Assessment of preservation and security of semi-current records at ministry of east African community affairs
MetadataShow full item record
MEACA is located on Postal building alongside Yusuf Lule road and is a region inter- governmental organization of the republic of Kenya, Uganda, Tanzania, Rwanda, South Sudan and Burundi. The EAC heads of state agreed to appoint ministers solely responsible for EAC affairs in partner states in order to expedite regional cooperation and integration process. The main purpose of the study was to assess the preservation and security of semi-current records at MEACA. The preservation procedures were observed and studied by the researcher so as to meet the objectives of the study and the research questions. The objectives of the study were to find out the types of semi-current records preserved, identify the procedures for preservation of semi-records, identify the security procedures of semi-current records, identify the challenges faced when preserving semi-current records, and formulate recommendations to improve preservation and security of records at MEACA. Related literature was reviewed. The literature review revealed that, for records centers to achieve their aims and objectives, they must draw up a long term preservation and conservation policy. This is due to the fact that records are subjected to deterioration by human, biological, technological, environmental and disaster factors. Most of the literature reviewed suggested that the preventive measures should include proper housing of records, protection against heat, humidity, light, insects and mishandling, etc. The researcher used qualitative research method alongside questionnaires and interviews and was able to acquire data from the Director, records managers, Conservators and records assistants. The study concluded with the available recommendations whereby more emphasis should be put in Fumigation since dusting alone can’t guarantee proper records preservation in any organization. Fumigation can control the existence of rodents in the Ministry which are the highest causes of deterioration in the Ministry. A records preservation policy should be drafted by the Ministry so as to ensure that records are well preserved basing on the established policy. This policy should be able to elaborate the different measures to be taken in case a disaster strikes in the Ministry. The study recommends employment of more qualified conservators who can control the amount of light and temperature in the records office. The study further recommends that the Ministry puts more emphasis on the records Centre and not neglect it since that can be the cause of deterioration of vital records because of their negligence.