This Programme is an integrated inter-campus one responsible for the organization and management of the records which the University generates and receives in the conduct of its affairs or which have otherwise been acquired by the Programme, such as the records of the defunct West Indian Federation.
The Programme is headed by the University Archivist who is responsible for planning, developing, implementing, directing, administering and operating the archives and records management programme for the University at large.
On each Campus the Archives and Records Management Programme falls under the ambit of the Campus Registrar with the Campus Records Manager/Archivist responsible for the administration of the programme. The Programme at Cave Hill http://www.cavehill.uwi.edu/armp/default.asp in addition to housing the Campus Archives is responsible for the West Indies Federal Archives Centre http://www.wifac.org which contains the official records of the defunct West Indies Federation.
To provide professional, efficient and consistent handling of University records by implementing policies and procedures based on recognized principles and practices for the appraisal, organization, maintenance, retention and disposition of University records, including their systematic transfer to Archives for preservation, arrangement, description and availability for research, reference and related purposes.
The overall objective is to provide guidance & direction on the organization & maintenance of University records in all formats and this is carried out chiefly by:
- Implementing systems that will provide efficient tracking and retrieval of information/ records:
- Current technology to assist in the management of information and records;
- Ensuring that inactive University records are properly maintained and accessible as long as they are of administrative, financial or legal value;
- Ensuring that University records are either systematically destroyed once they have no further value or transferred to the Archives if they have long-term value;
- Preserving and making available for research and reference those records of permanent value and thereby serve as the institutional memory of the University;
- Serving as a repository for the records of the former West Indian Federation as well as the archival records of selected regional bodies and institutions.
The Programme contributes to the good governance of the University through the effective management of its records in all formats. It is predicated on the premise that University Records constitute a valuable asset and investment that deserve to be managed well in order to pay dividends, especially in the Information Age. By ensuring that records are created and maintained for as long as required, it helps the University to:
- Achieve its strategic goals
- Ensure efficiency as well as accountability in its operations
- Comply with legal and contractual obligations
- Reduce risk of threats (risk mitigation)
- Preserve the memory of the institution for future generations
- Serve as a centre of excellence in the region for the development of archives and records management programmes
- Provide materials of value to the region for teaching and research purposes
University Archivist's Report
At meetings of the University Archives and Records Management Advisory Committee, the University Archivist presents a Report on the Operations and Activities of the Archives and Records Management Programme across the University. Here presented is the University Archivist's Report: