned and pub‐lished “Virgin Islands Musings: In Verse, Song, and Narrative”, that takes one back to the daily life and celebra‐tions in the time of her childhood when the Virgin Islands was still a subsistence economy and life very much cen‐tered around the land, the sea, and the community. She has brought the drama of life as it was then to the stage with the writing and production of two plays: “Christmas in the Virgin Islands” and “Tis Like Dat.” In 2000 in her role as Coordinator of the Millennium Project, in celebration of traditional forms of industry, archi‐tecture, wildlife, and culture on which modern life in the Virgin Islands was built, she wrote Virgin Islands Mari‐time History, Virgin Islands Architecture 300 AD to 2000, Virgin Islands Wild Flowers, Virgin Islands Craft Technol‐ogy 300 AD to 1960 and Shell Craft Post 1960, Surnames of the Virgin Islands: 1834 to circa 1918, and along with Ms. Adorothy Turnbull, Virgin Islands Food.— In 1990 she also published Baby Coconut ‐ a playful children’s book that shares a boy’s encounter with a baby co‐conut as he observes its transformation into a full grown coconut tree.–Ms. Angela Penn‐Burnett (Jennifer Flemming– SEO)
Mrs. Jennie N. Wheatley was born on June 24, 1939 in Tortola, British Virgin Islands. She attended Teachers College in Antigua, W.I., Mount Alison Univer‐sity in Canada and Leeds University in the United Kingdom. She taught in pri‐mary and secondary schools and the H. Lavity Stoutt Community College. She is the author of “Multiple Choice for Caribbean Examinations Council,” “Boysie and the Genips and other stories”, “Pass it on: a Treasury of Virgin Islands Tales”, “Daniele’s Trunk,” “Ariana likes to Read”, “Along the Road and Timmy Turtle Crawls away”. Mrs Wheatley was awarded the MBE in 1993. She is also
a Paul Harris Fellow from the Rotary Club of Tortola. She is married to Charles Wheatley and has three sons, Ludwis, Lloyd and Leon Wheatley and a proud grandmother of three grand‐daughters. –Mrs. Jennie N. Wheatley
Local
Authors
Page 9 ARM News, Volume 4, Nos 5 & 6
‐Source: GIS News Release 69/67 15 June 1802—John Sullivan Sr., of East End, received his freedom. A native of Spanish Town, Virgin Gorda, he
lived to be 100 years old. His descendents are still going strong in St. John. ‐Source: Public Library Index revised and amended by the Archives Unit
16 June, 1695—On this date Tortola was allegedly sold to Sir Joseph Shepherd, a Rotterdam Merchant, for 3,500 guilders.
‐Source: History of the BVI p5
June 1987—Labour and Immigration Offices services were extended to Virgin Gorda. Visits were made on the first and third Thursdays of each month from 10:30am‐1:30pm. The Offices were located upstairs in the Post Office at St. Thomas Bay. ‐Source: Island Sun 20 June, 1987, p3
22 June, 1970—Negotiations on the Wickham’s Cay and Anegada agreements began in London. ‐Source: Island Sun June 1970
23 June, 1972 ‐ Tortola native Mr. Norwell E. Harrigan was appointed Associate Director of the Caribbean Insti‐tute of the College of the VI. ‐Source: Island Sun, June 1972
26 June, 1979—A group led by Elihu Rhymer visited the Governor to discuss the law and order situation in the BVI.
‐Source: GIS News Release 27/79
30 June, 1973—BVI issued its first coinage. A special stamp matching the denominations of the coins was issued to commemorate this. ‐Source: Island Sun 30 June, 1973
Today in VI History (Continued from page 8)
• Great! Wonderful!—Geoffrey Brookes • Impressive! —Keturah Crabbe • It’s a privilege to behold such priceless memories/moments. Keep our culture alive! It’s who we are!—
Denise Thomas • I have to come back to take another look! —Jaffali Kazembe • Learned a lot! —Kuron Herbert • A really great collection of photos I have never seen before! —Margot Smith • Great pictures of our wonderful past! —Joyce Winter • Excellent! Excellent! —Barbara Titley • Good work. Keep it up!—Beverly Hodge‐Smith • Very interesting and great to see! —Kerry Hucul • Very Special! Thanks for bringing the photos.—Claudette McAnaney • Very rewarding experience. I love it.—Donald Vanterpool • Keep up the good work! — Jacquline Wheatley • Just great! — Lola Malone • A great collection! I love old photos! — Vivian Lloyd • I was surprised and delighted to see my great‐grandmother on the cover. — Travonnie L. Smith • Wonderful collection of photos — Alisia T. Browne • Great collection of our wonderful past! —Clifton Henry, Jr. • I love here! I shall return! — Muriel Rabsatt
Archives, Records and Information Week ‐ Highlights con’t from page 7
Comments from the Old Pictures Exhibition II
Deputy Governor’s Office Upstairs Burhym (Civil Registry) Building 49 de Castro Street, Road Town, Tortola, VG1110
Tele: 1 284 468 2365 Fax 468 2582 Email: [email protected] www.nationalarchives.gov.vgwww.dgo.gov.vg
Archives and Records Management Unit
Vision Statement Inspired by the need of all Virgin Islanders to ap-
preciate the vital role of records in a democratic so-ciety, the National Archives and Records Manage-
ment Unit seeks to use traditional and modern technologies, along with cooperative partnerships between the Government, private sector and wider
community, to lead and transform information management so that the history, heritage and cul-ture of the Virgin Islands come alive and grow in
importance, relevance and accessibility for present and future generations.
Friends are Invaluable - Become a Friend of the Archives today!
It was a Friend of the Archives, Susanna Henighan-Potter, who drew our attention to the Henle pictures. Ms. Henighan-Potter came across the pictures in the Maria Henle studio while she was doing research in St. Croix. She immediately thought that the pictures were priceless and passed on the information to the Chief Records Management Officer, who nego-tiated the purchase of the BVI pictures from Studio. The investment has already netted ten-fold value, and is priceless! Friends Astrid Wenzke, Monica Allen and Valerie Sims effectively publicized events of Archives Week through radio programmes; and Sandra Warrican of the ZBVI Almanac was just as excited and helpful. Why not enroll today? The objective of the Friends is: To provide support for the National Archives as required. Contact: The National Archives Phone: 284-494-3701 Membership Secretary Fax: 284-494-6481 Friends of the National Archives Email: [email protected] c/o Deputy Governor’s Office Road Town, Tortola
