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SWARBICA.org is the portal of the International Council on Archives (ICA) South and West Asian Regional Branch
The ICA has more than 1300 members in over 190 countries, which makes it truly international
To further the aims of ICA and to strengthen co-operation within South and West Asia SWARBICA is responsible for carrying out the policy and programs of ICA in this region, where these are relevant to SWARBICA members
You'll find here useful information about SWARBICA, its members, projects and activities, as well as publications and links with others Archival institutions, organizations or associations of interest for professionals
ABOUT US
Proposal for Formation of SWARBICA background history
The decision to set up a Regional Branch of the International Council on Archives covering the countries in South West Asia (SWARBICA) emanated at a meeting of the Executive Committee of the, International Council on Archives held at Brussels in 1973
The countries envisaged in the region were, India, Nepal, Bhutan, Afghanistan, Pakistan, Iran, Bangladesh and Sri Lanka. Dr. S. N. Prasad Director of Archives, National Archives of India, and then a member of the Executive Committee of the International Council on Archives, was authorized to explore the possibility of setting up of such regional organization. The move initiated by him in the same year, was welcomed by the Government of India and received ready response from three more countries, viz., Iran, Sri Lanka and Bangladesh
The Department of Culture in the Ministry of Education, Social Welfare and Culture of the Government of India agreed to bear all the expenses of the inaugural function of SWARBICA, including air fares and boarding and lodging expenses of the nominees of the participating countries, and also expenses of the representatives of the International Council on Archives during their stay at New Delhi. A three-day programme, commencing from 10th December 1976, was arranged for the occasion. Invitations were extended to each country in the region to depute one archivist and one historian to attend the functions. India being the host country was to be represented by two archivist, and two historians. Also invited were, Dr. James B. Rhoads, President of the International Council on Archives, Mr. Charles Kecskemeti, and Executive Secretary of the Internationa1 Council on Archives and Dr. Morris Rieger, Chairman of the Committee on Archival Development (CAD
On the 10th December 1976 the delegates from the participating countries met informally at Vigyan Bhawan to finalise the draft constitution of SWARBCA. The meeting was chaired by Dr. S.N. Prasad. The draft, which was circulated earlier, was modified in the light of the comments received and the discussions that followed in the meeting. Several organizational matters, including working of SWARBICA, location of its Secretariat, its membership dues, and formation of the Executive Board, were also discussed and a consensus was arrived at
SWARBICA formally came into existence on the 11th December 1976 in a ceremonial function organised at Vigyan Bhawan, New Delhi
Membership
Organization and Structure
Aims and Objects
The aims and objects of SWARBICA according to Constitution of SWARBICA are
-To establish, maintain and strengthen relations between archivists of all countries in the region; and between all institutions, professional bodies and organizations which are concerned with the custody, organization, administration or utilization of archives, whether in public or private possession
-To promote all measures for the preservation, protection and defense against all manners of hazards of the archival heritage of the region, and to further the progress of all aspects of the administration and conservation of these archives
-To promote and co-ordmate the efforts by the countries in the region with a view to completing the national archival heritage by appropriate methods
-To provide increasing facilities to the accredited scholars to use the archives of the region
-To promote, organize and co-ordinate activities in the maintenance, utilization and conservation of archives in the region
-To sponsor professional training of archivists in the region
-To co-operate with other organizations or institutions concerned with the use of that documentation for the benefit of mankind
- To organize seminars, symposia and other meetings, on specific themes of mutual interest to the member countries in the region
-To obtain international assistance for archival development of the countries in the region; and
-To generally follow the aims and objectives of the International Council on Archives
Rules of Business/Regulations for SWARBICA Executive Board
The following rules shall be generally observed for business to be transacted at future meetings of the Board. The Secretary General will convene the meeting with the approval of the Chairman and in consultation with the hosts normally three months in advance of the meeting. B. Quorum At least three members from two different countries will form the quorum. The Executive Board may co-opt non-voting members for fruitful conduct of business. C. Agenda 1. The Agenda for the meeting will be prepared by the Secretary General in consultation with the Chairman at least three months in advance of the meeting and members would send suggestions for inclusion in the Agenda accordingly. 2. Draft Agenda will be circulated by the Secretary General among the members at least one month in advance of the meeting. 3. Suggestions received thereafter may be discussed in the meeting with the permission of the Chair, 4. Confirmation of the minutes of earlier meetings and conspectus of action taken on the decisions of the Board will invariably form part of the agenda. D. Conduct of the Meeting 1. The meeting will be conducted by the Chairman and in his absence by the Vice-Chairman 2. Members may elect an ad-hoc Chairman from among themselves in the absence of both the Chairman and the Vice-Chairman. E. Vote 1. Decisions of the Board will be normally arrived at by consensus. 2. Chairman of the meeting may call upon members to vote only when absolutely Necessary. 3. Co-opted members will not be eligible to vote. F. Minutes 1. Minutes of the meeting prepared by the Secretary General and approved by the Chairman will be circulated within six weeks of the meeting. 2. Observations and modifications suggested by the members will be discussed while confirming the minutes and the minutes will be revised accordingly if necessary. 3. Minutes of the previous meetings will be confirmed at the subsequent meeting. G. Validity 1. Business transacted at the meeting and recorded and approved thereafter in the minutes will not be normally invalidated by the non-observance of these rules. 2. Healthy conventions, rather than strict rules will be the guide line for meetings of the Board. H. Attendance Costs 1. Since SWARBICA funds are limited, travel costs of members for attending the meetings will not be borne out of these funds. 2. SWARBICA funds may, however, be used to meet travel expenses of the Secretary General, the Treasurer, the Chairman, or the Vice-Chairman with the consent of the Board. I. Miscellaneous: 1. Members will observe the deadline "or correspondence with the Secretary-General for smooth functioning. 2. Constitutional provisions in respect of the Board will be observed in transaction of business.
A. Calling the Meeting
Constitution
of the South and West Asian Regional Branch of the International Council on Archives (SWARBICA)
SWARBICA operates under the Constitution of the South and West Asian Regional Branch of the International Council on Archives (SWARBICA) adopted at the branch's inaugural conference, New Delhi, 1976 (published in SWARBICA Journal, vol. 1 no. 1, 1978) as below:
WHEREAS Article 10 of the Constitution of the International Council on Archives provides that Archivists of the major extra-European geographic area wishing to strengthen their collaboration may group themselves into international associations forming regional branches of the International Council on Archives; and
WHEREAS assembled at the inaugural conference held at New Delhi on the 11 December, 1976, we, whose signatures are affixed at the end, representing the countries mentioned therein are desirous of forming a regional branch of the International Council on Archives consisting of the countries in South and West Asian region with the objects and functions consistent with the constitution and activities of the International Council on Archives;
NOW THEREFORE the inaugural conference hereby, adopts the following Constitution:
Name
1. The name of the Organisation shall be South and West Asian Regional Branch
of the International Council on Archives, hereinafter to be mentioned as SWARBICA.
Aims and Objects
2. The aims and objects of SWARBICA shall generally be:
(a) to establish, maintain and strengthen relations between archivists of all countries in the region; and between all institutions, professional bodies and organisations which are concerned with the custody, organisation, administration or utilisation of archives, whether in public or private possession;
(b) to promote all measures for the preservation, protection and defence against all manners of hazards of the archival heritage of the region, and to further the progress of all aspects of the administration and conservation of these archives;
(c) to promote and co-ordinate the efforts by the countries in the region with a view to completing the national archival heritage by appropriate methods;
(d) to provide increasing facilities to the accredited scholars to use the archives of the region;
(e) to promote, organise and co-ordinate activities in the maintenance, utilisation and conservation of archives in the region;
(f) to sponsor professional training of archivists in the region;
(g) to co-operate with other organisations or institutions concerned with the use of that documentation for the benefit of mankind;
(h) to organise seminars, symposia and other meetings, on specific themes of mutual interest to the member countries in the region;
(i) to obtain international assistance for archival development of the countries in the region; and
(j) to generally follow the aims and objectives of the International Council on Archives.
Membership
3. The membership of SWARBICA shall be confined to the countries in South and West Asia, and shall be of the following categories:
(I) National Members: Such national archives directorate or principal archival authorities in the countries in the region, as are members of the International Council on Archives, shall be eligible to become National Members of SWARBICA.
(II) Institutional Member: Such institutions in the region including libraries and universities, as are concerned with the custody, organisation and administration of archives and archival material shall be eligible to become members of SWARBICA.
(III) Individual Members: Any professional archivist or other individuals interested in archives are eligible to become Individual Members and to attend the meetings of SWARBICA as Observers. Such members shall not have the right to vote.
(IV) Honorary Members: Nationals of South and West Asia, who have made outstanding contributions in the archival field, or who have rendered significant service to the archive profession, may be elected as Honorary Members of SWARBICA by the General Conference. The number of such members shall be determined by the General Conference from time to time. Honorary members shall not have the right to vote.
Membership Fees
4.Membership dues of each category of members shall be determined by the
General Conference.
No fees shall be paid by the Honorary Members.
Suspension and Withdrawal of Membership
5.The National Members of SWARBICA, suspended from the exercise of the rights and privileges of membership of the International Council on Archives shall, upon the request of the latter, be similarly suspended from SWARBICA.
6.Any member may withdraw from SWARBICA by giving a notice in writing to the Chairman/Secretary-General. Such notice shall take effect on 31st December of the year during which notice was given. No such withdrawal shall effect the financial obligations owed to the SWARBICA on the date the withdrawal takes place.
Implementing Machinery
7.SWARBICA shall function through a General Conference, an Executive Board
and a Secretariat in the manner prescribed hereinafter.
(A) General Conference
8.The General Conference shall comprise representatives of the National Members, and Institutional Members, and also Individual Members and the Honorary Members.
9.The General Conference shall determine the policies and activities of SWARBICA, and shall take decisions on programmes submitted to it by the Executive Board.
10. The General Conference may appoint such Standing Committees or Groups as are considered necessary for achieving any of the objects laid down in Article 2.
11.The General Conference shall confirm the National nominations for membership of the Executive Board and shall elect the office-bearers, from among the National, Institutional and Individual Members
12.The presence of a majority of the National Members at the General Conference shall constitute a quorum.
13.Each National Member shall have one vote and all the Institutional Members of a country collectively shall cast one vote in the General Conference. The majority of such members present and voting at a meeting shall decide an issue.
14.The General Conference may prevent a National Member from voting if the total amount of contributions due from him exceeds the total amount of contributions payable by him for the current year and the immediately preceding calendar year.
15.The General Conference shall ordinarily meet biennially. It may, however, meet in extraordinary session, if it considers it necessary, or if summoned by the Executive Board, or on the demand of at least two-thirds of the National Members.
16.At each General Conference the venue of its next meeting shall be decided, excepting in the case of extraordinary sessions, which shall be decided by the Executive Board.
(B) Executive Board
17.The Executive Board shall consist of a Chairman, a Vice-Chairman, a Secretary-General, a Treasurer, and as many other members as may be necessary to represent each country on the Executive Board.
18.The tenure of members of the Executive Board shall be from the close of the session of the General Conference which elected them until the end of the next ordinary session.
19.In the event of death or resignation of a member of the Executive Board, the vacancy for the unexpired portion of his term shall be filled by the Executive Board.
20.The Executive Board shall prepare the agenda for the General Conference and shall recommend for its consideration programmes of work and corresponding budget estimates.
21.The Executive Board may appoint ad-hoc groups for professional and organisational purposes.
22.The Executive Board shall be responsible for the execution of the programme adopted by the General Conference.
23.The power to admit new members shall be exercised by the Secretary-General on behalf of the Executive Board in accordance with the terms of Article 3.
24.The Executive Board shall receive and consider the proposals submitted by any member.
25.The Executive Board shall have power to adopt its own rules of procedure, subject to the approval of the General Conference.
26.The Executive Board shall ordinarily meet at least once a year, and may meet in special session if convened by the Chairman on his own initiative, or upon the request of the majority of the members of the Executive Board.
27.The Executive Board shall send a report on its activities to reach the Executive Secretary of the International Council of Archives three months before the date fixed for the meeting of the International Council on Archives Executive Committee.
28.The presence of the majority of the members at a meeting of the Executive Board shall form the quorum
(C) Secretariat
29. SWARBICA shall have a Secretariat consisting of such staff as may be required, which shall function as its administrative office. Its location shall be decided by the General Conference.
30. The Secretary-General shall act as the executive head of the Secretariat, and shall be responsible to the Chairman and the Executive Board. *
31. The Secretariat shall administer and be the custodian of all the properties of SWARBICA.
32. Custody of the archives created by SWARBICA, including current files, shall remain with the Secretariat, wherever located.
Budget and Finance
33. The Executive Board shall prepare a biennial budget of SWARBICA and place it before the General Conference for its approval.
34. The Treasurer, with the approval of the Executive Board, may receive donations, gifts, bequests and subventions directly from international organisations, governments, public and private institutions and associations, or from individuals.
35. The Treasurer shall present to the Executive Board an annual audited statement of account of SWARBICA, copies of which shall be furnished to the National and Institutional Members.
Journal
36. SWARBICA shall publish an archives journal at least once a year.
37. The Executive Board shall appoint an Editorial Committee with an Editor, who may or may not be a member of the Executive Board.
Relations with the International Council on Archives
38. SWARBICA shall work in close collaboration with the International Council on Archives and its organs in the pursuit of their common aims and objectives.
39. The Chairman of SWARBXA shall be an ex-officio member of the Executive Committee of the International Council on Archives, as provided in Article 11 of the Constitution of ICA.
40. SWARBICA shall represent the International Council on Archives in the region.
41. SWARBICA shall invite the President of the International Council on Archives,
or his nominee, to attend the meetings of the Executive Board and the General Conference.
Amendments
42. Amendments to the Constitution shall become effective upon receiving the
approval of the General Conference by two-thirds of the members present and voting.
The draft texts of the proposed amendments shall be circulated by the Secretary-General
to the National and Institutional Members at least three months in advance for consideration by the General Conference.
43.
Interpretation
44. The official language of SWARBICA will be English. The English text of this Constitution shall be regarded as authoritative.
Delegates Observers
Sd/- K.M. Karim (Bangladesh) Sd/- Morris Rieger
Sd/- S.N. Prasad (India) Sd/- Heinz Boberach Sd/- C. Parham (Iran) Sd/- Shaphalya Amatya (Nepal) Sd/- A. Dewaraja (Sri Lanka)
Signed in the presence of Mr. Charles Kecskemeti, Executive Secretary of the International Council on Archives, representing the President of the ICA.
Sd/- C. Kecskemeti
Category V was added to SWARBICA membership, to Article 3 of Constitution.
(In Third Meeting of SWARBICA Executive Board 22nd January, 1979, Colombo)
(V) Associate Members: -Any institution or individual not belonging to any country in South and West Asia, but having genuine interest in the aims and objects of SWARBICA, shall be eligible to become an Associate Member of SWARBICA. The number of such members shall be determined by the General Conference from time to time. The Associate Members shall have neither the right to vote nor a position in the Executive Board.
Article 17 was changed in Third Meeting of SWARBICA Executive Board 22nd January, 1979, Colombo
| Existing Clause | Amendment |
| The Executive Board shall consist of a Chairman, a Vice-Chairman, a Secretary General, a Treasurer, and as many other members as maybe necessary to represent each country on the Executive Board. | "The Executive Board shall consist of a Chairman, a Vice Chairman, a Secretary General, a Treasurer, and all National Members not included amongst them" |
Members
Following contains contact information for some the members of SWARBICA.
nid: 37443
identification: 67
categorie: A1
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en_demande_dadhésion: 0
langue: A
mbre_organ: SWARBICA
type_archi:
domaine:
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datesaisie: 1131944400
titreacade: Mr
prenoms: Ali Akbar
nom: ASHARI
fonction: Director
institlig1: IRAN NATIONAL LIBRARY AND ARCHIVES
institlig2:
adrpostale: P.O. Box 15875/3693
adrtoplig1: National Library Blv.
adrtoplig2: Haqani Expressway
cdpostalav: 1537614111
ville: TEHRAN
ville_francais: TEHERAN
ville_anglais: TEHRAN
cdpostalap:
etat_prov:
country: IRAN
pays: IRAN
continent_french: ASIE
continent_english: ASIA
profphone: 98 21 886 44078
privphone:
telefax_prof: 98 21 886 44072
telefax_private:
ad_publication_etc_envoi:
only_cd: 0
cotisation:
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remarques:
website: http://www.nlai.ir
invisible: 0
active: 1
Saroja WETTASINGHE
NATIONAL ARCHIVES OF SRI LANKA
Sri Lanka
Director
President of SWARBICA
Address
P.O.Box 1414
No. 7, Philip Gunawardena Mawatha (Reid Avenue)
COLOMBO 7
SRI LANKA
Tel : +94 11 2694523, +94 11 2696917
Fax : +94 11 2694419, +94 11 2688756
Telegram: National Archives
E-mail : narchive@slt.lk
http://www.archives.gov.lk/
Pankaj Rag
NATIONAL ARCHIVES OF INDIA
India
Director General
Treasurer of SWARBICA
http://www.nationalarchives.nic.in
Munir Ahhmad CHAUDRY
NATIONAL ARCHIVES OF PAKISTAN - Block N, Administrative Block Area
Pakistan
Director General
Director General of SWARBICA
http://www.nap.gov.pk
Ashraf Borudjerdi
IRAN NATIONAL LIBRARY AND ARCHIVES ORGANIZATION
Iran
Head
Regular Member of SWARBICA
http://www.nlai.ir
E-mail: pria@nlai.ir
Prakash DARNAL
NATIONAL ARCHIVES - RASTRIYA ABHILEKHALAYA
Nepal
Chief
Regular Member of SWARBICA
Harka B. GURUNG
NATIONAL LIBRARY AND ARCHIVES OF BHUTAN - Department of Culture
Bhutan
Director
Regular Member of SWARBICA
http://www.library.gov.bt
Muhammad Lutful HAQ
FRIENDS OF ARCHIVES, BANGLADESH (FAB)
Bangladesh
President
Regular Member of SWARBICA
http://www.nanl.gov.bd