Annual Report 1 January -31 December 2010
is NATIONAL
ARCHIVES
MALTA
National Archives Malta
A publication of the National Archives Malta, February 2011
Š Copyright, National Archives, Malta 2011
National Archives Head Office Hospital Street Rabat RBT 1043 Malta Tel:
+35621459863 Fax: +356 2145 0078
E-mail: customercare.archives@gov.mt www.nationalarchives.gov.mt
Cover Images: A 78 rpm recording donated to the National Archives by tenor Paul Asciak and a gramophone donated by the Friends of the National Archives as part of the sound archives initiatives taken during 2010.
Cover design: Marlene Gouder Photos: Joseph Amodio, Stephen Busuttil, Kevin Casha, Marlene Gouder, DOI ISSN 1997-6348
Table of Contents
Foreword 1.
Mission and Functions 1.1
Mission
1.2 Functions
2.
Organisational structure
3.
Records Management unit
4.
Archives Processing Unit
4.1 Accessions 4.2 Sorting
4.3 Cataloguing 4.4 Digitisation
5.
Public services unit
5.1 Reading Room Services
6.
Outreach 6.1
6.2
7.
Exhibitions/Open Days
National Archives Annual public Lecture
6.3
Educational / Cultural visits
6.4
lnternships
Corporate Management unit 7.1 Finance and Administration
7.2 Upkeep of premises 8.
International participation
8.1 EUROPEANA
8.2 APEnet 8.3 lcA 8.4 Audio-visual Heritage Group 9. National Archives Council
10. Volunteers 11. Friends of the National Archives
12. Publications
n
13. New Digitisation Laboratory in Gozo
12
Photo captions
12
Charts and tables
14
Unaudited financial statements for the year
ended 31 December 2010
19
The main project during 2010 was related to
sound archives. Images depict the gramophone donated by the Friends of the National Archives.
giv__
Foreword ln my foreword to last year's annual report I
Our commitment towards the smooth intro-
identified the targets for 2010.
duction entitled of Fol.' we did event.
These were:
the lobby for the appointment of records officers in government; the organisation of the Second National Forum on Archives and the
publication of the State of Archives Report; the work on the National Register of Archives;
the issue of storage space; and the work towards the successful implementation of the Freedom of Information Legislation.
of F0l led us to organise a seminar `R8cords Management on the Advent The seminar was well-attended and the nfce§§ary follow up after the
The area which did not register the progress we expected was that of the lack of storage space. This is a problem in all our three re-
positori£§, We cannot accept further accesDuring the year progress was registered on all fronts, although not all the issues were resolved or registered the same rate of pro-
gress. All the discussions and planning about the
appointment of records officers were concluded, The process led to the planning of a Certificate course in Archive and Records Management targeted at public officers. The course which will be delivered at the Centre for Development, Research and Training is currently under evaluation by MQC.
sions without tackling this issue.
The time
when adding a store house to thB repositories was a remedy i§ no longer feasible. One has to cater for the security, manning{ and upkeep of each repository, and further additions to the current infrastructure will result in more fragmentation of services and pressure on the financial allocation of the National Archives.
Our vision for the sector is that one time Malta will allocate the necessary funds to build a State-of-the-art National Archives. We
need to cater for the accessions af the coming 3 to 4 decades. I§sues such a§ energy efficiency, securityz parking and adequate
As in previous years the National Archives
services to the public can be guaranteed with
Council appointed the National Archives to
much more flexibility in a newly built environ-
compile and publish the State of Archives report, which report was published and will be
ment. This target will be a top priority on our
agenda for the years tQ Come,
discussed in a public Forum on 9 February 2011.
The National Register of Archives is fully
Charles J. Farrugia
functional
BA {Hons), PG Hip Re€r Mgmt. MA. MA {Lond}
at
www,nationalarchives.gov.mt.
We plan to give the necessary public informstion and training to users during 2011.
National Archivist
_
1.
Mission and Functions
1.1
Mission
3.
Records Management unit
During the year under review the Records Management Unit continued accepting requests for decisions
To preserve the collective memory of the Maltese Na-
on retention schedules.
tion through the preservation and accessibility of all public archives regulated by the National Archives Act.
queries from the Passports Office, the Telecare Office, the Commerce Division and OPM. In order to start the
1.2
process leading to the building of an Inspectorate Unit, the National Archives recruited an Inspector of Re-
Functions
cords in November 2010. The functions of the National Archives are defined in
Works are at hand on the
refurbishment of the offices which will house the Records Management Unit.
Article 4 of the National Archives Act (2005).
Amongst these there were
During 2011 we plan to pro-
vide further training to the person in question, provide transport facilities and also launch the section formally.
The functions are to:
i.
safeguard the collective memory of the Maltese nation and protect the rights of citizens through
the selection, preservation and access to the archives in whatever medium to the highest of standards; ii.
establish and maintain a register to be known
as the National Register of Archives; iii.
monitor with powers of inspection the recordkeeping practices within public offices;
iv.
accept and acquire private records of national
significance by gift, purchase, bequest or deposit;
v.
provide leadership to Maltese archives in such
areas as preservation of archival records, records management and national cooperation
schemes; vi.
promote the professional training of archivists
and records managers.
2.
During the year under review we also organised a
Organisational structure
nation wide training seminar on `Records Management
The current staff structure consists of thirteen employees, twelve full-timers and one part-timer.
During the
year under review we had the retirement of a general hand and a messenger. During the same period we employed an Administrator and an Inspector of Re-
cords. The process to recruit a Conservator was also carried out, and it is hoped that the incumbent starts work during the first quarter of 2011.
on the Advent of FOI Legislation'.
The event was or-
ganised in conjunction with the Association of Commonwealth Archivists and Records Managers
(ACARM). The tutor during the seminar was the Secretary of ACARM Dr Teresa Bastow. A number of officers from various public departments and entities participated.
It is to be noted
that after safeguarding the funds for such posts, we had to go through the rigorous processes of the Ca-
4.
pacity Building exercise, get all clearances from OPM and also pass through the ETC, and MQC evaluation
The most ambitious project during 2010 was the ac-
of qualifications.
Archives processing unit
cession of an extensive collection of Tourism records.
The records dating from 1958 up to the 1980s were Although the first tangible steps at incrementing the
stored in ill-fit storage conditions in a basement at St
number of employees with professional personnel
Christopher Street in Valletta. All records were trans-
have been made, we are constantly insisting with the
ferred to the Head Office of the National Archives,
Ministry of Finance to increase the annual allocation of
funds. Apart from this, we need to have a more flexi-
where they are being cleaned, re-boxed and catalogued. The project is a joint venture between the
ble recruitment regime in order to get on board the
National Archives, the Ministry of Tourism, and the
best people in the least possible time frames. Archives
Department of Tourism at the University of Malta.
is a specialisation, and identifying qualified people who
are ready to join our team is not an easy process.
Another two challenges during 2010 were the transfer-
by part-timer Mr Michael Ellul.
ring of the collection of the Teachers Documentation
ried out on the MFA, TOU, ADC, and OPM fonds. We
Centre and the Shipyards records. Following the deci-
also dedicated considerable time to upgrade the listing
sion to allocate the Floriana premises to the Malta
of the Hansard collection.
Similar work was car-
Philharmonic Orchestra, the Teachers Documentation
Centre's records were merged with the holdings of the
The Cataloguing Unit was also involved in discussions
National Archives.
on how the various databases we have can be merged
The Shipyards records were also
dealt with. Some of the records were brought over to
in order to provide centralised access via our web-site.
the archives, while others are still temporarily in the
These discussions are also considering the upcoming
custody of Heritage Malta.
APEnet project obligations and also the possibilities of
providing the same content to other projects such as
4.1
Accessions
EUROPEANA.
The lists of accessions that reached the National Archives are included in Tables 1 and 3, p.15.
4.4
Digitisation
The list
registers a mix of public documents, mainly the Tour-
During the year under review the National Archives
ism records, OPM files, records from the Health sector,
opened another digitisation laboratory at its Gozo re-
and private donations. The most extensive donation was that made by tenor Paul Asciak, who donated the
pository. This step is aimed at preserving Gozitan archival heritage, and eventually make this archive
contents of an exhibition about his achievements. An
more widely available to the public.
extensive collection of digital images related to Gozo
was accessioned as part of the lectures entitled `M/.//-
Work continued on the main projects sponsored by the
Awfur sa /-Awht.v/'i" delivered at the U3E Gozo section by
Hill Museum and Manuscript Library and the Genea-
the National Archivist during 2010.
logical Society of Utah. All shipping registers up to the
4.2
the Magna Ct7ri.a Caste//ani'a are also available in digi-
1940s are now digitised. More than 500 volumes from
Sorting
tal format.
Sorting is a gradual process, especially at the Head
Full details on production rates in Table 6,
p.16.
Office where new entries are continually accessed within the storage repositories. During this year a se-
We also continued with the digitisation of the Tony
ries of tasks were assigned to clear hundreds of docu-
Terribile collection, and site maps and drawings from
ments namely from the Tourism section. Other depart-
the Ordinance Department.
ments whose records were sorted were the OPM, the
the digitisation on demand project we have, whereby
Treasury and the Magna Curia Castellania. The deci-
drawings ordered by the public are digitised on de-
sion on which records to focus is often dictated by
mand and also preserved for the archives collection.
The latter emanate from
public demand in our reading rooms, and the availabil-
ity of staff, volunteers or students to carry out the tasks
As part of the process to transfer a number of Cabrei
in question.
from the Works Record Room in Floriana, a number of drawings held in Floriana were also digitised on site by
Another extensive sorting exercise was carried out at
our staff in order to safeguard continuation of access
our Hal Far repository.
for the records from both the National Archives repository in Rabat and the Works Record Room in Floriana.
4.3
Cataloguing
Cataloguing is aimed at making holdings more readily
5.
Public services unit
accessible to the public. The cataloguing unit contin-
ued with several projects carried forward from previous
The Public Services Unit is responsible for the dealings
years. Main projects worked upon during 2010 were the Governor's despatches, which project is carried out
with the public via our telephone system, fax, web-site and customer care e-mail, contact with the public in the
\ ,.\ r I 1 ) \ ,\ I
ARCHIVES
F.i
ra ut
three reading rooms, and the other outreach events we
communication. During the first year 17 photo albums
organise such a school and cultural visits, the annual
were created exhibiting a total of 84 photos.
public lecture and other participation on the media.
were also 13 notes, and 3 events featured.
5.1
6.1
Reading Room services
During the year under review we registered an in-
crease in the demand on our reading room service in
Rabat, and a slight decrease on the reading room in Mdina.
Tables 8, 9 and 10 give detailed information
showing the number of researchers who visited our reading rooms during 2010.
It is to be noted that there was a considerable increase
over the phone or e-mail. The same can be said when The year 2010
registered and increase in the number or visits over the
previous year. All these increases were handled effectively without any increase in the human resources or the expenses incurred by the National Archives.
The organisation of exhibitions at head office was temporarily suspended due to the fact that the exhibition area is occupied with truck loads of documents accessioned during the last months.
However, during 2010
we hosted two exhibitions in the Gozo section and
For the second consecutive year, the Legal Documentation Centre and the Malta National Memory Project were open for the Mdina Medieval Festival which was organized by the Mdina Local Council and
the Secretariat for Local Government during a two-day festival on April 10 and 11, 2010. Thousands of visitors
had the opportunity to see a photo documentary exhibition on Stanley Fraser and film documentaries
Members of the public can now interact with our cus-
tomer care section via our web-site.
Exhibitions / Open Days
another at the Mdina Repository.
in the number of basic research requests reaching us it comes to school and cultural visits.
There
They can also
pay on-line for services via the e-id registration, or the alternative log-in option for customers who live abroad.
originally archived and digitized by the Department of
Information. Achievers
in
Two
public
Australia'
lectures and
on
`Malta
the fi
`Maltese Zmien
il-
Gwerra' (Malta during the War) were delivered by Mark
Caruana and Prof. Henry Frendo respectively.
The first exhibition organized by the Gozo section was
6.
Outreach
held on 15 May 2009 to coincide with `Lejlet Lapsi' . `Notte Gozitana'. The exhibition, mounted within the
Under outreach we classify all those measures taken in order to reach out to the public, explain our mission
premises of the National Archives, was about `Dettalji Arkitettoniei fid-djar antiki ta' Gtiawdex' . `Architectural
to society at large, and focus on those areas which are
features of houses of character in Gozo'.
under represented in our patron's profile.
Organised
visits to the archives included students from all levels
The second exhibition was open from 7 to 23 October
of the educational system, students from the University
and was a continuation of the above-mentioned one. It
of the Third Age, Local Councils, pharmacists, and the
featured `L-arkitettura domestika fGhawdex' - `wirt
various groups of students from University faculties.
dejjem jonqos' . `Gozo domestic architecture - a dwindling heritage'. Due to the interest it generated the
The main outreach projects were the Malta's Lost
event was eventually extended to the last weekend of
Voices project and the annual public lecture which are
the month.
dealt with later on in this report.
6.2 Our web-site was further tested and refined to keep the public informed about our events. Through the support of a volunteer, the National Archives started using
Facebook to reach out to wider audiences.
During
2010 there were almost weekly uploads on Facebook
National
Archives Annual
Public
Lecture The National Archives Annual Public lecture was held
on 30 November 2010 at the reading room of the Head
with circa 600 users reached via this current method of
7
Office in Rabat.
The main speaker was Mr Andrew
Alamango who discussed
the topic `Malta's
Lost
Voices' focusing on the early 78rpm recordings regis-
visit we made an effort to showcase before these students the historical aspect of the holdings themselves, but also the archives principles underlying the work at
our repositories.
tering Maltese music and singing dating to the 1930s.
The same lecture was accompanied by a technical
When students visit the National Archives they are
presentation by sound engineer Mr Daniel Talma who explained the painstaking work involved in the cleaning
addressed by the National Archivist and also shown
and restoration of the recordings used for the Lost Voices project which was sponsored by the National Archives and the Ministry of Education, Employment
accessions, digitisation, the storage stacks, and the
and the Family.
The type of lecture and documents used are adopted
6.3
ticular projects have been developed in collaboration
around the various stages of archival practice such as reading room services.
Each visit is planned well in
advance in collaboration with the teachers involved.
according to the education level of the visitors.
Educational / Cultural visits
Par-
with Ms Evelyn Pullicino on behalf of the Giovanni
During this year we intensified our policy of open ac-
Curmi Higher Secondary and with Dr Emmanuel But-
cess to schools to bring over their students to visit the
tigieg on behalf of the Junior College.
archives. Students from different schools had the op-
about all the visits carried out during 2009 is given in
portunity to visit on planned educational tours, ln each
8
Table 12, p.18.
Information
6.4
Internships
During 2010 we intensified our efforts to attract stu-
dents to carry out internships at the National Archives.
We now have agreements with three local companies; Future Focus, Paragon Europe, and Across Limits to direct students to opportunities at the National Ar-
chives.
During the year under review we hosted Mal-
tese, Romanian, Italian, French and German students. (Table 7, p.17)
7.
Corporate Management unit
Certain aspects that cut across the whole organisation both in Malta and Gozo are managed by the Corporate Management Unit. This unit processes the HR and administration of the National Archives. Apart from the
day to day administration the unit processes: - Finance related items like invoice processing, pay-
Co//ecfi.ve agreements - The collective agreement currently in force expires on the 31 December 2010
ment and filing. Reports relating to the financial status
and the representing union was contacted to com-
of the Archives like the financial estimates for the year
mence negotiations regarding a new collective agree-
are prepared with the collaboration of the accountants. - HR related items like attendances - both creation
ment. Once the proposals are received from the union,
and checking, roster planning and the upkeep of per-
the signing of a new collective agreement during 2011.
negotiations will commence in order to try and arrive at
sonnel records including leave records. The compila-
tion of various reports relating to human resources as
Health and Safety committee - The actuatlion Of the
requested by Ministry. Staff development is also man-
plan of setting up of a Health and Safety committee was commenced. As a first step, to identify issues
aged by this unit. - Administration related items like filing, maintenance
currently influencing the health and safety, both of
management, lcT management and compiling reports
employees and of visitors, quotations were collected
as requested by various government authorities and
from qualified entities and individuals to perform a
Ministries.
Health and Safety assessment on all three properties. The Institute of Health and Safety was appointed to
7.1
Finance and Administration
conduct the assessments. Following the assessments that should take place around the last week of Janu-
Appointment of administrator - On 22 Septewher
any, a detailed plan of action to further improve the
the recruitment exercise was finalised with the employ-
health and safety at the Archives will be prepared and
ment of Mr Etienne Ferrito in the position of Adminis-
acted upon.
trator.
7.2
Upkeep of premises
New tendering procedures - Tender.ing approval now is subject to the Education Department's Departmental
Fite defecfi.on system - A tender was issued for the
Contracts Committee evaluation. This committee vets
supply and installation of a fire detection system. This
the decisions taken by the adjudicating committee set
tender was published in September with a closing date
up by the National Archives. This procedure is more
in early October. Five companies put forward their bids
rigorous than the previous procedures, and it is also
and the tenders were processed during October. The
very time consuming. The fire alarm system tender and the CCTV system tender were processed successfully
tendering process was finalised and the winning bidder
under this new procedure.
and a schedule of works was agreed upon. Installation
was Firetech Ltd. Contact was made with Firetech Ltd
of the fire detection system is to commence on the Staff frai.ni.ng - Staff training during the year included
second week of January 2011 and should be finalised
the attendance by various staff members to various
in four to six weeks,
conferences, held both locally and abroad. The work-
ers attending apart from gaining a wider knowledge
CCTV system - The other tender issued during this
about their work, also gain important insight into the
solutions devised by colleagues from different entities
year was for the supply and installation of a closed circuit television system. As with the fire detection sys-
which might also be relevant to the challenges facing
tern tender, the process was finalised in the month of
the National Archives.
December. The winning bidder was Firetech Ltd. The
plan is to start work in the second week of January
T9
workshop focused on the Europeana Data Provider
Agreement. Europeana wants to see the metadata in the context level published by the providers as Open Data.
8.2
APEnet
The National Archives if one of the lead partners in
Archives Portal Europe (APEnet), which aims to develop an internet gateway for EU National Archives.
On
30 June 2010 Dr Joseph
Bezzina, Assistant
National Archivist, and Mr Noel D'Anastas, Assistant
Archivist represented the National Archives at the
APEnet Second General Assembly meeting in Leon.
During the conference, the management team reviewed the
APEnet project progress of the
project, EAD profile and validator, the architectural and functionalities for the portal and the expansion of the 2011 and to finalise the installation within the stipulated
network. Malta was praised for the language transla-
deadlines.
tions. The National Archives of Malta as one of the
content providers for APEnet attended the WP4 work-
StrL/cfura/ repai.rs - Various repair requirements were identified during the year and some of these were tackled but the vast majority could not be addressed due to
was focused mainly on the problems encountered by
the lack of manpower. One of the impending require-
the partners such as the export of databases and the
ments, is the plastering and painting of some rooms to
non lsAD/G compliant data.
shop which was held in Paris on 9 November 2010.
Noel D'Anastas was present for the workshop which
be used as offices and the repair of one of the courtyards. It is being planned that the sealed quotation
method be used so as to commence repair works as quickly as possible.
8.3
lcA
During 2010 the National Archives kept its active participation in lcA, in particular in the European Branch
8.
International participation
of lcA (EURBICA) and the CITRA Bureau.
Discus-
sions were also held with lcA on the possibility of ap-
plying the newly developed software ATOM by the The momentum of active participation in the international archives fora was maintained.
National Archives.
The National
Archives was represented in the periodic meetings of the European Bureau of National Archivists (EBNA),
8.4
Audiovisual HeritageGroup
the European Archives Expert Group (EAG), the ExA Conference on Audiovisual Archives in the 21st Cenperts Group on the Digitisation of Cultural Heritage, the European Branch of lcA (EURBICA), the CITRA
Bureau, and the Association of Commonwealth Archi-
vists and Records Managers which is chaired by Malta's National Archivist.
tury held in Ghent on 13 and 14 October 2010. Was essentially a wide discussion on the digitization of film
and audiovisual heritage in the framework of the cur-
rent European context (with the development of the European Digital Library Europeana), with a focus on
8.1
EUROPEANA
the challenges regarding funding, business models
and access, copyright and the interoperability of collections.
The various attempts by the National Archives of Malta
to provide content to EUROPEANA were hampered
Archives Council member Dr Lillian Sciberras
participated in this conference on behalf of the National Archivist.
due to the different metadata standards of the holdings. This will be resolved through the participation of
the archives in APEnet, a project tailor made to render the holdings of EU national archives available on-line.
9.
National Archives council
The same platform will make it possible for the content put online to be farmed by EUROPEANA.
The National Archives Council kept on its work in line
with the remit vested onto it by the National Archives
On 22 November 2010 Mr. Joseph Amodio repre-
Act (V, 2005) article 15.
sented the National Archives during a Europeana
the Council is the following:
The current membership of
workshop entitled `your metadata on the web' at Koninklijke Bibliotheek in Den Haag, Netherland. The
10
Dr Joseph Cassar -Chairperson;
10.
Volunteers
The work of the National Archives employees is sup-
ported by the efforts of a small number of committed volunteers. The regular volunteers during 2010 were Mr Anthony Bonello, Mr lvan EIlul, Mr Michael Bonnici
and Mr Mark Caruana who works remotely on the data input from Australia.
11.
Friendsofthe National
Archives Mr Anthony Pace,
Superintendent of Cultural
Heritage
The NGO wing of the National Archives celebrated the
Ms Isabel Vella o.b.o. Heritage Malta
10th anniversary from its foundation in 2000. To com-
Ms Maroma Camilleri o.b.o. Libraries Department
memorate this event the first issue of the Journal
Mr Leonard Callus o.b.o. OPM
ARKIVJU was published.
Mgr Gwann Azzopardi o.b.o. Private archives
tween the National Archives and the Friends organisa-
Dr Lillian Sciberras o.b.o. Professional bodies
tion. An editorial board led by Chief Editor Comm. Dr
Mr John Cremona o.b.o. Gozo archives
George Cassar and members Mr Noel D'Anastas and
Mr Max Farrugia o.b.o. NGO's
This is a joint venture be-
Mr Charles J. Farrugia was set up. The end result was the issuing in November 2010 of the first issue.
ln line with the provisions of the National Archives Act,
Mr Charles J. Farrugia, National Archivist, and Dr Jo-
Arti-
cles of an academic nature emanating from research carried out at the National Archives, or articles of an
seph Bezzina, Assistant National Archivist attend all
archival technical nature were published.
Council meetings.
will be published on an annual basis.
The meetings during 2010 were held on 18 February,
Apart from the 10th Anniversary events, the organisa-
29 April,15 July,16 September and 4 November.
tion registered with the Voluntary Organisations Com-
The journal
missioner and also convened an extraordinary general
The main issues discussed during the year under re-
meeting to reform the statute.
view were:
was given to further support the National Memory Pro-
•
ject. A voice recording machine and a gramophone were procured and donated to the National Archives.
The implementation in view of the Freedom of
Particular emphasis
Information and Data Protection Acts and records officers in government;
•
The future of the Banca Giuratale repository;
•
The future of the Malta shipyards archival records prior to its privatisation;
•
plans to introduce records management training at the CDRT;
•
The publication of the state of the Archives Report 2010;
Publications
The National Archives produces its annual report
which is presented to Parliament on an annual basis, The report for 2009 was published in February 2010. As with other publications it is produced and designed entirely in house by the staff of the National Archives.
•
Proposal for the identification of new premises for
•
the Gozo Archives; Transfer of the Cabrei
•
Project House. The retention schedule of passport applications;
•
12.
The second publication during 2010 was the newsletter
from the Public Works
which has a wider audience than the annual report and
aims to promote the work of the National Archives to a wider audience.
The approval of the State of Archives Report 2010.
The main publication during the year under review was
a double cd album named `Malta's Lost Voices',
The National Archives Council also planned the State
of Archives Report and commissioned the National Archives to compile the report.
It will convene the
The
project which spanned over a number of years was developed and researched by Mr Andrew Alamango and sponsored by the Ministry of Education, Employ-
Second Forum on the State of Maltese Archives during
ment and the Family and the National Archives.
the first quarter of 2011.
official launching of the project took place on 26 No-
The
vember 2010 in front of D'Amato Record Shop in St
John's Street Valletta. The database resulting from the
13,
New Digitisation Lab and por-
trait Archive for the Gozo section Up to 2009 the National Archives had two fully functional digitisation laboratories, one in Rabat and the
other in Mdina.
The decision was taken to equip the
third laboratory in the Gozo section.
The equipment
was inaugurated during a ceremony held on 7 October 2010 under the patronage of the Hon. Giovanna Debono, Minister for Gozo.
During the same event,
National Archivist Charles J. Farrugia donated the first
project will be available for public research at the reading rooms of the National Archives during 2011,
six portraits representing Gozitan personalities for the Gozo portrait archive.
Photo captions (starting from left to right) p. 4
National Archivist charles J. Farrugia discussing with the Hon. Dolores cristina during the launching of the Malta's Lost voices Project, at D'Amato Record Shop in Valletta, on 26 November 2010; The presentation of documents by tenor Paul Asciak on 22 April 2010; the meeting of the National Archives Council held at the Wignacourt Museum on 18 February 2010
p, 5
p. 6
p. 7 p. 8
DrTeresa Bastow during the workshop on FOI organised by the National Archives on 13 April 2010
The presentation of the Lyceum documents to the National Archives on 25 May 2010; the inauguration of the digitisation laboratory in Gozo on 7 October 2010
A screen shot from the National Archives Facebook; MrJoseph Amodio directing one of the tours National Archives documents exhibited during the postal history exhibition at the National Library in valletta; Professor Henry Frendo addressing the audience during the Mdina Fest open day at the Banca Giuratale on 10 April 2010; Mr Noel D' Anastas
explaining to the public during the same event; Mr Andrew Alamango delivering the National Archives Annual Public Lecture on 30
November 2010 p. 9
Italian student Gulia presutto on a Leonardo placement during her sorting work on the Tourism documents
p.10
MrJosephAmodioduring a European meeting atThe Hague on 22 November2010
p. 11
The National Archives Council -Ms Pauline Cortis (secretary), Ms Maroma Camilleri, Dr Joseph Bezzina, Mr Charles J, Farrugia, Mag. Dr Joseph Cassar (president); Dun Gwann Azzopardi, Mr Max Farrugia, Mr John Cremona, Dr Lillian Sciberras.
p. 12
Hon. Giovanna Debono, Minister for Gozo viewing the exhibition in Gozo on 7 October 2010. Dr V. Bajada, Dr Joseph Bezzina, Mr Charles Farrugia, and Mr Joseph Scerri (Permanent Secretary)
p.13
1. Archives volunteer Mr Michael Bonnici explaining the pharmacy exhibition to U3E students from Gozo on 14 May 2010
2. Giovanni Curmi Higher Secondary students experiencing the thrill of working on primary sources during one of the school visits 3. National Archivist Charles J. Farrugia addressing the students at the Giovanni Curmi Higher Secondary on the initiative of Ms Evelyn Pullicino on 12 January 2010
4. Ms Pauline Cortis guiding a tour organised by the Dingli Local Council on 6 May 2010
5. The voice recording machine which was outside the Carabott shop in the 1930s now property of the National Archives 6. Mr Noel D' Anastas showing a document to Professor Vivian Wyatt who was on an academic visit hosted by the National Archives on 14 December 2010 7. Mr Charles J. Farrugia directing a group of University geography students on 15 February 2010 8. Dr Emanuel Buttigieg with his history students during a visit to the National Archives 11 March 2010
9. Ms Marlene Gouder demonstrating the pharmacy exhibits to St lgnatius College students on 3 December 2010 10. Junior College students viewing primary sources on 11 March 2010 11. Dr George Cassar and the National Archivist, launching the `Arkivju' journal on 30 November 2010
'fi..
-
'
_L=
__
__
_
",
Head Office, Rabat Monday / Tuesday / Wednesday / Friday
8,00am to 2.00pm
Thursday
10.00am to 2.00pm / 3.00pm to 7.30pm
Saturday
8.15am to 12.45pm
Legal Documentation Section, Mdina Tuesday / Wednesday / Thursday / Friday
8.00am to 2.00pm
Monday
8.00am to 2.00pm / 3.00pm to 7.30pm
Gozo Section, Rabat
Clfrk
Monday - Friday
7.30am to 1.30pm
Wednesday (October to May)
7.30am to 5.30pm
Saturday
7.30am to 1.00pm
Tab,e 1 Fonds
Accessions -Malta LIE.''i:'H Description
Extent
2010/1
Photo donated by Mr. Vincent Ellul
1 digital image
2010/2
Treasury Department -various publications
ca. 200 vols
2010/3
Education Resource Centre, Floriana
220 boxes of archival material / 4000 books /
2010/4
Nation al Statistics Office
2 vols
2010/5
Nation al Memory Project works by Ms. Veronica Galea
4 cds with 151digital images
2010/6
Donat on of photos by Mr. Giorgio Peresso
50 digital images
2010/7
Donat on of plans of various public buildings
24 plans
2010/8
Department of Culture
15 boxes
2010/9
Donat on by Mr. Francis Farrugia
1 cd with digital images
2010/10
Donat on by Mr. John Porter, UK
1 copy of a large plan
2010/11
Malta Shipyards
12 file drawers / 40 plans rolls / 30 boxes files
2010/12
Old Hamrun Boys Junior Lyceum
14 vols
2010/13
Tourism Authority (ex-Tourism department material)
ca. 800 steel boxes of files
2010/14
Photos donated by students of the U3E Gozo
277 digital images
2010/15
Project House, Works Department
13 vols (Cabrei and Pious Foundations plans)
2010/16
University of Malta (Hansard volumes)
4 boxes
2010/17
Donation by Mr. Paul Asciak
Copies of various docs laminated + 1 78 rpm
2010/18
Office of the Prime Minister
1 98 boxes
2010/19
Donat on by Mr. George Azzopardi
Original document,1895 ca.
2010/20
Donat on by Ms. Annamaria Gatt
1 digital image
2010/21
Donat on by Ms. Carmelina Grech
3 boxes
50 volumes / 100 files
2010/22
Public Lotto Department
5500 files / 7 registers / 15 published items
2010/23
St Vincent de Paule Hospital, patient's records
213 volumes
_
Table 2 Fonds AG
Accessions -Gozo
_ _
___ _
_ __ _ _ _ _
Description
Extent
Archives Gozo (National Archives - Gozo section)
AG/01 AG/03 AG/04 AG/05
-Correspondence -Attendances -Exhibition catalogues
1 volume 1 volume
1 volume
-Miscellanea
10 volumes
CC
Civiccouncil-CC/03
CP
Circulars and posters -CP/03
-Posters
Hl
Hospital and other Institutions -Hl/20
-Miscellanea
LC
Local councils -LC/13
MG
Ministry for Gozo - MG/05- Personnel files
1 volume
PA
Photographs and albums PA/01 -Historic photos PA/02 -Lace patterns (includes 107 printed patterns)
1 volume
PM
SG
SS
_
,. -
-Accounts
5 volumes
-Xewkija
1 volume 1 volume 1 volume
1 volume
plans and Maps PM/07
-Fortifications
2 folders - 27 plans
PM/08
-General plans
5 plans
PM/09
-Miscellanea
11 plans
PM/10
-Historical Buildings -restoration
52 plans
Secretariat to the Government SG/04 -Miscellanea SG/09 -Revenue newly catalogued
2 volumes 35 volumes
State Schools (67 vols) SS/01
-Gozo/Circulars (01 vols)
1 volume
SS/02
-Gozo/Meteorological offices in schools, reports
1 volume
SS/06
-RabavAdmission (01 vols)
1 volume
SS/07 SS/10
-Rabat/Attendance (04 vols) -Rabat/Miscellanea (03 vols)
4 volumes
SS/16
-Chasri/Miscellanea (01 vols)
1 volume
SS/33 SS/34
-Zebbuo/Admission etc -Zebbu8/Miscellanea
2 volumes 54 volumes
ST
Statistics
-ST/03
-Colonial Estimates newly catalogued
37 volumes
ZM
Miscellanea -ZM/01
-Misc volumes
24 volumes
3 volumes
\
__
__
_
_
Table3
Sorting, Cleaning&ReboKing of Documents
-
Fonds
No of Bundles / Volumes/ files
No of Boxes 232
3225
Tourism (TOU)
State School Malta (SSM) - Mosta
74
28
Office of the Prime Minister (OPM)
106
365
Ministry of Labour, Welfare & Employment
2
7
Ministry of Labour, Welfare & Culture
5
20
Ministry of Foreign Affairs
3
20
Police 6, applications
3
24
Treasury Department
194
82
Magna Curia Castellania (HMML project)
26
159
7 mtrs
Supp. Just. Magistratum
fldm
=ÂŤ.][.'F:I-IiE:i:iim[;l=ti. . . I .Fonds Documents No of Volumes / boxes / plans
Hansard Parliamentary Debates
1368
Plans (Ordnances Department)
478
Acc.95/1
12 vols + 49 boxes
AIcc.95/2
9 vols + 24 boxes
MFA01 -Passport applications
643 boxes
Table 5
Cataloguing
Fonds
No of Entries
Governor's Despatches (GOV)
3229
Tourism (TOU)
2160
Aide de Camp's Office (ADC)
231
Newsletter cuttings
608
Army (KOMR)
296
Office of the Prime Minister (OPM)
2105
Ei.dR:
. .
. . I lLTirmnml-|[.Fonds Number of images
Customs Department-Shipping Registers (GSU project)
5481 14
Magna Curia Castellania (HMML project)
175541
Photos collection Malta (National Memory Project-NMP)
1786
Passport Applications (MFA01 )
197
Architectural drawings
854
Charitable Institutions (CIN)
37
Governor's Despatches (GOV)
165
Public Works Dept. (PWD)
46
Various
507
TOTAL
727,247
I ternships held at the National Archi es-.
Table 7 Course / Student
Organizing institution
Systems of Knowledge
Giovanni Curmi Higher Secondary
Systems of Knowledge
Number/hrs
Type of training
1 5/2990
Archival skills in particular sortingandcataloguing
Junior College
2/60
Archival skills in particular sortingandcataloguing
Administration
Cite' Scolaire Maurice Ravel, France
1/215
Administrative skill
Administration
Educazione all'Europa, Ravenna
1/420
Administrative skill
Administration
University of Petrosani, Romania
2/654
Administrative skill
Tourism
Tourism Authority, Italy
Alexandra Muckert
Staatliches Berufsschulzentrum Sondershausen
Gulia Persutto
Leonardo Mobility Project
1/245
Archival skills in particular sortingandcataloguing
Diploma
Centre for Communications, UOM
3/300
Advanced archival skills
British lnst. of Design and Fine Arts
1/100
Archives appreciation
in
ArchivesandR.M.
Jessica Yeoman
Table 8
1/4
1/80
- Monthly Statistics of Reading Room Research
Head Office - Rabat Month
Researchers
Items
Archival skills in particular sorting
Archival skills in particular
I-
`'"
Hours of Research
January
282
120
273
February
335
122
342
March
346
136
297
April
319
131
319
May
427
90
199
June
197
130
383
524
July
198
136
August
303
113
339
September
321
114
210
October
342
151
361
November
409
160
463
December
Total
EldRJIIIIIIIIIIIIIbqu.
Month
384
158
429
3863
1561
4139
Monthly Statistics of Reading Room Research Legal Documentation Section -Mdina Researchers
Items
.
•
9
8
February
7
5
17
March
15
29
36
April
14
17
44
May
7
15
23
June
4
7
16
July
23
43
90
August
24
28
98
September
26
25
106
October
13
27
40
November
19
30
57
December
10
11
32
245
592
171
...in,.,.'..,
:.`.
Hours of Research
January
Total
cata-loguing
33
-,I.A-.
..
Table 10
Monthly Statistics of Reading Room Research Gozo Section - Gozo
Month
Items
JanuaryFebruaryMarch
AprilMayJune
JulyAugustSeptemberOctober
Researchers
..iLÂą-, +
Hours of Research 49
81
33
27
15
15
48
23
30
137
28
36
109
26
33
27
12
18
44
17
22
24
15
26
103
17
27
83
86
90
November
17
13
24
December
62
18
35
762
303
405
Total
Name of or anisation
Location of activit
Junior College
Head Office
8. Cons. Students
Head Office
Faculty of Geography
Head Office
Institute of Maltese Studies
Head Office
11 March 2010
Junior College
Head Office
11 March 2010
Pharmamed
Pharmacy
12 March 2010
Architecture students (UOM)
Head Office
20 March 2010
Institute of Maltese Studies (UOM)
Legal Documentation Section, Mdina
20 April 2010
Kulleoo Sta Margerita, Verdala Boys
Head Office / Legal Documentation
21 April 2010
Giovanni Curmi School, Naxxar
Head Office / L D
6 May 2010
Dingli Local Council
Head Office
6 May 2010
Department of Arts
Head Office / LD
Gozo University of Third Year
Head Office
Foreign Pharmacists
Pharmacy
Institute of Maltese Studies (UOM)
Legal Documentation Section
1 December2010
Junior College
Head Office, Pharmacy
3 December 2010
St lgnatius College
Head Office, Pharmacy
Junior College
Head Office, Pharmacy
Date of visit 9 January 2010 14 January 2010 15 February 2010
22 February 2010
13 May 2010
26 August 2010 17 November 2010
15 December 2010
29 December 2010 Throughout the year
Junior College
Head Office, Pharmacy
Various Tourist agencies
National Memory Project - Mdina
Programme / event / publication
Station / Other media
II-Hajja f'Ghawdex
One item from the Uni.verst.fas per month
14 February 2010
News bulletin feature regarding inauguration of restored pharmacy
NET tv
11 February 2010
Magazine programme feature
NET tv
22 February 2010
Feature on restored pharmacy on Newsroom
NET tv
26 February 2010
Feature on archives
Channel 22
10 / 11 April 2010
Features in the news about Mdina Fest and Banca Giuratale
NET tv / ONE / PBS
Feature on programme `Mill-Parlament'
NET tv
Monthly
21 April 2010
Unaudited Financial Statements for the year ended 31 December 2010
INCOME AND EXPENDITURE ACCOUNT
2010
2009
(Unaudited)
(Audited)
Notes
Income Government Subvention Funds from the Ministry for Gozo Other Income Net Proceeds from APEnet CITRA Conference Income
275,000 63,610
280,000 60,736
12,351 16,339 -
9,035 12,050 121,640
Total recurrent income
367,300
483,461
Operational Costs Administrative Expenses
Surplus before Interest Interest receivable
Stat I Stat 11
(268,409) (65,727)
(366,591 )
33,164
69,179
191
(47,694)
171
Surplus for the year before transfer of Depreciation
33,355
69,347
Transfer of depreciation on assets taken over from Government
17,570
17,570
Surplus for the year
50,925
86,917
BALANCE SHEET
As at 31 December 2010
Notes
2010
2009
(Unaudited)
(Audited)
â‚Ź
ASSETS
Fixed assets 81,404
Tangible assets
95,149
Current assets Debtors & Prepayments Cash at bank
11
Total Assets
3,064
97,105
153,636
40,546
156,700
137,651
238,104
232,800
RESERVES AND LIABILITIES
Accumulated fund - Capital vote - Recurrent vote and operating activities
Creditors: Amounts falling due within one year Trade and other creditors Accruals andotherpayables
Total Reserves and Liabilities
12
13 13
45,386
62,955
174,626
123,702
220,012
186,657
3,107 14,985 18,092
23,892 22,251 46,143
238,104
232,800
STATEMENT OF CHANGES IN ACCUMULATED FUND
Recurrent vote Capital
Vote €
& Operating activities
Accumulated Fund
€
€
Financial year ended 31 December 2010 Balance at 1 January 2010 (audited)
62,955
Surplus for the year
Transfer of depreciation on assets taken over from the government
(17,570)
123,702
186,657
33,355
33,355
17,570
to CaDital vote.
Balance at 31 December 2010(unaudited)
45,385
174,627
220,012
CASH FLOW STATEMENT
Notes
2010
2009
(unaudited)
(audited)
â‚Źâ‚Ź
Cash Flows from Operating Activities 33,355
69,347
22,968
22,092
(191)
(171)
56,132
91,268
94,040
(90,407)
(28,051)
2,708
Cash generated from operations Interest Received
122,121
3,569
Net Cash from Operating Activities
122,312
3,740
(9,222)
(7,546)
113,090
(3,806)
Surplus for the Financial Year Adjustments for: Depreciation of tangible fixed assets Interest Receivable
Operating profit before working capital changes Decrease in Debtors Increase in Creditors
191
Cash Flows from Investing Activities Purchase of Tangible assets
Net movement in cash and cash equivalents
44,352
Cash and cash equivalents at the Beginning of the Year
Cash and cash equivalents at the End of the Year
171
40,546
14
153,636
40,546
Notes to the financial estimates 1. Accounting policies The principal accounting policies adopted in the preparation of these financial statements are set out below:
Accounting convention and basis of preparation These financial statements are prepared in accordance with International Financial Reporting Standards and under the historical cost convention The Entity finances its operations through a subvention voted by the Government in its annual financial estimates for the Ministry of Education, Youth and Employment. In 2010, €300,000 was allocated to meet the National Archives of Malta's recurrent operation and capital expenditure for the calendar year 2010. The actual funds made available were €275,000. A further €63,610 has been transferred from the Ministry of Gozo in order to finance the detailing of two employees and the employment costs of an Assistant National Archivist for the Gozo Branch.
In September 2005, the Government transferred moveable property owned by it and currently in use by the National Archives of Malta to the Agency under the same title by which they were held by the Government immediately before the said date in accordance with Article 29 of the National Archives Act. During the year, the National Archives of Malta had a surplus of €50,925 on recurrent and operating activities bringing the total accumulated fund on operating activities to €174,627.
These financial statements have been prepared on a going concern basis that assumes that the National Archives of Malta will continue in operational existence in the foreseeable future. The validity of this assumption depends on the National Archives ability to receive adequate financial revenues from the Government of Malta to meet its operating and capital commitments
Tangible Fixed Assets Tangible fixed assets are stated at cost less accumulated depreciation. Gains and losses on disposal of tangible fixed assets are determined by reference to their carrying amount and are taken into account in determining operating profit. Depreciation is provided for on the straight-line method in order to write off the cost of each asset to its residual value over its estimated useful life as follows:
Improvements to Premises Passengers Lift Shelving
Motor Vehicles Climate Control Equipment Computer Equipment
1 5 0/o 1 5 0/o
1 5 0/o 12.50/o 1 0 0/o 2!fyfJ/o
Computer Software
330/o
Office Equipment Furniture and Fittings
1 0 0/o 100/o
1. Accounting Policies -continued Cash and Cash equivalents Cash in hand and at banks and short-term deposits which are held to maturity are carried at cost.
Cash and cash equivalents are defined as cash in hand, demand deposits and short-term, highly liquid investments readily convertible to known amounts of cash and subject to insignificant risk of changes in value.
For the purpose of the Cash Flow Statement, cash and cash equivalents consist of cash in hand and deposits at banks, net of outstanding bank overdrafts.
Creditors Amounts payable are carried at cost which is the fair value of the consideration to be paid in the future for goods and services received, whether or not billed to the company.
2. Government Subvention Amounts advanced by Government for recurrent expenditure are made in the form of subventions from the consolidated fund in accordance with Section 20 of the National Archives Act. In accordance with the selected accounting policy, these amounts are accounted for upon an accrual basis. During 2010, one twelfth of the allocated subvention was not made available to the entity.
3. Funds from Ministry for Gozo ln 2007 an agreement was reached with the Ministry for Gozo to transfer monies from its vote to the National Archives of Malta to finance the Gozo branch's employment costsand contribute towards its general and administrative running costs. These costs where previously funded from the vote of the Ministry for Gozo. An amount of €63,610 was transferred in 2010.
4. Other Income Other income generated from operations is estimated to be €12,351.The service provided by the National Archives of Malta to the general public is free of charge. Mainly, the income is
generated from photocopy and digital imaging services and courses which are charged at minimal rates.
5a. APEnet The National Archives of Malta participated in the APEnet (Archives Portal Europe) project. This project is a Best Practice Network project supported by the European Commission in the
econtent4/wsorociramme and its objective is to build an /nfemef Gafewa/ /or Oocwments anc7 Anch;.Mes /„ fwnope where fourteen European National Archives in close cooperation with the EUROPEANA initiative will create a common access point to European archival descriptions and digital collections.. Funds received by the National Archives of Malta in 2010 in respect of this project totalled totalled€16,876 andout of pocket expenses incurred with respect to the
project amounted to €537 in 2010. Payroll costs relating to project are included with Operational Costs.
24
5b. CITRA Conference ln 2009, Malta hosted the 41St CITRA Conference between 17thto the 21StNovember. Fees from the worldwide delegates attending such conference were collected in order to cover the costs of organising such conference, in addition to fees collected from exhibitors and sponsors. The conference was also directly supported by the Government of Malta through a specific allocation of €50,000 (in addition to ordinary subvention). As a result, the amount of €111,940 shown as income includes an amount receivable from the Ministry of Youth and Education for €50,000 in this respect.
6. Payroll costs and personnel information 2010
2009
(unaudited)
(audited)
€€ Wages and Salaries Social Security contributions
210,583
212,854
15,835
16,343
463
Council Members
216
226,881
229,413
Number of employees as at year end Full time
Part time
7. Surplus before interest The surplus before interest is stated after charging:
2010
2009
(unaudited)
(audited)
€€ Staff Costs (Note 6) Depreciation of tangible assets (Note 10)
226,881
229,413
22,968
22,092
519
Auditors' remuneration
477
8. Interest Receivable 2010
2009
(unaudited)
(audited)
€€ Bank Interest
191
9. Taxation The National Archives of Malta is exempt from any liability for the payment of income tax in accordance with Section 13 of the National Archives Act, 2005,
171
g:I
10. Tangible fixed assets
Improvement to Premises
Passenger Shelving
Lift
Motor Vehicles
Climate Control
Computer Equipment
Computer Software
Office Equipment
Furniture and Fittings
Fire Alarm System
Total
€€€€€€€€
€€€
Cost As at 01.01.2010
12,840
6,965
66,518
11,968
23,018
618
1,515
Additions
As at 31.12.2010
8,195
12,840
9,149
31,430
2,015
5,692
7,292
177,993
9,222
6,965
66,518
11,968
23,018
9,710
618
11,164
37,122
7,292
1,194
4,180
39,909
5,984
8,886
5,464
612
3,447
10,961
2,206
642
1,045
9,978
1,496
2,302
1,942
6
1,116
3,712
729
22,968
1,836
5,225
49,887
7,480
11,188
7,406
618
4,563
14,673
2,935
105,811
6,601
22,449
4,357
81,404
187,215
Depreciation As at 01.01.2010
Charge for the year
As at 31.12.2010
82,843
Net Book Value As at 31.12.2010
11,004
1,740
16,631
4,488
11,830
2,304
Notes to the Financial Statements -continued
11. Trade and Other Receivables 2010
2009
(unaudited)
(audited)
€
€
Trade Receivable Accrued Income Prepayments
1,404
1,405
I
95,700
1,660
3,064
97,105
12. Accumulated Funds Capital Vote The Capital Vote represents assets taken over from Government, net of depreciation.
Recurrent vote and operating activities The recurrent vote and operating activities represent the accumulated deficit or surplus resulting from operations.
13. Creditors
2010
2009
(unaudited)
(audited)
€€ Amounts falling due within one year: Creditors Indirect tax and social security Accruals
3,107
23,892
-81
14,985
22,170
18,092
46,143
14. Cash and Cash equivalents Cash and cash equivalents consist of cash in hand and balances with banks.
Operational Costs 2010
2009
(unaudited)
(audited)
€€ Salaries and Social Security Water and Electricity
Insurance
Telecom Expenses Miscellaneous Purchases
Cleaning Expenses
Computer Expenses
226,881
4,105 535
2,744
229,413
4,806 2,371
3,603
123-
2,670
2,406
358
351
Office Expenses
3'485
CITRA Conference Expenditure
2,270
98,304
.
Repairs and Maintenance
2,270
3,245
Depreciation Charge:Shelving Furniture and Fittings
Climate Control Equipment
Computer Equipment
Computer Software Passenger Lift Office equipment
Improvements to Premises Fire Alarm System Motor Vehicles
Total Operational Costs
Administrative Expenses 2010
2009
(unaudited)
(audited)
€€ 24,179
24,179
Staff Training Costs
520
5,286
Advertising
256
Rent
30 318
Staff related expenses Motor Vehicle Expenses Printing, postage and stationery
Accountancy and Professional fees
Professional fees National Memory Project Costs Public Training Courses expenses Travelling
5'453
Subscriptions and Brochures
1,207
Miscellaneous Expenses Equipment Hire
28
2,546
Audit Fee
519
Bank Charges
176
Sounds Archive Development costs
5,000
Aristhot related expenses
1,794
Total Administrative Expenses
T-
874
65,727
47,694