AIATSIS AUDIOVISUAL ARCHIVE
Collections Management Policy Manual
3.0 The Audiovisual Archive within the Organisational Structure of AIATSIS
3.1 Governance
AIATSIS is an independent Commonwealth statutory authority, established by an Act of parliament in 1964. This Act was revised in 1989. It is controlled by a council of nine members. Four council members are elected by the AIATSIS membership, a body of individuals with a demonstrated interest in Aboriginal and Torres Strait Islander Studies. The remaining five council members are appointed by the Minister for Education, Science and Training.
The Audiovisual Archive is one of five programs within AIATSIS, the other programs being Research, Aboriginal Studies Press, Corporate Services and the Library. The Director of the Audiovisual Archive program reports to the Deputy Principal (Collections), who is also responsible for the Library and Corporate Services programs. The Deputy Principal (Collections) reports to the Principal, or Chief Executive Officer of AIATSIS. The Principal reports to the AIATSIS Council.
The Principal, Deputy Principals and Program Directors are given authority to act as financial delegates to Council, according to conditions and limitations set out in Schedule 1 of the Australian Institute of Aboriginal and Torres Strait Islander Studies Act 1989.
3.2 Management of the Audiovisual Archive
The Audiovisual Archive Program is managed by a Director, who is assisted by a Deputy Director and six Unit Managers who oversee Collections Management, Audiovisual Access, Still Image Archiving Services, Moving Image Archiving Services, Audio Archiving Services and Audiovisual Rights Management.
3.2.1 Collections Management Unit
The Collection Management Unit organises and documents collection materials to increase their value and accessibility into the future. It is responsible for acquisitions, registration, accessioning, research, documentation, cataloguing, inventories, deselection and preventive conservation.
3.2.2 Audiovisual Access Unit
The Audiovisual Access Unit is responsible for providing access to materials in the collections in accordance with appropriate legal, cultural and ethical practices. The Unit responds to direct enquiries, as well as implementing proactive access projects. Clients include family history researchers, Indigenous community organisations, academic researchers, publishers, broadcasters, other collecting institutions, AIATSIS employees and the general public.
3.2.3 Still Image Archiving Services
The Still Image Archiving Services Unit is responsible for the preservation, storage and duplication of photographs, and maintenance of the relevant equipment. The Unit also provides technical services to the rest of AIATSIS and creates new material for the collections by photographing important people and events relevant to Aboriginal and Torres Strait Islander studies. The Still Image Archiving Services Unit investigates and purchases photographic equipment to meet the needs of the Archive, which are constantly evolving due to the emergence of new audiovisual formats and technologies.
3.2.4 Moving Image Archiving Services
The Moving Image Archiving Services Unit is responsible for the preservation, storage and duplication of film and video material, and the maintenance of relevant equipment. The Unit also provides technical services to the rest of AIATSIS and creates new material for the collections by videoing important people and events relevant to Aboriginal and Torres Strait Islander studies. The Moving Image Archiving Services Unit investigates and purchases film and video equipment to meet the needs of the Archive, which are constantly evolving due to the emergence of new audiovisual formats and technologies.
3.2.5 Audio Archiving Services
The Audio Archiving Services Unit is responsible for the preservation, storage and duplication of audio recordings. The Unit also provides technical services to the rest of AIATSIS and creates new material for the collections by recording oral history interviews and important events relevant to Aboriginal and Torres Strait Islander studies. The Audio Archiving Services Unit investigates and purchases audio equipment to meet the needs of the Archive, which are constantly evolving due to the emergence of new audiovisual formats and technologies. The Manager of Audio Archiving Services is responsible for maintaining obsolete audio and video playback equipment necessary for playing and copying many of the older formats of original archival materials in the collections.
3.2.6 Audiovisual Rights Management Unit
The Audiovisual Rights Management Unit investigates and clarifies intellectual property rights governing access to, and use of, collection materials. It is responsible for determining appropriate conditions of access and use for audiovisual materials, updating access and use agreements which are confusing or out-of-date, and providing advice to staff and clients about copyright and the Archive's rights management policies.
3.2.7 Audiovisual Archive Structure Click here to view a pdf diagram of the Audiovisual Archive's current structure [Opens in new window]3.3 Legal and ethical framework
The Australian Institute of Aboriginal and Torres Strait Islander Studies Act 1989 sets out the functions, powers and administrative management of AIATSIS. It charges AIATSIS with the responsibility of establishing and maintaining "a cultural resource collection consisting of materials relating to Aboriginal and Torres Strait Islander studies". Section 41 of the Act governs the way in which AIATSIS can provide access to its collections, beyond the requirements of its individual deposit agreements and federal legislation embodied in other Acts, including the Copyright Act 1968 and the Freedom of Information Act 1982 (see section 8.1 of this policy manual for a more detailed discussion of access considerations).
As a Commonwealth statutory authority, AIATSIS is also bound by the provisions of the Public Service Act 1999, the Crimes Act 1914, the Privacy Act 1988, the Commonwealth Authorities and Companies Act 1997, the Workplace Relations Act 1996, the Occupational Health and Safety (Commonwealth Employment) Act 1991 and the Safety, Rehabilitation and Compensation Act 1988.
AIATSIS Audiovisual Archive staff have developed a Code of Ethics which recognises the special responsibilities of a professional audiovisual archive charged with the custodianship of Aboriginal and Torres Strait Islander cultural materials.