Withstanding the test of time: long-term stewardship of digital archives in Malawi
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1 Withstanding the test of time: long-term stewardship of digital archives in Malawi By Winner Dominic Chawinga Dr. Paul Lihoma Moffat Mkuwira Abstract As advancements in information and communication technologies are increasing opportunity to make their routine functions easier. This study identified digital archives currently being digitised and/or curated at the National of Archives Malawi; the benefits that the National of Archives Malawi is accruing from digitisation of its archives and; challenges faced by the National Archives of Malawi in its digitisation and curation activities. Keyword National Archives of Malawi, digitisation, preservation, archives Introduction In the African context, it has been observed that information centres are filled with materials captured in predominantly print format with electronics one recorded in analogy formats (Asogwa, 2011). Increasingly, archives have been sanctioned as key players in the acquiring, organising, and preserving the print documents and repackaging them for easy access by users (Asogwa, 2011). To satisfy the needs of the users, archives are trying to make the beast of technological advancement to maximise access to print based information materials by converting them into electronic formats; a process called digitisation. Evans (2007:391) defines archival digitization also referred to as mass digitization as the means to digitize entire archival components and deliver them online
2 quickly and easily, without the high cost of creating extensive metadata associated with each image. Several reasons can be attributed to massive digitisations in archives and records centres and other information points as follows: a boom in information that is born digital; cut in budgets allocated to information centres for the acquisition of print based materials; users desire to access information materials remotely; the cost of maintaining and preserving along materials; need for remote partnerships amongst information centres (Asogwa, 2011; Conway, 2010). Even archives centres may not be willing to venture in archival digitisation, users will surely force them to. For example, Conway (2010) emphasises that when archival organizations choose not to commit themselves to digitising, users are increasingly demanding remote access to archival collections and choose to sidestep archives that are not present online. In fact, Evans (2007:391) observes that increasingly, researchers avoid travel, archives reading room hours preferring to conduct research remotely. Such issues surely stress the importance of archives embracing the concept of digitisation. Another advantage with digitisation is that since digitisation involves developing a digital surrogate of rare and fragile archival materials, the process prevents the original from damage by handling. In fact, creating digital archives reduces wears and tears in handling of the old or fragile materials thereby extending the life of the original (De Stenfano, 2000; Jones, 2001). Problem statement With the advent of ICTs, archives centres are increasingly exploiting this opportunity to make their routine functions easier. Using these ICTs, archives centres are increasingly converting print based materials which together with born digital materials captured in analogy equipment are being persevered for posterity. The National of Archives Malawi has not been spared from the lure of digital archiving as evidenced by digitisation projects of rare resources followed by its subsequent long-term preservation. However, since the inception of digitisation project at the National of Archives Malawi, virtually, no systematic assessment has been conducted to identify successes and challenges. Thus, in absence of such important studies, it is easy to speculate that the success being registered and
3 challenges being encountered. It is against this backdrop that this study is carried to systematically evaluate the overall progress of the digitisation project at National of Archives Malawi. To address the research problem, we answer the following questions: What are the types of digital archives currently being digitised and/or curated at the National of Archives Malawi? What are the benefits that the National of Archives Malawi is accruing from following the digitisation of its archives? What are challenges faced by the National Archives of Malawi in its digitisation and curation activities? Literature Review Advancements in digital technologies are increasingly changing collections in archives, forcing them to go digital (Marcum, 2002). In order to understand digital archival collections there is a need to look at their types. Hedstrom and Montgomery (1998) viewed digital archival collections in repositories as being in being in two categories: (1) information that was created originally in digital form and acquired by a repository through purchase, transfer, or legal deposit and; (2) digital materials that are created when repositories convert print, photographic, and manuscript materials to digital form. Hedstrom (2002) and Council of Australasian Archives and Records Authorities (2006) referred those materials that originally were in digital form and never exist in print or analog form as born-digital and those that used imaging technology to create new copies for access and preservation purposes as digital surrogates. Digital archives also exist in a different forms ranging from text, sound, images or a combination (Sugimoto, n.d; Council of Australasian Archives and Records Authorities, 2006). Government agencies, non-government organisations, religious organisations, educational institutions, cultural institutions and people at home are some of producers
4 of these archival materials (Council of Australasian Archives and Records Authorities, 2006). Maintaining a perfect digital archive collection is not easy as there are many risks. Some of the issues include: loss due to Information Technology (IT) obsolescence; loss due to lack of capture and poor practice by creators; digital authenticity and integrity; volume of digital collections; evaluation/appraisal methodologies; digital archives framework; intellectual control and description frameworks; sustainable preservation solutions; access and delivery; visibility of digital collections; sustainable management systems; shared and trusted digital repository networks; skilled staff; adequate resourcing; copyright, intellectual property and fair use; organisational re-engineering and; digitisation standards (Council of Australasian Archives and Records Authorities, 2006). Thibodeau (2002) said that he preservation of digital objects involves a variety of challenges, including policy questions, institutional roles and relationships, legal issues, intellectual property rights, and metadata. Hedstrom and Montgomery (1998) also said that libraries, archives, and other repositories that traditionally have assumed responsibility for preserving archives face technical, legal, and organizational challenges in responding to the new demands of digital preservation. Wato (2002) also said that digitization is expensive for most African archives. It is extensively reported in the literature that arrival digitisation comes along with various benefits in the archives and records centres. For example, Evans (2007) is of the view that of the digitised archive will not be mishandled, misfiled, or stolen because virtual access eliminates box retrieval and may reduce reference consultation. Conway (2010) notes that digitisation practice in archives and libraries is now generating digital content and associated tools that are transforming the relationships among archivists, users, and archival collections. According to De Stenfano (2000), Jones (2001), the following are the key benefits of digitising materials in the archives and records centres as follows:
5 Challenges Archivists efforts to carry out digitisations projects are affected by copyrights and the issue of intellectual property rights (Asogwa, 2011; Omekwu, 2009). Some most cited challenges according to literature include the following Obsolesces of software and hardware: Digitised materials are not only meant for storage. Rather, the need to be preserved for longevity. Unfortunately, Asogwa (2011) and Besser (1999) argue that technologies change rapidly thereby positing a great challenge on the part of archives to migrate the stored information into newer and compatible storage technological facilities. Lack of funding: Projects in digitisation require a lot of resources and human resources, hence the need for adequate funding. For example, there is need to buy hardware and software upgrades, subscription to electronic databases and need to train staff (Mutual, 2003). However, Asogwa (2011) and Ayoku (2008) observes that in addition to lack of ICT skills amongst archivists in Africa, archives receive very limited funding from stakeholders hence their failure to embark on digitisation projects. In Australia, Cunningham (2008) reports that the National Archives of Australia is poorly funded but that has not stopped the institution from fulfilling its mandate in digital archiving. Lack technical expertise: Although informational professionals including archives have generally acquired ICT skills and competencies over year, there is still a gap in technical expertise in digital preservations. As cited by Ayoku (2008) argues, African archivists have poor expertise and are ill-equipped to train others in electronic preservation as compared to their counterparts in the United States of America and other European countries. Lack of technical expertise is confined to African archives because Cunningham (2008) reports that like the rest of the world, Australia experiences a chronic lack of digital archiving capabilities.
6 Inadequate technology infrastructures: Most African countries such as Malawi have limited technological infrastructure. For example, frequent electricity blackouts adversely affect digitisation and access to digitised materials (Asogwa, 2011). Telecommunications infrastructures in most African countries are generally poorly developed. Lack of digitisation and preservation policies: Wamukoya and Mutula (2005) observe that most lack of policies to govern the digitisation and preservation in Africa greatly affects progress in these projects. In fact, Evans (2007) expounds that the processes for digitising as preservation must be carefully engineered and built upon institutional policies. Data collection In this study, questionnaires, interviews and observations were used to collect the predominantly qualitative data from managerial and technical staff at the National of Archives Malawi. Respondents were selected purposively as follows: The Director: He is the head of the institution an is in a position to answer questions pertaining to digitisation and preservation of archives and other information resources at institutional level Heads of sections: The study also included all the eight heads of sections which include Administration, Repositories, and support Services; Public Archives; Historical Manuscripts; Legal Deposit Library; Conservation Centre, Policy and Guidelines; and Training and Consultancies. The assumption is that these sections are the key stakeholders on the digitisation projects hence their inclusion. After all, these are the custodians of the archives. A questionnaire with mostly open ended questions was used and distributed to all heads of sections. On the other hand, interview was conducted with the Director. Data collection through observation was achieved by analysing the documents and facilities in the
7 digitisation centre or room. Observations, questionnaire distribution and interviews were carried out simultaneously in order to come up with the most credible report of the findings by validating data collected using a questionnaire, interviews and through observations. This research technique of basing a discussion and conclusions on from various data collection tools on a single study is referred to as triangulation and as McMillan (2004) puts it rightly that such this technique helps researchers realise most dependable and valid concussions. Being a qualitative case study, we analysed the data thematically. According to Braun and Clarke, (2006), thematic analysis is technique that involves identifying, analysing and selecting commonly occurring themes within the data. These themes formed the basis of our discussion. Before the data collection exercise commenced, permission was sought and granted management of National of Archives Malawi. The purpose of the study was fully explained to the participants in writing when seeking consent. For example, participants were assured that the data was going be used only for this research activity. We further told participants that participation in the study was voluntary. We also ensured that participants in the study remained anonymous by using numbers on the questionnaire. For those whom we interviewed, they remained anonymous by using the title of the positions they held and not their names. Results and discussion The findings of the study are presented and discussed in accordance to research questions. This is done in the following sub-sections What are the types of digital archives currently being digitised and/or curated at the National of Archives Malawi? One of the research question was on the types of digital archives currently being digitised and/or curated at the National of Archives Malawi. It was revealed some materials have been digitized already and they include: Digital text archives, Digital photo archives
8 Digital audio archives, Digital audiovisual archives, These archives also reflect the reflect archival categorisation portrayed by Sugimoto (n.d.) and Council of Australasian Archives and Records Authorities (2006) who observed digital archives as being different forms ranging from text, sound, images or a combination. Digital text archives at National of Archives Malawi include native authority records and district note books. Native authority records are those records that local chiefs created while district notebooks were created by district commissioners. These materials were originally paper based and have been digitised using a digital camera or a scanner. These materials are part of the public archives collection. Digital photo archives include archival photographs that have been digitised using a digital camera or a scanner. A huge collection of these photos are colonial, presidential and religious photos. These materials from public archives, historical manuscript and legal deposit library collections. Digital audio archives at National of Archives Malawi include a collection of presidential recordings and the sound of Africa series. Most of the presidential records were on audio cassettes and gramophones and were migrated into digital files while sound of Africa series includes audio digital audio recordings of Africa songs and stories. These materials from public archives and legal deposit library collections. Digital audiovisual archives at National of Archives Malawi include a collection of presidential recordings. These recordings were on reel to reel and Video Home System (VHS) cassettes and were migrated into digital. These materials from public archives and legal deposit library collections.
9 Apart from these materials it was noted that there are also some materials that are to be digitised and they include: materials on beta-cam tapes, microfiche, reel to reel and some paper based records from historical manuscripts collection and sectorial records from public archives. As not all material can be digitized it was note that priority is given to rare materials. What are the benefits that the National of Archives Malawi is accruing from following the digitisation of its archives? Another research question was on benefits that the National of Archives Malawi is accruing from following the digitisation of its archives. It was noted that digitised materials helping a lot to sections and users of National of Archives Malawi. Some of the benefits gained from digitised archives include: Improved accessibility, Easy indexing, Easy storage, Easy retrieval and Improved security. What are challenges faced by the National Archives of Malawi in its digitisation and curation activities? Another research question was on challenges faced by the National Archives of Malawi in its digitisation and curation activities. It was found that digitisation is mainly affected by: cost of digitising equipment, funding and obsolesces of hardware and software, cost of digitising equipment: In Malawi the cost of digitising equipment is relatively higher comparing as equipment is imported. In this essence the there is a need to factor in transportation costs.
10 Obsolesces of software and hardware: Rapid changes in technology forces the institution to dump technology for the latest one a trend which institution fails to keep up. Asogwa (2011) and Besser (1999) also argue that rapid changes in technology is posing a great challenge on the part of archives to migrate the stored information into newer and compatible storage technological facilities. Lack of funding: Digitisation is expensive comparing to National Archives of Malawi s budget making it require special. Although it is expensive Cunningham (2008) argues that it should not be an excuse to stop fulfilling the mandate in digital archiving. Conclusion As advancements in information and communication technologies are increasing opportunity to make their routine functions easier, National Archives of Malawi is wasting no time to make use of this opportunity in its preservation activities in a form of digitisation. This digitization has led to the preservation several digital archives which include: digital text archives, digital photo archives, digital audio archives and digital audiovisual archives. Digitisation is important to National Archives of Malawi as it enhances accessibility, facilitates indexing, storage, retrieval and increases security of digital archives. It is ironically wrong to think that digitisation will always go smooth as some challenges are faced and they include: cost of digitising equipment, funding and obscelence of hardware and software. References Asogwa, B "Digitization of Archival Collections in Africa For Scholarly Communication: Issues, Strategies, and Challenges". Library Philosophy and Practice. 651 Ayoku, A.O Transition to automated library information systems and the challenges for libraries in Africa. In Aina, L.O., et al. (Eds.) Knowledge and information management in the digital age: Concepts, technologies, and African
11 perspectives. Ibadan: Third World Information Service. Besser, H Implications in digitizing Special Collections Materials: the institution, scholarship, interoperability, longebility. Retrieved from (10 th March 2017): de Stefano, P Selection for digital conversion. In Kenney, A. & O. Rieger (Eds.), Moving theory into practice: Digital imaging for libraries and archives (pp ). Mountain View, CA: Research Libraries Group. Cunningham, A Digital Curation/Digital Archiving: A View from the National Archives of Australia, The American Archivist, 71: Council of Australasian Archives and Records Authorities Digital archiving in the 21st century. Australia: National Archives of Australia. Evans, B Digital Archiving: A FEDORA-based Infrastructure to Preserve Electronic Journal Articles, Summary of a Presentation by Ronald Jantz. Urban Library Journal, 14 (1) Hedstrom, M The Digital Preservation Research Agenda. The State of Digital Preservation: An International Perspective Hedstrom, M. and Montgomery S Digital Preservation Needs and
12 Requirements in RLG Member Institutions. Mountain View, California: Research Libraries Group. Jones, T An introduction to digital projects for libraries, museums, and archives. Urbana: University of Illinois Omekwu, C.O The World at Our Feet: Roles, responsibilities of information professional in the digital age. Keynote Address at the Third Workshop on Library and Information Technology Today, held at the Nnamdi Azikiwe Library UNN, October. Thibodeau, K Overview of Technological Approaches to Digital Preservation and Challenges in Coming Years. The State of Digital Preservation: An International Perspective p4-31. Marcum, D Introduction: The Changing Preservation Landscape. The State of Digital Preservation: An International Perspective p1-3. Sugimoto, S. n.d. Archives in a Networked Information Society: The Problem of Sustainability in the Digital Information Environment. Wato, R Challenges and Opportunities of Information Technology for Archival Pracices in in the 21 st Century. Esarbica Journal v. 21, p
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