Archival management

1. Introduction to archives

Topic 1:  MANAGEMENT OF INFORMATION SYSTEMS AND SERVICES:
Introduction
Definition of terms
Management refers to the process of coordinating the total resources of organization towards the accomplishment of the desired goals of that organization.
Or: it refers to the art of getting things done through others by directing their efforts towards achievement of   pre-determined goals.
Information Centre is an integrated system which is composed of several interacted and     independent activities namely: Acquisition of materials, Organization of materials, Storage of the     materials, and Provision of the materials. 
Or it refers an organization that deals with the acquisition, processing, storage, repacking, dissemination, marketing and publicity of information. e.g. Libraries, archives, record centers, documentations centre, publishing firms, Database (data centers), Media houses and Cyber cafes.
A manger is a human being who utilizes the force of other human beings working under him for their benefit and the benefit of the organization by forecasting, organizing, directing and controlling people and other resources.
These recourses can be classified as: 
Financial or capital resources.
Human resources. 
Material or physical resources.
Features/ Characteristics of Management  
It is a Purposeful  activity 
It is a tool which helps use of human being and physical resource of the pre-determined goals and exists for achievement of specific objectives.
It is an integrative force
It integrates human, physical and financial resource; It lies on cooperation of everybody.
It’s a continuous process  
It is a dynamic and ongoing process because it involves human problems and issues which is concerned with the identification of the problems and taking appropriate way to solve it.
It is a group of activity 
Management is very much less concerned with individuals.
It is a goal oriented 
Success of any management activity is accessed by its set predetermined goals and objectives. 
It’s a Pervacy 
 It is required in all types of organization whether it is political, social, cultural or business because it helps and directs various efforts towards a directive issue.
It is an art of science 
Management contains a systematic theoretical knowledge and also practical knowledge.
8. It is universal 
Management applies in every situation.
9.  It is social process 
 Management is done by people through people and for the people.
10. It is multi – disciplinary   
Management has to deal with human behavior under dynamic condition it depends on a wide          knowledge derived from several discipline.
11. It is intangible 
Management is unseen or irreversible force but one can feel the pressure of management in form of results.
Objectives of management 
Human and social justice. 
Management serves as a tool of uplifting as well as betterment   of society though increased productivity and employment.
Maximum Prosperity for Employment And Employees.  
Management ensures smooth and coordinated function of an organization. 
Maximum result with minimum efforts.
Concerned with thinking and utilizing human, materials and financial resource in such a manner that we achieve the best combination.
4. Increase the efficiency of factors of production.
Though proper utilization of various factors of production the efficiency can be increased to a great extend which can be reduced through.
Importance of Management  
It helps in achieving  group goals 
It arranges the factor of production assembles and organizes their resources interprets the result in effective manner to achieve goal. It directs group effort toward achievement of pre-determined goals by defining objectives of an organization clearly whir will be no wastage of time, money and effort.
Reduces cost  
It gets maximum result minimum input by proper minimizing and by using maximum input and getting maximum output. Management uses physical human and financial resources in such a manner which result in best combination.
Optimum utilization of resources 
Management utilizes all the physical and human resources productively. It makes use of experts this service lead to use of their skill proper utilization and avoid wastage if the employee machines are producing its maximum there under employment of any resources.
Establishment equilibrium
It enables the organization to survive in challenging environment.           
Essential for  prosperity  of society    

2. Level of management

Level of Management  
Level of management refers to a line of demarcation between various managerial positions in an organization.
 Three main levels of management are: 
Top level
Middle level management
Lower level management

Figure1: Management level structure

Top Level management/ Strategic level/ Administrative level management
Upper level of management in an organization that usually includes board of directors, managing director, deputy director, managing directors officers and deputy chief executive officers.
Role of Top level management  
 Lays down the objectives and role principles of the organization.        
 Issues necessary introductions for preparation of  departmental budget  procedure and      
     schedules.
It prepares strategic plans and policies for the enterprise.
It appoints executive for middle level e.g. departmental managers.
It controls and co-ordinates the activity of all the departments.      
It is responsible for maintain the contact with the outside world.
Providing guidance and direction. 
Responsible towards shareholders for the performance enterprise.
Middle level of management 
 In management of many companies middle level makes the largest group and usually includes the branch manager, chief librarian, marketing manager, human resource manager and departmental managers.
Role of middle level of management   
They execute the plans of operation in accordance with the policies and directives of the top management.
 Makes plans for deserve units of the organization 
 Participates  in employment and training of lower level management 
 Interprets and explain policies form the top level to lower level management.
 Responsible for coordinating activities within  their divisions (department)
 Send important report to the top level   management.
 Evaluate performance of junior mangers
 Responsible for inspiring lower level management towards their better achievements.
Lower level management/ opposition/ first line management   
This management level comprises of people who supervise workers of a company and usually include supervisors, departmental heads and foremen.
Roles of lower level management 
 Assigning jobs and tasks to various workers 
 Guide and interact workers for day to day activities 
 Responsible for quality as well as quantity of production   
 Motivates workers 
 They are the image builders of the enterprise 
 Ensure discipline in the enterprise 
 They are arranging necessary materials, machines tools for getting things done.
 Supervise and guide the subordinate 
Help in solving the grievances of the workers
10. Communicate workers problems, suggestion and recommendatory appeals to the higher  
       level.

Managerial work involves activities and therefore consists of actions. They listen, talk, write, meet, observe and participate. Managerial   activities consist of three major processes namely:

 Information gathering    
Mangers collect information from several sources within outside the organization.

Information analysis 
Mangers continually analyze the information using different methods.

Decision making  
After analyzing the information they make decision and take actions. 
The most common areas of management are: 
Marketing management.
Operational management.
Financial management.
Staffing human resource management

Marketing management involves marketing managers who are responsible for pricing, promoting the product and distributing the services and products of the organization. They conduct market research plan and oversee the distribution network.

Operation management involves operation mangers who are responsible for the actual creation of the goods and services for the organization. Their responsibilities include: production, inventory and plant layout.
Financial management involves finance mangers responsible for managing the financial resources of the organization (financial allocators)
Human resource management involves managers responsible for managing the human resource of the organization.

2.1. Function of management

anagement functions
Management functions refer to the set of activities inherent in most managerial jobs.
These management functions are:
 Staffing 
Staffing is a function of managing the organization structure and keeping it manned. It involves the executive functions such as selection, compensation, training, promotion, retrenchment of employees, remuneration, performance appraisal, transfer and manpower planning.
Planning 
Planning is the process of settling organization goals/ objective and deeming ways and means of achieving them.
Or It refers to an arrangement of doing something considered in advance. Or It is deciding on advance what to do, how to do and who to do it. 
Planning is a thinking   process organized foresight the vision based on facts and experience that is required for intellectual action.
The purpose of planning is to provide management with a blue print of what they should be doing in future.
The planning process consists of the following steps:
Establishing long-term goals and objectives this is usually done by top management. The development of strategic plans serves as the broad and general guidance that would determine the organization future activities. 
Developing tactical plans- these are middle term plans of the organization they stem from the strategic plan.
Developing operational guidance for short term activities that will help in accomplishing strategic plans.
Developing strategic plans – this severs as the broad and general guidelines they would determine the organization future activities
Organization 
It refers to the process of grouping activities and resources in a logical and appropriate way.
Or     It is establishing of a formal structure of authority which is well detained and co-ordinate towards the attainment of specific objectives.
Or It is the creation of department, sections and positions in an organization   
Or it refers to Pattern of library organization varies from library to library depending upon: Library objective, Nature of users, Type of staff, Finance, Building, Altitude of higher authorities and Philosophy of the chief librarian 
In the choice of pattern of organization centralized administrative and decentralized service should be the basic consideration.
In case the goal and objective of a library are changed the organizational structure become large and more people join it hence structure get complex
 Directing     
This involves guiding and directing employees towards organization goal attainment.
Or It is the continuous task of taking directions and incorporating them   in specific and general orders and serving these orders.
Directing entails issuing of orders and instructions, monitoring employees, managing the group process as well as dealing with conflict and change.
Library administrator such as chief librarian or his deputies are constantly expected to issue orders which lay down library policies 
Directing is a complex process of getting things done through people. It offers the greatest challenge to a manager.
Decision making which is extremely important directing consists of the following steps:
Finding occasions for working decision (intelligence activity)
Finding possible causes of action (design authority )
Choosing among course of action (choice authority 
Directing involves the following:
Communication 
Motivation 
Supervision
Coordinating 
This is concerned with inter – relating parts of an organization so as to archive common purpose (unity of action) 
Coordinating will ensure that all departments an sections are working together towards the attainment of organization goals 
Coordination is only possible though person -to- person relationships 
 Controlling 
It’s the process of monitoring and adjusting organization activates towards goal attainment.
Controlling involves the collection evaluation and comparison of information about the task performed or achieved with the standards. The aim of this is to identify the deviations and come up wither corrective measures on what remedy should be taken.
The control process entails:
Establishment of standards.
Measurement and comparisons with actual performance and standards.
Under taking corrective measures 

BASIS
MANAGEMENT
ADMINISTRATION

Meaning 
It is an art of getting things done through others by directing efforts towards  achievement of pre- determined goals 

It is concerned with formulation of broad objectives plans and policies   

Nature 
It is an executive function 
It’s a decision making functions 

Process 
Management decides who should and how should be done 
Decides what is to be done and when is it to be done

Skills 
Technical and human skills 
Conceptual and human skills 

Level
Middle and lower level function 
Top level functions 

2.2. Video on function of management