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Draft Minutes of the meeting of the Executive Committee of BARMS held on Saturday 24 December 2016 at the Seminar Room of the Department of Information Science and Library Management, Dhaka University plus brief mention on the Talk “Record Management is not a Rocket Science” by Dr. Nasim Iqbal.
December 25, 2016, 10:31 pm
Filed under: Uncategorized

The EC MEETING of BARMS was held at 3 pm with Prof. Dr. Sharif uddin Ahmed, President, BARMS in the Chair. 10 EC Members and 4 Associate Members were present.

Chairperson Dr. Sharif welcomed the members and thanked them for their presence and requested them to see whether the minutes of the previous meeting has been recorded correctly or not. Members observed that the minutes were recorded correctly and so the minutes of 29 October 16 were confirmed.

Under Agenda 2 a discussion followed about fixing the date of the Biennial meeting and the venue. Dr Sharif observed that it should be held in March 2017 as that would be the right time allowing most of the members to attend. Mr. Lutful Huq suggested that the venue could be the National Archives as that would further strengthen the close relationship between BARMS and NAB. Mr. Florus also agreed with the idea. However, others observed that the location could be inconvenient for many and more logistic support could be had from the officers and staff of the Bangladesh National Museum, for example. After discussion it was resolved that the Biennial Meeting be held at the BNM on Saturday 18 or 25 March 2017 in the morning subject to its availability.

It was also resolved that the honorable Cultural Minister be invited to become the Chief Guest, the Cabinet Secretary the Special Guest and the DG of Museum as Guest of Honor.

Under Agenda 3 it was discussed that fund has to be raised for meeting the expenses of the Biennial and it was resolved that contributions have to be sought from philanthropists, business houses etc. and through commercial ads. A special souvenir would be published on the occasion for which articles would be written by the members. Members were requested to submit their papers by the end of January 2017.

Under Agenda 4 President Sharif informed that a report on Mymensingh visit by a team of BARMS would be placed at the talk session immediately after the EC meeting.

Under agenda 5 Dr. Ahmed reported that although the Barisal visit was fixed but because of the holiday of the educational institutions it was delayed. After discussion it was resolved that the visit would now be held on 21-22 January 2017. Members agreed and showed enthusiasm in taking part in the visit.

Under Agenda 5 the membership of BARMS of ICA was discussed at  length and Mr. Florus observed that it is high time that BARMS should become a member of ICA. However, it was found that BARMS is not in a position to pay annual subscription for membership. Mr. Lutful Huq suggested that BARMS could become non contributory member by taking the option of performing various works for ICA. It was resolved that Mr. Huq and Dr. Ahmed should work together to materialize this alternative membership.

It was also discussed that whether BARMS should become a registered body. After much discussion it was resolved that registration may not be necessary for the time being but the address of the Office may be changed from the Dhaka University as the President is no longer with the Dhaka university whose chamber’s address had so far been used as Office of BARMS. It is also resolved that a letter be written to the Ministry of Cultural Affairs for providing an Office for BARMS in the Directorate of Archives and Libraries, Agargaon.

Under agenda AOB Mr. Lutful Huq proposed that BARMS should make a study of the National Archives of Bangladesh as a reflection on the present state of Record Keeping and Record Management in Bangladesh. A good deal of discussion followed and  it was resolved that a Committee be formed with Dr. Hafizur Rahman Bhuiyan, Vice President  as the Convener and Mr. Lutful Huq and Mr. Mir Fazle Ahmed Chowdhury members. The Committee can co-opt members and should submit a report as soon as possible.

There being no other business to conduct, the meeting ended with a vote of thanks to and from the Chair.

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Short Report on Mymensingh Visit by BARMS members and a talk on Record Management is not a Rocket Science by Dr. Nasim Iqbal.

A very lively session was held in the Hall Room of DISLM of DU on the subjects. Dr. Ahmed and Dr Hafizur Rahman presented a report on their visit to Mymensingh Record Room and discussed in detail the state of the Record Keeping and Record Room of Mymensingh. They gave in details the state of record keeping by showing some slides and observed that the record keeping is very unsatisfactory and that immediate measures be taken to modernize the record keeping system  and to preserve the most valuable historical records of Mymensingh. The audience asked several questions and agreed that time has come to carry out a nationwide campaign for better management of government records and documents.

Dr. Nasim Iqbal , an expert in Record Management and Record Keeping from Australia gave a very valuable and interesting talk on the history of record keeping and its present state in the developed countries. He started with a question What is Record, gave a history of Record Keeping , What is Record Management, Benefits of Records Management , Records Management Process, Records Management Standards , Information Management Framework and What should we do? It is clear from his talk that how important is record keeping and sooner we appreciate it the better would be the society and the citizens.

His talk evoked lots of queries and questions from a considerable number of participants. Dr. Iqbal answered all questions often entering into arguments following some critical questions from the participants.

This seminar part was attended by a considerable number of faculty, researchers, students and records managers.

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