JARD Preserving Documentary Heritage Of Jamaica

The Jamaica Archives and Records Department (JARD) remains steadfast in its quest to preserve the documentary heritage of the country.

The Department, which is celebrating its 60th anniversary this year, serves as the main repository for the perseveration of government records in paper, audiovisual and electronic formats, relating to the country’s history and heritage.

It collects archival materials relating to Jamaica produced by government ministries, agencies and departments and persons of national importance, as well as churches, charities and other organisations, to ensure that primary materials of cultural value to Jamaica are preserved.

Guided by its mission, the JARD aims to ensure the efficient and effective management and use of official records and information at all stages of the life cycle and to preserve those official and other archival records for current and future use by the Government and citizens of Jamaica, in order to strengthen national development.

Government Archivist, JARD, Claudette Thomas, said the continued transformation of records and information management is crucial for national development.

“Information is considered a key output of government operations and should be treated as an asset. Similar to us looking at the financial, human and physical resources, the good management of information is critical to any efficient running of an organisation. There is also that need to include this information concept in the strategic approach of the country or the organization, but in doing that, we need to identify gaps,” she argued.

Some of the gaps identified include inadequate ICT resources, limited skilled information professionals with adequate cutting-edge capabilities or competencies, and the risk of losing documentary heritage.

Ms. Thomas was speaking recently during the launch of the Records Information Management (RIM) Month of activities at The Jamaica Pegasus hotel in New Kingston.

RIM Month is observed annually in April. It was organised by the JARD under the theme ‘Transforming Information and Records Management – Bridging the Gap’.

Ms. Thomas said the Government has sought to address some of the gaps through Cabinet’s approval of the implementation of the Government of Jamaica Records and Information Management (RIM) Policy in 2018.

This policy outlines standards for the effective records and information management across all sectors.

Implementation of the RIM policy will facilitate accessible, efficient and effective service delivery to the citizenry; data sharing across ministries, departments and agencies (MDAs); ease of doing business, research and attraction of investments; increased transparency and accountability through the creation, processing, maintenance, use and disposition of records in conformity with local policies, standards and international good practice; preservation of national and cultural identity; leveraging cultural assets; informing the citizenry; and the overall attainment of national development goals.

“The purpose of that policy is to establish standards in managing official records and an adherence to international best practices, so record-keeping is key,” Ms. Thomas explained.

The Government’s RIM programme is being rolled out in approximately 39 ministries, departments and agencies.

“We are seeking to accomplish this goal within three levels at the short, medium and long term. So, as we seek to implement, we have established cohorts. We have had cohorts 1, 2 and 3; we have started implementation of the RIM programme with these cohorts, which number approximately 39 entities – ministries, departments and agencies,” Ms. Thomas said.

Meanwhile, she paid homage to the work of the first appointed Government archivist, historian and author, Clinton Black.

“He was instrumental in the construction of the first archive within the Caribbean in 1962. We had that opening and members of the Archives Advisory Committee were also there,” Ms. Thomas shared.

She said the JARD remains committed to preserving the country’s rich heritage.

Minister without Portfolio with responsibility for Information, Hon. Robert Morgan, described the Jamaica Archives and Records Department as the roots of the Jamaican society, noting that the Department holds significant value.

“It is the memory of our country; it is the institutional wisdom that we can go back to from time to time and review to inform ourselves about how to plan for the future,” he said.

Mr. Morgan lauded Prime Minister, the Most Hon. Andrew Holness, for his recent announcement of measures to ensure the continued preservation of information through the establishment of purpose-built archive facilities.

“We are seeking to create purpose-built archive facilities that are climate-resilient, that are disaster-resilient and that can assist us with continuity of Government if something bad should happen, so that the history, the culture of Jamaica, the decisions that we have made and the reasoning behind those decisions can be preserved for future generations,” he said.

He congratulated the JARD on their diamond jubilee and the sterling contribution the Department has made to the enhancement and furtherance of national development.

“Tasked with the mandate of ensuring quality service through the preservation of those records which have archival value and ensuring quality management of all official records, the Jamaica Archives and Records Department has played an integral role in the modernisation of the records and information management system,” he said.

The Minister pointed out that through their hands-on guidance and support, the Department has started the transformation of several ministries, agencies and departments and how they store and manage important records detailing the activities of the Government of Jamaica.

Some of the activities of RIM Month included the publication of the RIMZINE magazine, webinars as well as virtual tours of JARD.

The JARD is a department within the Office of the Prime Minister.