NAM Official Annual Report 2009

Ir--

Annual Report 1 January -31 December 2009

ist NATIONAL

ARCHIVES

MALTA

National Archives Malta

A publication of the National Archives Malta, February 2010 Š Copyright, National Archives, Malta 2010.

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: CITRA delegates on the staircase of the Office of the Prime Minister in Valletta on Saturday 21 November 2009.

Cover design: Marlene Gouder Photos: Joseph Amodio, Stephen Busuttil, Kevin Casha, 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.

7.

Outreach 6.1

Exhibitions

6,2

National Archives Annual public Lecture

6.3

Educational / Cultural visits

6.4

lnternships

6.5

Website

Corporate Management unit 7.1

Finance and Administration

7.2 Upkeep of premises 8. The restoration of the old pharmacy 9. International Participation

9.1 APEnet

9.2 Chairmanship of ACARM

9.3 lcA

9.4 Submission of the NeMO project

9.5 Society of Archives UK conference 9.6 EUROPEANA

9.7 Cooperation agreed with Spain 10. National Archives Council 11. Volunteers

12. Friends of the National Archives 13. Publications

14. CITRA conference

Charts and tables Photo captions Unaudited financial statements for the year

ended 31 December 2009

Foreword Our work during 2009 was rewarded by a very successful intemational event. The hosting of the 41st International Conference of the Round Table on Archives (CITRA) was not only successful from an organisational point of view, but also for bringing to Malta so large an audience of international archivists and for the stimulating debates that ensued. In the words of the President of the International Council on Archives Mr Ian Wilson "... the welcome and hospitality are deeply appreciated and will long be remembered in the annals of the lntemational Council on Archives". I take this opportunity to thank the Hon. Minister Dolores Cristina who supported this event, Dr Christopher Bezzina, the Permanent Secretary at our Ministry and also a speaker at the said conference, the organising committee which I had the privilege to chair and all those who in some way supported us, especially the Friends of the National Archives and a small group of volunteers.

This report registers progress on a number of fronts, Apart from the organisation of CITRA, which took most of our time and energy during 2009, we saw an improvement in all performance targets.

The figures in the appendixes indicate greater workloads in all repositories, and also the consolidation of all our services.

There were strong efforts to render more of our holdings in digital format. We also launched the new web-site which for the first time gives access to thousands of

digital images and holdings and allows

patrons to order services and pay on-line.

We now have a very powerful web-site which we need to promote and publicise to greater audiences.

The targets for this year are as ambitious as those of previous years. Our priority will be on convincing Ministries to comply with the National Archives Act and appoint Records Officers. We will also be suppcirting the National Archives Council to organise the second National Forum on Arehivgs and publish the second edition of the State of Archives Report. Another priority is to provide training to the various owners of archives to populate the National Register of Archives which is now available on our web-site. We also intend to keep up pressure to find solutiuns to the storage space problem. The other major challenge is to participate actively in the im-

plementation of the Freedom of Information legislation which will help us con-

vey the message of the importance of good record kegping for â‚Źffective administration* On an intemational level we havg to keep our effective participation in the APEnet project, in the CITRA Bureau, and also in the chairing of the Association of Commonwealth Archivists and Records Managers. All this can only be achieved if we focus and invest in our human resources.

Charles J] Farrugia BA {Hons), PG Dip Rec. Mgmt, MA, MA (Land)

National Archivist

1.

1.1

3.

Mission and Functions

Records Managementunit

The focus during 2009 was on the planning for the

Mission

introduction of professional records management prac-

To preserve the collective memory of the Maltese Na-

tices in public offices.

tion through the preservation and accessibility of all

Management Efficiency Unit aimed at devising the best

public archives regulated by the National Archives Act.

Meetings were held with the

way forward for the appointment of records officers in Government.

1.2

The final suggestions were communicated to the office of the Principal Permanent Secre-

Functions

tary for further evaluation.

The functions of the National Archives are defined in Article 4 of the National Archives Act (2005).

in the various meetings held in preparation for the implementation of the Freedom of Information legislation, and the planning for an eventual procurement of an

The functions are to:

i.

Top officials of the National Archives also participated

safeguard the collective memory of the Maltese nation and protect the rights of citizens through

integrated lT solution for corporate records management.

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.

Organisational structure

4.

During the year under review further actions were taken to consolidate the new organisational structure.

The four main areas of operation of the National Ar-

chives represented by four units in the new organisational set up continued to take shape. (Chart 1, p.14)

The current staff structure consists of fourteen dedicated employees, thirteen full-timers and one parttimer.

The multitude of tasks carried out cannot be

managed effectively if the total complement is not in-

creased to around twenty five employees.

Archives processing unit

Archives processing was not a priority during 2009 due

to the focus on the organisation of the CITRA conference.

Notwithstanding, the works on the cataloguing of the GOV (Despatches) fonds continued, as was the case with the cataloguing of the Head of Ministry files,

We also embarked on the re-boxing and listing of the

OPM files for the 1950s.

Another process started on

the sorting of the Valletta Police District documents.

(Table 4, p.16)

4.1

Accessions

It will be of utmost importance that human resources are identified to equip the four new units with the nec-

A growing number of departments have contacted us

essary man power and expertise in order to introduce

to query on the system of depositing of records.

a system of structured performance targets for each

Amongst these, there were dealings with OPM, the

unit.

Treasury, the Agriculture Department, the Government

In the budget speech for 2010 the Hon. Minister

of Finance announced an increase in the annual

Printing Press and the Telecare section of the Social

budget of the National Archives for this aim.

Security department.

During

2010 the second Collective Agreement with the recognised Union will be negotiated.

In a number of cases on-site

visits were held while in others the originating office

sent over samples of records in order to make it possible for the National Archives to kick-start the appraisal

process.

In cases when we deemed fit we accepted

the accessioning of the records in question. (Table 1, p.15 )

4.2

Sorting mentation Section in Mdina, the second is digitising

Sorting is an on-going process, especially at the Head

shipping lists from the Customs fonds and is based at

Office and the storage repository in Hal Far. During the

the National Archives Head Office in Rabat. The pro-

year under review sorting works were carried out on the Hansard collection, the Mosta Primary school re-

ject in collaboration with the Holocaust Museum is still in research phase, and it is envisaged that digitisation

cords, St Edward's college records, Valletta Police

starts during 2010,

District records, Banco di Roma records, and OPM

during 2009 was the digitisation of the collection of

files,

photos which Tony Terribile kindly offered to the National Archives.

Discussions were also concluded about the transfer of the records of the ex-Teacher's Resource

The fourth project which started

Centre in Floriana to the National Archives. (Table 3, p.

16)

Apart from the large scale digitisation projects, the staff

4.3

tion on request. Orders of copies from the map room,

of the National Archives also manage in-house digitisa-

Cataloguing

and other records which cannot be photocopied are The cataloguing unit continued with the main project

processed and delivered to the public via e-mail or

on the Governor's despatches. It is a painstaking and

post. From November 2009 it became possible order research and digital images on-line via the na-

professional time consuming task to carry out. Students who are following the diploma or degree courses

tional archives web-site and also to pay on-line using

at the University of Malta are being encouraged to join

the government payment gateway.

in and help with the process, especially those who can opt to carry out their 100-hour practicum at the ar-

Details of the various outputs from these digitisation

chives. These students are already trained in the ap-

initiatives are given in Table 6, p.16. The total number

plication of lsAD(G), which is the international standard used for archival cataloguing.

Another achievement during 2009 was the work on the

of images produced during the last year amounts to over a million.

5.

Public services unit

unified fonds list which has been refined and expanded

and is now on-line on the new web-site.

Data about

the cataloguing carried out is given in Table 5, p.16.

4.4

Digitisation

The National Archives is proud to possess trained and professional personnel to man its three reading rooms.

The staff support the public to identify the records they

are after and also to order any copies they might need.

The concept of the extended evening opening intro-

During the year under review the National Archives

duced during 2008 was utilized more during the year

continued with its three main digitisation projects and

under review as the reading public became more

refined its three laboratories. The projects under hand

aware of the new opening hours.

are the one managed by the Hill Museum and Manuscript Library; the one administered by the Genealogi-

5.1

Reading Room services

cal Society of Utah; and the third sponsored by the United States Holocaust Memorial Museum. While the

During the year under review we saw an increase in

first focuses on the digitisation of legal records starting

the specialised requests that reach us. This attitude is

from 1530 onwards and is based at the Legal Docu-

not easily reflected in the general figures we publish in

this report. We had more contacts from migrant communities abroad, from Universities, and also from local

specialised companies eager to embark on special

research projects.

The general assessment is that

research is moving from the traditional fact finding

endeavour to a more proactive quest for knowledge inspired by the country's increasing emphasis on research and innovation,

Tables 8, 9 and 10 give de-

tailed information showing the number of researchers who visited our reading rooms during 2009.

the history of Gozo in three sections. Through a selec-

More books were added to the reference library. Lock-

tion of documents, etchings, plans, and historic photos

ers for the public to store their bags while researching

held by the National Archives, the visitor was regaled

at the archives will be added during 2010.

with a journey through the medical vicissitudes of Gozo

past.

6.

Outreach

An exhibition catalogue, with detailed information on

lt is extremely difficult for a small staff compliment of

just 14 employees manning three different repositories to put extra resources on outreach. However, through-

out the

last years the National Archives always stressed the importance of outreach, We cannot safeguard the support of the political class and the general public if we do not explain to all and sundry that archives are an important corollary for the accountability

of a democratic society.

the NAG and the exhibits was published for the occasion. It was sponsored by HSBC (Gozo). A souvenir postcard (No 3), depicting the `Gherq Sinjur' or `Gozo Fungus', the most priced medicinal herb of Gozo, was

issued for the occasion. The exhibition got a two-page spread in `The Times' (1 October 2009) and a number of reports in both the English and Maltese local press.

As a result of this publicity, a large number of foreigner visitors visited the exhibition. Besides, a considerable

number of locals as well as a number of secondary

During 2009 the focus of the outreach programme was on the hosting of the 41st International Conference of the Round Table on Archives (CITRA). This brought to

our shores 250 delegates from 91 countries.

It pro-

vided the best showcase of our archival heritage to the world leading archivists.

and senior primary school children from both the Government and the Church sector visited the exhibition.

The open weekend at the Legal Documentation Section in Mdina coincided with the Medieval Mdina Festi-

val organised by the Mdina Local Council.

The thou-

sands of people who visited the repository had the

Notwithstanding the extremely hectic months leading

to this conference, the usual outreach events were carried out, while the annual Archives Awareness Week coincided with the same week of the conference.

occasion to visit the National Portrait Archive at the

ground floor of the Banca Giuratale. Some also joined for a professional tour by the officers of the archives.

The public was also provided with free copies of publicity related to the National Archives. Of great honour

to the Archives was the visit by His Excellency the

6.1

Exhibitions

President Dr George Abela and Mrs Abela to the National Portrait Archive. The visit was held on Sunday

Another form of outreach is the organisation of exhibitions.

19 April 2009.

During the year 2009, two exhibitions were or-

ganised by the Gozo Section and another open weekend was held at the Legal Documentation Section in

Apart from its own exhibitions, the National Archives

Mdina.

ties or departments through the loaning of archival

The first exhibition was on 23 May 2009 to coincide

ganised on the occasion of the inauguration of the restoration of Villa Francia by the Office of the Prime

also participated in exhibitions organised by other enti-

records, with `Lejlet Lapsi' . `Notte Gozitana'. The exhibition,

Amongst these there was the exhibition or-

mounted within the premises of the National Archives,

Minister, the exhibition on the occasion of the Civil

was designated `Hitan tas-Sejjich' . The dry-stone or

Justice Day organised by the Law Courts, and the

rubble walls of Gozo'.

exhibition of the designs by Renzo Piano for the devel-

It consisted of forty large

photographs depicting the most interesting dry-stone walls of Gozo. The exhibition got a two-page spread

opment of City Gate in Valletta.

plus a chunk of the back-page of `The Times' (22 May 2009). The exhibition was sponsored by the Ministry

6.2

for Gozo.

The second exhibition featured `Herbs, health, and

hospitals of Gozo past' and it was open from 1 to 17 October, but this period was eventually extended. The exhibition highlighted these three related aspects of

National Archives Annual public

Lecture The National Archives Annual Public lecture was held

on 20 November 2009 and commemorated the 10th anniversary from the first such lecture in 1999. This was the first time that the lecture was not held at the

7

to link it with CITRA, economise on expenses, and also

ration with the teachers involved, The type of lecture and documents used are adopted according to the

benefit from the presence here of world leaders in the

education level of the visitors. Particular projects have

sector who were in Malta for the Conference.

been developed in collaboration with Ms Evelyn Pul-

Head Office in Rabat. The reason was that we wanted

The

lecture was delivered by Maltese-born archivist Ms

licino on behalf of the Giovanni Curmi Higher Secon-

Victoria Borg 0' Flaherty , who is the National Archivist

dary. Information about all the visits carried out during

of St Kitts and Nevis. The theme she discussed was `De Poincy's sugar island: at what cost?' lt focused on

2009 is given in Table 12, p.18.

the links between the Knight of St John De Poincy and

6.4

Internships

St Kitts.

A number of students opt to do their Systems of During the same event the National Archives' holdings

Knowledge practicum or other internships at the Na-

were enriched by the donation of a manuscript by the

tional Archives.

University of Dundee.

The Manuscript consists of a

were students from the Giovanni Curmi school and

volume listing wills from the 15th to the end of the 17th

also prospective archivists following the University of

During the year under review there

centuries in a rough chronological order. The volume

Malta courses in Archives and Records Management

belonged to Canon Don Gio Andrea Apap Vassallo

who opted to do hands on training at the National Ar-

and in some strange way ended up at the Archives

chives. (Table 7, p.16)

section of the University of Dundee.

Dr Patricia

Whatley and Dr Caroline Brown who were both in

6.5

Website

Malta to participate in the CITRA conference took the initiative to donate this manuscript to the National Archives.

The long and complex process of developing a new web-site for the institution was completed during 2009.

The site moves away from the traditional static web-

6.3

Educational/Cultural visits

site and puts in front of our patrons a number of e-

During this year we intensified our policy of open ac-

government services. The task was complex due to security issues, the application of the e-payment gate-

cess to schools to bring over their students to visit the

way, and the complexity of a back-end which till now is

archives. Students from different schools had the op-

not supported by a professional cataloguing software, The site put for the appreciation of the public a number

of video snippets from the collection of Stanley Fraser, which collection was donated to the National Archives through the intervention and technical involvement of

Ms Veronica Galea. The other features of the web-site include:

•

Thousands of photos underthe National Memory

banner •

The National RegisterofArchives

•

Facility to register for school visits

•

Bookingson-Iineforthe map room

•

Purchasing of National Archives merchandise

During the coming year we plan to give extensive train-

ing about the management and updating of the webportunity to visit on planned educational tours to the archives, ln each 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.

When students visit the National Archives they are

addressed by the National Archivist and also shown

around the various stages of archival practice such as accessions, digitisation, and the reading room services. Each visit is planned well in advance in collabo-

site to our staff, and also to selected target audiences from the public, especially those who need to use the National Register of Archives facility.

The newly developed website can be accessed on www.nationalarchives.gov.mt and one can log in using

the e-id issued by the government, or via a second method targeted especially for our audience abroad.

7.

Corporate Management unit

Certain aspects that cut across the whole organisation both in Malta and Gozo are managed by the Corporate Management Unit.

7.1

Finance and Administration

last twenty years from when the archives took over Santo Spirito.

During the year under review the National Archives

During 2009 ex-Deputy Speaker Mr

Michael Bonnici offered to restore the pharmacy and

maintained the services of Mazars Ltd for accounting

sponsor the whole project. Not only did he do the ac-

purposes. In line with the National Archives Act article 25(2) the National Archives appointed RSM Ltd as its

tual wood restoration and painting works himself, but

internal auditors.

equipment to embellish the place, and 200 different

he also donated 118 items of pharmacy historical

chemicals.

The pharmacy is now converted into a

The section is also in charge of collating data and an-

research pharmacy, with professional lighting and sign-

swering PQ's.

age to help users appreciate and study the historical

The section also shouldered the ad-

ministration of the National Archives Council, and the

CITRA organisation.

strengthen this unit which for the last three months of

2009 was extremely understaffed.

7.2

9.

International participation

The momentum of active participation in the interna-

Upkeepof premises

tional archives fora was not only maintained during the

Another day to day operation which is also the responsibility of the Finance and Administration section is the

upkeep of the four premises in use by the National Archives.

development of pharmacy in Malta.

All attempts are being made to

All premises with the exception of the Hal

Far repository are historical buildings.

Interventions

have to be limited to what is allowed in such places.

year under review, but reached its peak by having so many

international

archival

experts

visiting

Malta.

Apart from this, the involvement in other EU and inter-

national projects was maintained.

9.1

APEnet

During the year under review we invested in the re-

moval of various wooden beams that had been weakened by termites.

Similar works will continue during

APEnet (Archives Portal Europe) is a Best Practice

Network project supported by the European Commis-

sion under the econtentplus programme and its objec-

2010.

tive is to build an Internet Gateway of Documents and Archives in Europe. The National Archives of Malta is

one of the fourteen European National Archives in close cooperation with EUROPEANA initiatives and

will create a common access point to European archival descriptions and digital collections.

Malta participated in the kick-off meeting held on 28

January 2009 in Brussels. We are most active in the work package that deals with dissemination of the project. There was also participation in the meetings that followed. The current state of the project is con-

tinuously updated on the web-site of the project

www.apenet.eu, An information stand about the same

8.

The

restoration

of the

old

pharmacy The Head Office of the National Archives operates from Santo Spirito, a beautiful edifice in Rabat which is

documented as one of the world's oldest hospitals.

The oldest documented reference to it goes back to the 14th century. Amongst the various sections there is the old pharmacy which was never utilised during the

project was operational during the CITRA Malta conference in November 2009.

9.2

ChairmanshipofACARM

The year 2009 was the second in a term of four years during which National Archivist Charles J. Farrugia

was also chairman of the Association of Commonwealth Archivists and Records Managers (ACARM).

Of top priority to ACARM during the last years was the

issue of electronic records.

The Association's project

on electronic records management (ERM) opened with

institutions. The project involves important Mediterra-

nean national and local archives institutions and re-

searchers teams.

a workshop in Kuala Lumpur, during the lcA's Con-

gress 2008. This was well attended, showing the benefits of ACARM's workshops in general, A second

9.5

Society of Archives uK conference

workshop was held in Malta on 17 November 2009

National Archivist Charles J. Farrugia was invited to

with a third planned for Zambia.

address

For the Malta work-

the

2009

Society

of

Archivists

of

UK

shop students reading for an archives qualification at

conference. The conference which was held in Bristol

the University of Malta were also given the opportunity

is the annual most important event of this organisation.

to participate. A final and fourth workshop will hopefully

Mr Farrugia delivered a presentation entitled `Benefits

be held in the Caribbean during 2010.

of Networking:

the APEnet case study' organised by

the Special Repositories Special Interests Group on 2

9.3

lcA

September 2009.

The National Archives is a member of the International

Council on Archives (lcA).

9.6

EUROPEANA

As hosts of CITRA 2009

Malta's National Archivist is also a member of the

The National Archives has submitted a number of digi-

CITRA Bureau and also of the Eurepean Branch of

tal images to be uploaded on EUROPEANA. We also

ICA, EURBICA.

highlighted the issue of incompatibility of metadata

which most archives are also encountering. The techMalta's active involvement in lcA reached its peak

nical experts of EUROPEANA are working on these

during 2009. Hosting CITRA in Malta meant a vote of

issues. The National Archives was represented by Mr

confidence by lcA in the Maltese Archives sector and

Noel D'Anastas in the technical meeting held in Am-

also provided an opportunity for our country to show

sterdam.

case its rich archival heritage.

9.4

We are also sharing the expertise of this

project with the APEnet team on which the National Archives of Malta is one of the partners.

Submission of the NeMO project

9.7

Cooperation Agreementwith spain

Another application for a European project was submitted in collaboration with the Politecnico di Torino in

Another landmark for the Maltese archives sector dur-

Italy. The `Networking Mediterranean memories: social

ing 2009 was the signing of a collaboration agreement

media and archives to enhance and communicate a

on archives between Malta and Spain. The memoran-

common

dum of understanding was signed in Malta by Dr Tonio

cultural

heritage'

(NeMO)

is

a

Priority-

Objective 4-2 initiative under Axe 4: Promotion of a

Borg, Deputy Prime Minister and Minister of Foreign

polycentric and integrated development of the Med space, with the Objective 4.2: Strengthening of identity

Affairs of Malta, and Miguel Angel Moratinos Cuyaube,

and enhancement of cultural resources for a better integration of the Med space.

26 November 2009.

Minister of Foreign Affairs and Cooperation of Spain on

It gives the general parameters

on how the two governments will collaborate on ar-

chives through the Directorate General of Books, ArThe project aims at enhancing and enlivening cultural

chives and Libraries of Spain and the National Ar-

and historical heritage belonging to Mediterranean

chives of Malta.

archives, developing innovative tools and transnational

integrated strategies. The activities focus on the use of social media and web 2.0 services to promote living

10.

NationalArchives council

heritage practices in the territories and to strengthen

cooperation networks among Mediterranean archives

10

The National Archives Council kept on its work in line

with the remit vested onto it by the National Archives Act (V, 2005) article 15.

The term of the previous

Council came to an end on 29 May 2009.

Following

that, the Hon. Dolores Cristina, Minister of Education,

Culture, Youth and Sport, appointed the Council for the

years 2009-2012.

The current membership of the Council is the following:

Dr Joseph Cassar -Chairperson; Mr Anthony Pace Ms Isabel Vella

During the year under review a new committee was appointed. The current members are Mr Max Farrugia

Ms Maroma Camilleri

Mr Leonard Callus

(President), Mr Martin Hampton (Secretary), Dott. Gerald Bugeja (Treasurer), Maj. Frederick Cauchi lnglott

Mgr Gwann Azzopardi Dr Lillian Sciberras

Mr John Cremon Mr Max Farrugia

ln line with the provisions of the National Archives Act,

Mr Charles J. Farrugia, National Archivist, and Dr Jo-

seph Bezzina, Assistant National Archivist attend all Council meetings.

The meetings during 2009 were held on 12 February, 7 May,17 September,17 December.

During these meetings the following issues were dis-

cussed, and whenever the Council felt the need the

(Membership

Secretary),

Dr

George

Cassar

(Education Secretary), Mr Noel D'Anastas and Mr Steve Borg. National Archivist Mr Charles J. Farrugia is the Vice-President ex-offlcio.

The main task during 2009 was the revision of the statute of the organisation in line with the provisions of

the Voluntary Organisations Act.

Membership contin-

ued to increase, while fund-raising made it possible for

the Friends to sponsor the visit of CITRA delegates to the archives in Rabat and Mdina on 18 November

2009. The organisation was also one of the ten exhibitors during the CITRA exhibition held at the Intercontinental Malta.

necessary advice was conveyed the Hon. Minister: •

The National Archivesweb-site

•

The organisation of the CITRA conference

•

The future ofa numberof publiccollections

•

Records management in government

During the coming year the National Archives Council

will convene the Second National Forum on Archives

and also publish the second State of Archives report.

11.

Volunteers

Most National Archives world-wide tap on the valuable

Communication with members was maintained through

input of volunteers in order to help in the mammoth

the organisation's web-site www,fnamalta,org.

task of cataloguing, sorting and other archival tasks.

for 2010 include special events to mark the tenth anni-

The input of volunteers continued during 2009 with the

versary from the foundation date of the organisation

main volunteering work performed by Mr Anthony

and also a book bazaar.

plans

Bonello, Mr lvan EIlul and Mr Michael Bonnici.

13.

12.

Publications

Friends of the National Ar-

chives

During 2009 the National Archives published its annual

report for the previous year, which report was presented to Parliament by the Hon. Minister in line with

The Friends of the National Archives is an NCO set up

the provisions of the National Archives Act.

in 2000.

It works in collaboration with the National

mative newsletter was published in October 2009. The

Archives and raises awareness about archives and records management issues.

focus of publications for 2009 was on the design and

An infor-

publishing of all material required for the CITRA con-

ference.

This consisted of an information leaflet, all

invitations for the events (photo 12), the programme of

sen by the CITRA Bureau on behalf of the ICA was 'lmagining the twenty first century archivist: new

the conference and also other technical designs such

strategies for education and training'.

as the backdrop for the conference venue. All design

conference the organisation entailed the hosting of

Apart from this

work was done in-house. A commemorative postal

several other meetings (listed below) and the planning

cover (photo 7) was also published by Maltapost to

of the social programme. The main details about the

commemorate CITRA.

conference were published on the website www.citra2009.ica.org. The general feedback was very

14.

CITRA Conference

positive and the table which follows gives an indication

of the extent of this event.

The CITRA conference convened in Malta between 17 and 21 November 2009. 250 delegates from 91 coun-

tries participated in this conference.

-

The theme cho-

Meetings / Socials forming part of CITRA 2009 -Malta

.

Date

photo ref.

06 Nov

Press conference and launching of the commemorative invitations each featuring a historical document from Maltese archives

16 Nov

CITRA Bureau which discussed the preparations for the week-long programme

16 Nov

Meeting of the Chairs of Sections of the International Council on Archives

16 Nov

Meeting of the Chairs of Branches of the International Council on Archives

16 Nov

Programmes Commission (PCOM)

16 Nov

Joint Meeting of the Chairs of Branches and Sections

16 Nov

Bureau of the AIAF (Audio Visuals and Film branch)

16 Nov

Bureau of the Section on Records Management and Professional Associations (SPA)

16 Nov

Bureau of Association of Commonwealth Archivists and Records Managers (ACARM) chaired by Mr Charles J. Farrugia

16 Nov

Bureau of EURBICA (European Branch) with the participation of Dr Joseph Bezzina on behalf of Malta

16 Nov

Dinner for the members of the Executive Bureau (photo on back cover) held at Palazzo Parisio in Naxxar

5/11

17 Nov

Executive Board full day meeting

13/16

17 Nov

ACARM Seminar on E-records with the participation of Maltese students reading for an archives qualification

1

17 Nov

Opening ceremony of CITRA featuring the Johann Strauss School of Music Flute Trio under the direction of Mro Silvio Zammit

12/15/18

18 Nov

Breakfast for CITRA newcomers addressed by top lcA officials

18 Nov

CITRA Plenary Sessions

18 Nov

CITRA Parallel Sessions

18 Nov

Visit by delegates to the National Archives Rabat and Mdina sections. Visit was sponsored by the Friends organisation

19 Nov

Breakfast for Members of the Mediterranean Union addressed by the Archivists of France and Egypt

19 Nov

CITRA plenary Sessions

19 Nov

CITRA Parallel Sessions including a session by the Flying Reporters

6

19 Nov

Gala Dinner organised at the Mediterranean Conference Centre following the viewing of the Malta Experience

9

20 Nov

Joint Meeting PCOM and Branches

20 Nov

Joint Meeting PCOM and CITRA Bureau

20 Nov

COMMA Editorial Board

20 Nov

Meeting of the Dutch Memory of the World Archivists

20 Nov

EURBICA Annual General Meeting

20 Nov

SAE Seminar

20 Nov

AIAF General Assembly

20 Nov

ACARM General Assembly

17

20 Nov

SPA General Assembly

20 Nov

Joint Meeting PCOM and Sections

20 Nov

Annual General Meeting which discussed the Universal Declaration on Archives

20 Nov

Executive Board Meeting

20 Nov

National Archives Annual Public Lecture and presentation of a manuscript from Dundee University

2/3

21 Nov

Opening of the exhibition `Ad Perpetuam Memoriam' at the National Library and visit to the Hon. Speaker of Parliament

8/10

21 Nov

Section on Archival Education Seminar

21 Nov

CITRA Bureau which reviewed the whole week event and also discussed the next meeting in Oslo

14

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tw TT

E

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

Clerk

Monday - Friday

7.30am to 1.30pm

Thursday

7.30am to 5.30pm

Saturday

7.30am to 1.00pm

Table 1 Accession No.2009/12009/2

2009/3

20 9/420 9/520 9/620 9/720 9/820 9/9

2009/102009/11

2009/122009/132009/14

-` 2009/15

flplE|--,i..-`

Fonds

AG

CP

Accessions-Malta I 1 item

Donation of documents found in the Field at Habel ix-Xih at Ta' Kandja Mqabba Photos of the late Joseph Pavia by Ms Cremona Ministry for Resources and Rural Affairs Donation by Dr Conrad Thake Donation by Mr Patrick Ottaway, UK

various

Photos by Ms Violet Vella

ca.140 digital photos

OPM Donation by Mr. Parslow Treasury Department

7 files

509 digital images 6 files 1 book

1 parchment

1 book

various files and ledgers17thcenturyMS

University of Dundee Ireland Government Printing Press Donation by Ms Elaine Curmi

54 files

1 folder + various photosbooklet+DVD

Donation from Mr Denis A. Darmanin

li-][.,,i-tl.}{.

;i :tti-,J+.`^--``.:.i:``ÂŁ+&,ii'.++i:`. Extent

Description A rchives Gozo (National Archives -Gozo section)

AG/01

-Correspondence

AG/04

-Exhibition catalogues

AG/05

-Miscellanea

01 volume01volumes

10 volumes

C irculars and Posters

-Posters

01 volume

Local Councils LC/01

-Victoria

01 volume

LC/04

-Gharb

01 volume

LC/11 LC/13

MGPA

various backup of microfilms

Donation of one large newsletter of 7./ Po7./c7/og/7.o Mc7//esc, 1858 by Nova Scotia Archives

CP/03 LC

Extent

Description Deposit from Government Departments

MG/04

-Ta' Sannat -Xewkija

-Subsidy to Gozo-Resident Government workers / Students

01 volume

01 volume

07 volumes

Photographs. Albums PA/01

-Historic photos

01 volumes

PA/02

-Albums

02 volumes

PA/04 PM

-Ministry of Gozo. Miscellaneous

P lans and maps PM/02

-Village plans

PO

PO/01

-Applications for Malta passports (Gozo)

PW

PW/04

-Country property-Gozo

PW/05 PW/06

-Projects -Surveys

PW/07

-PAPB-Planning Area permit Board

PW/08

-Permission Books

PW/09

-Aesthetics Board

PW/10

-Estimates and Accounts

PW/11

SS

ZM

02 volumes

-Impressed cars and transport

PW/12

-Tenders

PW/13

-Supplies

PW/14

-Reports

PW/15

-War Books

01 volumes168volumes

35 items116items22volumes18volumes12volumes

18 volumes

14 volumes

09 volumes13volumes

07 volumes08volumes34volumes

PW/16

-Muster rolls

27 volumes

PW/20

-Miscellanea

30 volumes

State Schools SS/15

-Chasri/Admission.Attendance.Log-Books

04 volumes

SS/16

-Ghasri Miscellanea

25 volumes

SS/31

-Xewkija Admission etc

14 volumes

ZM/01

-Misc volumes

46 items

ZM/02

-Misc papers of Guzeppi cassar(1877-1961)

Miscellanea

14 items

15

xingofDocuments I, I.

Table:__,,.___Sort:i.::__._.:leaning&Rebo

Fonds

No of Boxes

No of Bundles / Volumes

Labour and Emigration (LED)

I !!!!nFJ,

I

164

33

Office of the Prime Minister (OPM)

130

State Schools Malta (SSM)

64

• :.Reorganisation & Relocation of

Table 4 I

Documents | 'r..

Fonds

No of Volumes/reels

Hansard

435

Microfilms

2040

Customs Department

68

Police -Valletta District

20 mtrs

Table5

.`.I

Cataloguing

Ill ,

||L||IRE_

L`_

I.

Fonds

I.,.

-t'',-i-`

No of Entries

Governor's Despatches (GOV)

1940

Head of Ministry (HOM)

1227

Passport Applications (MFA)

Tabie6

`..¥,..T{.€`

600

Digitisation/Microfilming Hjj]jin

Fonds

Number of images 903,643

Customs Department - Shipping Registers (GSU project) Photos collection Malta (National Memory Project -NMP)

738

Passport Applications

299

Architectural drawings

124

Charitable institutions

228

GOV

138

PW

15

Magna Curia Castellania (HMML project)

193,480

Various

178

TOTAL

1,098,843

I,,•'.i,.-i

Table7

'

.

I?_-

Course

ternshipsheldattheNa..:::onalArchi yes Organizing institution

.--

Number/hrs

•.¥in*`.i

Type of training

Systems of Knowledge

Giovanni Curmi Higher Secondary

Systems of Knowledge

Junior College

BLAIS

Centre for Communications, UOM

2 / 200

Advanced archival skills

Centre for Communications, UOM

1 / 100

Advanced archival skills

Diploma

in

ArchivesandR.M.

10 / 200

Archival skills in particular sandcataloguing Orting

1/25

Archival skills in particular sandcataloguing Orting

•

-. ,..

Monthly Statistics of Reading Room Research

Table 8 -`\-'...+ ,

HeadOffice-Rabat|=;.,ÂĽ Researchers

Items

Month

I.:.,.i:.;..,gl

Hours of Research

January February

137

78

210.10

164

265.08

March

123

99 74

April

128

89

199.54

May

196

66

161.15

June

149

55

153.24

July

299

114

315.06

August

407

113

299.04

September

330

99

October

658

194

505.22

November

347

115

326.20

December

185

84

192.22

3123

1180

3118.69

Total

Table 9 '1.,.`..;

Monthly Statistics of Reading Room Research egal Documentation Section -Mdina

Month

Researchers

Items

January February

3

225.31

266,53

`'.

`

Hours of Research

10

22.15

March

10

12

38.15

April

31

11

37.15

May

17

13

27.00

June

7 26

7

20.00

July

14

61.45

August

33

26

117.30

19.30

September

28

22

114.30

October

45

21

63.15

November

10

13

38.15

December

42

18

76.45

262

172

634.55

T?b,e 1_a__ Month January February

Monthly Statistics of Reading Room Research

-:I ,I tl,,I,

Researchers

Items

111111 Hours of Research

116

33 18

March

73 89

21

55 36 36

April

55

18

28

May

38

17

27

June

71

11

18

July

57

21

39

August

14

9

September

94

20

11

127

16

34 22

November

98

19

28

December

48

18

29

880

221

363

October

Total

_-J`.:.r'.I..`

`.-

I-: I.:-I.., ` '.i .`-,`Âą.t`. . . .

6 9

Total

I-

Date of visit

Name of organisation

Number

Location of activity

6 February 2009

Private researcher

Head Office/Shelter

9 February 2009

UOM students from the Department of Geography

Head Office

12 February 2009

Sacred Hearts Seminary - Gozo

Head Office

17 February 2009

Giovanni Curmi School, Naxxar

Head Office

25 February 2009

Giovanni Curmi School, Naxxar

Head Office

Members of the Institute of Library and Information

Head Office

26 March 2009

Professionals UK, (CILIP)

2 April 2009

Junior Lyceum Maria Regina

Legal Documentation, Mdina

2 April 2009

UOM students from the Public Administration

Head Office

29 October 2009 30 November 2009 1 December 2009

28 December 2009

UOM students from the Diploma in Archives

Head Office

UOM students from the Department of Criminology

Head Office

UOM students from the Public Administration

Head Office / Legal Documentation

UOM students from the Department of Geography

Head Office

Photo captions (starting from left to right)

p. 4

Welcome to the Hon. Dolores Cristina for the opening ceremony of CITRA by lcA President lan Wilson, and National Archivist Charles Farrugia on 17 November 2009; The CITRA delegates touring the Palace in Valletta

on 21 November 2009; The CITRA delegates touring the National Archives on 18 November 2009

p. 5 p. 6

The sorting process of the school records His Excellency the president of Malta Dr George Abela and Mrs Abela visited the Legal Documentation section in Mdina. In the photo they are admiring the National Portrait Archive accompanied by photographer Tony S. Mangion; The digitisation works as part of the project carried out at the Legal Documentation Section in Mdina

p. 7

p. 8

p. 9

Donations to the archives by Mr Parslow; by Dr Conrad Thake; Group work at the head office of the National Archives by Giovanni Curmi students supervised by Ms Evelyn Pullicino

Giovanni curmi students appreciating archival documents

Several wooden beams deteriorated through termite infestation have been replaced; The Hon Minister following Mr Michael Bonnici's explanation about the restoration project he carried out voluntarily at the old pharmacy of Santo Spirito

p.10

Assistant National Archivist Dr Joseph Bezzina and Mr Joseph Amodio participated during the APEnet meeting held on 12 October 2009 in Lund

p.11

Volunteer Anthony Bonello working on the sorting of the Banco di Roma documents; The Friends of the National Archives Committee paid a courtesy visit to HE the President of Malta Dr George Abela on 3 July 2009 - in

photo: Mr Martin Hampton, Dr George Cassar, Mr Steve Borg, Mr Noel D' Anastas, HE the President Dr George Abela, Mr Max Farrugia, Dr Gerald Bugeja, Maj. Frederick Cauchi lnglott

Unaudited Financial Statements for the year ended 31 December 2009

INCOME AND EXPENDITURE ACCOUNT

2009

Notes

2008

â&#x201A;Ź

Income Government Subvention Funds from the Ministry for Gozo Other Income Funds from Aristhot Medocc Programme Net Proceeds from APEnet CITRA Conference Income

2 3 4

12,050

Surplus/(Deficit) before Interest Interest receivable

280,000 57,984 18,468 5,683 I

111,940

Total recurrent income Operational Costs Administrative Expenses

280,000 60,736 9,036

Stat I Stat 11

473,762

362,135

(365,096) (49,189)

(261,444) (69,395)

59,477

31,296

171

905

Surplus/(Deficit) for the year before transfer of Depreciation

59,647

32,201

Transfer of depreciation on assets taken over from Government Surplus/(Deficit) for the year

17,570

17,570

77,217

49,771

BALANCE SHEET

As at 31 December 2009

Notes

2009 €

2008 €

ASSETS

Fixed assets Tangible assets

95,151

109,695

87,404 40,546

6,698 44,352

127,950

51,050

223,101

160,745

Current assets Debtors & Prepayments Cash at bank

11

Total Assets RESERVES AND LIABILITIES

Accumulated fund - Capital vote -Recurrent vote and operating activities

Creditors: Amounts falling due within one year Trade and other creditors Accruals & Other Payables

Total Reserves and Liabilities

12

13 13

62,955

80,525

114,002

36,785

176,957

117,310

23,892 22,251

23,155 20,280

45,043

43,435

223,101

160,745

STATEMENT OF CHANGES IN ACCUMULATED FUND

Recurrent vote Vote

& Operating activities

Accumulated Fund

€

€

€

Capital

Financial year ended 31 December 2009 Balance at 1 January 2009

80,525

Surplus for the year

Transfer of depreciation on assets taken over from the government

(17,570)

36,785

117,310

59,647

59,647

17,570

to caDital vote.

Balance at 31 December 2009

62,955

114,002

176,957

CASH FLOW STATEIVIENT

Notes

2009

2008

â&#x201A;Ź

â&#x201A;Ź

Cash Flows from Operating Activities Surplus/(Deficit) for the Financial Year

Adjustments for: Depreciation of tangible fixed assets Interest Receivable 81,569

Operating profit before working capital changes Increase in Debtors Increase / (Decrease) in Creditors

(80,708)

2,708

Cash generated from operations Interest Received

45,840 905

Net Cash from Operating Activities

46,745

Cash Flows from Investing Activities Purchase of Tangible assets

(7,546)

( 15,081)

Net movement in cash and cash equivalents

(3,805)

31,664

Cash and cash equivalents at the Beginning of the Year

44,352

12,688

40,546

44,352

Cash and cash equivalents at the End of the Year

14

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 2009, €280,000 was allocated to meet the National Archives of Malta's recurrent operation and capital expenditure for the calendar year 2009. A further €60,736 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 €77,217 on recurrent and operating activities bringing the total accumulated fund on operating activities to €114,002.

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

150/o 150/o 150/o 12.50/o 1 0 0/o 2!fyfJ/o

Computer Software

330/o

Office Equipment Furniture and Fittings

100/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.

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 costs and contribute towards its general and administrative running costs. These costs where previously funded from the vote of the Ministry for Gozo. An amount of €60,736 was transferred in 2009.

4. Other Income Other income generated from operations is estimated to be €9,036. The service provided by the National Archives of Malta to the general public is free of chargeE

Mainly, the income is

generated from photocopy and digital imaging services and courses which are charged at minimal rates.

5. APEnet and CITRA The National Archives of Malta participated in the APEnet (Archives Portal Europe) project.

This is a Best Practice Network project supported by the European Commission under the

econtent4/us Droclramme and its objective is to build an /nfemef GafeMa/ /or Ooct/ments ant/ AnciA;.Mes /r7 funope. 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 2009 in respect of this project totalled €16,876 and out of pocket expenses incurred with respect to the project amounted to €4,826 in 2009. This however, was the year in which the National Archives had least involvement in the project.

In 2009, Malta hosted the 41St CITRA Conference between 17th to the 21St November. Fees from the worldwide delegates attending this conference were collected in order to cover part of 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 Finance for €50,000 in this respect.

6D Payroll costs and personnel information 2009

2008

€€ Wages and Salaries paid Directly Social Security contributions

Council Members

212,854

208,868

16,343

15,585

217

411

229,414

224,864

2009

2008

Number of employees Full time

Part time

7. Surplus/(Deficit) before interest The surplus/(deficit) before interest is stated after charging:

€€ Staff Costs (Note 6) Depreciation of tangible assets (Note 10) Auditors' remuneration

229,172

224,864

22,092

21,331

519

477

8. Interest Receivable 2009

2008

€€ Bank Interest

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.

E| 10. Tangible fixed assets

Improvement

Passenger Lift

Shelving

Motor Vehicles

Climate Control

Equipment

Computer Software

Office Equipment

Furniture and Fittings

Fire Alarm

to Premises

System

Total

Euro

Euro

Euro

Euro

Euro

Euro

Euro

Euro

Euro

Euro

Euro

Computer

Cost As at 01.01.2009

11,040

Additions

1,799

12,839

As at 31.12.2009

6,965

66,518

11,968

23,018

7,226

618

9,150

66,518

11,968

23,018

8,195

7,296

618

9,150

31,431

170,452

7,546

4,778

969

6,965

26,653

7,296

177,998

Depreciation As at 01.01.2009

552

3,135

29,932

4,487

6,585

3,825

409

2,533

7,819

Charge for the year

642

1,045

9,978

1,496

2,302

1,639

204

915

3,143

1,194

4,180

39,910

5,983

8,887

11,645

2,7i5

26,608

5,985

14,131

As at 31.12.2009

5,464

1,477

60,754

729

22,093

613

3,448

10,962

2,206

82,847

5

5,702

20,469

5,090

95,151

Net Book Value As at 31.12.2009

2,731

Notes to the Financial Statements I continued

11. Debtors and prepayments Debtors comprise of an amount totalling €50,000 due from the Ministry for Education, Culture, Youth and Sport in respect of the Government of Malta's contribution towards the hosting of the CITRA conference in Malta in 2009. Furthermore, debtors include an amount of €36,000 due from the CITRA Bureau in respect of delegate fees for the CITRA conference held in Malta.

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

2009

2008

€€ Amounts falling due within one year: Creditors Indirect tax and social security Accruals

23,892 23,155 8248 22,169 20,232

46,143

14. Cash and Cash equivalents Cash and cash equivalents consist of cash in hand and balances with banks.

43,435

Operational Costs 2009

â&#x201A;Ź Salaries and Social Security

229,413

Water and Electricity

4,806

Insurance

2,371

Telecom Expenses

3,603

Miscellaneous Purchases

Cleaning Expenses

2,406

Computer Expenses

350

Office Expenses

352

CITRA Conference Expenditure

Repairs and Maintenance

98,304

2,894

Depreciation Charge:Shelving Furniture and Fittings

Climate Control Equipment

Computer Equipment

Computer Software Passenger Lift Office equipment

Improvements to Premises Fire Alarm System

Total Operational Costs

Administrative Expenses Rent Staff Training Costs Advertising

Staff related expenses Motor Vehicle Expenses Printing, postage and stationery

Accountancy and Professional fees Travelling

Subscriptions and Brochures

Miscellaneous Expenses Audit Fee

Bank Charges Depreciation Charge - Motor Vehicle

Total Administrative Expenses

49.189

69.395