2011 Issue 25 Oct - Dec

Designed by Gilbert Tshivhengatshivhenga@hotmail.com

Inside this Issue

Editorial 1

Fighting the future? – B. Todd Hooten 2-3

DBSA records management week: a solution to struggling municipalities – Dr Mphalane Makhura 4-6

ESARBICA-National Archives of Zimbabwe 2011 Audio-visual Training Workshop – Andile Maseko and Erasmus Nyanga 6-7

Introducing Kenya Association of Records Managers and Archivists (KARMA)- Cleophas Ambira 8

Mpumalanga Records Managers Forum rd3 AGM’s Report – Mothiba Madiope

8-9

On a lighter note 9

Group Mail List 9

ESARBICA NEWSLETTER

This is the last issue for the year 2011. As the year is nearing an end, we One of the objectives of ESARBICA is to facilitate continuing education would like to wish the readers and members of ESARBICA a joyful through professional attachments, study visits, seminars and yuletide season until we meet virtually in 2012. This issue has been workshops. In line with this objective, the National Archives of blessed with five articles. The issue opens with an article by Todd Zimbabwe in collaboration with ESARBICA hosted the Audio-visual Hooten about the changes brought by technology to the archives Training Workshop in Harare from 1-12 August 2011. Mr Andile Maseko profession. Hooten laments that even though technology and archives (National Archives of Swaziland) and Mr Erasmus Nyanga (National are intertwined, very few archivists contribute to the body of literature Archives of Namibia) report on what transpired at the workshop. on the subject of technology.

To sustain ESARBICA newsletter, we need your active participation During September month, there were two activities in the South African through submission of articles, case studies in archives, records records management community. In this regard, Dr. Mphalane Makhura management and oral history. Future contributions to the newsletter reports on the records management conference that was hosted by can be forwarded to Mr Mpho Ngoepe at Development Bank of Southern Africa (DBSA) from 19-21 September or Prof. Patrick Ngulube at The editors would like 2011. The conference was part of DBSA's celebration of records to thank the contributors for this issue. Until we meet again in 2012. management week. On the other hand, Mr Mothiba Madiope reports on

rdthe activities of the 3 Annual General Meeting of Mpumalanga Records EditorsManagement Forum that was hosted by Steve Tshwete Municipality in Mpho Ngoepe and Patrick NgulubeMiddleburg from 1-2 September 2011.

As a sign for glimmering hope, archival associations are mushrooming in ESARBICA region. South Africa has the South African Society of Archivists; Botswana has the Records and Information Association of Botswana and Kenya has followed suit by establishing Kenya Association of Records Managers and Archivists (KARMA). In his article, Cleophas Ambira reports on the activities of KARMA. Hopefully, other ESARBICA states will follow the trend and establish archival associations in their respective countries.

member

mphongoepe@tsamail.co.zangulup@unisa.ac.za.

Editorial

Mr Mpho Ngoepe Prof. Patrick Ngulube

EDITORS

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The advent of the digital age has seen a number of changes within Where is one to start? As well, at what point is an author going to have archive, library and, to an extent, the technology professions which is the confidence to write about something they may or may not fully creating a blurring of the lines between them. “Archivists are doing understand? Especially if there isn't a large number of repositories more with technology, as technologists are working more and more willing to spend the money and likely fail, as it's the first time they've with records. As we adapt the archival skill set to the digital era and as done it. At what point is someone willing to publish something they may other disciplines address the challenge of e-records, the boundaries or may not fully understand? Other than the nature of the material between the professions will blur” (Pearce-Moses 2007). I would add within each, this, apparently, is another way archives and libraries that as these lines blur, Records Managers and Librarians can be added differ.to this list, as well.

Cunningham (2008) states “…archives are different from In preparation, I noticed more articles written for and by librarians in libraries…because of the fundamentally different challenges posed by library journals than for and by archivists in archival journals concerning the nature of the material that is the locus of our work.” This is not in technology. At first I thought this might be a fluke until I read dispute. The materials in an archive are one of a kind primary sources. “Embracing Web 2.0: Archives and the Newest Generation of Web Libraries also contain a number of primary sources but the materials Applications” by Mary Samouelian in the Spring/Summer 2009 volume themselves are not unique. “Recently, archival professionals have of The American Archivist where on page 44 she confirms my suspicion, undertaken projects to convert their physical collections to digital “The professional literature suggests that some members of the format and display the surrogates of these primary sources on their archival community recognize the importance of embracing new websites” (Samouelian 2009). As these surrogates are created by technology…but little evidence exists as to what they are doing to fulfill archives and as the surrogates are used and referenced as primary this critical mission. In contrast, the library community appears to be sources by researchers, much like digital and digitized journal articles or more engaged in the discussion.” Admittedly, her article is about Web books from the library, the lines will continue to become more blurred, if 2.0 and is referring to this type of technology, but another quote from not merge completely, to people outside the professions and who do the same article and referring to a quote by Richard Pearce-Moses, not make these distinctions. further illustrates how archivists have been slow to adopt technology or are at least perceived that way. “While one of the few archivists to A non-born digital surrogate may not, strictly archivally speaking, be a acknowledge the possible impact of this recent technology on the primary source simply because it is just a digital representation of the archival profession in the published literature, like previous authors, he original. But, the information in the surrogate may be considered so by neither provides examples of repositories experimenting with Web 2.0 the researcher, much like digital books and articles from libraries, applications nor presents any solutions for how to capture this because the surrogate is an accurate representation of the information technology to meet users' changing expectations” (Samouelian 2009). contained in the original primary source in the archive. Could the lag in literature be attributed to the lack of willingness to pen articles on the subject, the lack of publishers willing to publish on the Samouelian (2009) continues while quoting Jones, “They are doing so subject, or possibly a combination of both? with the promise of making 'information accessible that was previously

only available to a select group of researchers' and thus allowing 'users Pearce-Moses (2007) suggests it's partly attitude, admitting his own to search collections rapidly and comprehensively from anywhere at towards technology and archives. “I hesitated at the digital doorway in any time.” If the researcher is willing to search the archival collection spite of my familiarity with computers precisely because I knew about digitally, it follows that the researcher also considers the information the difficult problems. Taking comfort in denial or avoidance may be within the surrogate as primary source material or at least “good understandable, but that attitude is not going to take us over the enough”, regardless of the form it takes. It would appear that to the threshold.” And later argues that “archivists should become as researcher it is nothing more than information. In this way, libraries, comfortable working with digital records as they are working with archives, digital repositories and digital archives, to the outside world, traditional media…With few exceptions, all archivists will need what we would be one and the same, only different in name and therefore now call technical skills as the vast majority of contemporary and future defined by the outside by usage and availability of information. This records are and will be digital” (Pearce-Moses 2007). The attitude apparently does not sit well with at least one archivist in Australiatowards technology in archives may well be an underlying reason for the lack of literature mentioned. The issue is so large and complex as to be overwhelmingly intimidating and intimidatingly overwhelming.

B. Todd HootenArchives Officer/Declassification ArchivistInternational Monetary Fundbhooten@imf.org

Fighting the Future?

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1. The views expressed herein are those of the author and should not be attributed to the IMF, its Executive Board, or its management.

Cunningham (2008) contends that “from a recordkeeping perspective, Technology is not necessarily creating changes in the core missions and the phrase digital archive has been misused, even hijacked and that this roles of records management, libraries and archives, but it is creating misuse obscures fundamental issues associated with the capture and changes in the presentation of each professions materials by long-term management of archival resources”. His argument rings true homogenizing their access to meet researcher's expectations. This, throughout his article, but languages evolve usually due to common therefore, will have an effect on how these professions proceed if they and popular usage whether rooted in the original meaning or not. want to remain relevant. The electronic availability and presentation of Words and phrases are co-opted and meanings changed, but others are information is effectively blurring the lines for the public as they access invented and adopted to fill the holes created by the co-opting. In the the information as well as the professionals as they figure out how to U.S. during the 80's, the word “bad” was often used as slang to actually meet expectations, while remaining true to their individual professional mean “good”. Perhaps there is a way to maintain the original meaning doctrines. while incorporating the new one, such as with “bad”, where who you are speaking with will determine the meaning, but insisting popular Referencesculture conform to the unpopular meaning is unrealistic, except within professional circles.

Cunningham, A. 2008. "Digital Curation/Digital Archiving: A View from

the National Archives of Australia. The American Archivist Pearce-Moses (2007) seems a bit more accepting of the future of digital materials within libraries and archives and sees how they are changing, Fall/Winter: 530-543.even while acknowledging that not everyone agrees with his position. Pearce-Moses, R. 2007. "Janus in Cyberspace: Archives on the “Boxes won't help us get e-records across the archival

Threshold of the Digital Era. The American Archivist 70 threshold…Acquisitions won't be infested with vermin, but there may Spring/Summer:13-22.be nasty viruses. Patrons may see little value in finding aids in an age of

full-text searches. Digital technology…offers us new ways to work more Samouelian, M. 2009. "Embracing Web 2.0: Archives and the Newest effectively and efficiently. To do that, we need to find new ways to do

Generation of Web Applications. The American Archivist our jobs” (Pearce-Moses 2007). This last statement not only recognizes

Spring/Summer: 42-71.the need for adaptability and change on some level, but also, I believe, suggests a recommendation to rethink and possibly redefine at least a part of what archivists and archives are, to include the public's perception and definition. Are archivists and archives what they define themselves as, or are they what the public defines them as, or both?

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Dr Mphalane MakhuraManager: Records Management ServicesDevelopment Bank of Southern Africamphalanem@dbsa.org

DBSA records management week: a solution to struggling municipalities

4

Development Bank of Southern Africa (DBSA) is known as a Center of Excellence with within the scope of development finance whereby Gauteng Provincial Archivist, Ms Elizabeth Mbatha demonstrated how institutions such as municipalities receive financial support in a form of provincial archives came into being post 1994. From her presentation, Loan or Grants to meet their community basic needs such roads records management programme within various municipalities is construction, dams, etc. Apart from funding, DBSA also offers advisory governed by the National Archives and Records Service of South Africa services wherever necessary. In consideration of the level of Act as the Gauteng Provincial Archives Bill has not yet been enacted into investment within Local Government versus the ongoing qualified audit an Act. By implication, municipalities must submit their file plans to reports, it remains relevant for DBSA to advice municipalities on ways Provincial Archivist for approval, transfer archival value records to and means for good governance and accountability. provincial archives for permanent preservation and safe custody,

receive records management training from provincial archives within their jurisdiction.

In the light of the above context, DBSA records management unit in partnership with South African Local Government Association (SALGA) held a very successful records management conference from 19-21 September 2011. The conference aimed at demonstrating the role of Ms Elizabeth Mbatha: Gauteng Provincial Archivesrecords management towards good governance and accountability. Proper records management proved beyond reasonable doubt that it is a key enabler towards good governance, accountability and transparency. In order to achieve the above objective, the following strategic offices were invited for contribution, i.e. SALGA, Gauteng Provincial Archives and Auditor General of South Africa.

While Provincial Archives are expected to capacitate and govern 1. Records that are correctly filed and stored are easily accessible, records management programme of governmental bodies within its facilitates transparency, accountability and democracyjurisdiction, some provinces such as Gauteng, Northern Cape does not 2. Reliable records that are in an accessible, intelligent and usablehave existing records management structures and facilities to cater for

manner to support the business and accountability requirements ofthe needs of municipalities hence the ongoing qualified audit report. Up

the organizationuntil those provinces are fully capacitated, National Archives is expected to cater for their needs. Legally speaking, National Archives 3.Prevent information and/ or the records themselves from being and Records Service of South Africa is currently expected to operate stolen, damaged and altered.outside its constitutional mandate, i.e. assisting governmental bodies within some of the provinces. The question remain, is NARS coping with Apart from the above proposed solutions, Mr Nel outlined the records this demands? management standards as reflected below:

1. Accurate and timely recording of transactions and eventsIn his keynote address, Mr Theo Nel from Auditor General of South 2. Access restrictions to and accountability of resources and recordsAfrica (AGSA) clearly stated that, the interest of AGSA in effective

records management is to promote compliance, accountability, 3. Appropriate documentation of transactions and internal controloperational efficiency, operational efficiency and robust, world class and public sector institutions. Accountability is critical to a responsible In support of the AGSA and provincial archivist's presentations, Mr government and records serves as a foundation for accountability Mpho Ngoepe delivered a very strong humourus paper, based on his within governmental bodies as such. Inadequate records therefore, recently published records management book much to the merriment limit auditors from expressing their opinion on representations of the delegates. Mr Ngoepe highlighted the important historical trends contained in organization's financial statements. A proper record- of records management in South Africa dating as far back as 1651 keeping is essential for financial management and credible service during the Dutch East Indian Company and Batavian Republic era. He delivery reporting. Inadequate municipal records therefore, impacts on also touched on the current challenges facing archives and records the lives of all citizens. management in South Africa, as well as providing recommendations for

the solutions. In his concluding remarks, Mr Ngoepe urged delegates to join archival associations such as the South African Society of Archivists, Eastern and Southern African Regional Branch of the International Council on Archives, International Council on Archives, etc. so that they can establish networkette with other professionals nationally, regionally and internationally.

Theo Nel, AGSA Mpho Ngoepe, Researcher

According to MFMA 2009-10 Auditor General's report, only 7 out the The last session of the conference focused on demonstrating the role of whole list of municipalities in South Africa received financially technology in addressing the ongoing challenges within records unqualified audit report. The question is, what contributed towards the management industry. From the presentation, it became apparently rest of municipalities' audit report. In trying to answer this question, it clear that even though EDRMS has a lot to offer, we will never have was learned from the AGSA's report that 57% of the municipalities still paperless offices but rather paper less offices. It was clear from the require intervention in proper record-keeping, 48% does not comply presentation that proper electronic records management solution with records management's best practice. From the audit perspective, saves space, increases turnaround time (performance) and improves records management must be viewed as a business process designed knowledge sharing. From both presentations, it was learned that, to support business objective. Mr Nel further proposed the following as organizations need to conduct a Gap analysis prior starting with EDRMS a solution to poor governance and accountability: programme to avoid disappointment.

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The conference concluded that records management is not taken Records Management engagement session is an annual event at DBSA. seriously, hence poor governance and accountability. It was For the past three awareness sessions, we succeeded because of recommended that Provincial, National Archives and Auditor-General support from various organizations involved in archives and records must work together to engage leadership on long overdue need for management. For proper planning for next year's records management proper records management within their organizations. Auditor awareness session, we call upon all those interested in sponsoring us to General of South Africa was requested to include records management contact us for further engagement. Next year we anticipate starting all over its criteria when auditing organizations. In principle, the with Records Management awards for various best municipalities in conference concluded that, organizations with bad audit reports must records management. in one way or another be penalized. For example, since records management is the responsibility of Management within each governmental body such as mayors, municipal managers, director-general, etc, they should not receive performance bonuses in cases where they receive qualified reports as a result of poor records management.

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Andile Maseko: National Archives of SwazilandErasmus Nyanga: National Archives of Namibia

and masekoa@yahoo.com enyanga@mec.gov.na

The 2011 ESARBICA-NAZ Audio-visual Training Workshop was Strategic places of interest were visited by the participants. These successfully organised and hosted by the National Archives of include the Zimbabwe Broadcasting Holdings where participants got an Zimbabwe (NAZ) from 1-12 August 2011, in collaboration with the East opportunity to view various audio-visual formats, storage facilities and and Southern Africa Regional Branch of the International Council on playback equipment. Furthermore, the participants visited the Great Archives (ESARBICA) and the Fund for the International Development Zimbabwe Ruins in Masvingo, the Zimbabwe National Museum of of Archives (FIDA). Human Sciences and the Zimbabwe Heroes Acre in Harare. These

places imbued participants with an indelible mark on the history and Officially opened by Mr. M Matshaya, the Permanent Secretary in the development of Zimbabwe which will remain forever etched in their Zimbabwe Ministry of Home Affairs, who reiterated the need to foster memory.closer collaboration and training among archivists and other professionals in the ESARBICA Region as a means to ensure long term The participants made the following recommendations;

·That there should be a follow-up (advanced) workshop to access to and usability of audio-visual cultural heritage locked in cover metadata and cataloguing for audio-visual records.archival repositories.

·That the hosting of the workshop should rotate among Over 20 participants attended from various ESARBICA countries ESARBICA member countries, in this regard Zambia was including Botswana, Kenya, Mozambique, Namibia, Swaziland and proposed to host the next (advanced) workshop.Zimbabwe national archival institutions, broadcasting archives, film ·That the same group that attended the first workshop should schools and museums. The workshop was facilitated by Mr. Ishumael attend the follow-up one so as to build capacity and for Zinyengere, who is currently attached to the United Nations Truth and purposes of continuity.Reconciliation Commission in Arusha, Tanzania assisted by Mr. Samuel ·That a mechanism should be put in place for the participants Chabikwa from the National University of Science and Technology in to communicate and share professional ideas.Zimbabwe. ·That workshop of this nature should be organised annually to

ensure the safeguarding of the audiovisual heritage currently The workshop provided training specifically on: the history and locked in archival repositories within the ESARBICA region.philosophy of film archiving, film preservation, film inspection, measuring, repairing, organizing, managing storage vaults, Special thanks and gratitude goes to the National Archives of cataloguing, and access and disaster recovery. It afforded individual Zimbabwe staff that organised workshop transport and logistics participants practical sessions on basic operation of audiovisual which culminated to the success of the ESARBICA-NAZ Audio-visual equipment such as reel to reel audio decks, vinyl decks, film inspecting Workshop 201workshop. Their hospitality, understanding and caring and editing decks, film projectors, Tele-cinema equipment. Delegates will remain forever etched in the participants' memories. We will be conducted practical sessions on the cleaning of VHS tapes, vinyl discs failing in our duties if we do not pay tribute to the ESARBICA Board and the significance and role of personnel safety and protective wear in for affording us this rare opportunity to attend this very important working with audiovisual materials. workshop.

ESARBICA-National Archives of Zimbabwe 2011 Audio-visual Training Workshop

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Facilitator showing film gauge

Audio-visual archivist explaining CDSISISDelegates doing audio-visual practicals

Facilitator giving lecture on audio-visual

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Cleophas AmbiraChairperson: KARMA

cleophasambira@gmail.com

Records and archives professionals in Kenya formed a professional in information sciences, key parastatals and some regulatory agencies in association in 2010. The initiative to form Kenya Association of Records Kenya. Again, the response from these institutions has been inspiring and Managers and Archivists (KARMA) started in February 2010 by a small indeed some have directed the records management staff in their team of records managers from the public and private sectors and organisations to enroll.culminated in its official registration by the government on 8 October 2010. This is the first of its kind in Kenya after many years without a I have the honour and pleasure to serve as the current Chair of KARMA. professional body for records managers and archivists. The mission of The patron is Prof. Justus Wamukoya, a renowned scholar and consultant KARMA is to organize, represent and act as the professional body for in records and archives management. The Executive team is drawn from persons working or interested in records and archives management all sectors including public service, academic institutions and private (hereinafter referred to as RAM) and to govern members in all matters of institutions. The leadership structure is composed of five committees: professional practice. A team of interim officials were identified to steer Executive Committee, Marketing Committee, Education Committee, the association in subsequent activities including recruitment and Projects Committee and Welfare Committee. Apart from Executive marketing. KARMA has five membership categories: ordinary, Committee whose members are elected, membership to other institutional, corresponding, honorary and visiting members. committees is voluntary.

The period between October 2010 and December 2010 was used for Among the activities we plan to roll-out include: training workshops, marketing and recruitment. The first general meeting was held on 5 March conferences, partnership with training institutions, partnership with other 2011. By this date KARMA had registered 50 fully paid up members. professional associations, participation in RM related projects, During this meeting, the interim officials were confirmed on their certification of RAM consultants. The Executive Committee is working on a positions. The process of filling other vacant roles was also set in motion strategic plan to provide a clear framework on how to implement these and most of the positions were filled on 26 March 2011, during a special activities.general meeting. As at 31 May 2010, the membership had risen to 80. This membership is drawn from all sectors including public, private, academic, The Association is currently working on setting up necessary systems and NGOs and religious entities. structures. The official launch and first national conference are scheduled

for March 2012. We are inviting all industry players and professionals, KARMA has been well received by individual professionals as shown by including those in diaspora, to offer any support, as well as enroll in numbers of registered members. We anticipate this number to grow to KARMA. We are also looking for potential development partners to work around 200 by the end of 2011, especially after our Marketing Committee with us in fostering professional records management in Kenya.embarks on aggressive “door-to-door” recruitment drive.

Any enquiries and support can be directed to , The Association has been formally introduced to virtually all the ministries , of the Government of Kenya, all universities and colleges offering studies

info@karma.co.kesecretary@karma.co.ke chairman@karma.co.ke

Introducing Kenya Association of Records Managers and Archivists (KARMA)

Mothiba MadiopeChairperson: MRMFmmadiope@mpg.gov.za

The purpose of this article is to provide a report on what transpired at the Annual General Meeting (AGM) of Mpumalanga Records The theme of the AGM was “Records management leading the way for Management Forum (MRMF) in September 2011. On 1-2 September Operation Clean Audit 2014”. The AGM was kick-started with a welcome

rd2011, MRMF hosted its 3 AGM at Steve Tshwete Municipality in address by Advocate Mekutu, speaking on behalf of the host Middleburg (Mpumalanga Province). Members of the forum attended in municipality (Steve Tshwete Municipality). She applauded records

rdmultitude to celebrate the 3 anniversary of MRMF which was practitioners for the role they play in improving service delivery. established in 2008. Various guest speakers were invited to address Furthermore, she encouraged members of the forum to keep abreast members in topics relating to records management and the role records with new developments in the field of records management as it management practitioners can play in implementing proper records evolves with technology.management in their respective institutions.

rdMpumalanga Records Managers Forum (MRMF)'s 3 AGM Report

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The Secretary of MRMF, Ms Patronella Makhanya reported about Mr. X Masuku, from State Security Agency, made a presentation about achievements of the forum which included the fact that the forum was “Documents Security and Classification”. He encouraged members to able to hold five successful meetings this financial year, unlike the past manage records properly and prevent records from being stolen, year where there were some challenges with hosting of meetings. In altered or leaked. He further advised that records practitioners should almost all the meetings, speakers were invited to make presentations be vetted as they work with different kinds of documents and have on issues relating to records management. It was reported that some access to classified information. Ms. Matshidiso Dlamini from the institutions adhered to the call to appoint records managers as it is Auditor-General of South Africa delivered a presentation on “The Role required by archival legislation in South Africa. of Records Management as it relates to auditing”. Others speakers

included Mr. Xolani Shongwe, from the Mpumalanga Provincial The Provincial Archivist, Mr. Nkitseng Mahalefa gave a detailed report Treasury, who spoke about records management and Operation Clean about the performance of departments in relation to compliance with Audit 2014. Mr. Lebohang Mokoena, from National Archives and the National Archives and Records Services of South Africa Act. He Records Services of South Africa delivered a paper on statutory indicated that almost 90% of governmental bodies in Mpumalanga regulatory role of the National Archives and Records Service of South have approved records classified systems. This shows that records Africa regarding records management in governmental bodies. management is improving in the province compared to about three years ago when few governmental bodies had approved records In conclusion, the AGM was a success and we would like to send our classification systems. The challenge in some governmental bodies is gratitude to the members of the forum, our invited speakers, Steve with regard to implementation of those systems. It does not help to Tshwete Municipality, and all those who contributed positively to our have a records classification system and not implement it. meeting.

The Chairman of MRMF, Mr. Mothiba Madiope recommended that the issue of institutions that have not yet appointed records managers should be addressed as a matter of urgency. He indicated that this will go a long way in helping the province in achieving its aim of having clean audit by 2014. He further encouraged members to be innovative in performing their duties and show their passion to the noble profession. He advised members to utilise internal institutional communication platforms such as newsletters to market records management within their organisations.

On a lighter note

·Archivists make it last longer.

·Let a Records Manager in your drawers.

·Ancient Egyptians wrote their history on walls, because they were smart enough to know that,if they put it in the files, it would be

lost forever. (from a cartoon)

·The best laid plans of mice and men are all filed away somewhere.

·The only important information in a hierarchy is who knows what.

·Always keep a record of data. It indicates you've been working.Source: http://walrus.wr.usgs.gov/infobank/programs/html/training/recordsmanagement/rmhumor.html

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