Developing guidelines for storage and retrieval of records at Kampala Archdiocese Archives.

Abstract

The project “development of guidelines for storage and retrieval of archival records” was carried out at Kampala Archdiocese Archives (KAA) located in Rubaga hill Kampala Uganda. The study aimed at establishing current storage practices; examining current retrieval practices; finding out the challenges faced in the storage and retrieval of archival records; and to develop guidelines for the storage and retrieval of archives at KAA. The study adopted a case study design with qualitative approach to research and use interviews and observation to collect data from 6 respondents selected purposively among KAA staff. The study found out that storage of archival records at KAA is mainly on shelves by spine, a few in cabinets and open wooden cupboards. The storage equipment is not enough thereby causing piling, stacking, damping on floor, top of cabinets/cupboards and tables. Large archival records are placed on floor leaning against the wall. Storage conditions are not to standard with no temperature and humidity regulators, no heat detectors and water sprinklers, and limited disaster preparedness measures in place. Basically, retrieval is left to itself as the process is entirely manual with or a stock list as retrieval tool. These impediments are caused by the limited finances for purchase of standard archival materials like boxes, raised shelves, and cabinets; limited equipment; limited staff; absence of management and government valuing of archives and continuous use of paper medium. Various strategies were suggested during the study to curb the challenges of storage and retrieval of archives at KAA such as increment of financing, purchase of better equipment, recruitment of more professional staff, development of a records management policy and programme and sensitising management and government on the importance and value of records management. From these strategies the study developed guidelines for the efficient storage and retrieval of archival records at KAA.