ESARBICA Journal: Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives

Editorial

Segomotso Keakopa — 2026-01-07

Dear valued readers,

We are pleased to present the Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives (ESARBICA), Volume 44 of 2025, which brings together a diverse range of perspectives, research findings and practical insights relevant to our region and beyond. The contributions promote regional dialogue and cover themes around the repatriation of archives; public programming; community archives; custody issues; artificial intelligence and digital transformation in archives and records management that emerged from the ESARBICA XXVIII Biennial Conference that was held in Victoria Falls, Zimbabwe.

As a regional platform, the journal remains committed to engaging in emerging issues in the region, persistent challenges and propose solutions to our social, economic and institutional contexts. We extend our sincere appreciation to all the authors, reviewers and the whole editorial team whose dedication made this issue possible. We trust that our readers will find the articles informative and thought provoking.

Repatriation of the World Council of Churches’ 1948-1960 archives from Switzerland to South Africa

Sidney Nkholedzeni Netshakhuma — 2026-01-07

The purpose of this paper is to highlight the significance of repatriating the World Council of Churches’ (WCC) archives from Switzerland to South Africa. These archival collections document the role played by Chief Albert Luthuli as a church leader and president of the African National Congress (ANC) in South Africa. In the context of South Africa's struggle for liberation, Albert Luthuli was viewed as an important figure and political leader who fought against apartheid and colonialism. He served as the President-General of the ANC from 1952 to 1967. Furthermore, he urged the United Nations and European countries, as the global multilateral policy watchdog and main trading partners of the South African government, respectively, to apply arms embargoes, boycotts, and economic sanctions (Vinson, 2018). This study used a systematic literature review and focus group interviews. The review of the literature and focus interviews conducted with the National Archives of South Africa staff confirmed that the WCC records, which are of significant historical, social and religious value for Southern Africans, have not been repatriated to South Africa. The study highlights the importance of the repatriation of the WCC records to South Africa.

Engaging the public through archives: a systematic review of participatory approaches in public programming

Mthokozisi Masumbika Ncube — 2026-01-07

Despite growing scholarly interest in participatory practices within the archival field, comprehensive synthesis of how such approaches are implemented through public programming and the outcomes they yield across different regional contexts remain lacking. This study addressed this gap by systematically reviewing participatory approaches in archival public programming, aiming to classify their forms, evaluate their impacts, and identify implementation challenges. A systematic review was conducted following the Preferred Reporting Items for Systematic Reviews and Meta-Analyses (PRISMA) guidelines, drawing on 43 peer-reviewed articles published between 2014 and 2025. Inclusion criteria focused on empirical, English-language studies that explicitly addressed participatory strategies in archival public programming. Through thematic analysis, six primary categories of participatory practice were identified: community outreach, digital engagement, co-creation, education, research, and activism. Collectively, these practices enhance accessibility, community empowerment, institutional relevance, and educational value. However, persistent challenges, including exclusion biases, limited public awareness, resource constraints, and tensions between institutional and communal values, continue to shape the efficacy of these strategies. The analysis revealed distinct regional dynamics: while the Global North benefits from advanced infrastructure, robust institutional support, and technological integration, it often struggles with representational inequities and overly academic participatory models. Conversely, the Global South demonstrates strong grassroots engagement and innovation in community-centred practices, but is constrained by digital underdevelopment, limited funding, and fragmented policy support. These findings underscore the need for context-sensitive, inclusive, and co-designed participatory frameworks that prioritise cultural responsiveness, long-term infrastructure investment, and reflexive professional practice. By addressing these regional challenges, archival institutions can move participatory engagement from aspirational rhetoric to an equitable and sustainable reality.

Leveraging artificial intelligence for ethical archiving and democratising access to sensitive historical narratives

Prince Kudakwashe Madziwa — 2026-01-07

Robust historical documentation is foundational to post-conflict transitional justice efforts, enabling accountability, reconciliation, and societal healing. Zimbabwe’s experience following the Gukurahundi period (1983–1987), a conflict involving significant civilian casualties, particularly among Ndebele communities in Matabeleland and the Midlands, highlights critical challenges in archiving sensitive histories. Constraints in accessing fragmented, incomplete, or vulnerable records, alongside limited participatory frameworks for historical testimony, impede inclusive truth-telling and community engagement in national healing processes. Artificial intelligence (AI) offers transformative potential to address these archival limitations by enabling large-scale data aggregation, automated anonymisation of sensitive testimonies, and secure decentralised storage. Such methodologies democratise historical preservation, ensuring ethical documentation even in contexts where traditional archival systems face structural challenges. As such, this study sought to address Zimbabwe’s archival asymmetry by co-designing, with stakeholders, a prototype digital AI-driven archive that prioritises data sovereignty and intersectional inclusivity. A transdisciplinary and participatory action research (PAR) approach structured across three key phases, which include stakeholder mapping and needs assessment, co-design workshops, and prototype development and testing, was employed. The study was the first in Zimbabwe to build a co-designed, AI-driven digital archive specifically tailored to a politically charged historical context, offering a new paradigm for ethically managing post-conflict records.

The custody question

Heather Ndlovu — 2026-01-07

The custody question is axiomatically linked to ownership and control of armed struggle archives. Access to the armed struggle archives in Zimbabwe has always been a challenge, and the armed struggle risks being a historical event without archives. The archives of former nationalist movements in Zimbabwe are inaccessible. The custody issue of archives owned by former nationalist movements in Zimbabwe is examined through the lens of the post-custodial theory. The article examines the need to strike a balance between the privacy and security concerns of armed struggle records and access to information. Case study research focused on the Zimbabwe African National Union (ZANU) and its military wing, known as the Zimbabwe African National Liberation Army (ZANLA). Interviews were conducted with war veterans at ZANU-PF headquarters and archivists at the National Archives of Zimbabwe. The Freedom of Information Act of Zimbabwe (2020), the Constitution of Zimbabwe (2013), and the Copyright and Neighbouring Rights Act of Zimbabwe (2004) were reviewed to understand the right to access information, including ownership rights in Zimbabwe. The persistent theme throughout the chapter is the deliberate controlled access to armed struggle archives with no access for the public. The findings of the study revealed that organisations that have inherited the archival materials post-independence face challenges characterised by a lack of appropriate infrastructure, poor environmental conditions, and a lack of access to archivally recommended storage materials. The study concludes that custody of the archives has been prioritised by the former nationalist movements over access demands from researchers, historians, and the general public. There is a need to negotiate access, reconcile, and address the different ownership, management, and accessibility paradigms that currently exist regarding the archives of the former nationalist movements.

Digital transformation for leveraging police case records management to support justice for all in South Africa

Ngoako Marutha — 2026-01-07

The study sought to investigate digital transformation for leveraging police case records management to support justice for all in South Africa by studying the nature of technology applied for police case records management in South Africa. The study applied a qualitative approach with data collected using interviews, content analysis and observation. The population was sampled using purposive and convenience sampling methods in nine police stations. The study discovered that police stations are still managing docket records manually in paper-based format, which causes many problems, including more administration, and the safety and security of the information contained in paper. The other matters include missing, misfiling and long turnaround time for retrieval. The study recommended a framework for digital transformation that can move organisational modes of records management from manual papers to digital electronic operation, coupled with a framework that can guide the implementation of a digital transformation project. This will lead to the fast-tracking of cases’ finalisation in the court of law for justice to all, because justice delayed is justice denied.

International diplomacy versus Zimbabwean archival heritage: challenges and prospects of repatriating migrated archives in Zimbabwe

Adock Dube — 2026-01-07

The repatriation of migrated archives has been a longstanding issue in Africa in the context of colonial legacy and international diplomacy. Zimbabwe has experienced significant archival migration, with many historical records relocated to foreign institutions during the colonial era. However, repatriation of these archives remains a complex and contested process. This study adopted the Diplomatic Archive Theory, which provided a structured basis for interpreting the archival repatriation of Zimbabwe as a diplomatic challenge, one where historical injustice intersects with contemporary power politics. This helped to understand the historical context of archival displacement, challenges of their continued inaccessibility and potential solutions to the repatriation of these significant historical records of Zimbabwe. Through a multi-case literature analysis on countries that successfully repatriated their migrated archives and expert interviews with senior management at the National Archives of Zimbabwe, this research aimed to provide actionable recommendations for the effective repatriation and management of Zimbabwe’s displaced archives. The findings would contribute to the broader discourse on archival sovereignty, historical justice and national development.

An assessment of the storage systems for medical records in public healthcare facilities in Malawi

Austin Phiri — 2026-01-07

Storage systems for medical records have become a necessity in the age of technological evolution and evidence-based practice in healthcare. The purpose of this investigation was to assess the storage systems for medical records in public healthcare facilities in Malawi to recommend best practices for storing the records and improving their access for healthcare service delivery. Adopting a mixed methods approach, a population of 415 healthcare staff members responsible for the preservation of medical records was drawn from public healthcare facilities in Malawi. Stratified random sampling and purposive sampling techniques were used, and data were collected using questionnaires, interviews, and observations. Ethical approval was granted by the University of South Africa Ethical Clearance Committee and Mzuzu University Research Ethics Committee. The study highlighted several storage systems for medical records, such as computers, portable storage media, storage rooms, and physical storage equipment. It was also evident through the study findings that advanced storage systems, such as cloud storage, blockchain technology, artificial intelligence-powered systems, and DNA storage, were lacking in healthcare facilities. It was concluded that the implementation of storage systems for medical records in public healthcare facilities was at an initial stage. Therefore, the Ministry of Health and key stakeholders should support healthcare facilities in Malawi by improving information and community technology (ICT) infrastructure, including computers, servers, and internet connectivity.

Expanding the archival boundary through a “community archives” project in Zimbabwe

Samuel Chabikwa — 2026-01-07

The holdings of the National Archives of Zimbabwe (NAZ) are inherently colonial and document the memories of the White minority communities and colonial administration in the then Southern Rhodesia up until April 1980. The study describes and problematises (examines and questions) the current efforts towards redistributing archival power in Zimbabwe through the so-called “community archives” project, which has established several so-called community-based archival repositories in the country supported by NAZ. The study was qualitative, and a single case of the so-called community archives project, the project coordinator and four other members were purposively sampled. Data were collected through interviews, questionnaires, and document analysis, and this was analysed thematically. The findings revealed that the current efforts do not exemplify or represent conventional community archives because of the involvement of mainstream archives and government. The findings also point to the existence of an expansion of the archival boundary by the NAZ, and this perpetuates the marginalisation of minorities and the underrepresented, who are normally documented by community archives. The study concludes that the majority of repositories set up by the NAZ are in fact an expansion of the archival boundary from Harare to other provinces in the country. These collections are, in fact, government and public records, and there is nothing community driven in provenance and character, as exemplified by the conventional meaning of community archives. The study contributes to the growing literature on the discourse on community archives in the ESARBICA region.

Unlocking digital records

Clement Mweso — 2026-01-07

Digital records’ accessibility is important for the management of digital records, especially in environments with limited resources like district councils in Malawi. The efficient accessibility of digital records enhances administrative procedures, promotes transparency, and supports informed decision-making. This study examined the challenges and opportunities related to digital records accessibility at the Zomba District Council in Malawi. It focused on factors such as infrastructure limitations, technological capacity, policy frameworks, and user competencies. Applying a qualitative case study methodology, data were collected through interviews with council staff, observations of records management practices, and the analysis of relevant documents. The findings revealed that accessibility of digital records at Zomba District Council is significantly hindered by the absence of institutional policies, inadequate ICT infrastructure, unreliable power supply, and limited staff digital competencies. Furthermore, the lack of proper storage and retrieval mechanisms compromised the long-term preservation of digital records. The study recommends investment in comprehensive digital infrastructure, training of personnel in digital records management, and the formulation of clear policies to enhance accessibility and sustainability. Zomba district council can enhance service delivery, accountability, and governance by addressing these challenges. This research contributes to the broader discourse on digital records management in public institutions operating in resource-limited settings.

The impact of artificial intelligence on modern records and archives management practices

Andrew Asasiira — 2026-01-07

This paper investigates the profound influence of artificial intelligence (AI) on contemporary records management practices. As AI technologies such as automation, digital preservation, precise data forecasting, and data analysis gain traction globally, traditional records management approaches are transitioning into digital environments. This paper analyses the effects of these transformations on the implementation of records management practices throughout the record’s entire lifecycle, from creation to disposition. Additionally, it addresses both the beneficial and adverse consequences of AI, focusing on its impact on collaboration, information retrieval and access, information sharing, data privacy and security, as well as ethical considerations. The study used a secondary data collection methodology, which involves gathering information that already exists in published form, such as textbooks, journal articles, conference papers, and reputable online resources and using a qualitative research approach, a review of the existing literature to assess AI’s contributions and the impact in records and archives management. Findings showed AI has emerged as a fundamental component of everyday life, impacting numerous aspects of human interaction and practices, thereby facilitating service delivery. It has transitioned from the realm of science fiction to a reality where humans may share decision-making capabilities with digital entities. AI now serves as a platform for achieving objectives and streamlining business processes. Unlike earlier technologies, AI is not merely a tool for use; it possesses the ability to make decisions autonomously. The paper concludes that while AI has significant advantages for records and archives management, its effective and lasting integration requires careful planning and well-defined ethical standards. Without responsible implementation and clear policies, the potential risks could outweigh the benefits.

Artificial intelligence in records management in Africa

Ndakasharwa Muchaonyerwa — 2026-01-07

The integration of artificial intelligence in records management has presented limitations and opportunities within the African context, like in any other continent. Artificial intelligence presents the potential to execute the activities in the records management cycle at a faster pace than humans. Digitalisation is taking place at a rapid rate worldwide, and artificial intelligence presents opportunities to be employed in enhancing aspects such as security, efficiency, preservation of culture, reforms in the public sector and the implementation of systems in records management. However, artificial intelligence brings with it concerns, which include data misuse and privacy, governance and ethics-related challenges. To critically analyse the existing literature on artificial intelligence and records management in Africa, the study applied a systematic literature review methodology. Through peer-reviewed journal articles, the review identified opportunities such as effective retrieval of data, automated record processing and improved data accuracy. Contemporarily, the review also verified the risks associated with the implementation of artificial intelligence in records management, such as barriers in digital literacy, shortages of technology infrastructure and the potential for exacerbating socio-economic gaps. The findings of the study presented an understanding, which is clear about the situation of records management and artificial intelligence in Africa, as well as guidance on how to harness its full potential while addressing inherent pitfalls. The results are intended to advise entrepreneurs, policymakers and technologists on how to integrate artificial intelligence into African records management systems sustainably and responsibly.