Corporate Services

The Corporate Services Management Unit is a key enabler in the delivery of the National Archives’ strategic goals. The priority is to ensure that the needs of all the entity stakeholders are met, by focusing on the delivery of quality services, innovation and capabilities development, in line with the challenges that the services request, together with the general upkeep and improvement of the old and historic facilities we operate from. Throughout 2022, the Unit continued to build on the work of previous years and sought to improve the services provided by the entity by transforming the way services are delivered through teamwork, shared vision and commitment.

The main duties and responsibilities of this Unit are:

• the administration and human resources development

HR-related administration such as leave, staff records and roster planning are managed by this Unit. The recruitment of new employees and staff development are the responsibility of the Corporate Management Unit. The Unit also deals with the drafting, monitoring and execution of policies related to HR and administration. It is also entrusted with the preparation of reports and statistical data and the coordination of Parliamentary Questions’ replies. The administration of the Conservation Laboratory, the Maintenance and Cleaning units and the Reception services fall directly under this Unit.

• Procurement

Procurement is the core function of this Unit. Tender procedures for large purchases are undertaken by this Unit. Other relatively small purchases require quotations for the goods or services to be obtained and the Unit has the task of ascertaining that the best quality is being obtained at the cheapest possible price.

• Works and Maintenance of Buildings

The administration of all five premises run by the entity includes structural and assets’ monitoring and maintenance, pest control and further logistics.

Administration and Human Resources Development

Recruitment

Changes in the human resources infrastructure in 2022 included the replacement of one archivist recruited to work on the newly established audio-visuals unit. A call for Manager Finance and IT was issued to fill up the vacant post following the resignation of Etienne Ferrito. Both positions were filled by two new employees by the end of the year.

By the end of 2022, the Entity bid farewell to four employees, namely Etienne Ferrito - Manager Finance and IT, Horace Vella - Principal at the Records Management Unit, Alice Ferri - Assistant Conservator and Giovanni Copertino - archivist at the audio-visuals unit.

Fourteen new volunteers expressed their interest to contribute towards the National Archives during 2022, leading to a current number of thirty-three volunteers engaged in the various existing NAM Units. One of these volunteers was entrusted to take over the running of the old hospital pharmacy where an inventory exercise is being carried out concurrently with a review of the artefacts to be exhibited.

Staff training

Staff training during the year included the attendance by various staff members to general and specialised training sessions, together with attendance to international meetings and conferences.

Other courses attended dealt with procurement training and MS teams, Microsoft OneNote & OneDrive training. Staff from the Conservation Laboratory attended courses on nanocellulose films in art conservation and storage organisation.

In-house knowledge management sessions were regularly held, and these were devised to help spread the knowledge gained by a single employee amongst his/her colleagues, benefitting them in their job skills. This was done through various theoretical and practical training sessions held online and at the archives’ premises.

The Unit also supported two members of the staff undertaking University Degree and Master courses.

Procurement

During 2022, a call for tenders for the supply, delivery and installation of archival shelving for the Ospizio repository at Floriana was issued.

This call was published by the Ministry for Justice, Equality and Governance (MJEG) Procurement Division and the Entity assisted by preparing specifications and tender documents as well as conducting the evaluation process.

Works and Maintenance of Buildings

Works on the elevator that connects the four floors at the Head Office in Rabat was completed and was commissioned on 11 July 2022. Redecoration of areas and apertures leading to the elevator doors was carried out in-house by the Maintenance Section.

Following the award of the tender for the supply, delivery and installation of archival shelving at the repository at Floriana, works where carried out and a renovated hall at the Ospizio was completed with more than 600 meters of new shelving and a heavy-duty safety ladder for staff use.

The chapel, which serves as a conference hall, was turned into an exhibition space to host three different exhibitions and a new lighting system was supplied and set in the back yard and garden area. The former mortuary underwent a total refurbishment exercise, and the space is now temporarily serving as an extension for another three additional workstations for the Conservation Laboratory.

New wooden apertures were installed on the façade overlooking Cathedral Square at the Courts and Tribunal Section building housed in the former Banca Giuratale in Mdina. Weather proofing of the roofs of two large repository warehouses at Hal-Far roofs was also carried out.

Other minor refurbishment works including the redecorating of wooden apertures that were carried out at the Gozo Għarb repository and Mdina Section. Pest control was again this year given more attention with the further installation of pigeon roosting deterrents, anti-termite treatment and the setting up of an additional number of bait stations.

Records Management Unit

Overleaf: Lands Authority Records’ Repository

The Records Management Unit (RMU) assists public entities, departments and Ministries in fulfilling their records management obligations. Meetings and visits are organised to identify historical records and to plan their transfer to the National Archives. The Unit also assists the entity with proper records management practices. Ultimately, an official retention policy, endorsed by the National Archives under the provisions of the National Archives Act (Cap 477), is developed.

Records Management Assistance

As already stated, assisting public offices in the mananagement of records is one of the main functions of the Records Management Unit. During the year under review, it was decided that in order for our clients to be better informed of the scope of collaborating with the National Archives, a number of introductory meetings were held at the National Archives’ Head Office, during which the legal obligations set out by the provisions of the National Archives Act were explained to the concerned officers. Following the meeting, the participants were also given a tour of all the main functions of the National Archives. In 2022, meetings were held with officers from various public entities, including Identity Malta, the Malta Gaming Authority, Ministry for Justice and the Lands Authority.

Forty-three entities (public and private), listed hereunder, were supported by the Records Management Unit during 2022.

Public Offices supported by the Records Management Unit during 2022

Central Registry Office

Commerce Department

Environment & Resources Authority (ERA)

Festivals Malta

House of Representatives

Identity Malta

Institute for the Public Services

Jobsplus

Lands Authority

Malta Communications Authority

Malta Enterprise

Public Offices supported by the Records Management Unit during 2022

Malta Financial Services Authority

Malta Gaming Authority

Malta Police Force

Malta Statistics Authority and National Statistics Office

MFH - Karin Grech Hospital

MFH - Nursing Services Directorate

MFH - Office of the Commissioner for Mental Health

MFH - Office of the Superintendence of Public Health

MFH - Pharmacy Of Your Choice (POYC)

Ministry for Agriculture, Fisheries and Animal Rights

Ministry for Education, Sports, Youths, Research and Innovation

Ministry for Foreign and European Affairs and Trade

Ministry for Health (MFH)

Ministry for Justice

Ministry for Public Works and Planning

Ministry for Social Policy and Children’s Rights

Ministry for Social Policy and Children’s Rights (MSPC)

Ministry for the National Heritage, the Arts and Local Government

Ministry for Tourism and Consumer Protection (MTCP)

National Commission for the Promotion of Equality

Office of the Arbiter for Financial Services (OAFS)

Office of the Commissioner for Voluntary Organisations (OCVO)

Office of the Prime Minister (OPM)

Planning Authority

Restoration Directorate

Servizzi Ewropej f’Malta

Social Care Standards Authority (SCSA)

The Malta College of Arts, Science & Technology

Private Entities supported by the Records Management Unit during 2022

Atlas Insurance

GO p.l.c.

Migrants Commission

Times of Malta

Appraisal of Records

The National Archives issues a letter of appraisal with regards to cases of dormant collections of records that are no longer required by the creating entity or in cases of emergency, stipulating whether the records must be preserved or not. During 2022, the National Archives issued a number of such letters which helped entities to decongest their repositories.

Reference No. Entity Subject

APL2022-01 MSPC - Pensions Department Appraisal of Pension Files (Invalidity, Widow/er, Pension)

APL2022-02 Ministry for Public Works and Planning (MPWP) Appraisal of Public Works Registry Files 1950-1965

APL2022-03 Ministry for Health (MFH) Appraisal of the Disposal of Personal Effects files (of deceased residents) (1957-1994)

Processing of Historical Records still held by Public Entities

When historical records are identified, the creating office is instructed on the way forward with the final aim of transferring these records to the National Archives. This includes sorting, finding the original order, cleaning (when necessary), placing into archival quality boxes and listing. In cases where the records have traces of pest contamination, the documents are to be treated professionally under the supervision of the National Archives’ Conservators before the transfer.

Retention Policies

Retention policies for public records is a legal requirement under the provisions of the National Archives Act of 2005. In addition, the General Data Protection Regulation (GDPR) requires these instruments and since its coming into force, a momentum for retention policies by public institutions was created. As shown in the following table, a total of 11 policies have been finalised during 2022, with a number of others in the pipeline to be finalised during 2023.

Reference No. Entity

REP2022-01 OPM - the Institute for the Public Services Finalised

REP2022-02

REP2022-03

MFED - MCAST (Finance) Finalised

MFED - MCAST (Wellbeing Hub) Final Stages

REP2022-04 MFH - Nursing Services Directorate

REP2022-05

Cancelled see REP2022-13

MFED - MCAST (Human Resources) Finalised

REP2022-06 Malta Communications Authority

Finalised

REP2022-07 Commerce Department - Industrial Property Registrations Directorate Finalised

REP2022-08 MEYR - Primary/Middle/Secondary Schools

REP2022-09

REP2022-10

MSPC - Office of the Umpire Finalised

MFH - Pharmacy of Your Choice Finalised

REP2022-11 Malta Police Force Finalised

REP2022-12 MSPC - Department of Social Security Finalised

REP2022-13 MFH - Nursing Services Directorate Finalised

REP2022-14

REP2022-15

Accessions

MSPC - Office of the Permanent Secretary

MFJ - Conducts and Criminal Records

Final Stages

Final Stages

2022 was another successful year for records being deposited or transferred to the National Archives’ repositories. One of the main reasons for this success was the implementation of retention policies through which historical records are being identified and transferred to the National Archives for permanent preservation, as was the case for the Malta Police Force, the Commerce Department and the Malta Communications Authority. Apart from fulfilling its legal obligation in the accession of historical public records, the National Archives continued accessioning records through private deposits and records created under the umbrella of the MEMORJA project. Following is the list of accessions received by the National Archives during 2022:

Accession Ref Source and Description Extent

2022-001

2022-002

2022-003

2022-004

2022-005

2022-006

2022-007

2022-008

2022-009

2022-010

Private Deposit by Richard S. Cumbo - Records related to the experiences of Maltese emigrants in Canada (1930s-2020)

Private deposit by George Mangion (MEMORJA) - Interview re childhood and wartime experiences (1930s-1945).

Jobsplus - Appraised Human Resources Records.

Salvaged Records - Lorenzo Manchè Boys School Photographs (ca. 1990s).

Private Deposit by Piju Spiteri - The Piju Spiteri Collection. Private papers and audio visual material.

Private Deposit by the International Tree FoundationRecords of the International Tree Foundation (1986-2021).

Private Deposit by Joseph Schirò - DOI booklets - Radio College (ca. 1950s).

Malta Police Force - Rabat Police Station Records (1860-2010).

Circolo Enrico Mizzi, Pjazza Repubblika Valletta - Portraits and footage on VHS tapes

Private Deposit by George Azzopardi - Malta vintage postcards and photographs (1940s).

1 physical folder and 9.01 GBs

992.29 MBs ca. 1 linear metre

5 photographs ca. 2 linear metres

0.5 linear metres

6 booklets ca. 30 linear metres ca. 1 linear metre

Booklet, postcards, photographs, playing card, cigarette/tobacco package.

2022-011

Private Deposit by John Zammit - Various political and trade union printed material (1988-2014).

1 publication, 3 season’s greeting cards, 2 business cards, 1 calendar/ business card.

2022-012

2022-015

Private Deposit by J. Galea - Records re Armed Forces of Malta and the Royal Malta Artillery (1953-2002).

Private Deposit by Alan Nobbs - Digital copy of footage of houses of character renovation and the 2011 Libya crisis (1994-2011).

2 folders

11.6 GBs

2022-013

Mount Carmel Hospital - Patients’ case volumes (1825-1935). ca. 3 linear metres

Accession Ref Source and Description

2022-014 Environmental Health - Department for Health RegulationSample of appraised records - Passenger Locator Forms and Public Health Travel Declaration Forms (2021).

2022-016 Malta Police Force - Msida Police Station Records (1912-2011).

2022-017

Ministry for Public Works and Planning - Cottonera Rehabilitation Committee (CRP) and Mdina Rehabilitation Committee (1994).

0.3 linear metres

10 linear metres ca. 2 linear metres

2022-018

Private deposit by Miriam Briffa - Tarxien street maps drawn in connection with Parish activities (1997-2021).

2022-019 Malta Communications Authority - Appraised Human Resources Records

2022-020

Private Deposit by Noel Grima - The Noel Grima Collection of private papers.

2022-021 Malta Police Force - Ħamrun Police Station Records (1910-2010).

2022-022

2022-023

Private Deposit by Ted Attard - Original photographs taken by Ted Attard.

Private Deposit by Tony Camilleri - Digital copy of a photo album entitled ‘Prisoner of War Camp. Malta. World War 1 1914-1918’ (1914-1918).

2022-024 GO P.L.C. - Telemalta/Maltacom/GO P.L.C. Drawing office records (ca. 1900-2000s).

1.26 GBs ca. 0.3 linear metres ca. 2 linear metres ca. 40 linear metres

8.07 GBs

1.9 GBs

2022-025

2022-026 ca. 10 linear metres

Office of the Prime Minister - Appraised Human Resources Records.

Private Deposit by Frans Said - Original - Writings by Frans Said (2000-2022).

85 A0 drawers with drawings. 7 Hanging file cabinets (x4 drawers). 1 hanging drawings cabinet.

Pocket folder with printed material, CDs and newspaper cuttings.

2022-027 ca. 1 linear metre

Private Deposit by Peter Darmanin - PN’s electoral campaigns (1992, 2003 & 2008). Maltese Herald issues (1972, 1979 & 1980).

2022-028

Private Deposit by Noel Fabri - A collection of original Poems (1994 Edition).

48.8 MBs

2022-029

Ministry for Foreign And European Affairs and TradeMinistry of Commonwealth and Foreign Affairs Malta: Administrative Instructions (1960s).

1 volume

2022-030

Private Deposit by Nora and Rita Vella Brincat - Photographs of locations and sewing designs prepared by their late mother Prassede Vella Brincat (1950s-2016).

1 box w/designs and 50 photographs

2022-031

2022-032

2022-033

2022-034

2022-035

2022-036

Private Deposit by Joseph Calleja - Records and specimens regarding the system at the Electoral Office (1980-1995).

Private Deposit by Michael Fenech - Emigrants in Australia private correspondence and miscellanea (1970s).

Private Deposit by MaltaPost - Commemorative miniature sheet for the Platinum Jubilee of Queen Elizabeth (2022).

Private Deposit by the Times of Malta - Times of Malta historic photographic archive (1940s-2000s).

Ministry for Education, Sport, Youth, Research and Innovation - Ħamrun Primary School Records (1882-1980).

Private Deposit by Henry Frendo - Henry Frendo CollectionPrivate papers, including historical research and photographs (1960s-2000s).

1 box

1 folder

1 sheet ca. 50 linear metres

1.5 linear metres ca. 20 linear metres

2022-037

2022-038

National Commission for the Promotion of EqualityAppraised Human Resources Records.

Private Deposit by Alfred Agius - Dowry related records, pharmaceutical recipe and Continuous Service Booklet (1930s).

1 file

1 folder

2022-039

Private Deposit by Edward Said - Several maps of the Maltese Islands and plans/drawings related to Tigné Barracks, Fort Manoel and Ta’ Xbiex church (1950s-1960s).

19 items

2022-040

Private deposit by Shan Francois Hussain (MEMORJA) - One MEMORJA interview conducted with Shan Francois Hussain carried out on 17 April 2021 on the theme of COVID-19 Pandemic Memory Project.

5.47 GBs

2022-041

Private Deposit by Tony Abela - Copies of documents and research notes mainly re the RAF history in Malta and Malta’s Early Warning System During the Second World War.

1 linear metre & 141.35 GBs

2022-042

Private deposit by the May Micallef-Scicluna family - Digital surrogate of an Empire Stadium Visitors’ book (1940s).

2.52 GBs

2022-043

Private Deposit by Clive Sammut - A print of a painting by Edwin Galea showing the SS Ohio limping into the Grand Harbour in 1942 – Operation Pedestal/The Santa Maria Convoy.

2022-044 Private deposit by Ġorġ Mallia (MEMORJA) - COVID-19 Pandemic Memory Project - Limited Edition Cartoons Publications (2020-2022).

2022-045 Private deposit by Richmond Foundation (MEMORJA)COVID-19 Pandemic Memory Project - Photographs and other material (2020-2021).

2022-046 Deposit by the Ministry of Education - COVID-19 Pandemic Memory Project - Published material re health guidelines (2020-2021).

2022-047 Anonymous Private Deposit (MEMORJA) - COVID-19 Pandemic Memory Project - Diary (2020-2021).

2022-048 Private deposit by Horace (Grazio) Vella (MEMORJA)

- COVID-19 Pandemic Memory Project - Photographs (2020-2021).

2022-049 Private Deposit by Mick Halliday - The Ernest Rice Collection. A collection of photographs of various Maltese locations (1920s-1930s).

2022-050 Ministry for Health - Central Procurement & Supplies UnitAppraised procurement records (1980-1990).

2022-051 Digital copy of a number of Maltese Band Club Archives.

2022-052 Private Deposit by Max Farrugia - Material about the Maltese political scene and various correspondence

2022-053 Acquisition by the National Archives - Declaration of payment to the family of Giuseppe Bajada (1919).

2022-054 Private Deposit by George Azzopardi - Record related to the compensation to the families of the victims 7-8 June 1919.

2022-055 Private Deposit by George Azzopardi - Vintage Postcards (ca. 1930s).

2022-056 Karin Grech Hospital - Appraised records - Occupational Therapy Discharge Patients’ Records (2008-2012).

2022-057 Malta Police Force - Naxxar Police Station Records (1953-1999).

2022-058 Private Deposit by John Scerri - Early twentieth century ephemera and photographs.

1 large Format Print

2 physical items and 64.9 MBs

127 MBs

35.1 MBs

63.3 MBs

2.19 GBs

18.8 MBs

3 linear metres

3 TBs

0.3 linear metres

1 loose document

1 double sheet report

19 postcards

0.1 linear metre ca. 20 linear metres

33 single items

Accession Ref Source and Description

2022-059 Ministry for Education, Sport, Youth, Research and Innovation - Appraised Human Resources Records.

2022-060 Acquisition by the National Archives - Albert Ganado Collection (1696-1943).

Extent

0.5 linear metres

3.5 linear metres

2022-061 Commerce Department - Expired Registered Trademarks. ca. 118 linear metres

2022-062 The Kevin Casha Collection - The Kevin Casha Collection

- Photographic positive slides created by the Kevin Casha Photographic Services Ltd.

2022-063 Private Deposit by Anna Farrugia - Three music manuscript scores which belonged to Antonio Micallef (1867-1940) and Salvatore Mallia.

Rabat Police Station Records before archival processing and transfer to NAM

7,500 slides

3 volumes

Records Management Forum ‑ Sessions ‑ 2022

6/30/2022 13 Ministry for Health (MFH), (MSPC), Ministry for Justice (MFJ), Ministry for Public Works and Planning (MPWP), Minister for Foreign and European Affairs and Trade (MFET), Heritage Malta, Mater Dei Hospital, Planning Authority, House of Representatives, Malta Information Technology Agency, Environment and Resources Authority.

Presentation 1 by Mr Espen Sjøvoll, Director of the National Archives of Norway on the topic: ‘Archiving by Design’ - IT and archiving solutions. Presentation 2 by Mr Carlo Apap Bologna, Head of the Document Management regarding the Central Registry Office and the Central Electronic Document Management System. General Discussion regarding the challenges faced by Malta’s public sector in records management and possible way forward.

Archival processing of historical records held by the Commerce Department

The Industrial Property Registrations Directorate within the Commerce Department recognised the need of preserving for posterity the inactive records pertaining to the registration of patents, trademarks and designs in line with the provisions of the National Archives Act. To this end we collaborated with the Records Management Unit (RMU) within the National Archives to ensure the proper preservation of these records and to meet the requirements set at law.

A number of these records date back to the year 1890; therefore, the archival processing, including the cleaning of these records had to be performed in a responsible manner by the department’s officers. Following guidance by the National Archives’ paper conservators, all metal objects, such as staples, paperclips and treasury tags, were carefully removed. Then, all records were shifted from their original registry container into archival quality boxes according to the specifications set by the National Archives. Such boxes are necessary for the proper preservation historical records and to prevent deterioration.

Once this preparation process was complete we started to implement the retention policy that was put in place following consultation with the RMU and the approval of the National Archivist: we started the transfer of the records that were no longer required by our department to the National Archives’ repositories for permanent preservation.

The transfer process was divided in two phases:

1. the first phase consisted of the transfer of the inactive patents and designs. The extent of these two collections was of 870 archival quality boxes (ca. 130 linear meters) and their transfer was completed in December 2021.

2. the second phase focused on the transfer of the inactive trademark records. The first batch was transferred to the National Archives by the end of 2022, while the second one is planned for the first quarter of 2023. The collection of inactive trademarks amounts to 1,300 archival quality boxes (ca. 185 linear meters).

The process will come to its conclusion once our department provides an electronic database of all these records to the National Archives; this database will eventually be used as a finding-aid for the retrieval of individual records.

This exercise ensures that these historical records are properly preserved as part of the national records collection held by the National Archives as well as ensure their accessibility for research by academics and the general public.

Matthew Pisani Director (Industrial Property Registrations)