Information and documentation -- International archives statistics

This document specifies guidelines for the archives community on the collection and reporting of statistics for the following purposes: —   strategic planning and internal management of archives; —   aggregating and comparing operational and performance statistics at regional, national, and international levels; —   reporting to stakeholders such as funding institutions, politicians, researchers, and the general public; —   promoting the role and value of archives for advancing learning and research, education and culture, and social and economic life; —   improving the management of processes, reinforcing transparency and supporting good governance. This document does not apply to records centres responsible for records that are still in the legal custody of the organization that created or received them, although it is recognized that some archives also have responsibilities for appraising, acquiring, and managing the current records of organizations that can or not be transferred to the archives for permanent retention. When applying this document to archives that also perform records management functions, the archives can exclude statistics that pertain to its records management functions, including measures pertaining to holdings and their usage and preservation, funding and expenditures, space and facilities, staffing and management.

Information et documentation -- Statistiques internationales des archives

Informatika in dokumentacija - Statistika mednarodnih arhivov

General Information

Status
Published
Publication Date
03-May-2021
Current Stage
5060 - Close of voting Proof returned by Secretariat
Start Date
25-Mar-2021
Completion Date
24-Mar-2021

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SLOVENSKI STANDARD
SIST ISO 24083:2021
01-julij-2021
Informatika in dokumentacija - Statistika mednarodnih arhivov
Information and documentation -- International archives statistics
Information et documentation -- Statistiques internationales des archives
Ta slovenski standard je istoveten z: ISO 24083:2021
ICS:
01.140.20 Informacijske vede Information sciences
SIST ISO 24083:2021 en

2003-01.Slovenski inštitut za standardizacijo. Razmnoževanje celote ali delov tega standarda ni dovoljeno.

---------------------- Page: 1 ----------------------
SIST ISO 24083:2021
---------------------- Page: 2 ----------------------
SIST ISO 24083:2021
INTERNATIONAL ISO
STANDARD 24083
First edition
2021-05
Information and documentation —
International archives statistics
Information et documentation — Statistiques internationales des
archives
Reference number
ISO 24083:2021(E)
ISO 2021
---------------------- Page: 3 ----------------------
SIST ISO 24083:2021
ISO 24083:2021(E)
COPYRIGHT PROTECTED DOCUMENT
© ISO 2021

All rights reserved. Unless otherwise specified, or required in the context of its implementation, no part of this publication may

be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying, or posting

on the internet or an intranet, without prior written permission. Permission can be requested from either ISO at the address

below or ISO’s member body in the country of the requester.
ISO copyright office
CP 401 • Ch. de Blandonnet 8
CH-1214 Vernier, Geneva
Phone: +41 22 749 01 11
Email: copyright@iso.org
Website: www.iso.org
Published in Switzerland
ii © ISO 2021 – All rights reserved
---------------------- Page: 4 ----------------------
SIST ISO 24083:2021
ISO 24083:2021(E)
Contents Page

Foreword ..........................................................................................................................................................................................................................................v

Introduction ................................................................................................................................................................................................................................vi

1 Scope ................................................................................................................................................................................................................................. 1

2 Normative references ...................................................................................................................................................................................... 1

3 Terms and definitions ..................................................................................................................................................................................... 1

3.1 General ........................................................................................................................................................................................................... 1

3.2 Types................................................................................................................................................................................................................ 2

3.3 Governing authority of archives ............................................................................................................................................... 3

3.4 Archives services, programs and use ................................................................................................................................... 4

3.5 Holdings ........................................................................................................................................................................................................ 7

3.6 Space and facilities ...........................................................................................................................................................................11

3.7 Funding and expenditure ............................................................................................................................................................13

3.8 Holdings management...................................................................................................................................................................14

3.9 Archives staff .........................................................................................................................................................................................17

4 Structure and tasks of archives ..........................................................................................................................................................18

4.1 General ........................................................................................................................................................................................................18

4.2 Tasks of archives .................................................................................................................................................................................18

4.2.1 General...................................................................................................................................................................................18

4.2.2 Appraisal ..............................................................................................................................................................................18

4.2.3 Acquisition .........................................................................................................................................................................19

4.2.4 Arrangement and description ...........................................................................................................................19

4.2.5 Preservation and conservation ........................................................................................................................20

4.2.6 Access to archives and their holdings .........................................................................................................20

4.2.7 Public outreach ..............................................................................................................................................................21

4.2.8 Technical advice ...................................................................... .......................................................................................21

5 Uses and benefits of archives statistics ......................................................................................................................................21

5.1 Background .............................................................................................................................................................................................21

5.1.1 General...................................................................................................................................................................................21

5.1.2 Objectives ............................................................................................................................................................................21

5.1.3 Quality ....................................................................................................................................................................................22

5.2 Selection of statistics for the archives ..............................................................................................................................22

5.3 Use of statistics ....................................................................................................................................................................................22

5.3.1 General...................................................................................................................................................................................22

5.3.2 External communication ........................................................................................................................................22

5.4 Presenting statistics to stakeholders ................................................................................................................................23

6 Reporting statistical data .........................................................................................................................................................................23

6.1 General ........................................................................................................................................................................................................23

6.2 Time period to which data refer ...........................................................................................................................................23

6.3 Data estimated by sample ..........................................................................................................................................................24

7 Collecting statistical data .........................................................................................................................................................................24

7.1 General ........................................................................................................................................................................................................24

7.2 Archives ......................................................................................................................................................................................................24

7.2.1 Overview ..............................................................................................................................................................................24

7.2.2 Types .......................................................................................................................................................................................24

7.2.3 Foundation year ...................................................................... .......................................................................................25

7.2.4 Governing authority of the archives .............................................................................................................25

7.2.5 Ownership ..........................................................................................................................................................................25

7.2.6 Number of archives separate physical locations ...............................................................................25

7.2.7 Archives website ...........................................................................................................................................................26

7.3 Archives services and their use .............................................................................................................................................26

7.3.1 General...................................................................................................................................................................................26

7.3.2 Opening hours and conditions ..........................................................................................................................26

© ISO 2021 – All rights reserved iii
---------------------- Page: 5 ----------------------
SIST ISO 24083:2021
ISO 24083:2021(E)

7.3.3 Users ........................................................................................................................................................................................26

7.3.4 Consultancy rooms .....................................................................................................................................................27

7.3.5 Technical equipment .................................................................................................................................................27

7.3.6 Reference and informational questions ....................................................................................................27

7.3.7 Online use and services...........................................................................................................................................28

7.3.8 Use, copies and loans of archives holdings ............................................................................................29

7.3.9 Activities...............................................................................................................................................................................30

7.3.10 Publications .......................................................................................................................................................................31

7.4 Holdings .....................................................................................................................................................................................................32

7.4.1 General...................................................................................................................................................................................32

7.4.2 Years covered by the archives holdings ....................................................................................................32

7.4.3 Total holdings at the end of the reporting period ............................................................................32

7.4.4 Acquisitions during the reporting period ...............................................................................................33

7.4.5 Acquisition mode ..........................................................................................................................................................33

7.4.6 Deaccessions during the reporting period .............................................................................................33

7.4.7 Deaccession mode .......................................................................................................................................................33

7.4.8 Descriptive records and finding aids ...........................................................................................................34

7.4.9 Appraisal assessment ...............................................................................................................................................34

7.5 Funding and expenditure ............................................................................................................................................................34

7.5.1 Operating (ordinary) expenditures ..............................................................................................................34

7.5.2 Capital expenditures ..................................................................................................................................................36

7.6 Space and facilities ...........................................................................................................................................................................36

7.6.1 User places .........................................................................................................................................................................36

7.6.2 Public access workstations ..................................................................................................................................37

7.6.3 Reprographic facilities .............................................................................................................................................37

7.6.4 Public access Wi-Fi .................. ......................................................................................................................... ...........37

7.6.5 Space .......................................................................................................................................................................................37

7.6.6 Security and environmental systems ..........................................................................................................38

7.7 Management ...........................................................................................................................................................................................38

7.7.1 Cooperative projects ..................................................................................................................................................38

7.7.2 Partnerships .....................................................................................................................................................................39

7.7.3 Preservation/conservation ..................................................................................................................................39

7.7.4 Digitization.........................................................................................................................................................................40

7.7.5 Microform ...........................................................................................................................................................................40

7.8 Archives staff .........................................................................................................................................................................................40

7.8.1 General...................................................................................................................................................................................40

7.8.2 Total staff .............................................................................................................................................................................40

7.8.3 Staff training .....................................................................................................................................................................41

7.8.4 Professional education ............................................................................................................................................41

7.8.5 Staff allocation to service areas/working areas ................................................................................41

7.8.6 Auxiliary archivist ........................................................................................................................................................42

Bibliography .............................................................................................................................................................................................................................43

iv © ISO 2021 – All rights reserved
---------------------- Page: 6 ----------------------
SIST ISO 24083:2021
ISO 24083:2021(E)
Foreword

ISO (the International Organization for Standardization) is a worldwide federation of national standards

bodies (ISO member bodies). The work of preparing International Standards is normally carried out

through ISO technical committees. Each member body interested in a subject for which a technical

committee has been established has the right to be represented on that committee. International

organizations, governmental and non-governmental, in liaison with ISO, also take part in the work.

ISO collaborates closely with the International Electrotechnical Commission (IEC) on all matters of

electrotechnical standardization.

The procedures used to develop this document and those intended for its further maintenance are

described in the ISO/IEC Directives, Part 1. In particular, the different approval criteria needed for the

different types of ISO documents should be noted. This document was drafted in accordance with the

editorial rules of the ISO/IEC Directives, Part 2 (see www .iso .org/ directives).

Attention is drawn to the possibility that some of the elements of this document may be the subject of

patent rights. ISO shall not be held responsible for identifying any or all such patent rights. Details of

any patent rights identified during the development of the document will be in the Introduction and/or

on the ISO list of patent declarations received (see www .iso .org/ patents).

Any trade name used in this document is information given for the convenience of users and does not

constitute an endorsement.

For an explanation of the voluntary nature of standards, the meaning of ISO specific terms and

expressions related to conformity assessment, as well as information about ISO's adherence to the

World Trade Organization (WTO) principles in the Technical Barriers to Trade (TBT), see www .iso .org/

iso/ foreword .html.

This document was prepared by Technical Committee ISO/TC 46, Information and documentation,

Subcommittee SC 8, Quality — Statistics and performance evaluation.

Any feedback or questions on this document should be directed to the user's national standards body. A

complete listing of these bodies can be found at www .iso .org/ members .html.
© ISO 2021 – All rights reserved v
---------------------- Page: 7 ----------------------
SIST ISO 24083:2021
ISO 24083:2021(E)
Introduction

This document collects statistics for measuring the archives performance of their tasks, services and use.

Clauses 3 and 7 form the core of this document. Clause 3 provides definitions for most of the elements

which constitute archives and archives services; these are for statistical purposes only. Clause 7

recommends how each of these elements should be counted. Users need to consult both clauses for the

complete picture.

It is recognized that not all measures specified in this document can be collected by archives of different

types, sizes, and functions.
vi © ISO 2021 – All rights reserved
---------------------- Page: 8 ----------------------
SIST ISO 24083:2021
INTERNATIONAL STANDARD ISO 24083:2021(E)
Information and documentation — International archives
statistics
1 Scope

This document specifies guidelines for the archives community on the collection and reporting of

statistics for the following purposes:
— strategic planning and internal management of archives;

— aggregating and comparing operational and performance statistics at regional, national, and

international levels;

— reporting to stakeholders such as funding institutions, politicians, researchers, and the general public;

— promoting the role and value of archives for advancing learning and research, education and culture,

and social and economic life;

— improving the management of processes, reinforcing transparency and supporting good governance.

This document does not apply to records centres responsible for records that are still in the legal

custody of the organization that created or received them, although it is recognized that some archives

also have responsibilities for appraising, acquiring, and managing the current records of organizations

that can or not be transferred to the archives for permanent retention. When applying this document

to archives that also perform records management functions, the archives can exclude statistics that

pertain to its records management functions, including measures pertaining to holdings and their

usage and preservation, funding and expenditures, space and facilities, staffing and management.

2 Normative references
There are no normative references in this document.
3 Terms and definitions
For the purposes of this document, the following terms and definitions apply.

ISO and IEC maintain terminological databases for use in standardization at the following addresses:

— ISO Online browsing platform: available at http:// www .iso .org/ obphttp:// www .iso .org/ obp

— IEC Electropedia: available at http:// www .electropedia .org/
3.1 General
3.1.1
archives

organization or part of an organization responsible for selection, acquisition,

preservation, and availability of one or more archives (3.1.2)

[SOURCE: ISO 5127:2017, 3.2.3.01, modified — Note 1 to entry until Note 4 to entry has been omitted]

© ISO 2021 – All rights reserved 1
---------------------- Page: 9 ----------------------
SIST ISO 24083:2021
ISO 24083:2021(E)
3.1.2
archives

materials, items, records or documents created or received by a person, family or

organization, public or private, in the conduct of their affairs and preserved because of the enduring

value contained in them or as evidence of the functions and responsibilities of their creator, especially

those materials maintained using the principles of provenance, original order and collective control

[SOURCE: ISO 5127:2017, 3.6.1.03, modified — Items, records or documents have been included to

define archives. Note 1 to entry has been omitted.]
3.2 Types
3.2.1
national archives

central archives (3.1.1) consisting of and responsible for the archives (3.1.2) mainly emanating from the

central government of a state
[SOURCE: ISO 5127:2017, 3.6.4.2.03]
3.2.2
regional archives

archives (3.1.1) consisting of and responsible for the archives (3.1.2) mainly emanating from the

intermediate levels of government
[SOURCE: ISO 5127:2017, 3.6.4.2.04]
3.2.3
local archives

archives (3.1.1) consisting of and responsible for the archives (3.1.2) mainly emanating from

municipalities or other local governmental authorities
[SOURCE: ISO 5127:2017, 3.6.4.2.05]
3.2.4
departmental archives

archives (3.1.1) of a government department or administrative agency, institution or organization

[SOURCE: ISO 5127:2017, 3.6.4.2.06, modified — Note 1 to entry has been omitted.]

3.2.5
university archives
archives (3.1.1) of or relating to a university

Note 1 to entry: For academic institutions other than universities, such as independent research institutes, select

"other type not listed above" in 7.2.1.
[SOURCE: ISO 5127:2017, 3.6.4.2.07]
3.2.6
corporate archives

documents and other materials created or received by a group of people (a company, an organization)

in the course of operations and preserved for their enduring value
Note 1 to entry: Includes business archives (3.1.1).
Note 2 to entry: Includes foundation archives (3.1.1).
[SOURCE: SAA Glossary https:// dictionary .archivists .org]
2 © ISO 2021 – All rights reserved
---------------------- Page: 10 ----------------------
SIST ISO 24083:2021
ISO 24083:2021(E)
3.2.7
audiovisual archives

archives (3.1.1) and archives (3.1.2) of documents in which sound and/or pictures are prominent, and

which requires the use of special equipment to be seen and/or heard

[SOURCE: ISO 5127:2017, 3.3.3.07, modified — Archives of documents have been added to the definition.

Notes 1 and 2 to entry have been omitted.]
3.2.8
family archives
archives (3.2.2) of or relating to a family or similar genealogical entity
[SOURCE: ISO 5127:2017, 3.6.4.2.01]
3.2.9
religious archives
archives (3.1.1) of religious bodies and communities
3.3 Governing authority of archives
3.3.1
governing authority

body with legal and fiduciary responsibility for the archives (3.1.1) and for approving archives policy

[SOURCE: ISO 18461:2016, 2.3.1, modified — "Archives" is used to replace "museum". Note 1 to entry

has been omitted.]
3.3.2
state-governed archives
archives (3.1.1) governed by governmental authorities at the national level

Note 1 to entry: Lower-levels of government are accommodated by locally-governed archives (3.3.3)/regionally-

governed archives (3.1.1).

[SOURCE: ISO18461: 2016, 2.3.6, modified — The term and definition for "state-governed museum"

have been adapted to define "stage-governed archives". Note 1 to entry has been added.]

3.3.3
locally-governed archives
archives (3.1.1) governed by city or municipal authorities

[SOURCE: ISO 18461:2016, 2.3.2, modified — The term and definition for "locally-governed museum"

have been adapted to define "locally-governed archives".]
3.3.4
regionally governed archives

archives (3.1.1) governed by regional authorities (federal units, province or county authorities

[SOURCE: ISO 18461:2016, 2.3.2, modified — The term and definition for "regionally-governed museum"

have been adapted to define "regionally-governed archives".]
3.3.5
other public-governed archives
archives (3.1.1) governed by other public authorities

[SOURCE: ISO 18461:2016, 2.3.3, modified — The term and definition for "other public-governed

museum" have been adapted to define "other public-governed archives". Notes to entry have been

omitted.]
© ISO 2021 – All rights reserved 3
---------------------- Page: 11 ----------------------
SIST ISO 24083:2021
ISO 24083:2021(E)
3.3.6
internationally-governed archives

archives (3.1.1) governed by an international organization (such as non-profit or non-governmental

agencies that operate internationally)
3.3.7
privately-governed archives

archives (3.1.1) governed by private entities (such as non-profit or for-profit organizations registered

under private law), families or individuals

[SOURCE: ISO 18461:2016, 2.3.4, modified — The term and definition for "private-governed museum"

have been adapted to define "private-governed archives". Note 1 to entry has been omitted.]

3.3.8
public/private partnership archives
archives (3.1.1) governed jointly, in partnership of a public and private entity
[SOURCE:
...

INTERNATIONAL ISO
STANDARD 24083
First edition
2021-05
Information and documentation —
International archives statistics
Information et documentation — Statistiques internationales des
archives
Reference number
ISO 24083:2021(E)
ISO 2021
---------------------- Page: 1 ----------------------
ISO 24083:2021(E)
COPYRIGHT PROTECTED DOCUMENT
© ISO 2021

All rights reserved. Unless otherwise specified, or required in the context of its implementation, no part of this publication may

be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying, or posting

on the internet or an intranet, without prior written permission. Permission can be requested from either ISO at the address

below or ISO’s member body in the country of the requester.
ISO copyright office
CP 401 • Ch. de Blandonnet 8
CH-1214 Vernier, Geneva
Phone: +41 22 749 01 11
Email: copyright@iso.org
Website: www.iso.org
Published in Switzerland
ii © ISO 2021 – All rights reserved
---------------------- Page: 2 ----------------------
ISO 24083:2021(E)
Contents Page

Foreword ..........................................................................................................................................................................................................................................v

Introduction ................................................................................................................................................................................................................................vi

1 Scope ................................................................................................................................................................................................................................. 1

2 Normative references ...................................................................................................................................................................................... 1

3 Terms and definitions ..................................................................................................................................................................................... 1

3.1 General ........................................................................................................................................................................................................... 1

3.2 Types................................................................................................................................................................................................................ 2

3.3 Governing authority of archives ............................................................................................................................................... 3

3.4 Archives services, programs and use ................................................................................................................................... 4

3.5 Holdings ........................................................................................................................................................................................................ 7

3.6 Space and facilities ...........................................................................................................................................................................11

3.7 Funding and expenditure ............................................................................................................................................................13

3.8 Holdings management...................................................................................................................................................................14

3.9 Archives staff .........................................................................................................................................................................................17

4 Structure and tasks of archives ..........................................................................................................................................................18

4.1 General ........................................................................................................................................................................................................18

4.2 Tasks of archives .................................................................................................................................................................................18

4.2.1 General...................................................................................................................................................................................18

4.2.2 Appraisal ..............................................................................................................................................................................18

4.2.3 Acquisition .........................................................................................................................................................................19

4.2.4 Arrangement and description ...........................................................................................................................19

4.2.5 Preservation and conservation ........................................................................................................................20

4.2.6 Access to archives and their holdings .........................................................................................................20

4.2.7 Public outreach ..............................................................................................................................................................21

4.2.8 Technical advice ...................................................................... .......................................................................................21

5 Uses and benefits of archives statistics ......................................................................................................................................21

5.1 Background .............................................................................................................................................................................................21

5.1.1 General...................................................................................................................................................................................21

5.1.2 Objectives ............................................................................................................................................................................21

5.1.3 Quality ....................................................................................................................................................................................22

5.2 Selection of statistics for the archives ..............................................................................................................................22

5.3 Use of statistics ....................................................................................................................................................................................22

5.3.1 General...................................................................................................................................................................................22

5.3.2 External communication ........................................................................................................................................22

5.4 Presenting statistics to stakeholders ................................................................................................................................23

6 Reporting statistical data .........................................................................................................................................................................23

6.1 General ........................................................................................................................................................................................................23

6.2 Time period to which data refer ...........................................................................................................................................23

6.3 Data estimated by sample ..........................................................................................................................................................24

7 Collecting statistical data .........................................................................................................................................................................24

7.1 General ........................................................................................................................................................................................................24

7.2 Archives ......................................................................................................................................................................................................24

7.2.1 Overview ..............................................................................................................................................................................24

7.2.2 Types .......................................................................................................................................................................................24

7.2.3 Foundation year ...................................................................... .......................................................................................25

7.2.4 Governing authority of the archives .............................................................................................................25

7.2.5 Ownership ..........................................................................................................................................................................25

7.2.6 Number of archives separate physical locations ...............................................................................25

7.2.7 Archives website ...........................................................................................................................................................26

7.3 Archives services and their use .............................................................................................................................................26

7.3.1 General...................................................................................................................................................................................26

7.3.2 Opening hours and conditions ..........................................................................................................................26

© ISO 2021 – All rights reserved iii
---------------------- Page: 3 ----------------------
ISO 24083:2021(E)

7.3.3 Users ........................................................................................................................................................................................26

7.3.4 Consultancy rooms .....................................................................................................................................................27

7.3.5 Technical equipment .................................................................................................................................................27

7.3.6 Reference and informational questions ....................................................................................................27

7.3.7 Online use and services...........................................................................................................................................28

7.3.8 Use, copies and loans of archives holdings ............................................................................................29

7.3.9 Activities...............................................................................................................................................................................30

7.3.10 Publications .......................................................................................................................................................................31

7.4 Holdings .....................................................................................................................................................................................................32

7.4.1 General...................................................................................................................................................................................32

7.4.2 Years covered by the archives holdings ....................................................................................................32

7.4.3 Total holdings at the end of the reporting period ............................................................................32

7.4.4 Acquisitions during the reporting period ...............................................................................................33

7.4.5 Acquisition mode ..........................................................................................................................................................33

7.4.6 Deaccessions during the reporting period .............................................................................................33

7.4.7 Deaccession mode .......................................................................................................................................................33

7.4.8 Descriptive records and finding aids ...........................................................................................................34

7.4.9 Appraisal assessment ...............................................................................................................................................34

7.5 Funding and expenditure ............................................................................................................................................................34

7.5.1 Operating (ordinary) expenditures ..............................................................................................................34

7.5.2 Capital expenditures ..................................................................................................................................................36

7.6 Space and facilities ...........................................................................................................................................................................36

7.6.1 User places .........................................................................................................................................................................36

7.6.2 Public access workstations ..................................................................................................................................37

7.6.3 Reprographic facilities .............................................................................................................................................37

7.6.4 Public access Wi-Fi .................. ......................................................................................................................... ...........37

7.6.5 Space .......................................................................................................................................................................................37

7.6.6 Security and environmental systems ..........................................................................................................38

7.7 Management ...........................................................................................................................................................................................38

7.7.1 Cooperative projects ..................................................................................................................................................38

7.7.2 Partnerships .....................................................................................................................................................................39

7.7.3 Preservation/conservation ..................................................................................................................................39

7.7.4 Digitization.........................................................................................................................................................................40

7.7.5 Microform ...........................................................................................................................................................................40

7.8 Archives staff .........................................................................................................................................................................................40

7.8.1 General...................................................................................................................................................................................40

7.8.2 Total staff .............................................................................................................................................................................40

7.8.3 Staff training .....................................................................................................................................................................41

7.8.4 Professional education ............................................................................................................................................41

7.8.5 Staff allocation to service areas/working areas ................................................................................41

7.8.6 Auxiliary archivist ........................................................................................................................................................42

Bibliography .............................................................................................................................................................................................................................43

iv © ISO 2021 – All rights reserved
---------------------- Page: 4 ----------------------
ISO 24083:2021(E)
Foreword

ISO (the International Organization for Standardization) is a worldwide federation of national standards

bodies (ISO member bodies). The work of preparing International Standards is normally carried out

through ISO technical committees. Each member body interested in a subject for which a technical

committee has been established has the right to be represented on that committee. International

organizations, governmental and non-governmental, in liaison with ISO, also take part in the work.

ISO collaborates closely with the International Electrotechnical Commission (IEC) on all matters of

electrotechnical standardization.

The procedures used to develop this document and those intended for its further maintenance are

described in the ISO/IEC Directives, Part 1. In particular, the different approval criteria needed for the

different types of ISO documents should be noted. This document was drafted in accordance with the

editorial rules of the ISO/IEC Directives, Part 2 (see www .iso .org/ directives).

Attention is drawn to the possibility that some of the elements of this document may be the subject of

patent rights. ISO shall not be held responsible for identifying any or all such patent rights. Details of

any patent rights identified during the development of the document will be in the Introduction and/or

on the ISO list of patent declarations received (see www .iso .org/ patents).

Any trade name used in this document is information given for the convenience of users and does not

constitute an endorsement.

For an explanation of the voluntary nature of standards, the meaning of ISO specific terms and

expressions related to conformity assessment, as well as information about ISO's adherence to the

World Trade Organization (WTO) principles in the Technical Barriers to Trade (TBT), see www .iso .org/

iso/ foreword .html.

This document was prepared by Technical Committee ISO/TC 46, Information and documentation,

Subcommittee SC 8, Quality — Statistics and performance evaluation.

Any feedback or questions on this document should be directed to the user's national standards body. A

complete listing of these bodies can be found at www .iso .org/ members .html.
© ISO 2021 – All rights reserved v
---------------------- Page: 5 ----------------------
ISO 24083:2021(E)
Introduction

This document collects statistics for measuring the archives performance of their tasks, services and use.

Clauses 3 and 7 form the core of this document. Clause 3 provides definitions for most of the elements

which constitute archives and archives services; these are for statistical purposes only. Clause 7

recommends how each of these elements should be counted. Users need to consult both clauses for the

complete picture.

It is recognized that not all measures specified in this document can be collected by archives of different

types, sizes, and functions.
vi © ISO 2021 – All rights reserved
---------------------- Page: 6 ----------------------
INTERNATIONAL STANDARD ISO 24083:2021(E)
Information and documentation — International archives
statistics
1 Scope

This document specifies guidelines for the archives community on the collection and reporting of

statistics for the following purposes:
— strategic planning and internal management of archives;

— aggregating and comparing operational and performance statistics at regional, national, and

international levels;

— reporting to stakeholders such as funding institutions, politicians, researchers, and the general public;

— promoting the role and value of archives for advancing learning and research, education and culture,

and social and economic life;

— improving the management of processes, reinforcing transparency and supporting good governance.

This document does not apply to records centres responsible for records that are still in the legal

custody of the organization that created or received them, although it is recognized that some archives

also have responsibilities for appraising, acquiring, and managing the current records of organizations

that can or not be transferred to the archives for permanent retention. When applying this document

to archives that also perform records management functions, the archives can exclude statistics that

pertain to its records management functions, including measures pertaining to holdings and their

usage and preservation, funding and expenditures, space and facilities, staffing and management.

2 Normative references
There are no normative references in this document.
3 Terms and definitions
For the purposes of this document, the following terms and definitions apply.

ISO and IEC maintain terminological databases for use in standardization at the following addresses:

— ISO Online browsing platform: available at http:// www .iso .org/ obphttp:// www .iso .org/ obp

— IEC Electropedia: available at http:// www .electropedia .org/
3.1 General
3.1.1
archives

organization or part of an organization responsible for selection, acquisition,

preservation, and availability of one or more archives (3.1.2)

[SOURCE: ISO 5127:2017, 3.2.3.01, modified — Note 1 to entry until Note 4 to entry has been omitted]

© ISO 2021 – All rights reserved 1
---------------------- Page: 7 ----------------------
ISO 24083:2021(E)
3.1.2
archives

materials, items, records or documents created or received by a person, family or

organization, public or private, in the conduct of their affairs and preserved because of the enduring

value contained in them or as evidence of the functions and responsibilities of their creator, especially

those materials maintained using the principles of provenance, original order and collective control

[SOURCE: ISO 5127:2017, 3.6.1.03, modified — Items, records or documents have been included to

define archives. Note 1 to entry has been omitted.]
3.2 Types
3.2.1
national archives

central archives (3.1.1) consisting of and responsible for the archives (3.1.2) mainly emanating from the

central government of a state
[SOURCE: ISO 5127:2017, 3.6.4.2.03]
3.2.2
regional archives

archives (3.1.1) consisting of and responsible for the archives (3.1.2) mainly emanating from the

intermediate levels of government
[SOURCE: ISO 5127:2017, 3.6.4.2.04]
3.2.3
local archives

archives (3.1.1) consisting of and responsible for the archives (3.1.2) mainly emanating from

municipalities or other local governmental authorities
[SOURCE: ISO 5127:2017, 3.6.4.2.05]
3.2.4
departmental archives

archives (3.1.1) of a government department or administrative agency, institution or organization

[SOURCE: ISO 5127:2017, 3.6.4.2.06, modified — Note 1 to entry has been omitted.]

3.2.5
university archives
archives (3.1.1) of or relating to a university

Note 1 to entry: For academic institutions other than universities, such as independent research institutes, select

"other type not listed above" in 7.2.1.
[SOURCE: ISO 5127:2017, 3.6.4.2.07]
3.2.6
corporate archives

documents and other materials created or received by a group of people (a company, an organization)

in the course of operations and preserved for their enduring value
Note 1 to entry: Includes business archives (3.1.1).
Note 2 to entry: Includes foundation archives (3.1.1).
[SOURCE: SAA Glossary https:// dictionary .archivists .org]
2 © ISO 2021 – All rights reserved
---------------------- Page: 8 ----------------------
ISO 24083:2021(E)
3.2.7
audiovisual archives

archives (3.1.1) and archives (3.1.2) of documents in which sound and/or pictures are prominent, and

which requires the use of special equipment to be seen and/or heard

[SOURCE: ISO 5127:2017, 3.3.3.07, modified — Archives of documents have been added to the definition.

Notes 1 and 2 to entry have been omitted.]
3.2.8
family archives
archives (3.2.2) of or relating to a family or similar genealogical entity
[SOURCE: ISO 5127:2017, 3.6.4.2.01]
3.2.9
religious archives
archives (3.1.1) of religious bodies and communities
3.3 Governing authority of archives
3.3.1
governing authority

body with legal and fiduciary responsibility for the archives (3.1.1) and for approving archives policy

[SOURCE: ISO 18461:2016, 2.3.1, modified — "Archives" is used to replace "museum". Note 1 to entry

has been omitted.]
3.3.2
state-governed archives
archives (3.1.1) governed by governmental authorities at the national level

Note 1 to entry: Lower-levels of government are accommodated by locally-governed archives (3.3.3)/regionally-

governed archives (3.1.1).

[SOURCE: ISO18461: 2016, 2.3.6, modified — The term and definition for "state-governed museum"

have been adapted to define "stage-governed archives". Note 1 to entry has been added.]

3.3.3
locally-governed archives
archives (3.1.1) governed by city or municipal authorities

[SOURCE: ISO 18461:2016, 2.3.2, modified — The term and definition for "locally-governed museum"

have been adapted to define "locally-governed archives".]
3.3.4
regionally governed archives

archives (3.1.1) governed by regional authorities (federal units, province or county authorities

[SOURCE: ISO 18461:2016, 2.3.2, modified — The term and definition for "regionally-governed museum"

have been adapted to define "regionally-governed archives".]
3.3.5
other public-governed archives
archives (3.1.1) governed by other public authorities

[SOURCE: ISO 18461:2016, 2.3.3, modified — The term and definition for "other public-governed

museum" have been adapted to define "other public-governed archives". Notes to entry have been

omitted.]
© ISO 2021 – All rights reserved 3
---------------------- Page: 9 ----------------------
ISO 24083:2021(E)
3.3.6
internationally-governed archives

archives (3.1.1) governed by an international organization (such as non-profit or non-governmental

agencies that operate internationally)
3.3.7
privately-governed archives

archives (3.1.1) governed by private entities (such as non-profit or for-profit organizations registered

under private law), families or individuals

[SOURCE: ISO 18461:2016, 2.3.4, modified — The term and definition for "private-governed museum"

have been adapted to define "private-governed archives". Note 1 to entry has been omitted.]

3.3.8
public/private partnership archives
archives (3.1.1) governed jointly, in partnership of a public and private entity

[SOURCE: ISO 18461:2016, 2.3.5, modified — The term and definition for "public/private partnership

museum" have been adapted to define "public/private partnership archives". Notes to entry have been

omitted.]
3.4 Archives services, programs and use
3.4.1
access

right, opportunity, means of finding, using or retrieving information, documents and records

[SOURCE: ISO 5127:2017, 3.11.1.01, modified — Documents and records have been added to definition.

Note 1 to entry has been omitted.]
3.4.2
download

successful request of a content unit from an archives-provided online service or other internet service

[SOURCE: ISO 2789:2013, 2.2.6, modified — In the definition, a library has been replaced by an archive.]

3.4.4
event

pre-arranged activity, in some cases ongoing or repeatable, with cultural, educational, social, political,

scholar
...

FINAL
INTERNATIONAL ISO/FDIS
DRAFT
STANDARD 24083
ISO/TC 46/SC 8
Information and documentation —
Secretariat: KATS
International archives statistics
Voting begins on:
2021­01­27
Information et documentation — Statistiques internationales des
archives
Voting terminates on:
2021­03­24
RECIPIENTS OF THIS DRAFT ARE INVITED TO
SUBMIT, WITH THEIR COMMENTS, NOTIFICATION
OF ANY RELEVANT PATENT RIGHTS OF WHICH
THEY ARE AWARE AND TO PROVIDE SUPPOR TING
DOCUMENTATION.
IN ADDITION TO THEIR EVALUATION AS
Reference number
BEING ACCEPTABLE FOR INDUSTRIAL, TECHNO­
ISO/FDIS 24083:2021(E)
LOGICAL, COMMERCIAL AND USER PURPOSES,
DRAFT INTERNATIONAL STANDARDS MAY ON
OCCASION HAVE TO BE CONSIDERED IN THE
LIGHT OF THEIR POTENTIAL TO BECOME STAN­
DARDS TO WHICH REFERENCE MAY BE MADE IN
NATIONAL REGULATIONS. ISO 2021
---------------------- Page: 1 ----------------------
ISO/FDIS 24083:2021(E)
COPYRIGHT PROTECTED DOCUMENT
© ISO 2021

All rights reserved. Unless otherwise specified, or required in the context of its implementation, no part of this publication may

be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying, or posting

on the internet or an intranet, without prior written permission. Permission can be requested from either ISO at the address

below or ISO’s member body in the country of the requester.
ISO copyright office
CP 401 • Ch. de Blandonnet 8
CH­1214 Vernier, Geneva
Phone: +41 22 749 01 11
Email: copyright@iso.org
Website: www.iso.org
Published in Switzerland
ii © ISO 2021 – All rights reserved
---------------------- Page: 2 ----------------------
ISO/FDIS 24083:2021(E)
Contents Page

Foreword ..........................................................................................................................................................................................................................................v

Introduction ................................................................................................................................................................................................................................vi

1 Scope ................................................................................................................................................................................................................................. 1

2 Normative references ...................................................................................................................................................................................... 1

3 Terms and definitions ..................................................................................................................................................................................... 1

3.1 General ........................................................................................................................................................................................................... 1

3.2 Types................................................................................................................................................................................................................ 2

3.3 Governing authority of archives ............................................................................................................................................... 3

3.4 Archives services, programs and use ................................................................................................................................... 4

3.5 Holdings ........................................................................................................................................................................................................ 7

3.6 Space and facilities ...........................................................................................................................................................................11

3.7 Funding and expenditure ............................................................................................................................................................13

3.8 Holdings management...................................................................................................................................................................14

3.9 Archives staff .........................................................................................................................................................................................17

4 Structure and tasks of archives ..........................................................................................................................................................18

4.1 General ........................................................................................................................................................................................................18

4.2 Tasks of archives .................................................................................................................................................................................18

4.2.1 General...................................................................................................................................................................................18

4.2.2 Appraisal ..............................................................................................................................................................................18

4.2.3 Acquisition .........................................................................................................................................................................19

4.2.4 Arrangement and description ...........................................................................................................................19

4.2.5 Preservation and conservation ........................................................................................................................20

4.2.6 Access to archives and their holdings .........................................................................................................20

4.2.7 Public outreach ..............................................................................................................................................................21

4.2.8 Technical advice ...................................................................... .......................................................................................21

5 Uses and benefits of archives statistics ......................................................................................................................................21

5.1 Background .............................................................................................................................................................................................21

5.1.1 General...................................................................................................................................................................................21

5.1.2 Objectives ............................................................................................................................................................................21

5.1.3 Quality ....................................................................................................................................................................................22

5.2 Selection of statistics for the archives ..............................................................................................................................22

5.3 Use of statistics ....................................................................................................................................................................................22

5.3.1 General...................................................................................................................................................................................22

5.3.2 External communication ........................................................................................................................................22

5.4 Presenting statistics to stakeholders ................................................................................................................................23

6 Reporting statistical data .........................................................................................................................................................................23

6.1 General ........................................................................................................................................................................................................23

6.2 Time period to which data refer ...........................................................................................................................................23

6.3 Data estimated by sample ..........................................................................................................................................................24

7 Collecting statistical data .........................................................................................................................................................................24

7.1 General ........................................................................................................................................................................................................24

7.2 Archives ......................................................................................................................................................................................................24

7.2.1 Overview ..............................................................................................................................................................................24

7.2.2 Types .......................................................................................................................................................................................24

7.2.3 Foundation year ...................................................................... .......................................................................................25

7.2.4 Governing authority of archives ......................................................................................................................25

7.2.5 Ownership ..........................................................................................................................................................................25

7.2.6 Number of archives separate physical locations ...............................................................................25

7.2.7 Archives website ...........................................................................................................................................................26

7.3 Archives services and their use .............................................................................................................................................26

7.3.1 General...................................................................................................................................................................................26

7.3.2 Opening hours and conditions ..........................................................................................................................26

© ISO 2021 – All rights reserved iii
---------------------- Page: 3 ----------------------
ISO/FDIS 24083:2021(E)

7.3.3 Users ........................................................................................................................................................................................26

7.3.4 Consultancy rooms .....................................................................................................................................................27

7.3.5 Technical equipment .................................................................................................................................................27

7.3.6 Reference and informational questions ....................................................................................................27

7.3.7 Online use and services...........................................................................................................................................28

7.3.8 Use, copies and loans of archives holdings ............................................................................................29

7.3.9 Activities...............................................................................................................................................................................30

7.3.10 Publications .......................................................................................................................................................................31

7.4 Holdings .....................................................................................................................................................................................................32

7.4.1 General...................................................................................................................................................................................32

7.4.2 Years covered by the archives holdings ....................................................................................................32

7.4.3 Total holdings at the end of the reporting period ............................................................................32

7.4.4 Acquisitions during the reporting year .....................................................................................................33

7.4.5 Acquisition mode ..........................................................................................................................................................33

7.4.6 Deaccessions during the reporting year ...................................................................................................33

7.4.7 Deaccession mode .......................................................................................................................................................33

7.4.8 Descriptive records and finding aids ...........................................................................................................34

7.4.9 Appraisal assessment. ..............................................................................................................................................34

7.5 Funding and expenditure ............................................................................................................................................................34

7.5.1 Operating (ordinary) expenditures ..............................................................................................................34

7.5.2 Capital expenditures ..................................................................................................................................................36

7.6 Space and facilities ...........................................................................................................................................................................36

7.6.1 User places .........................................................................................................................................................................36

7.6.2 Public access workstations ..................................................................................................................................37

7.6.3 Reprographic facilities .............................................................................................................................................37

7.6.4 Public access Wi­Fi .................. ......................................................................................................................... ...........37

7.6.5 Space .......................................................................................................................................................................................37

7.6.6 Security and environmental systems ..........................................................................................................38

7.7 Management ...........................................................................................................................................................................................38

7.7.1 Cooperative projects ..................................................................................................................................................38

7.7.2 Partnerships .....................................................................................................................................................................39

7.7.3 Preservation/conservation ..................................................................................................................................39

7.7.4 Digitization.........................................................................................................................................................................40

7.7.5 Microform ...........................................................................................................................................................................40

7.8 Archives staff .........................................................................................................................................................................................40

7.8.1 General...................................................................................................................................................................................40

7.8.2 Total staff .............................................................................................................................................................................40

7.8.3 Staff training .....................................................................................................................................................................41

7.8.4 Professional education ............................................................................................................................................41

7.8.5 Staff allocation to service areas/working areas ................................................................................41

7.8.6 Auxiliary archivist ........................................................................................................................................................42

Bibliography .............................................................................................................................................................................................................................43

iv © ISO 2021 – All rights reserved
---------------------- Page: 4 ----------------------
ISO/FDIS 24083:2021(E)
Foreword

ISO (the International Organization for Standardization) is a worldwide federation of national standards

bodies (ISO member bodies). The work of preparing International Standards is normally carried out

through ISO technical committees. Each member body interested in a subject for which a technical

committee has been established has the right to be represented on that committee. International

organizations, governmental and non­governmental, in liaison with ISO, also take part in the work.

ISO collaborates closely with the International Electrotechnical Commission (IEC) on all matters of

electrotechnical standardization.

The procedures used to develop this document and those intended for its further maintenance are

described in the ISO/IEC Directives, Part 1. In particular, the different approval criteria needed for the

different types of ISO documents should be noted. This document was drafted in accordance with the

editorial rules of the ISO/IEC Directives, Part 2 (see www .iso .org/ directives).

Attention is drawn to the possibility that some of the elements of this document may be the subject of

patent rights. ISO shall not be held responsible for identifying any or all such patent rights. Details of

any patent rights identified during the development of the document will be in the Introduction and/or

on the ISO list of patent declarations received (see www .iso .org/ patents).

Any trade name used in this document is information given for the convenience of users and does not

constitute an endorsement.

For an explanation of the voluntary nature of standards, the meaning of ISO specific terms and

expressions related to conformity assessment, as well as information about ISO's adherence to the

World Trade Organization (WTO) principles in the Technical Barriers to Trade (TBT), see www .iso .org/

iso/ foreword .html.

This document was prepared by Technical Committee ISO/TC 46, Information and documentation,

Subcommittee SC 8, Quality — Statistics and performance evaluation.

Any feedback or questions on this document should be directed to the user's national standards body. A

complete listing of these bodies can be found at www .iso .org/ members .html.
© ISO 2021 – All rights reserved v
---------------------- Page: 5 ----------------------
ISO/FDIS 24083:2021(E)
Introduction

This document collects statistics for measuring the archives performance of their tasks, services and use.

Clauses 3 and 7 form the core of this document. Clause 3 provides definitions for most of the elements

which constitute archives and archives services; these are for statistical purposes only. Clause 7

recommends how each of these elements should be counted. Users need to consult both clauses for the

complete picture.

It is recognized that not all measures specified in this document can be collected by archives of different

types, sizes, and functions.
vi © ISO 2021 – All rights reserved
---------------------- Page: 6 ----------------------
FINAL DRAFT INTERNATIONAL STANDARD ISO/FDIS 24083:2021(E)
Information and documentation — International archives
statistics
1 Scope

This document specifies guidelines for the archives community on the collection and reporting of

statistics for the following purposes:
— strategic planning and internal management of archives;

— aggregating and comparing operational and performance statistics at regional, national, and

international levels;

— reporting to stakeholders such as funding institutions, politicians, researchers, and the general public;

— promoting the role and value of archives for advancing learning and research, education and culture,

and social and economic life;

— improving the management of processes, reinforcing transparency and supporting good governance.

This document does not apply to records centres responsible for records that are still in the legal

custody of the organization that created or received them, although it is recognized that some archives

also have responsibilities for appraising, acquiring, and managing the current records of organizations

that can or not be transferred to the archives for permanent retention. When applying this document

to archives that also perform records management functions, the archives can exclude statistics that

pertain to its records management functions, including measures pertaining to holdings and their

usage and preservation, funding and expenditures, space and facilities, staffing and management.

2 Normative references
There are no normative references in this document.
3 Terms and definitions
For the purposes of this document, the following terms and definitions apply.

ISO and IEC maintain terminological databases for use in standardization at the following addresses:

— ISO Online browsing platform: available at http:// www .iso .org/ obphttp:// www .iso .org/ obp

— IEC Electropedia: available at http:// www .electropedia .org/
3.1 General
3.1.1
archives

organization or part of an organization responsible for selection, acquisition,

preservation, and availability of one or more archives (3.1.2)

[SOURCE: ISO 5127:2017, 3.2.3.01, modified — Note 1 to entry until Note 4 to entry has been omitted]

© ISO 2021 – All rights reserved 1
---------------------- Page: 7 ----------------------
ISO/FDIS 24083:2021(E)
3.1.2
archives

materials, items, records or documents created or received by a person, family or

organization, public or private, in the conduct of their affairs and preserved because of the enduring

value contained in them or as evidence of the functions and responsibilities of their creator, especially

those materials maintained using the principles of provenance, original order and collective control

[SOURCE: ISO 5127:2017, 3.6.1.03, modified — Items, records or documents have been included to

define archives. Note 1 to entry has been omitted.]
3.2 Types
3.2.1
national archives

central archives (3.1.1) consisting of and responsible for the archives (3.1.2) mainly emanating from the

central government of a state
[SOURCE: ISO 5127:2017, 3.6.4.2.03]
3.2.2
regional archives

archives (3.1.1) consisting of and responsible for the archives (3.1.2) mainly emanating from the

intermediate levels of government
[SOURCE: ISO 5127:2017, 3.6.4.2.04]
3.2.3
local archives

archives (3.1.1) consisting of and responsible for the archives (3.1.2) mainly emanating from

municipalities or other local governmental authorities
[SOURCE: ISO 5127:2017, 3.6.4.2.05]
3.2.4
departmental archives

archives (3.1.1) of a government department or administrative agency, institution or organization

[SOURCE: ISO 5127:2017, 3.6.4.2.06, modified — Note 1 to entry has been omitted.]

3.2.5
university archives
archives (3.1.1) of or relating to a university

Note 1 to entry: For academic institutions other than universities, such as independent research institutes, select

"other type not listed above" in 7.2.1.
[SOURCE: ISO 5127:2017, 3.6.4.2.07]
3.2.6
corporate archives

documents and other materials created or received by a group of people (a company, an organization)

in the course of operations and preserved for their enduring value
Note 1 to entry: Includes business archives (3.1.1).
Note 2 to entry: Includes foundation archives (3.1.1).
[SOURCE: SAA Glossary https:// dictionary .archivists .org]
2 © ISO 2021 – All rights reserved
---------------------- Page: 8 ----------------------
ISO/FDIS 24083:2021(E)
3.2.7
audiovisual archives

archives (3.1.1) and archives (3.1.2) of documents in which sound and/or pictures are prominent, and

which requires the use of special equipment to be seen and/or heard

[SOURCE: ISO 5127:2017, 3.3.3.07, modified — Archives of documents have been added to the definition.

Notes 1 and 2 to entry have been omitted.]
3.2.8
family archives
archives (3.2.2) of or relating to a family or similar genealogical entity
[SOURCE: ISO 5127:2017, 3.6.4.2.01]
3.2.9
religious archives
archives (3.1.1) of religious bodies and communities
3.3 Governing authority of archives
3.3.1
governing authority

body with legal and fiduciary responsibility for the archives (3.1.1) and for approving archives policy

[SOURCE: ISO 18461:2016, 2.3.1, modified — "Archives" is used to replace "museum". Note 1 to entry

has been omitted.]
3.3.2
state-governed archives
archives (3.1.1) governed by governmental authorities at the national level

Note 1 to entry: Lower-levels of government are accommodated by 3.3.3 locally/regionally-governed archives

(3.1.1).

[SOURCE: ISO18461: 2016, 2.3.6, modified — The term and definition for "state-governed museum"

have been adapted to define "stage-governed archives". Note 1 to entry has been added.]

3.3.3
locally-governed archives
archives (3.1.1) governed by city or municipal authorities

[SOURCE: ISO 18461:2016, 2.3.2, modified — The term and definition for "locally-governed museum"

have been adapted to define "locally-governed archives".]
3.3.4
regionally governed archives

archives (3.1.1) governed by regional authorities (federal units, province or county authorities

[SOURCE: ISO 18461:2016, 2.3.2, modified — The term and definition for "regionally-governed museum"

have been adapted to define "regionally-governed archives".]
3.3.5
other public-governed archives
archives (3.1.1) governed by other public authorities

[SOURCE: ISO 18461:2016, 2.3.3, modified — The term and definition for "other public-governed

museum" have been adapted to define "other public-governed archives". Notes to entry have been

omitted.]
© ISO 2021 – All rights reserved 3
---------------------- Page: 9 ----------------------
ISO/FDIS 24083:2021(E)
3.3.6
internationally-governed archives

archives (3.1.1) governed by an international organization (such as non-profit or non-governmental

agencies that operate internationally)
3.3.7
privately-governed archives

archives (3.1.1) governed by private entities (such as non-profit or for-profit organizations registered

under private law), families or individuals

[SOURCE: ISO 18461:2016, 2.3.4, modified — The term and definition for "private-governed museum"

have been adapted to define "private-governed archives". Note 1 to entry has been omitted.]

3.3.8
public/private partnership archives
archives (3.1.1) governed jointly, in partnership of a public and private entity

[SOURCE: ISO 18461:2016, 2.3.5, modified — The term and definition for "public/private partnership

museum" have been adapted to define " public/private partnership archives". Notes to entry have been

omitted.]
3.4
...

SLOVENSKI STANDARD
oSIST ISO/DIS 24083:2021
01-februar-2021
Informatika in dokumentacija - Statistika mednarodnih arhivov
Information and documentation -- International archives statistics
Information et documentation -- Statistiques internationales des archives
Ta slovenski standard je istoveten z: ISO/DIS 24083
ICS:
01.140.20 Informacijske vede Information sciences
oSIST ISO/DIS 24083:2021 en

2003-01.Slovenski inštitut za standardizacijo. Razmnoževanje celote ali delov tega standarda ni dovoljeno.

---------------------- Page: 1 ----------------------
oSIST ISO/DIS 24083:2021
---------------------- Page: 2 ----------------------
oSIST ISO/DIS 24083:2021
DRAFT INTERNATIONAL STANDARD
ISO/DIS 24083
ISO/TC 46/SC 8 Secretariat: KATS
Voting begins on: Voting terminates on:
2020-03-23 2020-06-15
Information and documentation — International archives
statistics
Information et documentation — Statistiques internationales des archives
ICS: 01.140.20
THIS DOCUMENT IS A DRAFT CIRCULATED
FOR COMMENT AND APPROVAL. IT IS
THEREFORE SUBJECT TO CHANGE AND MAY
NOT BE REFERRED TO AS AN INTERNATIONAL
STANDARD UNTIL PUBLISHED AS SUCH.
IN ADDITION TO THEIR EVALUATION AS
BEING ACCEPTABLE FOR INDUSTRIAL,
This document is circulated as received from the committee secretariat.
TECHNOLOGICAL, COMMERCIAL AND
USER PURPOSES, DRAFT INTERNATIONAL
STANDARDS MAY ON OCCASION HAVE TO
BE CONSIDERED IN THE LIGHT OF THEIR
POTENTIAL TO BECOME STANDARDS TO
WHICH REFERENCE MAY BE MADE IN
Reference number
NATIONAL REGULATIONS.
ISO/DIS 24083:2020(E)
RECIPIENTS OF THIS DRAFT ARE INVITED
TO SUBMIT, WITH THEIR COMMENTS,
NOTIFICATION OF ANY RELEVANT PATENT
RIGHTS OF WHICH THEY ARE AWARE AND TO
PROVIDE SUPPORTING DOCUMENTATION. ISO 2020
---------------------- Page: 3 ----------------------
oSIST ISO/DIS 24083:2021
ISO/DIS 24083:2020(E)
COPYRIGHT PROTECTED DOCUMENT
© ISO 2020

All rights reserved. Unless otherwise specified, or required in the context of its implementation, no part of this publication may

be reproduced or utilized otherwise in any form or by any means, electronic or mechanical, including photocopying, or posting

on the internet or an intranet, without prior written permission. Permission can be requested from either ISO at the address

below or ISO’s member body in the country of the requester.
ISO copyright office
CP 401 • Ch. de Blandonnet 8
CH-1214 Vernier, Geneva
Phone: +41 22 749 01 11
Fax: +41 22 749 09 47
Email: copyright@iso.org
Website: www.iso.org
Published in Switzerland
ii © ISO 2020 – All rights reserved
---------------------- Page: 4 ----------------------
oSIST ISO/DIS 24083:2021
ISO/DIS 24083:2020(E)
Contents Page

Foreword ..........................................................................................................................................................................................................................................v

Introduction ................................................................................................................................................................................................................................vi

1 Scope ................................................................................................................................................................................................................................. 1

2 Normative references ...................................................................................................................................................................................... 1

3 Terms and definitions ..................................................................................................................................................................................... 1

3.1 General .......................................................................................................................................................................................................... 1

3.2 Types................................................................................................................................................................................................................ 2

3.3 Governing authority of archives ............................................................................................................................................. 3

3.4 Archives services, programs and use ................................................................................................................................... 4

3.5 Holdings ........................................................................................................................................................................................................ 6

3.6 Space and facilities ...........................................................................................................................................................................10

3.7 Funding and expenditure ............................................................................................................................................................12

3.8 Holdings management...................................................................................................................................................................12

3.9 Archives staff .........................................................................................................................................................................................15

4 Structure and tasks of archives ..........................................................................................................................................................16

4.1 General ........................................................................................................................................................................................................16

4.2 Tasks of archives .................................................................................................................................................................................17

4.2.1 Appraisal ..............................................................................................................................................................................17

4.2.2 Acquisition .........................................................................................................................................................................18

4.2.3 Arrangement and description ...........................................................................................................................18

4.2.4 Preservation and conservation ........................................................................................................................19

4.2.5 Access to archives and their holdings .........................................................................................................19

4.2.6 Public outreach ..............................................................................................................................................................19

5 Uses and benefits of archives statistics ......................................................................................................................................19

5.1 Background .............................................................................................................................................................................................19

5.1.1 General...................................................................................................................................................................................19

5.1.2 Objectives ...........................................................................................................................................................................20

5.1.3 Quality ....................................................................................................................................................................................20

5.2 Selection of statistics for the archives ..............................................................................................................................20

5.3 Use of statistics ....................................................................................................................................................................................20

5.3.1 General...................................................................................................................................................................................20

5.3.2 External communication ........................................................................................................................................20

5.4 Presenting statistics to stakeholders ................................................................................................................................21

6 Reporting statistical data .........................................................................................................................................................................22

6.1 General ........................................................................................................................................................................................................22

6.2 Time period to which data refer ...........................................................................................................................................22

6.3 Data estimated by sample ..........................................................................................................................................................22

7 Collecting statistical data .........................................................................................................................................................................22

7.1 General ........................................................................................................................................................................................................22

7.2 Archives ......................................................................................................................................................................................................22

7.2.1 Types .......................................................................................................................................................................................23

7.2.2 Foundation year and years covered by the archives holdings ...............................................23

7.2.3 Governing authority of archives ......................................................................................................................23

7.2.4 Ownership ..........................................................................................................................................................................23

7.2.5 Number of archives separate physical locations ...............................................................................24

7.2.6 Archives website ...........................................................................................................................................................24

7.3 Archives services and their use .............................................................................................................................................24

7.3.1 General...................................................................................................................................................................................24

7.3.2 Opening times .................................................................................................................................................................24

7.3.3 Users ........................................................................................................................................................................................24

7.3.4 Reference and informational questions ....................................................................................................25

7.3.5 Online use and services...........................................................................................................................................25

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7.3.6 Use, copies and loans of archives holdings ............................................................................................26

7.3.7 Activities...............................................................................................................................................................................27

7.3.8 Publications .......................................................................................................................................................................29

7.4 Holdings .....................................................................................................................................................................................................29

7.4.1 Total holdings at the end of the reporting period ............................................................................29

7.4.2 Acquisitions during the reporting year .....................................................................................................30

7.4.3 Acquisition mode ..........................................................................................................................................................30

7.4.4 Deaccessions during the reporting year ...................................................................................................30

7.4.5 Deaccession mode .......................................................................................................................................................30

7.4.6 Descriptive records and finding aids ...........................................................................................................31

7.5 Funding and expenditure ............................................................................................................................................................31

7.5.1 Operating (ordinary) expenditures ..............................................................................................................31

7.5.2 Capital expenditures ..................................................................................................................................................32

7.6 Space and facilities ...........................................................................................................................................................................33

7.6.1 User places .........................................................................................................................................................................33

7.6.2 Public access workstations ..................................................................................................................................33

7.6.3 Reprographic facilities .............................................................................................................................................33

7.6.4 Public Access Wi-Fi .....................................................................................................................................................33

7.6.5 Space .......................................................................................................................................................................................33

7.7 Management ...........................................................................................................................................................................................35

7.7.1 Cooperative projects ..................................................................................................................................................35

7.7.2 Partnerships .....................................................................................................................................................................35

7.7.3 Preservation/conservation ..................................................................................................................................35

7.7.4 Digitization.........................................................................................................................................................................36

7.7.5 Microform ...........................................................................................................................................................................36

7.8 Archives staff .........................................................................................................................................................................................36

7.8.1 General...................................................................................................................................................................................36

7.8.2 Total staff .............................................................................................................................................................................37

7.8.3 Staff training .....................................................................................................................................................................37

7.8.4 Professional education ............................................................................................................................................37

7.8.5 Staff allocation to service areas/working areas ................................................................................38

Bibliography .............................................................................................................................................................................................................................39

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Foreword

ISO (the International Organization for Standardization) is a worldwide federation of national standards

bodies (ISO member bodies). The work of preparing International Standards is normally carried out

through ISO technical committees. Each member body interested in a subject for which a technical

committee has been established has the right to be represented on that committee. International

organizations, governmental and non-governmental, in liaison with ISO, also take part in the work.

ISO collaborates closely with the International Electrotechnical Commission (IEC) on all matters of

electrotechnical standardization.

The procedures used to develop this document and those intended for its further maintenance are

described in the ISO/IEC Directives, Part 1. In particular the different approval criteria needed for the

different types of ISO documents should be noted. This document was drafted in accordance with the

editorial rules of the ISO/IEC Directives, Part 2 (see www .iso .org/ directives).

Attention is drawn to the possibility that some of the elements of this document may be the subject of

patent rights. ISO shall not be held responsible for identifying any or all such patent rights. Details of

any patent rights identified during the development of the document will be in the Introduction and/or

on the ISO list of patent declarations received (see www .iso .org/ patents).

Any trade name used in this document is information given for the convenience of users and does not

constitute an endorsement.

For an explanation on the meaning of ISO specific terms and expressions related to conformity assessment,

as well as information about ISO's adherence to the World Trade Organization (WTO) principles in the

Technical Barriers to Trade (TBT) see the following URL: www .iso .org/ iso/ foreword .html.

The committee responsible for this document is ISO/TC46, Information and documentation,

Subcommittee SC8, Quality – Statistics and performance evaluation.
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Introduction

This international standard provides guidance to the archives community on the collection and

reporting of statistics.

Clauses 3 and 7 form the core of this International Standard. Clause 3 provides definitions for most of

the elements which constitute archives and archives services; these are for statistical purposes only.

Clause 7 recommends how each of these elements should be counted. Users will need to consult both

clauses for the complete picture.

It is recognized that not all measures specified in this International Standard can be collected by

archives of different types, sizes, and functions.
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DRAFT INTERNATIONAL STANDARD ISO/DIS 24083:2020(E)
Information and documentation — International archives
statistics
1 Scope

This International Standard specifies guidelines for the archives community on the collection and

reporting of statistics for the following purposes:
— strategic planning and internal management of archives;

— aggregating and comparing operational and performance statistics at regional, national, and

international levels;

— reporting to stakeholders such as funding institutions, politicians, researchers, and the general public;

— promoting the role and value of archives for advancing learning and research, education and culture,

and social and economic life.

This standard does not apply to records centres responsible for records that are still in the legal custody

of the organization that created or received them, although it is recognized that some archives also have

responsibilities for appraising, acquiring, and managing the current records of organizations that may

or not be transferred to the archives for permanent retention. When applying this standard to archives

that also perform records management functions, the archives should exclude statistics that pertain

to its records management functions, including measures pertaining to holdings and their usage and

preservation, funding and expenditures, space and facilities, staffing and management.

2 Normative references
There are no normative references in this document.
3 Terms and definitions
For the purposes of this document, the following terms and definitions apply.

ISO and IEC maintain terminological databases for use in standardization at the following addresses:

— ISO Online browsing platform: available at http:// www .iso .org/ obphttp:// www .iso .org/ obp

— IEC Electropedia: available at http:// www .electropedia .org/
3.1 General
3.1.1
archives (1)

organization or part of an organization responsible for selection, acquisition, preservation, and

availability of one or more archives (2)
[SOURCE: ISO 5127:2017 3.2.3.01]
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3.1.2
archives (2)

materials, items, records or documents created or received by a person, family or organization, public

or private, in the conduct of their affairs and preserved because of the enduring value contained in

them or as evidence of the functions and responsibilities of their creator, especially those materials

maintained using the principles of provenance, original order and collective control

[SOURCE: ISO 5127:2017 3.6.1.03 modified]
3.2 Types
3.2.1
national archives

central archives (1) consisting of and responsible for the archives (2) mainly emanating from the

central government of a state
[SOURCE: ISO 5127:2017 3.6.4.2.03]
3.2.2
regional archives

archives (1) consisting of and responsible for the archives (2) mainly emanating from the intermediate

levels of government
[SOURCE: ISO 5127:2017 3.6.4.2.04]
3.2.3
local archives

archives (1) consisting of and responsible for the archives (2) mainly emanating from municipalities or

other local governmental authorities
[SOURCE: ISO 5127:2017 3.6.4.2.05]
3.2.4
departmental archives

archives (1) of a government department or administrative agency, institution or organization

[SOURCE: ISO 5127:2017 3.6.4.2.06 - modified]
3.2.5
university archives
archives (1) of or relating to a university

Note 1 to entry: For academic institutions other than universities, select “other type not listed above” in section

7.2.1 - Types
[SOURCE: ISO 5127:2017 3.6.4.2.07]
3.2.6
corporate archives

1. documents and other materials created or received by a group of people (a company, an

organization) in the course of operations and preserved for their enduring value
2. the division within an organization responsible for such materials
Note 1 to entry: Includes business archives.
Note 2 to entry: Includes foundation archives.
[SOURCE: SAA Glossary 2005]
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3.2.7
audiovisual archives

archives (1) and archives (2) of document in which sound and/or pictures are prominent, and which

requires the use of special equipment to be seen and/or heard
[SOURCE: ISO 5127:2017 3.3.3.07 - modified]
3.2.8
family archives
archives (2) of or relating to a family or similar genealogical entity
[SOURCE: ISO 5127:2017 3.6.4.2.01]
3.2.9
religious archives
archives (1) of religious bodies and communities
3.3 Governing authority of archives
3.3.1
governance

body with legal and fiduciary responsibility for the archives and for approving archives policy

[SOURCE: ISO 18461:2016, 2.3.1 - modified]
3.3.2
state-governed archives
archives (1) governed by governmental authorities at the national level

Note 1 to entry: Lower-levels of government are accommodated by 3.3.3 locally/regionally-governed archives.

[SOURCE: ISO18461: 2016, 2.3.6 - modified]
3.3.3
locally/regionally-governed archives

archives (1) governed by local or regional authorities (province, county, city, town etc.)

[SOURCE: ISO18461: 2016, 2.3.2 - modified]
3.3.4
other publicly-governed archives
archives (1) governed by other public authorities
[SOURCE: ISO 18461:2016, 2.3.3 - modified]
3.3.5
internationally-governed archives

archives (1) governed by an international organization (such as non-profit or non-governmental

agencies that operate internationally)
3.3.6
privately-governed archives

archives (1) governed by private entities (such as non-profit or for-profit organizations registered

under private law), families or individuals
[SOURCE: ISO 18461:2016, 2.3.4 - modified]
3.3.7
public/private partnership archives
archives (1) governed jointly, in partnership of a public and private entity
[SOURCE: ISO 18461:2016, 2.3.5 - modified]
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3.4 Archives services, programs and use
3.4.1
access
right, opportunity, means of finding, using or retrieving information
[SOURCE: ISO 5127:2017 3.11.1.01]
3.4.2
certification
act of attesting the official character of a document or of a copy thereof
[SOURCE: SOURCE; ISO 5127:2017 3.1.1.52- modified]
3.4.3
download

successful request of a content unit from an archives-provided service or other Internet service

[SOURCE: ISO 2789:2013, 2.2.6 - modified]
3.4.4
event

pre-arranged activity, in some cases ongoing or repeatable, with cultural, educational, social, political,

scholarly, or other intent involving a group of people
EXAMPLE Exhibitions, author visits, literary discussions, workshops, etc.

Note 1 to entry: Only events arranged by the archive (2) on its own or in partnership with other institutions are

included, whether inside or outside the archive (2) premises. Events inside the archive (2) premises organized by

institutions outside the archive (2) without the archive’s (2) cooperation are excluded.

Note 2 to entry: User education lessons and pre-arranged archive (2) visits are excluded.

Note 3 to entry: Ongoing programs are excluded (i.e. education program, exhibition program) but each session of

a program is counted as one event.
Note 4 to entry: Virtual events are included.
[SOURCE: ISO 2789:2012.2.9 - modified]
3.4.5
exhibition

curated display (3.1.11.14) of objects (3.1.1.01) on a clear concept and communicating (3.1.8.04) a

message (3.1.8.02)

Note 1 to entry: See also ISO 25639-1:2008, definition 3.1; ISO 2789:2013, definition 2.2.10.

[SOURCE: ISO 5127:2017(en), 3.11.1.09]
3.4.6
informational question
directional and/or administrative inquiry delivered to archives staff

Note 1 to entry: This includes e.g. questions for locating staff or facilities, questions regarding opening times and

registering procedures, and questions about handling equipment such as printers and computer terminals.

Note 2 to entry: It is essential that archives do not include reference questions (3.4.13) in this category.

[SOURCE: ISO 2789:2013, 2.2.13 - modified]
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3.4.7
loan

lending of items in the archives collection to, or borrowing an item from, other collecting organizations,

private collectors, or agencies
...

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