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A History of Records Management and the Establishment of the Gyeonggi-do Archive

A History of Records Management and

the Establishment of the Gyeonggi-do Archive  



Writer: Lee Jihun, Director of the Center for Gyeonggi Studies




It is said that records are the evidence of the experiences or knowledge of a society. Records are frequently found in unexpected places and can often be easily accessed. Most people think that records always exists, taking their value less seriously. Marking schedules on a desk calendar is a type of recording, and writing down the details of conferences is, as well. The Council of World Archives defines records as “documents produced, registered, maintained and used by individuals or agencies (public or civic agencies) when fulfilling legal obligations or handling affairs.” As a product of the processes and outcomes of public affairs, records reflect real actions.


Korea has an excellent tradition of records management, from ancient times. Historical Recorders from the Three Kingdom Age and the Goryeo Age recorded, disseminated and preserved stories of major national events. In the Joseon Age, an agency exclusively responsible for this was established to produce records. Taking charge of compiling history and preserving national records, Chunchugwan Press Center was organized with some 50 historical recorders, including 7 editors (of the Bureau of State Records) for each minister and second minister, and 1 higher-level official with 3 state councilors. The record was compiled over 472 years to the reign of King Cheoljong, the 25th king of the Joseon Dynasty, and it contains a total of 1,893 volumes of 888 books. In the Joseon Age, reports on administrative affairs, prepared in detail, were extensive, as are the existing title of records or documents. There were Daily Records of the Royal Secretariat (Seungjeongwon ilgi), Records of Daily Reflections (Ilseongnok) and Records of the Border Defense Council. The record was recompiled, based on private records of chronological and administrative records. Daily records or documents contained vital data about daily life, recorded at the time. There were many private records in addition to public records. Private records in the Joseon Age show the subjective viewpoints of the recorders and details, without any restriction, reflecting the everyday lives that were often disregarded in the government’s historical records.


▲ Daily Records of the Royal Secretariat (Seungjeongwon ilgi) Designated as No. 303 of the National Treasure (Source: Korea National Heritage Online)


There remain many things to be desired in preservation and management. There was an administrative difference between the Goryeo Age and the Joseon Age. Unlike the Goryeo Age, in the case of the Joseon, every administrative affair was managed by documents, and the more centralized system concentrated on royal and central documents. Such documents had to be thoroughly managed, yet most of them were reduced to waste, and perished. At those times, there were many objects disused. A number of officers in more junior positions siphoned off documents. There were a lot of volumes missing, even books at Hongmungwan (Office of Special Counselors), called the ‘royal library.’ All the memorials that were submitted from regions were written down and then used as waste paper. Diplomatic and security documents were not managed properly. The legal clauses regarding damaging documents in the National Code were often rendered null and void.


Improper records management is still a factor today. National and public agencies produce many records. However, as time goes by, many necessary documents disappear. It was claimed that when the government systems were replaced, such documents were purposefully eliminated. Because of the poor awareness of the importance of records, many public agencies have still had important documents abolished, on purpose or by mistake, without any special procedures to prevent it.


The 『Public Records Management Act』 of 1999 was the first institution created to prepare a record deserving the title of ‘record.’ In 2006, this Act was revised to specify in detail a system to create better and more systematic records management. Article 11 of this Act in relation to the clauses of the Establishment and Operation of the Local Government Archives, specifies that perpetual archives (Metropolitan and Provincial Archives) shall be established and operated, pursuant to the guidelines in Metropolitan Council (city and province). Following Seoul and Gyeongsangnam-do reforms that established archives, Gyeonggi-do has also been establishing the ‘Gyeonggi-do Archive (provisional name),’ in the provincial government office (Old Building, No. 1 Detached Building, Gyeonggi-do Provincial Library) after transferring the new government office to Gwanggyo. The Gyeonggi-do Archive that will open in 2024 aims to ① systemize and Advance Records Management, ② establish an Integrative Records Management System, ③ substantialize records, and ④ complexify and revitalize record culture, in order to ‘realize a history of reviving record culture of Gyeonggi-do.’


The Archive is scheduled to carry out its function not only as a “control tower” to preserve, manage and utilize records in Gyeonggi-do, but also as a comprehensive cultural space to promote the participation of local residents and contribute to the increase of records culture.


▲ Gyeonggi Provincial Government Office (current building) Immediately after it was transferred and established (Aug. 1968, Source: Gyeonggi-do)


A competent politician who stood as a candidate for the electoral district of Paldal-gu, Suwon-si, Gyeonggi-do, for the general elections last April, raised fierce criticism concerning establishing an archive in the Gyeonggi Provincial Government Office, saying, “It seems meant to establish a large storage warehouse in the center of Gyeonggi-do.” This was ultimately a political remark. Yet, such an act of comparing an archive to a mere document warehouse must have been caused by poor awareness of the purpose of records. It is expected that Gyeonggi-do Archive would improve its status as a repository for Gyeonggi-do records, valuable in form and content, and as a major agency of and for the Gyeonggi-do Community.


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