What is «ஆவணம்»? – 4

This post is based on the original post at facebook page, “Archive of Tamils in Norway”, on 25th June 2020.

What is archival material?

According to Norwegian archival law, a document is: a logically defined amount of information stored on a medium for later reading, listening, displaying or transmission (“ei logisk avgrensa informasjonsmengd som er lagra på eit medium for seinare lesing, lyding, framsyning eller overføring”.)
And record/ archive is: documents that have been created by or have come into an activity as part of an enterprise’s solution, case management and administration. (“dokument som vert til som lekk i ei verksemd»)

Traditionally, a document refer to a paper. But from electronic era, a document is technology neutral and independent. So, an archival document can be found in variety of information carriers. They can for instance be readable text on paper, digital material in databases, maps, drawings, photos, film, audio tapes and more. The difference between “பதிவேடு” and “ஆவணம்” is (1) active archive “பதிவேடு”, which is in daily use in the organisation that creates the archive (records creator/ பதிவேட்டை உருவாக்கியவர்) and (2) terminated, historical archive “ஆவணம்”, ie archive that is out of use of the records creator. So, old and terminated archives that are around 5-8 years old are given to an archival institution.

Below are few examples of different kinds of documents. Please note that I have only taken few examples to demonstrate different kinds of information carriers.

Document: Letter
Records creator/ பதிவேட்டு உருவாக்குனர்: Norwegian Tamil Health Organisation
Traditionally, this will be in paper. But now it is publied digitally. This is an example for active archive at the organization. This document is still relevant and in use.):

Document: Photo
Records creator/ பதிவேட்டு உருவாக்குனர்: Muthamil Arivalaiyam (Tamil school in Oslo). Photographer: unknown

Document: Photo
Records creator/ பதிவேட்டு உருவாக்குனர்: Prateesh Memography (Photographer)
Independent photographer´s photo of Tamil Murasam radio event in Oslo.

Document: Graphic
Records creator/ பதிவேட்டு உருவாக்குனர்: Kri Thirunavukkarasu
The artist has created graphic for a different cause and organization.

Document: Booklet
Records creator/ பதிவேட்டு உருவாக்குனர்: Norway Tamil Sangam (Organisation) (preserved at the online archive, Noolaham. This is an example for terminated archive that is at an archival institution.)

Document: Web page (Article)
Records creator/ பதிவேட்டு உருவாக்குனர்: Namathumalayagam (An article about Norway Tamil Sangam by Namathumalayagam)

Document: audio visual
Records creator/ பதிவேட்டு உருவாக்குனர்: Thainilam Kalaiyakam
This is a documentary film created in conjunction with the 10th anniversary of Annai Poopathi Tamil Cultural Center. This is a tamils school in Oslo.

Document: Audio visual
Records creator/ பதிவேட்டு உருவாக்குனர்: Vaseeharan Creations
Even if the interviewee is a Candian Tamil, the production belongs to a Norway based organization because it was created by a Norway based organization. Therefore this document should be archived in Norway.

Document: Audio
Records creator/ பதிவேட்டு உருவாக்குனர்: Tamil Education Development Council
Organisation based in France. Produces teaching materials for Diaspora Tamils.

As you can see, apart from “Norway Tamil Sangam anniversary booklet 1983” (1983), all other records are only available at social medias and websites. All activities are at record creation lever (பதிவேடு). But they need to be progressed to archive (ஆவணம்).
If the website shut down or the social media block or loose the content, the materials will be lost forever. Unless the individuals have a backup or original at their home. Another problem with materials that are spread across social medias and on internet is that it is tremendous time consuming to search for materials. Most of the time, the person would not find the appropriate material. On the other hand, it will be disorganized and can be unreliable.
If the materials end up in an archival institution, they will be gathered in one place. It will save time and effort. Archive preserved at every country will become an archival heritage for Tamils all over the world. They will be a social documentation for Tamils.

There is noticeable that Tamils have re-started to discuss about preserving archive of Tamils. The internal and social discussions will help Tamils to find an appropriate solution on how and where to preserve the historical and cultural heritage of Tamils. But please don´t forget that without records captured and stored at organizations (பதிவேடு), there will be no archive (ஆவணம்).

For info:

To be continued…

Next post: What is «ஆவணம்» – part 5: Which records become archive?

Please do not forget that your are keeping a piece of Tamil cultural and historical heritage at your home. Please give public access to that heritage.

Reproduction of this article is allowed when used without any alterations to the contents and the source, DsporA Tamil Archive, is mentioned.

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