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Minutes of the visit of Secretaries Committee to TATA Central Archives PUNE 


MINUTES ON THE VISIT OF SECRETARIES COMMITTEE TO TATA CENTRAL ARCHIVES, PUNE ON 04.06.2018

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            On 04.06.2018 at 10:30 AM the Secretaries Committee visited the Tata Central Archives, Pune.

PRESENT

  1. Sri Narla Rajendra Prasad, Chief Archivist, Tata Central Archives.

  2. Sri Manmohan Singh, IAS, Special CS Revenue (lands), GoAP.

  3. Sri Nagulapalli Srikant, IAS, Secretary to Government (Poll.) GAD

  4. Sri K.V.V.Satyanarayana, IRAS, Special Secretary, Finance, GOAP

  5. Sri D. Venkataramana, Secretary to Government, Law Department.

  6. Sri K.Harsha Vardhan, IAS, Deputy Secretary Higher Education Deptt.

  7. Sri V.Rangaraj, Director (i/c), AP State Archives, Hyderabad.

  8. Sri K.Brahmam, Assistant Secretary, GAD.

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        Sri Narla Rajendra Prasad Chief Archivist of Tata Central Archives, Pune welcomed the Secretaries Committee.  The Chief Archivist has shown the premises  to the Secretaries Committee and explained about the history of the piece or document.

2.    The Committee observed that TCA is a repository of Records comprising documents, manuscripts, photographs, awards, trophies, medals, citations, paintings, relating to the genesis and development of the Tata Group, its leading personalities and its manifold activities. The Archives holds a sizeable number of documents on Indian industrialization, the Tata Family, which would be of interest to research scholars and the public.

3.    The aesthetically and scientifically designed Archives building provides amenities such as well equipped Repository, Library, Conference Room, digitized Records and air-conditioned exhibition galleries, for the convenience of visitors who will find a number of items reflecting the past glory of the Tat Group.

4.       Collections housed at TCA

(a)  Paper documents

The Document Collections include formation papers, annual reports, board minutes, business and trade and accounting records, legal matters, labour welfare measures and biographies. the annual reports of JN Tata's first venture, the Central India Spinning, Weaving and Manufacturing Company, dating back to 1875, are amongst the oldest documents in the Archives.

(b)   Newspaper clippings 

(c)   Photographs 

TCA has over 75,000 still images dating as far back as the late 1800's relocated from various TATA companies.  The collections are physical and digital formats created over the years. 

(d)    Medals and Citations 

Around 200 awards, medals, citations presented to TATA personalities. 

(e)    Paintings 

Apart from documents and photographs, valuable paintings relating to TATA families are also preserved. Apart from Paintings, Attire and Furniture and Memorabilia are also preserved in the TCA.

5.    Process of archiving records

  • TCA is completely utilizing the latest technology for maintaining archival records with world class standards.  The TCA is the first business archive in the country to win the coveted Platinum Rating under the Indian Green Building Council's Green Existing Buildings Operations and Maintenance Rating System.  The Solar Power Panels give power to entire organization,

  • A gas-based fire system is installed in the TCA Repositories, which protects the Collections -most of which are paper based.  Fire detection and fire extinguishers are installed through the TCA premises.  The Collections are stored in state-of-the art temperature and humidity controlled Repositories

  • The entire premises is covered under Energy Efficient Air Conditioning.

  • The process archiving records in TCA are kept in the Hand-made Paper Boxes with specially designed and made by Khadi and Village Industries Board which are acid free paper.  Folders are specially designed for keeping loose records and stitched with carefully.  The Boxes are put in the iron compactors  which are space savers.  A separate wing for digitalization of records.

6.    It is observed that most of the process i.e. record repairing, dust removing, fumigation of records and other initial processes are given on outsourcing basis with strict supervision. Records are under maintenance of TCA.

 

7.    The following are the observations of the committee.

(i) Use Dupont plastic sheets for high value documents

(ii) The archives should be 5 m above the maximum flood line of the area.

(iii) The copy of records should be placed at least 1000 km apart.

(iv) Finalise the Collection policy

(v) Do not touch the physical documents unless absolutely necessary. There are certifying bodies which authenticate the digital copies for production in courts of law.

(vi) All physical documents should be secured by a 2/3 level access control based on the value of the documents.  Have separate vaults for high value records.

(vii) Lay down the access policy if not existing in law or rules.

(viii) Use .tiff format for scanning.

(ix) Deploy a scalable server for storing digitised copies.

(x) Indexing the records prior to receipt into archives is mandatory.

 

8.    Sri Narla Rajendra Prasad, the Chief Archivist, has assured to extend his assistance in establishing the Archives Institute for the State of Andhra Pradesh.

 

 

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