ESARBICA Journal: Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives https://www.ajol.info/index.php/esarjo <p><em>ESARBICA Journal</em> focuses on records and archives management and the related fields of&nbsp;indigenous knowledge systems.</p> en-US Copyright is owned by The Eastern and Southern Africa Regional Branch of the International Council on Archives keakopas@gmail.com (Dr Segomotso Keakopa) mnkennp@unisa.ac.za (Prof Nampombe Saurombe) Sat, 06 Nov 2021 00:00:00 +0000 OJS 3.1.2.4 http://blogs.law.harvard.edu/tech/rss 60 Creation and storage of records in the cloud by Zimbabwe Open University https://www.ajol.info/index.php/esarjo/article/view/217011 <p>This study investigated the challenges and prospects of creating and storing records in the cloud by Zimbabwe Open University in Zimbabwe. Like other universities in Zimbabwe, the university adopted Education 5.0 advocated by the government in 2019. Consequently, the university came up with innovation hubs and industrial parks that became centres for records creation. Keeping all records in the computer without appropriate backups and servers has consequences such as losing vital records. Organisations around the world use cloud computing increasingly to address records storage and disposal. Adoption of cloud computing services carries with it cost implications, and legal and ownership challenges as the virtualised environments are hosted and managed by third parties. The objective of this study was to examine the management, operational, legal and technical issues surrounding the storage of records in the cloud, and the implications for their trustworthiness and authenticity. The study adopted a qualitative research design and drew data from interviews with key participants. Qualitative data were organised into broad themes and the content reported in narrative form. The study found that Zimbabwe Open University is not using cloud computing services effectively and is in the trial phase of cloud computing. It further found that there was a lack of collaboration between the information and communication technology and the records management units as the university decided to move to the cloud on a full-scale basis. The study recommends that the university should first address the management, operational, legal and technical issues surrounding the storage of records in the cloud before implementing the complete use of the cloud. The study deepens the understanding of cloud computing in the management of records at the university, and other state universities in Zimbabwe can use this study to deal with the management of records in the cloud.</p> Godfrey Tsvuura, Kudzai D Mbawuya, Patrick Ngulube Copyright (c) 2021 ESARBICA Journal: Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives https://www.ajol.info/index.php/esarjo/article/view/217011 Sat, 06 Nov 2021 18:15:33 +0000 Transition from analogue to digital at the National Archives of Zimbabwe https://www.ajol.info/index.php/esarjo/article/view/217012 <p>This paper seeks to bring to light the contemporary landscape of digital technology at the National Archives of Zimbabwe (NAZ) and its move towards the provision of access and awareness of its historical collections through technology. The institution has geared towards opening its doors to the public through outreach programmes; public exhibitions; websites; oral history projects; publications and broadcasting archives with changing circumstances. The ideology of taking the archives to the citizens has paved way for outreach archivists to do the right thing, in line with their obligations to provide access to information. The National Archives of Zimbabwe, like any other archive, preserves records that have been selected for permanent preservation because of their historical and enduring value. The paper explores the challenges faced by the public archivist in the management of traditional and analogue archives and the subsequent need for transition to digital technologies. The adoption of digital technologies in the management of public archives will enable the public archivists to provide faster and easier access to the archival materials. Digital technologies enhance information sharing and reduce redundancy of the collections. The researchers used a qualitative case study methodology with an interpretivist perspective where the main focus of the research was on the NAZ’s Public Archive. Interviews, document analysis and observations were used as the major data collecting methods. The results showed that the institution had made a good start, encouraging progress and was still working on the migration from analogue technology to full adoption of digital technology.</p> Amos Bishi, Antonio Rodrigues Copyright (c) 2021 ESARBICA Journal: Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives https://www.ajol.info/index.php/esarjo/article/view/217012 Sat, 06 Nov 2021 18:23:05 +0000 Alignment of archives and records management to the business processes https://www.ajol.info/index.php/esarjo/article/view/217015 <p>This paper is a synopsis of the findings of a PhD Degree in Information Science that sought to develop the archives and records management framework by using the University of Venda and the University of the Witwatersrand for comparison. The study sought to assess the state of archives and records management at selected universities. The study was based on the records lifecycle model and the findings indicated that poor archives and records management programmes at universities have been a source of risk exposure leading to inefficiency in business processes. The results revealed a significant lack of alignment of archives and records management programme with business processes. The study recommends the adoption of Archives and records management framework.</p> Sidney Netshakhuma, Mphalane Makhura Copyright (c) 2021 ESARBICA Journal: Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives https://www.ajol.info/index.php/esarjo/article/view/217015 Sat, 06 Nov 2021 18:31:23 +0000 Preservation of audio-visual archives in Zambia https://www.ajol.info/index.php/esarjo/article/view/217016 <p>Audio-visual records and archives constitute a fundamental heritage that satisfies multiple needs, including education, training, research and entertainment. As such, there is a need to appropriately preserve and conserve them so they can be accessed for as long as they are needed. In spite of their significant role in safeguarding cultural heritage, audio-visual records and archives, are often neglected and accorded less attention than paper-based records, especially in developing countries. Hence, there is a risk of losing information held in audio-visual form. That is why this study looked at how the National Archives of Zambia (NAZ) and the Zambia National Broadcasting Corporation (ZNBC) preserve audio-visual materials to ensure long-term accessibility of the information. The study investigated the types of audio-visual collections held, the storage equipment used, measures put in place to ensure long-term accessibility of audio-visual materials, the disaster preparedness plans in place to safeguard audio-visual archives and the major challenges encountered in the preservation of audio-visual materials. The findings of the study revealed that films (microfilm and microfiche), photographs and manuscripts, and video (video tapes) and sound recordings (compact cassette) constitute the biggest audio-visual collection preserved. The equipment used to store audio-visual materials included open shelves, specialised cabinets, electronic database for digitised materials, aisle mobiles and cupboards. The measures taken to ensure the long-term accessibility of audio-visual collection included digitisation and migration of endangered records and archives; fumigation of storage areas; conservation of damaged materials and regulation of temperatures and humidity in the storage areas. The disaster preparedness plans in place mostly covered structure insurance; protection against fire and water by way of installing fire extinguishers; smoke sensors; fire detectors and construction of purpose-built structures. The major challenges faced were financial constraints; technological obsolescence; lack of playback equipment; limited training; lack of strong back-up systems and inadequate storage facilities.</p> Felesia Mulauzi, Phiri Bwalya, Chishimba Soko, Vincent Njobvu, Jane Katema, Felix Silungwe Copyright (c) 2021 ESARBICA Journal: Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives https://www.ajol.info/index.php/esarjo/article/view/217016 Sat, 06 Nov 2021 18:49:39 +0000 A forgotten past is the past that is yet to be https://www.ajol.info/index.php/esarjo/article/view/217019 <p>South Africa is one of the few countries in Africa that has a running oral history association. In some countries, especially in southern Africa, these oral history associations have arisen and then died a natural death. For example, Oral Traditions Association of Zimbabwe (OTAZI) did not last long. Therefore, it is a positive development for South Africa to have a functioning oral history association. The Oral History Association of South Africa (OHASA) is the brainchild of the government and is mainly funded by the government. It is involved in the coordination and documentation of stories that were silent during the apartheid era. Therefore, with this highly perceived task it is necessary to critically evaluate its successes and failures in meeting the objectives of the National Oral History Programme (NOHP). This paper, through document analysis and purposively selected interviews, critically evaluates the achievements and shortcomings of the OHASA from its inception to present with the aim of proposing a ‘working’ model which involves the setting up of a monitoring and evaluating system. The paper concludes that although OHASA unveiled the muted marginalised voices, it soral history programme demonstrate elitism in critical emancipatory as mostly the stories of the elites are covered. Furthermore, such recorded stories are not accessible as the recordings are stashed in the boxes in archives repositories.</p> Sindiso Bhebhe, Mpho Ngoepe Copyright (c) 2021 ESARBICA Journal: Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives https://www.ajol.info/index.php/esarjo/article/view/217019 Sat, 06 Nov 2021 18:58:15 +0000 Disproportions in archival collections usage in Malawi https://www.ajol.info/index.php/esarjo/article/view/217021 <p>While the ultimate goal of preserving archives is that they should be used, their usage is not uniform. Using data from interviews, records analysis and observation guides, this study examined the use of archival materials at the National Records and Archives Services of Malawi by exploring the collections, users and usage of the facility. The study established that some archival materials are heavily used while others are rarely used or not used at all. It recommends intensive preservation of heavily used materials and promotion of those that are rarely used or unused.&nbsp;</p> Robert Moffat Mkuwira Copyright (c) 2021 ESARBICA Journal: Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives https://www.ajol.info/index.php/esarjo/article/view/217021 Sat, 06 Nov 2021 19:11:42 +0000 Access to electronic court records in Botswana https://www.ajol.info/index.php/esarjo/article/view/217023 <p>Governments all over the world are using information and communication technologies (ICTs) to enable the delivery of their programmes more effectively and efficiently and to increase the participation of the citizens in their governance through their e-government initiatives. The main purpose of this study was to explore issues of access to electronic case files at the Gaborone Magisterial District. Since 2005, the Department of Administration of Justice (AOJ) in Botswana has implemented an electronic Court Records Management System (CRMS) to manage case file records at the high courts and magistrates’ courts of Botswana as one of the government’s public sector reforms to improve service delivery at the courts. This study used both the quantitative and qualitative approaches with data collected through a questionnaire, document review, interviews with respondents and observation of respondents at the Gaborone Magisterial District as well as at justice stakeholders, which are Department of Public Prosecutions and the Department of Prisons and Rehabilitation. The questionnaire was supplemented with interviews. The study used the Records Continuum Model as lens to examine how electronic case files were used and accessed through the CRMS. The findings of the study revealed inadequate legislation on the management of electronic case files in Botswana. Challenges such as network disruptions, shortage of computers, resistance to change, training and a lack of commitment by staff affected access to court records on the CRMS. The study also established that access to electronic case files was limited to court personnel only. The study recommends the adoption of relevant policies and the provision of adequate infrastructure and remote access to electronic court records by the public and other stakeholders in the justice system in Botswana. Failure to provide online access to court records goes against the spirit of the Botswana National ICT policy and the National Vision 2036, which advocates for digital access to information and community access through the use of ICTs.</p> Tshepho Mosweu Copyright (c) 2021 ESARBICA Journal: Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives https://www.ajol.info/index.php/esarjo/article/view/217023 Sat, 06 Nov 2021 19:18:03 +0000 Book review for “Memoirs of an Archivist: A Festschrift in Honour of Prof Mnjama” https://www.ajol.info/index.php/esarjo/article/view/218085 <p>The purpose of this review is to provide a critical reflection of the book titled “Memoirs of an Archivist: A Festschrift in Honour of Prof Mnjama”, published in 2019. Firstly, I offer my congratulations to the authors for assembling a book that honour one of the gurus in the archives and records management profession for the good and valuable work he did for the archives and records management profession, particularly in the Eastern and Southern Regional Branch of the International Council on Archives (ESARBICA). The book was launched during the ESARBICA conference held on 9-13 September 2019 in Gaborone, Botswana. It is written even in the bible on the book of Proverbs 11:17-31 that “…those who do right will receive a good reward”. The reviewer is very much impressed that the authors managed to identify and recognize one of the archives and records management gurus in Africa. Additionally, the author is very much happy to provide a review report for the book as a records management practitioner, researcher, and former student of Professor Nathan Mnjama at the University of Botswana.</p> Donald Rakemane Copyright (c) 2021 ESARBICA Journal: Journal of the Eastern and Southern Africa Regional Branch of the International Council on Archives https://www.ajol.info/index.php/esarjo/article/view/218085 Tue, 30 Nov 2021 19:24:51 +0000