Abstract:
The dynamics of digital technology has presented extraordinary opportunities for
archiving and preservation. Digital archives portray a version of traditional archives
which organize, maintain and support collections in digital format. Digital
information is all around us and digital archives management is mostly considered the
placement of the master digital objects file, its accompanying metadata, and other
pertinent information in a secure and separate environment from the access copy.
Institutions of higher learning being power house of knowledge should manage this
important resource. It was in this regard that this study sought to assess the USIU-A
readiness in managing digital archives with a view of proposing strategies that will
enhance digital archives management for the institution. The study addressed the
following specific objectives namely; Analyse the existing workflows system for
digital archiving; Assess the adequacy of Digital Archives management policies and
regulations; Assess the infrastructural readiness for digital archiving; Analyse Human
resource capacity and their level of awareness in digital archives management;
Determine challenges associated with digital archives management; and propose
strategies that will enhance digital archiving at the institution. The study was
informed by the Open Archival Information System (OAIS) Model and the Digital
Curation Centre (DCC) Lifecycle Model of digital archives management. A case
study within a mixed method research approach was used with a sample size of 120
respondents drawn from a population of 6937 using systematic random sampling and
purposive sampling techniques was used to select four key informers. Questionnaires
were used to collect quantitative data, while interviews, observation and documentary
reviews methods were used to collect qualitative data. Qualitative data was analysed
thematically and presented using descriptive narrations. While descriptive statistics
including frequencies, percentages and arithmetic mean were used for quantitative
data analysis which was then presented in form of tables, graphs and charts. The
findings indicated that the workflow system for digital archives management at
USIU-A started with creation of digital records either through scanning or born
digital. The findings however noted storage related challenges which had the potential
of inhibiting the management of the digital archives. Further, the findings showed that
although USIU-A had a digital records management policy, most of the staff were not
aware of the availability of the policy. Furthermore, findings showed that the
infrastructure required for digital archives management was not up to standard.
Moreover, a myriad of challenges were unearthed which were found to potentially
inhibit the management of digital archives. The study therefore concluded that
although USIU-A had taken steps towards digital archives management, more still
needed to be done for the institution to sufficiently implement and manage its digital
archives. Consequently, the study proposed strategies such as procuring a digital
archives management system capable of integrating best digital archival practices
such as capture at creation, digitization, ingest, description, audit and appraisal among
others. Other recommendations proffered included sensitizing staff on policy matters
and improving infrastructural requirements for digital archives management.