Assessment of archives security and accessibility at European development fund (EU-NAO-support unit) – Ministry of Finance Planning and Economic Development

Abstract

The problem for this study emerged from the fact that nothing was known with regards to how archives were secured and accessed at EDF (EU-NOA-SU), thus, its main purpose was to propose strategies to improve on Archives Security and Accessibility. The objectives were to; find out the type of archives materials, assess the existing archives security and accessibility systems and facilities used, find out the challenges associated with archives security and accessibility and develop strategies to improve on the archives security and accessibility at EDF (EU-NAO-SU). To achieve the above objectives, the study employed a qualitative research approach and samples were selected purposively to gather data from the respondents with knowledge about the subject. The methods of data collection in this study were based on face to face interviews, literature survey and the observation method and the tools used included the interview guide, observation guide and literature survey guide. The study further publicised findings that EDF(EU-NAO-SU) still has a lot to do to ensure proper archives security and accessibility means, the major challenges faced by the Unit in managing EDF archives were limited storage space culminating in poor storage, fast deterioration and insecure of the archives materials, lack of an electronic system, archives misfiling and misplacement , lack of reference services, poor security systems, lack of backup systems and no clear regulation, policy or rules governing archives security and access management . The study revealed that the respondents in their own opinions suggested that EU-NAO-SU should ensure digitalization of its archives, construct and acquire more storage facilities, create a backup systems form policies and rules governing archives, employ more qualified staff, solicit more funding, come up with a disaster preparedness and recovery management term and tightening security checks. The study therefore recommended formulating an archive security and accessibility management plan/policy, modernize an archive structure, creating reference services and finding aids for easy access, designing an electronic system and digitalization of archives in addition to all other recommendations provided by the respondents.