Caption: Mr Masuali standing next to the microfilm machine
Caption: National Archives entrance.
Caption: documents decaying in the old archive building.
Caption: Filing shelves cramped up due to inadequate space
Caption: Inadequate shelving space in the old building
Caption: Plaque of the current building
Caption: Walkway to the entrance
By MATTHEW VARI
Wednesday, July 10, 2013 (Midweek Chronicle, PNG)
AS the
saying goes- ‘it is the past that makes the future’. That is the simple
principle that motivates the staff at the National Archives and Public Service
Records, to safeguard our national heritage through the preservation of our
national records, as far back as the 1800s (19th century)- to the
present.
The National
Archives was first established in 1957, and was housed in a small facility just
behind the Somare Foundation building, which is still being used today. After
independence, construction work begun on a bigger building to cater for the
increasing number of records that were entrusted to the archives.
It was an
independence gift from the Australian National Government through its aid
agency AusAid (Australian Aid).
Upon its
completion the new archives building was opened on the second day of June 1988,
by the late Sir Kingsford Dibela.
Under the
Office of Libraries and Archives- the archive is one of three institutions,
others being the National Library and the National Museum.
Situated just
below the National Library in Waigani- the building has always had a sense of
mysticism tied to it. Its creepy shrine like structure, coupled with growing
shrubs, overgrown nym trees, and its deteriorated looking exterior all
contributed to the eeriness.
Going through
the education system, the occasional school project never drew any attention to
this building. It was either the National Museum or the Library that were
considered prominent sources. All we knew was that it was where our country’s records
were kept, and that was it.
Fast forward
today and you will see the building being liberated through the efforts of
contractors undertaking redevelopment projects around the grounds and on the
actual building itself. Giving it that standout presence it so badly needed
compared to other grandeur buildings such as the National Courts, Fincorp
House, and The National Library.
As I walked
through the newly paintedroofed footpath- I realised that this was the first
time in my 23 years existence to visit the National Archives. Then it struck me
that if I had never set foot or understood the functions of the National
Archives. Many young people like me would be in the same situation.
Most of us
young people have never set foot in the national archives, we either chose to
ignore it or never saw it as significant at all to pay a visit.
Reaching the
main door I heard a buzz, and permission was granted, and I entered. After
exchanging pleasantries with the staff- I explained my curiosity in wanting to
know what the institution was for, and yes I did confess, rather embarrassingly,
that it was my first time to walk through the door.
I was then
referred to the warm relaxed office of the Senior Archivist, Elies Masuali, who
welcomed me to the archives and gave me his consent for an interview.
Mr Masuali
has dedicated close to 20 years of his life preserving our national
information. He is the second in charge to the National Archivist. He gave me a
run-down of what their function was and the types of records they keep.
The National
Archives is specialised in the collection and storage of all written records
ranging from reports during the 1800s to the storage of public servants file
and many more up till today.
There are
two types of records- the Registry and the Personal Records of all public
servants.
Registry,deals
with the day to day correspondences of government officials as far back as the
1800s (19th century). In there one can find land records, patrol
reports, annual reports, also records of registered land that were purchased
from traditional land owners.
When land
was purchased by the colonial authority, records kept details on how the land
was purchased, by how much, and even what was used to pay.
Reports
compiled by early patrol officers also report disputes between villages. They
had their cases presided over by the officers- who were both judge and jury in
those days. Their reports covered all that they saw and felt as they patrolled
the isolated parts of the country.
All recorded
reports were then sent back to the district commissioners. They sent these
reports along with their own to the administrators who compiled them into
annual reports. Quiet a mouthful I know, however, very important today none the
less.
The
importance of the land records can mean the world of difference in land
disputes or the ownership of land resources project area- which is a common
issue in the country.
Samson
Paiye, an archives assistant at the National Archives attests to this.
“I am from
the Southern Highlands, and most records of the province are not there but are
kept here, even the very first written documents dictating customary land
ownership.”
“Same as in
the other provinces- every original patrol excursion and even the first contact
between the whiteman and the native was documented and stored here,” he said.
Even early
anthropologists that came into the country to do their research have deposited
copies in the collection.
Overseas
researchers are some of the usual visitors to the archive- usually from
prestigious universities overseas. They study our history with great interest
and recognition- for their masters and PhD programmes.
Personal
records are the most classified. These are where records of all public servants
in their respective departments are kept. All government departments keep records
of yearly performances and other particulars.
These records
are then sent in to the archives for storage. Each worker has their records
tabled into volumes. When the employee has reached 200 pages- their file is
bound and a new volume is compiled for them.
Mr Masuali
made it clear that all public servant records are the most confidential
documents kept by the archives.
“Even I
myself, the senior archivist, cannot access the personal record of any public
servant deposited here.”
“Only the
respective departments that employ these individuals have the authority to
access specific entries that are requested.”
“I want to
point out that the National Archives is a neutral party- we don’t takes sides
nor do we have an opinion in political issues, nor any issue for that matter,”
he pointed out.
Departmental
Heads (Secretaries) have authorizing signatures that enable the release of
employee documents.
An example
of this would be when a public servant retires. If he or she wants to see his
or her records to query payment of entitlements, the person would have to go
through the department they worked for and request for permission to access
their file.
Departmental
representatives will then request for the specified file from the archives, use
it, and when done return the file to the archive within a period not exceeding
a month.
The National
Archives has an Act put in place that gives it authority to give consent for
any record disposal that takes place.
“If we are
not a party to the disposal, those responsible will be liable to prosecution.”
“During the
sanctioned disposals, we give guidelines to determine which records are to be
disposed and those that will not to be,” explained Mr Masuali.
National
Archives have developed a record filing system that is considered the best in
the Pacific region; in 2010 the guide (Record Keeping for Good Governance) for
the country’s archiving system was launched. The guide has been used by
countries in the Asia Pacific region.
They also
collect audio recording of parliament sittings dating back to the old house of
assembly- 1,800 tapes in total.
When asked
what records he considered to be most valuable. He said the land records to
this day are very precious- the next equally valuable being the personal
records of state workers.
“Your record
is your life- if we had a fire for instance and lost these records; we would
have indirectly killed so many people.”
Records that
have controversy written all over include Acts of Parliament.
I asked what
measures were put in place to save records in the event that a fire breaks out.
“Fortunately
for us- we have microfilmed most of our records”
“It’s the
best method because it protect and maintain the authenticity of the original
document, and also prevent any alteration that may be made if we only had the
collection digitalized,” Mr Masuali said.
Microfilm is
a type of film bearing a photographic record on a reduced scale of printed or
other graphic matter. This format reduces images to such a small size that they
cannot be read without optical assistance, which help in reducing the space
required to store the original records.
He, however,
confessed that records will still be lost, and with every document that is
destroyed a piece of history of the nation disappears along with it. That is
why stringent measure have been put in place to prevent any such disaster from
happening in the future.
As we toured
the store rooms- I saw fire extinguishers on every wall. Walking into each room
the smell of old antique history fills the air. Old papers mixed with time,
like brewed whisky left to mature over the years, adding both quality and
value.
Under
supervision of the Senior Archivist- maintenance is always supervised and
scrutinized when using electrical equipment in the storage rooms. Fumigation
(pesticide gaseous treatment) is conducted each quarterly in a year.
I notice
that space in the storage areas getting smaller as more documents were being
piled up in the loading bay, which is suppose to be a temporary storage area.
“The same as
with other state institutions, more funding is greatly needed to expand our
storage and preservation capacity.”
“We’ve been
fortunate to have our funding increase slightly in recent years, which has now
enabled us to go out now and create awareness of our role in the country,” he said.
Copies of
vital documents have been sent to other archives overseas as a backup measure
in case of disaster. Duplicates have been sent to Canberra Archives in
Australia, San Diego Archives in the United States, and the Fiji National
Archives.
Staff members
were kind enough to take me to the old archive building, which was a huge
contrast to the newer building. Apart from its smaller size and new paint job-
inside the building would make any patriot sad- because of the increasing load
of documents coming in each year. This part of the archives is in a sorry
state.
Archives
Assistant Leanne Erepe explained the plight of documents kept in here as a real
loss to our history given the state they are in. Pleading with the government
to come to their aid and help stem the loss of information that is happening
due to lack of proper equipment and facilities to preserve them.
Standing in
the building, the lack of air conditioning made it very uncomfortable-the type
of environment that is a haven for rats, snakes, and cockroaches that feast on
paper.
“Because of
this lack of technological capability, the archive has no choice but to produce
the original documents to the person requesting because they have a right to
those information.”
“They,
however, do not have the right to temper with the archival records-in some
instances pages are missing, tearing of pages, bits of information, or they
write on it,” she said.
“We, like
the National Museum, and Library are custodians of knowledge to the people of
the nation, and credit goes to management the directorate for the many new
changes that have occurred with what we have been given.”
“We however
need more effort and resources put in to safeguard the written part of our
history by the state,” she added.
She added
that requesting records should be limited to scanned copies on computers which
will not compromise any information on the originals.
Sentiments
that should be taken seriously, considering the sensitive nature of many
documents in the archives that hold true value beyond their years.
The recent
developments have indeed made a real difference in making the public take
notice of the institution. It is my hope that citizens and those in power who
have taken institutions like the National Archives for granted- to appreciate
the work these individuals do to safeguard yesterday and today, for tomorrows
generation in the treasure trove of information and secrets.
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