CHAPTER ONE

INTRODUCTION
Background of the Project
In globally, the History of Archives refers to the study of the development and evolution of
archives throughout history. It encompasses the legal tradition of archives that dates back to
ancient times and explores the use of archives for research, which began in the late 18th
century. This field examines the broad range of archival materials and the challenges faced
by archivists in terms of preservation and information technologies.
The practice of keeping official documents is very old.

Archives were well developed by the ancient Chinese, the ancient Greeks, and the ancient
Romans (who called them Tabularia). However, those archives have been lost since
documents written on materials like papyrus and paper deteriorated relatively quickly, unlike
their clay tablet counterparts. Archives of churches, kingdoms, and cities from the Middle
Ages survive and have often kept their official status uninterruptedly to the present. They are
the basic tools for historical research on this period. England, after 1066, developed archives
and archival access methods.

The Swiss developed archival systems after 1450. This article discusses the history of
archives from antiquity to the present day. It makes clear that archives follow a legal tradition
that reaches back to the beginnings of occidental civilization. The use of archives for research
is a relatively recent development: it basically began with the French archives law of 1794. A
broad organization of archives, both public and private, has developed since that period and
now encompasses all the countries in the world. The scope of this material (i.e., charters,
records, registers, maps, plans, audiovisual media, electronic documents, private collections,
and archives) and its appraisal pose serious problems for archivists today. Those problems
include all questions dealing with preservation and information technologies.

In Somaliland The history of archives in Somaliland is not extensively documented, as

modern state systems in the region began under British colonial administration (1884–1960).
During the colonial period, archives mainly consisted of administrative records, including
those related to internal governance and foreign affairs, following European models.
Since Somaliland declared independence in 1991, the use of official archives has gradually
developed with the aim of organizing, documenting, and preserving critical data. This
effort includes collecting and safeguarding documents related to international
agreements, political negotiations, and other essential governance materials.

Stages of the Somaliland Ministry of Foreign Affairs:

1. Initial Stage (1991–2000): During this period, the ministry faced significant challenges
with record-keeping, as the newly established government was focused on stabilizing
the country. Many documents were stored informally, and systems were largely
disorganized.
2. Development Phase (2000–2010): Efforts were made to improve the handling of
documents. The Ministry of Foreign Affairs began systematically preserving records,
especially those related to diplomatic agreements and international relations.
3. Modernization (2010–2025): The ministry has since made strides in adopting digital
archiving systems to enhance the preservation of treaties, international
correspondence, and other vital historical records. This shift toward technology aims
to secure data for future generations while improving accessibility.

Challenges remain in ensuring the protection and accessibility of historical materials,

emphasizing the need for modern programs to strengthen archival management in
Somaliland.
Literal Definitions:
1. ISO (International Organization for Standardization):
"A management system is a set of interrelated or interacting elements of an organization to
establish policies and objectives and processes to achieve those objectives."

2. Drucker, Peter (2001):

"Management systems are structured frameworks that help coordinate the planning,
execution, and control of organizational processes to achieve efficiency, effectiveness, and
productivity within an organization."
3. Juran, Joseph M. (1989):
"A management system is the systematic process by which the management ensures quality,
productivity, and adherence to organizational goals through standardized practices,
monitoring, and continuous improvement."

Work Definition:
Archival Management System is a structured framework or system designed to systematically
organize, preserve, access, and manage records and archives throughout their lifecycle,
ensuring the efficient retrieval and long-term safeguarding of information while maintaining
compliance with legal, historical, and organizational requirements.

Operational Definition:
We created the Archival Management System by assessing the ministry's needs and existing
records. We categorized and prioritized the documents based on importance and historical
value. A structured framework was established for organizing and accessing archives. We
utilized modern tools, including archival software, to digitize and streamline records.
Preservation of data for the long term was a key focus. We addressed maintenance challenges
and implemented security measures. The system was designed to be user-friendly and
scalable for future needs. This ensured efficient management and easy retrieval of
information.

Problems to Solve in Archival Management Systems (From Global to Local Levels):

1. Technology and Change: On a global level, the rapid development of new technologies
can cause archiving systems to become outdated or obsolete. Locally, many institutions face
budget constraints and lack the expertise to implement modern technology effectively.
2. Data Preservation and Security: There are constant risks concerning the protection of
critical stored data. Poor preservation methods can lead to data loss or degradation. This is a
key issue both globally and locally.

3. Access to Data: While technology helps store data, accessing this information can be
difficult for various reasons, such as system failures or inadequate storage conditions at the
local level.

4. Legislation and Regulations: On a global scale, the laws and regulations governing data
management vary significantly between countries. This discrepancy creates challenges for
developing systems that comply with both global and local legal requirements.

5. Planning and Data Collection: At the local level, many institutions face the challenge of
efficiently planning and organizing data collection, which can lead to loss of information or
inefficiencies in storage systems.

6. Training and Expertise: Some local institutions struggle to find staff with the necessary
knowledge and skills for effective archival management and modern technologies, which
negatively impacts the quality and efficiency of data handling.

References list (Citations):

-AI generated definition based on:

International Encyclopedia of the Social & Behavioral Sciences, 2001.
-General Understanding referring to the common methods of in various historical contexts.