Summary of Introduction to Information Records and Sources
Introduction to Information Records and Sources: A Guide
Introduction
This study unit introduces information records and sources, explaining what they are, why they matter, and how they are used in libraries, archives and museums. It breaks down definitions, types, and real-world applications so you can understand how recorded information supports research, administration and cultural preservation.
What are information sources?
Information sources include any object, record, person or even animal that can pass on information. In practice, the sources most often discussed in this module are found in:
- Libraries (books, journals, electronic resources)
- Archives (official records, personal papers)
- Museums (artefacts, objects, specimens)
These sources can be grouped into two overlapping categories: information records and information objects.
Definition: Information record
In records management a record is a document, regardless of form or medium, created or received and maintained by an organisation or individual as evidence of business, legal or historical activity.
Definition: Information object
An information object is a tangible item (often found in museums) that carries informational content about materials, techniques, culture or natural history.
Breaking down the key concepts
Records vs objects (comparison)
| Aspect | Records | Objects |
|---|---|---|
| Typical location | Libraries, archives | Museums (also libraries/archives) |
| Form | Documents, files, digital records | Artefacts, specimens, three-dimensional items |
| Primary purpose | Evidence of transactions, legal proof, documentary history | Cultural, scientific or material evidence |
| Use in research | Provenance, context, administrative history | Material culture studies, conservation, exhibition |
Characteristics of a record
- Created or received in the course of business or personal activity
- Maintained because it has continuing value (legal, evidential, historical)
- Treated as a single unit (for example, a certificate or deed)
- Can be in any medium: paper, digital, microfilm, audio, video
Practical examples
- A birth certificate held by a municipal registry (record) documents legal identity
- An accession register entry in a museum documents when and how an artefact entered the collection (record)
- A preserved fossil specimen in a natural history museum (information object) provides scientific data about past life
- A library catalogue record describing a book (bibliographic record) helps users find the item
Why study information records and sources?
- To understand how evidence of actions, decisions and culture is created and preserved
- To learn how to manage, describe and retrieve records for legal, administrative and research purposes
- To appreciate the role of different institutions (libraries, archives, museums) in preserving knowledge
Real-world applications
- Legal compliance: Organisations must maintain records to meet statutory retention requirements and to provide evidence in court.
- Historical research: Scholars use archival records to reconstruct events and social contexts.
- Cultural heritage: Museums use objects and associated records to interpret and display human activity.
- Information retrieval: Librarians create bibliographic and catalogue records so users can locate resources efficiently.
How records are treated in archives
- Archives consider a record as something created or received and subsequently maintained by an institution, organisation or individual in the transaction of official or personal business.
- Archivists emphasise provenance (origin) and original order (the arrangement of records as created) to preserve context.
Definition: In archives, a record is a document created or received and mai
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Information Records & Sources
Klíčové pojmy: Definition of a record as a document created/received and maintained, Information sources include objects, records, people and animals, Records are used as legal, administrative and historical evidence, Information objects are tangible items often held in museums, Archives emphasise provenance and original order, Accessioning, cataloguing and preservation are core processes, Bibliographic and catalogue records aid discovery, Records can exist in any medium including digital formats, Libraries, archives and museums each play distinct roles, Collaboration (e.g., digitisation) increases access and protection