KENYATTA UNIVERSITY

SCHOOL OF EDUCATION
DEPARTMENNT OF LIBRARY AND INFORMATION SCIENCE

NAME: APOLL BILLY

REG. NO: E08/3481/2014
UNIT CODE: ISC 308
UNIT TITLE: ARCHIVES ADMINISTRATION

TASK: DISCUSS THE IMPORTANCE OF ARCHIVES SERVICES IN A

DEVELOPING COUNTRIES LIKE KENYA
It is reasonable to assume that countries in Africa and Europe have advanced beyond the stage
where it is necessary to justify the very existence of archival repositories. It is true that archivists
are inclined to regret that the public and their servants (masters) who control the purse strings do
not see fit to assign a higher priority to archival objectives and programs. Yet there appears to be
a general acceptance, at least in principle, of the views that were clearly expressed at the time of
the British Revolution - that in addition to their practical uses archives are a cultural resource, a
mirror of the past, a collective national memory; and that a fundamental obligation of a
community or society is to preserve records of its past and make them available to the public as a
cultural heritage.

In several ways it can be shown that archives and records management indeed do make
important contribution to national developments.

First, records management can increase the effectiveness of Kenyan government departments
and agencies in general, and particularly those having the chief responsibility for economic
development. The United Nations handbook of 1961 concluded that “administrative
improvement is the sine qua non in the implementation of programs of national development."
But the key to administrative improvement is good records management, which is the effective
handling of information. A final benefit of records management is the identification of records
having enduring value for development and other purposes, records whose preservation can be
assured by their transfer to an archives. It can be demonstrated that, far from being a luxury, a
records management/ archives system is an essential instrument for the effective handling of
information. Such a program promotes efficiency and economy and can have both direct and
indirect effects on national development. It can be shown to be a sound investment, yielding
good dividends when applied in a developing country like Kenya.

Second, archival information can be of practical use in national development. It is obvious that
the application of relevant experience, as an alternative to starting anew, saves time and money,
avoids duplication of efforts, and may prevent failures. Recent reports on several years of
archival experience in developing countries like Kenya and Madagascar contain many examples
of the utility of information from archival sources for a whole range of current development
projects, especially in planning and operational research. For example, in the field of agriculture
the results of earlier studies and experiments have proved of great value. Unpublished reports
and notebooks on raising rice and in the culture of silkworms, for example, considerably
benefited agricultural development in Kenya; whereas the loss of records relating to cocoa
growing led to long and expensive experiments and costly failures. In short, it is safe to say that
the preservation and availability of archival sources can facilitate development planning, avoid
needless duplication of effort and former errors, promote continuity, and provide the benefits that
are afforded by previous experience in a developing country.

Thirdly, archival material is valuable to national development in the educational process. As new
nations attempt to move quickly into the last quarter of the 20th century, there will be much
reliance on imported information. In these circumstances, history, which is a native product, can
assume more importance than usual. A developing country like Kenya, initially short of formal
published histories, may well lead the way in popularizing original archival sources, particularly
those of an audiovisual nature. Integration and unification are particularly difficult to achieve in
our country which is multiracial and multicultural in character. Recognition of the
complementary contributions of the various constituent elements can go a long way toward
promoting national unity and identity. These efforts need not be confined to schools. By the use
of exhibitions, lectures, slides, films, and radio and television programs based on archival
materials, relevant information can be transmitted to the entire population. To reach the truly
native roots, it will be necessary to seek evidence that antedates the colonial period. It may exist
only in the form of oral tradition: folklore, music, and dance. It may be debatable to what extent
archivists should be involved in the entire range of oral history; but in the absence of other
programs archival institutions should attempt to preserve all components of an indigenous
cultural heritage, including the visual and performing arts.

Finally, archives can contribute to the growth of national unity in a developing country like
Kenya. Many new states are artificial creations, because sound ethnic and geographical
boundaries were often ignored in the establishment of colonies that have recently achieved
independence. The power vacuum left by withdrawal of colonial Governments has led to deep
political and personal rivalries; it has encouraged the revival of ancient tribal conflicts as we
witness in our own country; and it has stimulated other negative forces that seriously threaten the
survival of many new nations. Hence there is an imperative need to forge elements of unity, to
build a sense of national identity. To a considerable extent this identity depends upon the
recognition of a common national history, the writing of which is necessarily based largely on
research in available archival sources. It is interesting that Kenya as a nation experience in
achieving and consolidating independence has been cited as an example of just such a use of
archival material to promote national consciousness. The United States has also been cited as an
example too. Historical research in the records of the struggle for independence focused attention
on a vitally important common experience and background, explained the reasons for building
one nation in place of 13 disparate colonies, and highlighted the fundamental principles and
goals that first emerged and have since served to guide the Nation's political evolution over two
centuries.

In conclusion it’ll be wiser to note that these observations on the potential contributions of
records management and archives administration to national development in a country like
Kenya will remain essentially theoretical unless practical measures are taken to establish the
necessary institutions. Judging by the experience of the last few years, this reform will be slow
and difficult. It is to be hoped that the effects of the steps that are taken will be cumulative and
that support will accelerate as positive benefits are demonstrated. It is most important to stress—
to aid-giving agencies and to authorities of developing nations alike—the practical advantages of
a records management/archives system for national development, even to the extent of
estimating the large financial savings or dividends which can be achieved from a relatively small
investment in training, staff, and equipment. It is essential, too, that Kenyans own needs and
requirements be considered paramount and controlling and that the records management/archives
system be introduced as a harmonious element within the national governmental and institutional
structure. Thus the system will not appear as a foreign transplant but as a beneficial graft on
organisms rooted in native soil.
 REFERENCES

Duff, W.M. and Asad, M.C. (1980), Archival Administration: An Executive Approach, Oxford

University Press, London, p. 243. 

Hutchinson, S.E. (1994).Kenya a Developing Country. Burr Ridge llinois:Irwin.

Turban E., Mclean, E. & Wetherbe J. (2004). Archival management: Transforming a nation in
the digital economy. (4th ed.) New Delhi, India: Wiley.