Recordkeeping for Good Governance Toolkit Workshop Funafuti, Tuvalu

Report on workshop

Image: Staff of Tuvalu National Library and Archives

Staff of Tuvalu National Library and Archives

From 6-12 June 2013 the National Library and Archive of Tuvalu (TNLA) held some valuable recordkeeping training based on the PARBICA Good Recordkeeping for Good Governance Toolkit.

Inspired by her attendance at the 2012 ICA Congress in Brisbane, Ane Teilauea, Director of TNLA, successfully applied to the Fund for International Archives Development (FIDA) to cover the costs of the training.

The workshops were delivered by Mark Crookston, the former Secretary General of PARBICA, and Talei Masters, Assistant to the Secretary General of PARBICA. Although all other costs were met by the FIDA grant, both Mark and Talei's time was provided free of charge by their employers the National Library of New Zealand and Archives New Zealand.

Approximately 25 participants from 16 different ministries attended, several traveling hundreds of kilometres to Funafuti from three of the outer islands. Most participants were records clerks, with several guests from other parts of government, including a manager from the Ministry for Home Affairs and the entire staff of TNLA.

“This was the first time PARBICA representatives had been to Tuvalu and the first time records clerks within the country had come together,” says Mark.

“They valued having the opportunity to learn first-hand about recordkeeping best practice, Pacific style, and they also valued the community of practice they were able to develop as a result.”

The workshop sessions included:

  • Recordkeeping Capacity Checklist (Tookit Guideline 1)
  • Developing a Tuvalu Recordkeeping Policy (Toolkit Guideline 3)
  • Tuvalu Government Registry Procedures Manual (Toolkit Guidelines 4-6)
  • Doing Appraisal in Tuvalu (Toolkit Guideline 10)
  • Understanding Recordkeeping Requirements (Toolkit Guideline 2)
  • Some things to consider with digital recordkeeping (Toolkit Guidelines 12, 15, 17)
  • Tuvalu priorities and strategies for recordkeeping
Image: Workshop participants

Workshop participants

The community of records clerks knew their governing and administrative legislation very well, which led to excellent discussions on recordkeeping requirements and the relationship between recordkeeping, accountability and protecting government and citizen rights.

Talei says, “the workshop gave participants the opportunity to interpret the relevant toolkit guidelines from Tuvalu's perspective and to adapt some of its model resources for their own situation.”

“Together we drafted a Tuvalu Recordkeeping Policy which will now go through a consultation process with senior government officials before it's signed-off.”

Another product of the workshops was a draft access policy for the national archive collections. Although this was not an intended output, issues of access were raised several times during the workshop and so a draft was developed. Participants also had the opportunity to contribute to the updating of the Tuvalu File Registry Procedures Manual.

Throughout the workshop participants spoke about direct challenges and actions in their respective ministries. These were compiled into a set of resolutions that articulated their collective voice on the actions for good recordkeeping in support of good governance in the coming years in Tuvalu.

Mark also addressed the Tuvalu Development Consultative Committee (DCC), which is comprised of all of the Permanent Secretaries of government ministries and is chaired by the Secretary to Government. He outlined the PARBICA Recordkeeping for Good Government programme of work, the various successes across the Pacific resulting from the work, the inclusion of good recordkeeping in the Pacific Plan, and provided an overview of the workshop and participant outcomes. This was an opportunity to request the committee members' support for the workshop participants as they try to implement their actions from the training.

Ane Teilauea and the staff at TNLA have been doing great work to support the government record keepers in Tuvalu, particularly in using Guidelines 4-6 regarding record plans. They ensured the programme went smoothly and provided the customary Pacific hospitality. PARBICA is looking forward to continuing to maintain a strong relationship with Tuvalu.

Sarah Tyacke, Chair of FIDA, was very pleased to hear about the results of the workshop. FIDA awards are specifically for the development of archives and archivists (not just national ones) in developing countries where there is a clear need and a good proposal for helping archival development there. Every year the Trustees issue a Call for Projects, which is your opportunity to make a submission for funding. For more information about FIDA please see: http://www.ica.org/3218/about-fida/about-fida.html.

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