ESTABLISHMENT OF RECORDS PRESERVATION AND CONSERVATION

GUIDELINES AT MENGO SENIOR SCHOOL

BY

BRAM GROUP ABA

DEPARTMENT OF RECORDS AND ARCHIVES MANAGEMENT

EAST AFRICAN SCHOOL OF RECORDS DEPARTMEBT AND INFORMATION
SCIENCES

A DISSERTATION SUBMITTED IN PARTIAL FULFILLMENT OF THE

REQUIREMENTS FOR THE AWARD OF THE DEGREE OF BACHELOR OF
RECORDS AND ARCHIVES MANAGEMENT OF MAKERERE UNIVERSITY

March, 2022

1
 DEC LARATI ON
We group ABA hom:by declDIl: 10 lhe br:.st of our knowledge, thai the findings in this Il:port
arc a n;su h of our study IH' made ourselves and they have never bc1:n published or 5ubmhtc:d
to any Uni~crsit) for any degree award bc:foll:

~ 'IF R~:G I STRATI ON NUMRER SI G' ATt:RE

AKADWAI RHODA!! 1IIIU/415S2

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NANKYA VIOLA ISIUI2065 I;PS
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NAKANDI MARIAM 181\.'19Q5
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i
ii
 DEDICATION
This report and its contents are dedicated to our supervisor Mr. Ssenono Richard for his
motivation, advice and guidance that our dissertation has been a success.

We dedicate this work also to Mengo Senior School most especially the records department in
assistance of Mr. Walusimbi Amos and Miss Nabwegamo Joyce who humbly accepted us into
their registry and took us through the process of data collection. .

This work is also dedicated to our parents, guardians and sponsors who have invested in our
education for all these years. May the good Lord bless them and continuously reward them for
their goodness and kindness.

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 ACKNOWLEDGEMENT

First and foremost, we thank the almighty God for the gift of life and knowledge that he has
given us throughout our studies. Secondary we express our sincere gratitude to our supervisor,
Mr. Ssenono Richard for his tremendous guidance, professional wisdom, moral support and
encouragement during our research dissertation from the beginning to its completion. Without
his contributions, it is hard to imagine how this research dissertation would have turned out.
An immeasurable ‘thank you’ to him is in order.

We would also like to acknowledge all our friends and classmates at the East African School
of Records departmebt and Information who have made valuable guidance and contributions
to the success of this dissertation and also made our academic and social life at Makerere
University a memorable experience.

We are also grateful to our parents/guardians and relatives for their unwavering financial
assistance and emotional support before and during this study.

Lastly, to all the group members, thank you all for every effort and enriching contribution each
one of us put in to make this research dissertation a success.

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 TABLE OF CONTENTS

DECLARATION ..................................................................... Error! Bookmark not defined.

APPROVAL ............................................................................................................................... i
DEDICATION ...........................................................................................................................ii
ACKNOWLEDGEMENT ........................................................................................................ iv
TABLE OF CONTENTS ........................................................................................................... v
LIST OF ABBREVIATIONS ................................................................................................... ix
ABSTRACT ............................................................................................................................... x

CHAPTER ONE: INTRODUCTION .................................................................................... 1

1.1 Introduction .......................................................................................................................... 1
1.2 Background to the study ...................................................................................................... 1
1.2.1 Background to Mengo Senior School ............................................................................... 3
1.3 Problem statement. ............................................................................................................... 3
1.4 Purpose of the study ............................................................................................................. 4
1.5 Specific objectives of the study. .......................................................................................... 4
1.6 Research questions ............................................................................................................... 4
1.7 Scope of the study ................................................................................................................ 4
1.8 Significance of the study...................................................................................................... 5
1.9 Definitions of operational terms .......................................................................................... 5

CHAPTER TWO: LITERATURE REVIEW ....................................................................... 7

2.1 Introduction .......................................................................................................................... 7
2.2 Types of records ................................................................................................................... 7
2.2.1 Financial records ............................................................................................................... 7
2.2.2 Administrative records ...................................................................................................... 7
2.2.3 Legal records ..................................................................................................................... 7
2.2.4 Research records ............................................................................................................... 7
2.3 Dangers to Records in organizations ................................................................................... 8
2.3.1 Human Threats .................................................................................................................. 8
2.3.2 Natural Threats.................................................................................................................. 8
2.3.3 Humidity, temperature and light ....................................................................................... 8
2.4 Challenges in preservation and conservation of records ...................................................... 9
2.4.1 Poor storage formats ......................................................................................................... 9

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2.4.2 Degradation of software and systems ............................................................................... 9
2.4.3 Lack of preservation policy .............................................................................................. 9
2.4.5 Low sustainability of digital media................................................................................... 9
2.4.6 Inadequate space for storage of records .......................................................................... 10
2.4.7 Inadequate skilled labour ................................................................................................ 10
2.4.8 Decreasing control .......................................................................................................... 10
2.4.9 Lack of established standards and protocols for preservation and conservations .......... 11
2.4.10 Lack of preservation and conservation policy .............................................................. 11
2.5 Guidelines for effective preservation and conservation of records ................................... 11
2.5.1 Proper Handling .............................................................................................................. 11
2.5.2 Disaster recovery ............................................................................................................ 11
2.5.3 Disaster preparedness...................................................................................................... 12
2.5.4 Training ........................................................................................................................... 12
2.5.5 Fumigation ...................................................................................................................... 12
2.5.6 Beef up security in the records department areas ........................................................... 13
2.5.7 Backup ............................................................................................................................ 13
2.5.8 Lamination ...................................................................................................................... 13
2.5.9 Well guided record management practices ..................................................................... 13
2.5.10 Policies and regulations ................................................................................................ 14
2.5.11 Restrictions to data ........................................................................................................ 14
2.5.12 Ensuring relative humidity and temperature ................................................................. 14
2.5.13 Set up building for archival materials ........................................................................... 15
2.5.14 Packaging and composition, policies and regulations for IT ........................................ 15
2.5.15 Storage facilities for storage ......................................................................................... 16
2.5.16 Training programme ..................................................................................................... 16
2.5.17 Dusting .......................................................................................................................... 16
2.5.18 Preventive methods ....................................................................................................... 16
2.5.19 Automated record management system ........................................................................ 16
2.5.20 Educating staff on information use ............................................................................... 16
2.6 Research gap ...................................................................................................................... 17

CHAPTER THREE: RESEARCH METHODOLOGY .................................................... 18

3.1 Introduction ........................................................................................................................ 18
3.2 Research design ................................................................................................................. 18

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3.3 Area of the study ................................................................................................................ 18
3.4 Study Population ................................................................................................................ 18
3.5 Sampling ............................................................................................................................ 19
3.5.1 Study sample size ............................................................................................................ 19
3.6 Data Collection Methods ................................................................................................... 19
3.6.1 Interview ......................................................................................................................... 19
3.6.2 Observation method ........................................................................................................ 20
3.7 Data collection instruments................................................................................................ 20
3.7.1 Interview guide ............................................................................................................... 20
3.7.2 Observation guide ........................................................................................................... 20
3.7 Research procedure ............................................................................................................ 20
3.8 Data quality control............................................................................................................ 21
3.8.1 Validity ........................................................................................................................... 21
3.8.2 Reliability........................................................................................................................ 21
3.9 Data analysis. ..................................................................................................................... 21
3.10 Ethical considerations ...................................................................................................... 21
3.11 Limitations of the study ................................................................................................... 22
3.12 Conclusion ....................................................................................................................... 22

CHAPTER FOUR: PRESENTATION AND DISCUSSION OF FINDINGS ................ 23

4.1 Introduction ........................................................................................................................ 23
4.2 Type of records in MSS ..................................................................................................... 23
4.2.1 Financial records ............................................................................................................. 28
4.2.2 Administrative records .................................................................................................... 28
4.2.3 Personnel records ............................................................................................................ 28
4.2.4 Newspaper collection ...................................................................................................... 28
4.2.5 Archival materials ........................................................................................................... 28
4.2.6 Photographic collection .................................................................................................. 29
4.2.7 Audio and Visual recordings .......................................................................................... 29
4.3 Challenges of preservation and conservation of records in MSS ...................................... 29
4.3.1 Understaffing .................................................................................................................. 29
4.3.2 Lack of Preservation and Conservation Policy ............................................................... 29
4.3.3 Storage space .................................................................................................................. 30
4.3.4 Storage equipment .......................................................................................................... 30

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4.3.5 Lack of preservation and conservation policy ................................................................ 30
4.4 Guidelines for preservation and conservation of records in MSS ..................................... 30
4.4.1 Digitization of records .................................................................................................... 31
4.4.2 Fumigation to control insects in paper kept records ....................................................... 31
4.4.3 Regular dusting ............................................................................................................... 31
4.4.4 Increasing on staffing ...................................................................................................... 32
4.4.5 Emergency Management ................................................................................................ 32
4.4.6 Need for more storage space ........................................................................................... 32
4.4.7 Dust Removal.................................................................................................................. 32
4.4.8 Scanning .......................................................................................................................... 32
4.4.9 Fumigation ...................................................................................................................... 33
4.4.10 Binding .......................................................................................................................... 33
4.4.11 Repair ............................................................................................................................ 33
4.4.12 Lamination .................................................................................................................... 33

CHAPTER FIVE: SUMMARY, CONCLUSION AND RECOMMENDENTION OF

THE STUDY........................................................................................................................... 34
5.1 Introduction ........................................................................................................................ 34
5.2 Summary of the study ........................................................................................................ 34
5.3 Summary of the findings .................................................................................................... 34
5.4 Conclusion ......................................................................................................................... 35
5.5 Recommendations .............................................................................................................. 35
5.5.1 Increase on staffing ......................................................................................................... 35
5.5.2 Periodic checks ............................................................................................................... 35
5.5.3 Fumigation ...................................................................................................................... 36
5.5.4 Disaster preparedness plan .............................................................................................. 36
5.5.5 Storage space and facilities ............................................................................................. 36
5.6 Areas of further study ........................................................................................................ 36

REFERENCES ....................................................................................................................... 37

APPENDICES ........................................................................................................................ 43
Appendix A: An interview guide for records officers ............................................................. 43
Appendix B: Observation checklist ......................................................................................... 44
Appendix C: Field Introductory letter...................................................................................... 45

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 LIST OF ABBREVIATIONS

CPA Commission on Preservation and Access

IFLA International Federation of Records departmebt Associations

ISSN International Standard Book Number

MSS Mengo Senior School

RLG Research Libraries Group

RM Record Management

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 ABSTRACT

The aim of the study was to examine and find out guidelines for preservation and conservation
of records at Mengo Senior School. Specifically, the study sought to establish the current status
of preservation and conservation of records, management of preservation and conservation of
these records, the challenges involved in preservation and conservation and to come up with
suggestions on best practices for preservation and conservation.

The study employed case study design and targeted a population of 63 respondents at Mengo
Senior School from which a sample of 11 records officers was determined. The methods used
for data collection in this study were the interviews and observation whereby the guiding tools
were developed to guide the researchers during the data collection sessions.

The findings revealed that MSS keeps its records in two categories of records which are
electronic records which include; administrative records, personnel records and financial
records. Another category of records but kept in print or in hard copy format included records
such as Photographic records and recorded audio collection. The storage equipment for
electronic records are mainly the computers, CDs/DVDs. While paper formats are kept in
metallic filling cabinets, archival boxes that are acid free, on shelves. The management of
preservation and conservation of records is undertaken through, regular dusting removal,
scanning, fumigation, binding especially of damaged books and other materials, repair and
lamination. However, in doing so, there are some challenges that are faced during preservation
and conservation of records in MSS which include lack of space especially for hard copy
records, the cabinet boxes are also not adequate, lack of preservation and conservation policy.

The study recommends that there is a need to improve staffing of records officers in the records
department of the MSS, fumigation, need for disaster preparedness plan and to improve the
storage space and facilities. The study also suggested areas of further studies and this was that
the study can also be replicated in other government aided schools in Uganda to find out if the
same results hold.

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 CHAPTER ONE: INTRODUCTION

1.1 Introduction

This chapter presents and covers the background of the study, problem statement, research
objectives, purpose of the study, specific research questions, scope of the study, and
significance of the study and definition of operational terms.

1.2 Background to the study

Preservation is an umbrella term for an array of activities; principles, practices, and

organizations that ensure that usability, longevity, and accessibility of recorded knowledge.
Mnjama (2010) explains that preservation refers to the activities associated with maintaining
records and archival materials for use, either in their original form or in some other usable way.

Conservation refers to the treatment and repair of individual items to slow decay or restore
them to a usable state (Ngulube & Tafor, 2016). Rotich (2013) noted that conservation is
occasionally used interchangeably with preservation, particularly outside the professional
literature. Ebijuwa (2013) defines conservation as specific practices taken to slow down
deterioration and prolong the life span of an object by direct intervening in its physical or
chemical make-up.

In records and archival science, preservation is a set of activities aimed at prolonging the life
of a record while making as few changes as possible. Relevant metadata, enhancement of
cultural value, and improvement of access are also important aspects of preservation work
(Oluwaniyi, 2015). Actions taken to influence record creators prior to selection and acquisition
must be avoided for proper preservation. Preservation, in this definition, is practiced in a record
center or an archive by a records officer, archivist, or other professional when they perceive a
record is in need of care (Ogunniyi & Adejubee, 2014).

Preservation should be distinguished from conservation-restoration of cultural heritage, which

refers to the treatment and repair of individual items to slow the process of decay, or restore
them to a usable state. Conservation is occasionally used interchangeably with preservation,
particularly outside the professional literature (Akullo, 2009).

Conservation is an aspect which implies the active use of preventive measures and process of
repair or damaged materials to ensure the continued existence of individual records. Sawant
(2014) explains that preservation refers to the activities associated with maintaining records
and archival materials for use either in their original physical form or in some other usable way.

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Henderson (2013) notes that preservation includes all managerial, technical and financial
considerations applied to retard deterioration and extend the useful life of materials to ensure
their continued availability.
Conservation refers to the treatment and repair of individual items to slow decay or restore
them to a usable state. Akussah (2015); Rotich (2013) noted that conservation is occasionally
used interchangeably with preservation, particularly outside the professional literature.
Conservation of books, manuscripts, documents and ephemera is an activity dedicated to the
preservation and protection of items of historical and personal value made primarily from
paper, parchment, and leather (Oluwaniyi, 2015). When applied to cultural heritage
conservation activities are generally undertaken by a conservator-restorer. Olubanke (2010)
opined that paper-based items ,such as books, scrapbooks, manuscripts, maps, deeds,
newspapers ,drawings, water colors, miniatures and postcards present distinctive concerns
when it comes to care and conservation.

Information has been recorded throughout time in a wide variety of formats as human
knowledge, ability, and skills developed (Mnjama, 2010). Cave paintings, papyrus scrolls,
handwritten manuscripts, and visual or sound recordings in various languages and formats
provide information to people and allow knowledge acquired by one generation to be passed
to the following generation (Etiwel, 2011). Along with the oral tradition, images, sound, and
text have assisted in the transfer of personal, educational, political, social, or cultural
information. These materials comprise collective memory and are valuable and necessary to a
society or group of people (Adams, 2013).

It has been impossible to save all records created throughout the history of humankind
(Ngulube, 2009). The beginning of the twenty-first century represents an era of unprecedented
growth in the creation of recorded materials. Consequently, institutions that serve as custodians
of cultural and historical information must make decisions regarding its collection,
preservation, and conservation. Candidates for preservation encompass a variety of formats,
such as paper, books, photographs, and sound recordings (Mutero, 2011). The decision to save
information is based on criteria that consider the uniqueness of the information, its intellectual
content, its historical or cultural significance, and its value to future research and education. In
addition, valuable items that are in danger of being destroyed are also candidates for
preservation and conservation (Eden, 2016).

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1.2.1 Background to Mengo Senior School

Mengo Senior School, also known as Mengo SS, is a comprehensive, mixed day school
in Kampala. As of March 2020, it had 4,200 students, 144 teachers, 28 technical staff, and
more than 30 support staff. (Mengo Senior School, 2017). Mengo SS is located
on Namirembe Hill, along Hoima Road in Lubaga Division, in the north-western part of
Kampala, the capital and largest city of Uganda. The coordinates of the school are
0°19'14.0"N, 32°33'42.0"E (Latitude:0.320556; Longitude:32.561667) (Mengo Senior
School, 2017).

Having been founded in 1895 by the Church Missionary Society, the school is the oldest
school in Uganda. According to the school magazine, Akwana, the school complex started as
an informal home school where a missionary, Miss Chadwick, taught reading and writing.
Her students were mainly youth who came to her house for prayers every afternoon. (Mengo
Senior School, 2017).

1.3 Problem statement.

Preservation and conservation of records has been costly and a challenge to many organizations
everywhere in the world. Craig & Ville (2007) observed that preservation and conservation of
records has been neglected by most of the organization management, state and local
government yet organizational records are mostly in print format that can deteriorate due to
several factors and this can hinder the long term access to them when they are needed to serve
their historical or heritage purposes. Mnjama, (2010) argues that poor storage facilities,
inadequate retrieval tools and understanding of records and archival service are challenges that
most organizations face in preserving and conserving their records.

Mengo Senior School creates a lot of records which need to be preserved and conserved very
well for easy access and retrieval, but this has not been currently fulfilled very well where by
most of the records are deteriorating and therefore it is on this that a case study is to be carried
out to examine the conservation and preservation of records at Mengo Senior School.

Acid paper-based records, poor storage environment, stealing, mutilation of records in

organizations has affected records in many organizations. These problems have been aged-long
that seem to be without solution in many organizations, Mengo Senior School inclusive which
puts its records under deterioration risk. Therefore, it becomes a researchable point of interest.
This study therefore intends to find out the preservation and conservation practices and
essential ingredients of preservation and conservation put in place in Mengo Senior School.

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1.4 Purpose of the study

The purpose of the study was to establish and find out guidelines for preservation and
conservation of records at Mengo Senior School, Uganda.

1.5 Specific objectives of the study.

1. To find out the types of records at Mengo Senior School.

2. To identify the dangers to Records at Mengo Senior School.
3. To find out the challenges in preservation and conservation of records at Mengo Senior
School.
4. To propose the guidelines for effective preservation and conservation of records at Mengo
Senior School.

1.6 Research questions

1. What are the types of records held by Mengo Senior School?

2. What are the dangers to records in Mengo Senior School?
3. What are the challenges of preservation and conservation of records at Mengo Senior
School?
4. What are the best guidelines for effective preservation and conservation of records carried
out at Mengo Senior School?

1.7 Scope of the study

The scope of the study helps to tell the reader which aspects of a subject the researchers has
analyzed.

This study involved investigation of the current status of preservation and conservation of
records. It aimed at identifying the types of records held by Mengo Senior School, the dangers
to records, guidelines for preservation and conservation of records, the challenges of
preservation and conservation of records at Mengo Senior School and suggestions for the best
practices in preservation and conservation of records at Mengo Senior School.

The study was carried out in Mengo Senior School in the records department. The School is
located on Namirembe Hill, along Hoima Road in Lubaga Division, in the north-western part
of Kampala, the capital and largest city of Uganda. The coordinates of the school are
0°19'14.0"N, 32°33'42.0"E (Latitude:0.320556; Longitude:32.561667) (February 2022 to June
2022).

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1.8 Significance of the study

The study will be significant to the following;

The study will help to sensitize records officers at Mengo Senior School about the relevance
and need for preservation and conservation of their records.

The findings will help Mengo Senior School (MSS) and other institution to improve on the
status of records that they preserve at their respective registries. This is because the study will
avail necessary guidelines for better methods of preservation and conservation.
The study will also be important to future researchers who would wish to conduct their studies
in the same field. The study findings will be based on by other researchers to build their
literature during their respective studies.

This study finding may enhance preservation and conservation performance in records offices
by enlightening records officers and non-records officers on the importance of preserving and
conserving their records in the most suitable way for better service delivery.

It will enable records officers to make quick decisions on what to preserve immediately to
reduce further deterioration and what can be retained for future generations.

The expected benefit of the study is the awareness of the need to adequately reduce the rate of
deterioration of valuable records of Mengo Senior School, thus making the records available
for future use.

The findings of this study will be very valuable in getting the way forward for the improved
preservation and conservation of records. Likewise the study will raise awareness on the
preservation and conservation of records in Mengo Senior School.

1.9 Definitions of operational terms

A record: This refers to information created received and maintained as evidence and
information by an organization or person in pursuance of legal obligations or in transactions of
business (Walker, 2013)
Conservation: Conservation as defined in the IFLA principles for the care and handling of
records (Akullo, 2009).

Preservation: Ogunmodede & Ebijuwa (2013) defines preservation as a planned process of

preventing or reducing risks of damage to slow down the rate of deterioration of materials.

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 CHAPTER TWO: LITERATURE REVIEW

2.1 Introduction

This chapter reviews the literature that relates to the problem of the study. All forms of records
maintained in the organization should be properly maintained and handled so that they conserve
their useful function in the operation of the business.

2.2 Types of records

Walker (2013) explains that inactive records are documents which are no longer referenced on
a regular basis and tend to be stored in a less accessible place since they are not used frequently.
Many times records become inactive when they reach their cut-off as defined on records
Retention Schedule. Records are classified into different types. According to different scholars,
they are either classified according to their use and nature or basing on the medium on which
they are captured and according to their stages in the records lifecycle. Olubanke (2010)
classified records into different categories according to their value.

2.2.1 Financial records

These are evident in organizations, records management department as well as financial

department for example financial statements, tax forms and payment vouchers. According to
Kennedy (2008), there are various types of financial records which include paper based
financial that also includes maps, plans, photographs, reports, forms and correspondences.

2.2.2 Administrative records

These are created for documentary policies procedures and guidelines. These records also
pertain to the origin, development, activities, and accomplishments of the agency.

2.2.3 Legal records

These are for evidence of legally enforced rights or obligations of the state. They include
records relating to citizenship rights: land, probate, contracts and agreements, leases and
licenses.

2.2.4 Research records

These are records used in scholarly studies and investigations. Researchers want to extend
human knowledge using basic historical evidence. These records may include important
information on individuals, corporate bodies.

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2.3 Dangers to Records in organizations

According to Ngulube (2009) a record is any information regardless of any form, created,
received, maintained and used by an organization or an individual. Punch (2015) explains that
preservation refers to the actions undertaken to enable the records or the physical media of
records to be retained for as long as the y are needed. Etiwel (2011) explain that preservation
and conservation exists in two types that is preventive preservation that seers to reduce the risk
damage and slow down the rate of deterioration. Records deteriorate due to the following;

2.3.1 Human Threats

Myburgh( 2009) explain that factors that lead to records deterioration can affect them in
records storage areas ,server rooms and they range from human threats to even the buildings
that house them and they include : fires that may arise from the behavior of staff and visitors
from the construction of the building and adjacent premises ,flats and water damage to records
can also result from water used to extinguish fires as well floods from rivers and water pipes ,
faulty drainage , gutters or roofs . Another cause is infestation from pests that may include
birds, animals and insects. Further still, they noted that theft, malicious damage and arson,
hacking, virus attacks, and careless behavior from users and explosions that may be caused by
faulty gas supplies

2.3.2 Natural Threats

Daire (2016) on the other hand, classifies factors that lead to records deterioration as natural
and manmade, these include: security leaks, water, insects, rodents, mildew, mould, excessive
humidity, dust, and light and hazard chemicals. Daire(2016) found out that records and archival
material deteriorate due to causes intrinsic to the medium because of the way in which it was
manufactured, sometimes refer to as inherent vice, and acid in paper is an example.

2.3.3 Humidity, temperature and light

Punch (2015) additionally noted that humidity and temperature are two major natural obstacles
of the permanent preservation of paper and parchment. She adds that excessive level of light
can also damage records but it is especially serious in the case of photographic materials and
that rise in the temperature causes the acid in paper to react with content in the air which breaks
down the cellulose which bonds together the fibre in paper, insects also greatly deteriorate
according to (Mnjama, 2010). He further explains that they are many types of insects’ that can
attack records and most common ones include, cockroaches, bookworms, and termites.

8
2.4 Challenges in preservation and conservation of records

The following are the challenges faced in records preservation and conservation in
organizations.

2.4.1 Poor storage formats

Daire (2016) argues that in our analogue past the default was to discard rather than preserve,
today the default is to retain and preserve the challenges of the preservation of records are a
general problem to records in storage facilities.

2.4.2 Degradation of software and systems

Preservation and conservation of records is associated with some challenges. The Ogunmodede
& Ebijuwa (2013) identified a significant challenge to preserving electronic records as the
degradation of the software or systems required to make digital information readable.

2.4.3 Lack of preservation policy

Brians (2009) however found out that lack of a preservation policy is another big challenge
because preservation is needed to determine priorities wasted on work of little or no value.
Records that need immediate attention are not attended to as early as possible and the few funds
are wasted on work of little or no value. She further adds that inadequacy of preservation
equipments is yet another problem. Equipments for example encapsulates, laminators are
supposed to be enough in order to ensure effective preservation of records but if they are
inadequate , it is hard to carry out the appropriate preservation and conservation.
2.4.4 Changing technology
Adams (2013) argues about changing technologies that preserving digital materials presents
challenge especially as we encounter changing formats and new standards of encoding,
representing and archiving digital artefacts, combine that with the quick degradation of digital
bits on magnetic media and the obsolesces of equipment and software to read digital
information. However finances are another challenge faced by many organizations since they
have inadequate funds to implement and put in place the means of preservation and
conservation. Most organizations leave guidelines half way or not implemented because of the
problem or lack of money to carry out records preservation and conservation guidelines.

2.4.5 Low sustainability of digital media

Etiwel (2011) unlike documents in conventional form such as paper, digital bits and bytes must
have a proper device and / or system in order to be displayed as documents. The unavoidable

9
of digital documents on their supporting digital technology makes the long term preservation
of digital documents difficult. since digital technology including hardware and software
changes constantly and quickly , digital media do not provide the same level of stability that
conventional media have offered for several hundred years .in order to keep digital documents
accessible and usable through rapid technological change , the continued application of a digital
preservation action (e.g. emulation, migration and media refreshing ) is necessary , which has
been a considerable challenge even for information preservation professionals.

2.4.6 Inadequate space for storage of records

It should be noted that records keeping, conservation and preservation takes large amount of
space which is not available at the school. The preservation of records requires an access free
room to keep on increasing and this is not available in the school. The need for expansion
maybe difficult since the space is ready for the original documents (Ogunniyi & Adejubee,
2014)

2.4.7 Inadequate skilled labour

Punch (2015) notes that in developing countries the use of digital technology is not yet
sufficient in most African countries and therefore there is lack of how to use these technologies
thus poor preservation methods in the School. The lack of technologies may lead to loss of
information and therefore there is confusion amongst the staff members in the school. There is
lack of preservation and conservation awareness in the school among the staff members and
the surrounding community. Myburgh (2009) said that not everyone is aware of the use of
preservation and conservation and therefore it is not easy to understand the benefits. This
hinders the records and thus may lead to miss handling of the records thus deteriorating.

2.4.8 Decreasing control

Designed purposes policies and the political and economic intentions of digital tool developers
or service providers, such as social networking sites (SNSs), play a significant role in how users
interact with these digital environments. Brians (2009) said that the choices made by these
developers and service providers may circumscribe the School products to some degree. In the
case of records created and stored in the cloud computing environment (i.e. internet-based
computing) , individuals are forced to rely on the technology behind and options employed by
service providers as a result there are few ways for end user to make their documents or content.
In addition, ownership of content created and stored at service sites is not always made explicit.
Even after owners have deleted content from the service site, materials may cause fraud in the

10
school since service providers may have all the information which is easier to hack in that is
breach or a misuse of personal information.

2.4.9 Lack of established standards and protocols for preservation and conservations

According to Akullo (2009) lack of established standards, protocols and proven methods for
preservation and conservation of records used to save copies of data on tapes and compact disks
though media standards of tapes have changed considerably over the last five to ten years. Poor
records management systems create a poor working environment especially when the
organization has many records stocked on top of the cabinets and boxes.

2.4.10 Lack of preservation and conservation policy

Most African countries do not have a national information policy which makes the formulation
of preservation and conservation policies in the registries and information centres out of the
question (Wamukoya and Mutula, 2015). Popoola (2008) studied the conservation programs
of archive resources in Kenya and established that the conservation units did not have a disaster
plan control. The deficiency of such a plan implies that in event of a disaster, they would not
be in position to react to the disaster with the urgency that is required.

2.5 Guidelines for effective preservation and conservation of records

Records need to be cared for so as to enhance their prolonged existence. The following are the
identified guidelines for preservation and conservation of records.

2.5.1 Proper Handling

Different scholars recognize different methods of preservation and conservation. According to

Hesshima (2016) proper handling must be done because most records are worn out due to poor
handling by both staff and users. It is therefore important that people get to understand the
mechanics of handling records .it is important to have clean hands when handling, the
environment where books are read should be clean and dust free, food, drinks and cigarettes
should never be consumed near valuable materials.

2.5.2 Disaster recovery

On the other hand, Olubanke (2010) mentions disaster recovery as one of the methods of
preservation and conservation of records. He states that your agency needs to consider how it
will deal with any disaster that threatens the agency records. Loss of records can disrupt the
business as information about decisions and outcomes may no longer be available. Therefore
the focus on a disaster recovery programme may be a broader issue of responding to disaster

11
that affects any information in an organisation and such a programme is designed to minimize
disruption of normal operations of business, minimize economic impact of the disaster ,
establish alternative operating procedures ,recovery of the organisations assets , provide for
rapid and smooth restoration of services. To add on that Mnjama (2010) advocates for use of
standard fire discipline, which permits no smoking around computer installations.

2.5.3 Disaster preparedness

Additionally Ogunmodede & Ebijuwa (2013) mentions disaster preparedness as another

method of preserving and conserving of records whereby he says the businesses and
organizations now pay greater attention than ever to the possibility of catastrophic loss of
records and that this increased attention is spurred the increased volume of records, the use of
electronic databases that can be wiped out quickly and the increased importance of records to
the survival of the organization. To add on that , review of and the fire safety equipment ,
smoke detectors , fire alarms connected to a 24 hour monitory station and a sprinkler system
provide a good line for the prevention of records destruction against fire are stated in the
congress records preservation. Additionally a well trained staff and communication tie with
any local fire department personnel enhances fire safety.

2.5.4 Training

There should be adequate trained work forces who are information professionals that
understand the physical and chemical nature of the materials in the records departmebt
holdings. Regular training of users improper handling methods and in situations where the
latter is not realistic should be conducted not forgetting that dusting of records should be done
on a daily basis to eliminate the effect of dust and dirt (Olatokun, 2008). Daire (2016) also
mentioned that training could be carried out through in-house and continuous education
programmes such as workshops and seminars.

2.5.5 Fumigation

Also, in the past, fumigation was seen as the sole means of ensuring elimination of pest
infestations. Often facilities were fumigated on a regular basis even when there was no
immediate threat, therefore, the premises of a repository should be completely independent on
one another (Mutero,2011). The rooms where records are kept should be specious be with
plenty ventilation so that they can be disinfected separately if necessary. However the
preservation of records, preservation policy that was revised in September 2016 states that
decisions about which records to conserve, the extent of related treatments and their priority,

12
must be based on the following factors: Public value of the records, the nature and remedial
action and conservation treatments must be carried out to the highest standard possible and be
of clear chemical / physical benefit. To add on that, Etiwel (2011) explain the methods of
records preservation and conservation to curb some causes of records deterioration. To deter
pests , identify and block all points of likely entry like screen windows, ventilators and
chimneys ensure that the premises are cleaned regularly ,ban eating and all food in storage and
work areas plus using sticky traps for insects so that any infestation is discovered at an early
stage, further still , use intruder alarms linked to police or security services , block windows
with bars or grills, fit internal and external doors with metal shutters or security locks .

2.5.6 Beef up security in the records department areas

Maintain procedures to ensure that windows and doors are locked and keys secured, install
closed circuit televisions or other surveillances, and vet all personnel carefully including
contractors, cleaners and temporary staff (Adams, 2013).

2.5.7 Backup

Lastly run regular backups for records, train staff not reveal passwords or leave desktop
computers running and maintain robust external fire walls and regular updating of virus
protection (Kakete, 2012).

2.5.8 Lamination

Kakete (2012) found out other methods of preservation to be lamination where documents to
be laminated are placed between two layers of plastic and through a press which seals the
plastic to the documents through heat and pressure ,encapsulation which is a relatively simple
process in which document is placed between two sheets of plastic that are then fastened
together with adhesives on both sides and that this process differs from lamination because
neither heat nor pressure is used and leaf casting which refers to the process of restoring paper
documents that have been deteriorated. Findings of Kakete (2012) also indicated leaf casting
machine repairs documents by bonding fibres to the document re -enforcing the worn-out area

2.5.9 Well guided record management practices

Olubanke (2010) recognizes that preservation of records is a function that is integral to all
organizations in every way. These records are held in trust for present and future generations
to ensure that they maintain their availability and authenticity. Punch (2015) reports that the
best way to manage preservation of records is through well-guided records management

13
practices positioned through an institutional framework. The National archive further brings
out the various methods and forms of preservation and these are below; Containerization for
example housing materials for the collection such as containers, boxes, file folders and wallets
in which records are kept; handling that is must be clean and free of hand or barrier creams,
food stuffs, etc. clean white cotton gloves may be used, food and drinks must not be consumed
or stored near the archives etc; Accommodations; Display; Training; other departmental
policies.

2.5.10 Policies and regulations

According to Walker (2013) organizations should set policies and regulations as guidelines for
effective records management. This standard suggests who is responsible for taking the
necessary action for managing records during their life time that is collaboration between
records management professionals, senior management and everyone in the organization; it
recognizes that records inputs and outputs of business processes and therefore their creators
and users managing them. In the same way, Ngulube & Tafor (2016) explain that adoption of
records management standards and integrating them assists by ensuring that records are
preserved and managed consistently for required periods. Ogunmodede & Ebijuwa (2013)
recommends steps that organizations can follow to ensure that it maintains adequate records
preservation and management systems. The list is not exhaustive and organizations are
encouraged to select combination of steps to suit their, needs such as Redesigning existing
guidelines or design new guidelines to address unmet or poorly satisfied requirements.

2.5.11 Restrictions to data

Physicians and Surgeons on Mnjama (2010) point out that all records and data must be kept in
restricted areas or locked filling cabinets to protect against loss of information and damage.
Electronic records must be backed-up on a routine basis and back-up copies stored in a
physically secure environment separate form where the original data are normally stored.
Records officers who take out records from their location to their offices other than the records
department must take appropriate measures to prevent loss, restrict access and maintain the
privacy of personal data.

2.5.12 Ensuring relative humidity and temperature

Mutero (2011) also notes and reports various ways of preserving of records in organizations
that is by ensuring relative humidity and temperatures; training of staff; disaster prevention for
disasters such as fire, flooding, earthquake etc.; use of sufficient air filters and air conditioners

14
to prevent air pollution. Olubanke (2010) also points out those records centres in the tropics
will have to adopt preservation policies that will include biological management policies which
will serve as a guide in maintaining a pest and mould free environment to records. Akussah
(2015) suggests that training will be carried through in-house and continuous Education
programs such as workshops and seminars. However, Akussah (2015) found little evidence of
insect and rodent damage to records in the national archive of Ghana due to maintenance of
clean environment and strict regulations on eating repositories. Adequate light lighting
buildings, insecticides formulations and use of glue boards also are used to control insects and
rodents. More still Daire (2016) reports that all records and data must be kept in all restricted
access areas or locked filling cabinets to protect against loss of information and damage.
Electronic records must be backed-upon a routine basis and back –up of copies stored in a
physically secure environment separate from where original are normally stored.

2.5.13 Set up building for archival materials

Etiwel (2011) management of conservation of records starts by planning a building ,either a

new one or one repurposed for archival materials ,requires extensive forethought and is
considered the first level of archival protection. Issues to be considered include location of the
building, site construction, storage areas and public access space and staff work areas. After
the building is constructed, the records manager has to ensure that the contexts are maintained
at a controlled levels of temperature, light, humidity and pollution. Also the collection needs
to be safe guarded from unexpected risks like fire, water and pests. Should there be a disaster;
a well-designed plan needs to be put in place so that the staff can react quickly to decrease
material damage.

2.5.14 Packaging and composition, policies and regulations for IT

Olubanke (2010) states that management of conservation of records includes packaging and
composition as well as policies and guidelines for it and they continue to explain that records
should be protected by packaging which is appropriate to their physical condition and
composition. The basic requirements are that packaging should be; designed to fit the records
comfortably, strong enough to with stand handling and the weight of the records contained
there, composed of materials that will maintain the records in a good condition and for as long
as they are required. He further explains that management of conservation can also be achieved
by fumigation of the records; this involves using chemicals to spray the records and archives

15
so as to get rid of the pests which eat up the records however chemicals should not affect the
records.

2.5.15 Storage facilities for storage

Punch (2015), states that storage facilities like metal cabinets, metal shelves and wooden
shelves and here metal cabinets are used to storage. They are kept in the office rooms and the
lightening should be normal. That is installation of generators and the security should be place
24-hours in order to reduce on the theft and misplacement of records. According to Mutero
(2011) every record must be stored in a way that can be protected, located, retrieved when
needed. Conserving records require not only filing supplies and storage equipment but also;
Check file storage areas regularly for outbreaks of insects or rodents, keep your area clean, dust
can be a breeding ground for insects and mould.

2.5.16 Training programme

According to Mnjama (2010), preservation should be taught in companies just to prevent

further damage of the records in the storage facilities. Training helps the organization preserve
their records from getting damaged since people will be educated about preservation of records

2.5.17 Dusting

Dusting refers to the cleaning of records that have been in stored for future Brian (2009). This
enables the records to be kept clean and therefore deterioration is minimal thus prevention of
records and the record may take a longer period of time.

2.5.18 Preventive methods

Different preventive methods should be taught to staff members in order for them not to
mishandle the records in the records centre for example no eating or drinking in the records
centre, this helps the records not to be damaged by insects. Deterioration of records is at
minimal when there are preventive methods Brians (2009)

2.5.19 Automated record management system

According to Eden (2016) , there is need to have automated records management systems due
to the fact that the value of records at the organizations should be strongly upheld that is
sensitizing the records officers on the need for proper records management.

2.5.20 Educating staff on information use

16
Olubanke (2010) stresses that educating staff in the purpose and use of information is generally
fruitful. The underlying goal should therefore be to deliver a seamless user experience, one that
provides the information. This is not to say that there should be one enterprise –wide system
that contains all information. There will always be need to have multiple information systems,
but the information contained should be within them should be presented in a human-friendly
way.

2.6 Research gap

The above literature talks about various types of records, methods of records conservation and
preservation, the challenges of records preservation and conservation. Different literatures has
been reviewed but no researcher has conducted a research concerning examining of records
preservation and conservation at Mengo Senior School therefore there is need for the
researchers to extend this research at Mengo Senior School.

17
 CHAPTER THREE: RESEARCH METHODOLOGY

3.1 Introduction

In this chapter, the researchers presents the methodology that was used during research. The
methodology includes; research design, area of study, study population, sampling methods,
sample size, data collection methods and research instruments, data presentation and analysis,
data quality control, ethical issues, and conclusion

3.2 Research design

Williams (2009) defined a research design as a systematic plan drawn by the person carrying
research during the research study. Research design is a plan and structure of conducting a
study.

The study used a case study research design because it provides an opportunity for the intensive
analysis of many specific details often looked by other methods. Odiya (2009) pointed out that
the case study design rests on the assumption that the case being studied is a typical of cases
of certain type. Therefore, intensive analysis was made that was applicable to other cases at the
same time. A case study was capable of exposing qualitative data about the research and was
also designed to address just the specific problem to meet the specific objective. This study
also adopted a qualitative research approach to obtain in-depth and detailed information about
preservation and conservation of records in MSS.

3.3 Area of the study

The study was carried out at Mengo Senior School in the records department. It is located
on Namirembe Hill, along Hoima Road in Lubaga Division, in the north-western part of
Kampala, the capital and largest city of Uganda. The coordinates of the school are
0°19'14.0"N, 32°33'42.0"E (Latitude:0.320556; Longitude:32.561667) (Mengo Senior
School, 2017).

3.4 Study Population

A study population is defined by Mbaga (2009) as any set of individual’s objects or

measurements having a common observable characteristics or a group of people with common
characteristics, with similar interests and from whom information can be obtained. From the
population is where the researchers identified the people who are more relevant than others and
this constitute the target population and it is from the target population that the researchers got

18
the samples that helped them to collect the data they needed. The study population included 63
respondents of which all were employees of Mengo Senior School.

3.5 Sampling

Sampling is the act, process, or technique of selecting a suitable representative part of

population for the purpose of determining parameters or characteristics of the whole
population (Kothari, 2004). The researchers adopted a purposive sampling strategy which is
a technique widely used in qualitative research for the identification and selection of
information-rich cases for the most effective use of limited resources (Shapiro, 2008).
Purposive sampling involved identifying and selecting individuals or groups of individuals
that are especially knowledgeable about or experienced with a phenomenon of interest
(records preservation and conservation) and these were the records officers, librarians and
some teachers of MSS.

3.5.1 Study sample size

The study sample size was 11 including 3 records officers, 2 librarians and 6 teachers in Mengo
Senior School. The sample size was determined basing on the researchers subjective judgment
as advised by Sandelowski (2015) who asserted that Sample size determination in qualitative
studies takes a different approach as compared to quantitative research where it is generally a
subjective judgment, taken by the researchers as the research proceeds.

3.6 Data Collection Methods

Data collection methods are different approaches the researchers attempts to use in gathering
facts from respondents (Mbaga, 2009). The researchers applied two methods in collecting data.
The methods they used relied largely on the type of information required from the respondents
and how flexible the method was to both the researchers and the respondents.

3.6.1 Interview

According to Odiya (2009), this method involves presentation of oral-verbal stimuli and reply
in terms of oral-verbal responses. This method was used through personal interviews and
respondents’ responses were recorded and noted down using a pen and a piece of paper.

An interview is defined as a face- to- face conversation between an interviewer and the
interviewee conducted for the purpose of obtaining information (Odiya, 2009). The researchers
conducted face to face interviews between them and the records officers and this helped them
to get a clear explanation and blue print/ image of the current status of records preservation and

19
conservation in Mengo Senior School.

3.6.2 Observation method

According to Thompson (2012), Observation method involves the use of the . researcher”s eyes
to view and analyze how the actions are performed on a specific research area.

Using this method, the researchers observed the types of records at Mengo Senior School, the
dangers to Records, the challenges in preservation and conservation of records and the
guidelines for effective preservation and conservation of records at Mengo Senior School.

3.7 Data collection instruments

These are the different methods of data collection supported by various data collection
instruments to see that data collected is relevant to the topic of study.

3.7.1 Interview guide

This is a set of topics and questions about which the interview is conducted and it is also an
outline of questions guiding the researchers while conducting his/ her study. Kombo & Tromp,
(2016) states that the case study interview guides are deliberately constructed to collect in-
depth data from interviewees devoid of any biases. An interview guide (Appendix A) listed
questions, topics and issues covered while collecting data since the study was qualitative. The
interview guide was to help direct the conversation towards the topics and issues the
researchers wanted to learn about (preservation and conservation). The researchers interviewed
all the three records officer at Mengo Senior School records department, 2 librarians and 6
teachers.

3.7.2 Observation guide

Odiya (2009) defined observation guide as a list of general topics areas of research problem
the researchers would like to observe in the process of investigation. The guide (Appendix B)
was used to observe how the records are preserved and conserved and also to identify the
problems encountered with preservation and conservation of Records.

3.7 Research procedure

Kothari (2004) asserts research study involves stages which are depicted through the work plan.
A letter of introduction (Appendix C) from Makerere University seeking permission to conduct
the study was presented to the required authorities in MSS. After this, necessary procedures
were followed until the permission was granted to the researchers.

20
3.8 Data quality control

This ensures the integrity of results from the study and is based on the validity and reliability.

3.8.1 Validity

Validity is the extent to which any measuring instrument measures what it is intended to measure
(Katebire, 2007). Validity of the instruments (interview schedule) was established through the
test-retest method for a period of one week on respondents who was not going to take part in the
actual study. Content validity tests the extent to which an empirical measurement reflects a
specific domain of content (Kombo & Tromp, 2016). In this study, about 3 people (records
officers) knowledgeable about the basics of the study were used to judge the nature of the tools
in terms of length and prompting of the questions.

The researchers also used external reviewers mainly the fellow course mates to review the work.
These individual were familiar with the research problem and hence helped in the assessing the
progress of research work.

3.8.2 Reliability

Reliability refers to the consistency, stability and repeatability of results i.e. the result of a
researcher is considered reliable if consistent results have been obtained in identical situations
but different circumstances (Odiya, 2009). The researchers ensured consistency in the
questions of the research tools. After data collection, the researchers still embarked on checking
results for errors and obvious mistakes.

3.9 Data analysis.

The relevant literature linked to examining preservation and conservation of records was
analyzed and reviewed and specific areas of data helped in extensive reading and study to the
research. The researchers analyzed data collected using qualitative technique through
discussions, narrations and explanations. This helped to clearly show the findings, results and
areas for further research was pointed out.

3.10 Ethical considerations

The researchers employed a high sensitivity to ethical considerations during the period of
study. Confidentiality of the information availed by respondents was assured. They were
informed that the information was only going to be used for academic purposes.

21
3.11 Limitations of the study

The following are some of the problems that were encountered while carrying out this research;

Restricted access: Researchers were somehow restricted from accessing viable sources by the
recommended authorities and respondents in the provision of first hand and rightful
information before being given permission.

Data inaccessibility: Challenge of data inaccessibility as a result of some respondents being

hesitant to reveal the relevant information towards the research findings. For instance, the
researchers were refused to take some pictures as evidence.

Less information: There was also less information contrary to the researcher’s anticipation.

3.12 Conclusion

In carrying out research for the best results, the researchers involved or used various techniques
and tools. This chapter therefore has presented various techniques and tools that the researchers
deemed necessary and used like observation method with an observation guide, interview
method along with an interview guide as these will come along with advantages for better
results hence enabling the researchers to produce better work, interpreted in well and thus
bringing out the objectives of the study.

In conclusion therefore the researchers used the qualitative research methods to collect data
and information from the field which involves the use of interviews, observations and
questionnaires.

22
 CHAPTER FOUR: PRESENTATION AND DISCUSSION OF FINDINGS

4.1 Introduction

This chapter presents and discusses the study findings. The aim of the study was to examine
the ways by which records are preserved and conserved at Mengo Senior School (MSS).
Specifically, the study sought to find out the types of records at Mengo Senior School, to
identify the dangers to Records, to find out the challenges in preservation and conservation of
records, to propose the guidelines for effective preservation and conservation of records at
Mengo Senior School.

4.3 Distribution of Respondents by gender

The study involved both male and female respondents

Table 1 Distribution of gender obtained by respondent

Gender Number of respondents Percentage (%)

Male 7 63.6
Female 4 36.4
Total 11 100.0
Source: field data February 2022

Out of the 11 respondents, 7(63.6%) were male and 4(36.4%) were female as shown
above in table 2 above. The male respondents were more than the female
respondents due to the fact that the school is also dominated by male employees that
the female employees as shown in the pie chart below.

23
 Sales

3.2

63.6

male female

4.4 Distribution of Respondents by occupation

The study involved 11 respondents including 3 records officers, 2 librarians and 6 teachers

Table 1 Distribution of respondent by Occupation.

Occupation The Number of respondents Percentage (%)

Records officers 3 27.3

librarians 2 18.2

teachers 6 54.5

Total 11 100.0

Source: field data February 2022

Out of the 11 respondents, 3(27.3%) were records officers, 8(18.2%) were librarians, 6(54.5%) were
teachers.

Deterioration of records in MSS.

Respondents were asked if they experience any kind of record deterioration in MSS and their
response is shown in the table below.
Distribution of respondents on deterioration of records in MSS

24
 Do you experience any kind of record deterioration Response Percentage
in MSS (%)

Yes 10 90.9

No 1 9.1

Total 11 100

Source: field data February 2022

A big number of respondents 10(90.9%) revealed that there is record deterioration in MSS while only
one respondent 1(9.1%) said that He does not experience any kind of records deterioration in MSS.

4.2 Format and Type of records in MSS

One of the study objectives was to identify the type of records at Mengo Senior School.
The researchers found out that MSS preserves its records in two formants; that is electronically
and prints media/hard copy records. Under the electronic archives, personal, financial and
administrative records are stored here. While the print Medias include records like students
publications, rare books as well as the newspapers.

Format of records available in MSS Records Department.

MSS has a variety records both printed and electronic though the printed records take the highest
percentage of availability. Respondents were asked to tell the type of records dominating the records
center of Mengo Senior School and the table below shows their response

Distribution of Respondents on format of records dominantly available in MSS

Types of records dominantly available Number of respondents Percentage (%)

in MSS

Electronic 3 27.3

Printed 8 72.7

Total 11 100.0

25
Source: field data February 2022

A total number of 3(27.3%) respondents said that the records department dominated with
electronic records while a total of 9(72.7%) said that the records department is dominated with
printed records. According to this distribution of respondents it shows that MSS is dominated with
printed materials. Furthermore, according to an interview with the head records department Mr.
Mulubya Medie, He revealed that MSS is majorly equipped with printed records as compared to
electronic resources.

The School Calendar: The researchers found out that the school calendar
is a mirror where the probable dates of various events and activities to be
done during the coming session are reflected. Dates of monthly, quarterly
and annual examinations, Dates of the meetings of the school and faculty
committees, Teachers’ Associations, different societies, school excursions
and educational tours, school tournaments, Dates of important school
functions like the annual prize day, the parents day Independence Day,
Republic Day, Birthday of eminent persons thus the school calendar
provides important information about various activities to be carried out
throughout the academic session.
Log Book: The Log Book is specifically designed for the purpose of
containing remarks of the school inspector or other important officers of
the education department, who pay an official visit to the school.
Admission Register: It is a record of all the pupils who arc admitted to a
school. It shows the serial number and name of the pupil, His father’s
name, caste, occupation and address, His date of birth, Date of admission
to the school and the class to which he is admitted.
Pupil’s Attendance Register: This shows the students daily attendance to
the school.

26
Teacher’s Attendance Register: This shows the time of arrival and
departure of the teachers on each day.
Cash Book: Cash Book is a record of all money transactions occurring
from day-to-day in the school. Money received by the school from
different sources like fees, fines, donations, stipends, scholarships, grant-
in-aid are entered on the credit side. On the debit side the payments like
the salaries of the teachers, stipends, scholarships, contingent expenditure
incurred, deposits made in the Treasury, bank and post office are shown.
Cumulative Record Cards: It is a document in which the relevant
information about a particular students at one educational institution is
recorded cumulatively. This gives a complete and growing picture of the
individual student, which helps him during his long stay at the school and
at the time of leaving it, in the solution of his manifold problems of
educational, vocational; personal and social. It follows the pupil from class
to class and from school.
It provides an opportunity to have a comprehensive picture of the all-round
development of the personality of the child. It is a very important record
which should be maintain in every school. Therefore, The Secondary
Education Commission opines “these should be a common feature all over
the country.”

Stock Register of Equipments: This register keeps information of all the

movable property of the school. While purchasing equipment or furniture,
it must be duly entered in this property register.

27
Records are one of the components of a records management system therefore it is important
to establish the types of records created and maintained by MSS. In an interview held with one
of the records officers, the school creates and maintains both manual and electronic records.
These are as follows;

4.2.1 Financial records

These records are about the financial transactions taking place in this School. They show how
payments are carried out such as financial statement, financial annual reports, payment ships,
finance circulars as well as the employees’ payroll records. However basing on the researchers
observation most of these financial records are paper based.

4.2.2 Administrative records

These records contain information about MSS and its governance. These include general
correspondences such as letters, policy records, memos, policy statements, agreement and other
memorandum of understandings MOU(s) between the MSS and other organizations

4.2.3 Personnel records

These contain all information on the person concerned in the operations in MSS. For instance
these records include appointment letters, contract letters, deployment letters and personal data.
However, these records are always treated with crucial anonymity in that they can only be
accessed by the principal record officers at the human resource department.

4.2.4 Newspaper collection

According to what the researchers observed, MSS holds a large collection of newspapers for
years ago up to date and this is because the record section receives newspapers every day in
different types from within the country for example, new vision, Bukedde, daily monitor.
There are also newspapers from other neighboring countries such as Kenya and Tanzania.

4.2.5 Archival materials

Archival materials are information objects that serve as evidence of past events. They record
information about past activities and act as memory aids that allow its users to recall and relive
them or to re-communicate information about those events at some point in the future.

The researchers found out that all the 3 respondents who were interviewed revealed that the
records department sections have a collection of archives. The archival materials included
materials form prominent Ugandans, missionaries, tourists among others. The researchers were

28
informed by one of the records officers that there are about 100 boxes of manuscripts and
archives playing a key role in the history of Uganda.

4.2.6 Photographic collection

Using observation and interview methods, the researchers found out that MSS also holds
collection of records in photographic format and these include event photos and those of its
staff as well as those of prominent individuals who at one time had ever visited the school.

4.2.7 Audio and Visual recordings

One of the records officers said that,

“This kind of collection of records is mostly kept on CDs, DVDs. This information serves as
backup to some records stored in other formats. Under this formats, a collection of music is
also kept”.

4.3 Challenges of preservation and conservation of records in MSS

The findings revealed that MSS faces a number of problems in preserving and conserving
records. These include the following:

4.3.1 Understaffing

According to the record assistant and the researcher’s observation, it was revealed that
inadequate personnel is a big problem in preserving and conserving records in MSS especially
in handling the printed records. For any preservation and conservation programme to succeed
there must be adequate and well-trained manpower (Kayaga, 2010). This is because
preservation and conservation of records is a specialized field of knowledge that requires
information professionals who understand the physical and chemical nature of the materials in
their archive holdings. Oluwaniyi, S. A. (2015) advocates the need to expose archive officials
to conservation and preservation practices during their training.

4.3.2 Lack of Preservation and Conservation Policy

According to the records assistant, it was revealed that each record section in various
departments has got no preservation and conservation policy to follow, neither does it have a
disaster control plan. According to the study by Kasusse, Njoku, Badu, and Mwakyagi, (2016),
most schools especially in African countries do not have a national information policy which
makes the formulation of preservation and conservation policies in the Records and Achieves
centers. The absence of such a plan means that in the event of a disaster, they would not be in

29
a position to respond to the disaster when it occurs. Kamatula, (2011) from tanzania also
asserted that some most government schools in Tanzania also do not have preservation policies.
This was revealed from the report of surveys carried out at the National Archives which
confirmed that preservation policy formulation was a neglected area. Hence, this confirms the
findings of this study.

4.3.3 Storage space

The researchers observed that there is a lot of congestion of the storage rooms for print records,
for instance, according to one of the assistance records officer, they have many inactive records
that have consumed a lot of space yet there is need for further storage.

In an interview with the assistant record officer and on the visit to one of the records centre the
researchers witnessed that the School needs big space because more and more records are being
created and received hence the need to increase on the storage space. The problems of storage
in MSS are due to creation of new records that has led to over accumulation which makes the
storage area fixed.

4.3.4 Storage equipment

The researchers observed that lack of suitable equipment contributed significantly to the
present poor status of preservation and conservation of records in MSS. Some of the essential
equipment required for setting up good functional conservation and preservation include
metallic cabins”. However, these are limited at the school. The limited number of these
equipment could be attributed to the fact that sometimes these cabins are expensive to procure
them.

4.3.5 Lack of preservation and conservation policy

In an interview held with the senior records officer, “The researchers observed that there is
need for preservation and conservation policy to cater for potential disasters. These are
expected to include fire which could occur due to electricity short circuit”. These disasters are
unexpected and once they strike everything can get lost and a good disaster preparedness
program entails recovery, response, prevention against these disasters which the school needs
to proactively defend its self from.

4.4 Guidelines for preservation and conservation of records in MSS

This section presents the guidelines on ways in which conservation and preservation of records
at Mengo Senior School Mengo Senior School can be well handled. Preservation and

30
conservation is a crucial element in the whole operation of a records programme. The
respondents in the interview were asked to give their views on how the records preservation
and conservation programmes have been handled and proposals for best preservation and
conservation measures. Conservation simply means protecting something from harm or
damage. In order to ensure that all the records kept at Mengo Senior School remains safe, the
following exercises are routinely undertaken

4.4.1 Digitization of records

MSS should ensure continued digitization of its records. This is because preservation and
conservation of record in electronic formats are more authentic and secure that the print media
which are more vulnerable to insect destruction. Basing on the study findings, this can be
possible if funds are allocated to the school to ensure that all hard copy records are digitalized
through scanning. This will also ensure that the record keeping goes in line with the changing
technology. This assertion can be supported by a number of scholars such as Saw ant (2014)
who stressed that due to negative culture towards using written records such as finding some
records through catalogue among others, many people do prefer accessing such materials
collections through browsing in computers, hence digitalizing all records in MSS could be an
advantage for the for the record managers and users.

4.4.2 Fumigation to control insects in paper kept records

Fumigation is another preservation measure. All the 3 respondents asserted that fumigation is
one of the preservation measures that should be strictly adopted by the MSS. In a discussion
with one of the respondents fumigation is done every after three (3) months in order to keep
away from pests, insects and rodents. Fumigation controls insects such as cockroaches and
termites as well as rodents. The suggestions were however this should to be handled at least
every month but the chemicals used should be those that are harmless to human being for the
sake of safety of those that work there.

4.4.3 Regular dusting

Dust accumulates quickly based on our Ugandan climate, so it is necessary to remove it

regularly. Dusting cannot be done properly with cloth and broom, because particles of dust rise
into air and again settles down in some other part of the room or in other shelves. According to
the records department officials, dusting in storage areas is done once a week to eliminate the
effects of dust invading the records especially the print media/ paper format records. However,
they suggested that at least this should be done on daily basis for better results.

31
4.4.4 Increasing on staffing

The researchers observed that there is need for increment in staffing. This was also said by
assistant record officer who said that the number of record officers should be increased but the
number of female record officers should also be equal to the males in order to balance the
gender in the records department and handle well the preservation conservation of record
materials.

4.4.5 Emergency Management

There is need for plans for emergencies. For instance, the school should identify the risks and
vulnerabilities to the record collection and work accordingly to minimize their threat or impact
on the collection. For instance, they maintain the Emergency Response Plan to ensure its
usefulness in responding to any disaster, whether natural or man-made that may come up
unexpected and whose consequences are seriously destructive for instance fire, hacking the
record systems or computers and other storage facilities being vandalized or stolen. Many
scholars such as Okello-Obura, and Ssekitto (2011); Ngulube, (2009) have suggested that
records and archives need to make every effort to prepare themselves for possible disasters, by
analyzing their own situation and resources, and devising a disaster preparedness plan.

4.4.6 Need for more storage space

As discussed in the objective, the findings indicated thin MSS faces a problem of limited
storage facilities in terms of space, metallic curbing and shelves. However, hence it would be
better if the school sets a plan to create a records centre for fairly inactive records for example
records which are not in use may be referred to create space for the active records.

4.4.7 Dust Removal

According to the respondents, dusting is the most common method used to conserve records
which are in printable formats from getting damaged. This is because dust accumulates quickly
and if not cleaned regularly, it can cause harm the records, so it is necessary to remove it
regularly. Dusting cannot be done properly with cloth and broom, because particles of dust rise
into air and again settles down in some other part of the room or in other shelves. To overcome
this problem MSS uses vacuum cleaners. Vacuum cleaners also help in saving a lot of time
otherwise spent on booming and cleaning.

4.4.8 Scanning

32
The researchers observed that electronically stored files such as personal, financial and
administrative files in the computers are regularly scanned with use of updated antivirus to
ensure that all the information remains safe.

4.4.9 Fumigation

MSS uses fumigation as one way to remove insects such as cockroaches and mould from the
documents. Fumigation is the process of exposing documents and records to a toxic chemical,
in a gaseous form, to kill the insects and mould. This procedure usually requires special
equipment, chemicals, and a level of preservation expertise; it is not advisable to try fumigation
without receiving specific training in the techniques. Commercial companies will undertake
the work but it is important to understand the risks any treatment involves. According to senior
records officer, fumigation is the most prominent method used at MSS for preserving records.

4.4.10 Binding

The researchers were told by the assistant records officer that binding is the strategy of
conserving printable records to remain safe. Binding services are a bit cheap and hence the
MSS has its own bindery for doing this task. This has got some challenges however, in that it
needs trained personnel to do the binding work especially using the modern binding machines.

4.4.11 Repair

This method was mainly applied to the rare books that kept by the MSS. According to the
study, the researchers found out that repair is one of the strategy of preserving records in that
it is a time and money saving.

4.4.12 Lamination

The researchers observed that lamination is one of the guidelines of preserving records at MSS.
This is the process in which a document is embedded between sheets of synthetic plastic film
or tissue. The synthetic plastic is the adhesive and the tissue paper is the reinforcement. Some
of the laminated materials include maps and other photographic archives at the school.

33
 CHAPTER FIVE: SUMMARY, CONCLUSION AND RECOMMENDENTION OF
THE STUDY

5.1 Introduction

This chapter presents a summary of findings, conclusion and recommendation for best
preservation and conservation of records at MSS.

5.2 Summary of the study

The study aimed at examining how records are preserved and conserved in Mengo Senior
School and focused on the following objectives to find out the types of records at Mengo Senior
School, to identify the dangers to Records, to find out the challenges in preservation and
conservation of records and to propose the guidelines for effective preservation and
conservation of records at Mengo Senior School.

5.3 Summary of the findings

This section presents the summary of findings from the study as presented in chapter four.

MSS receives and keeps electronic records and hard copies/paper records/ photographic media.
The records kept include administrative records, personal records and financial records. The
school mainly deals with manual records and it is the records officers responsible for the
management of records in that school from their creation, use, distribution, maintenance,
storage and disposal. The school also keeps other categories of records such as Newspaper
collection, Archival materials, Students publications, rare books, and Photographic and other
recorded audio collection which can be used as reference materials in future. All these are either
kept in computers, DVD/CDs or on shelves.

Storage space is limited especially for paper records, dust, and lack of conservation
programmes. Basing on the findings there is mis-handling of financial resources that are
always allocated to the records department departments for record preservation purposes.

To ensure safety of all the records kept in MSS, regular cleaning and fumigation exercise is
done routinely to ensure that records especially those kept in paper formats remains un-
destroyed. There are also air conditioners in the storage areas to control temperature, use of
fire extinguishers against fire, backups for computer information and use of strong rooms to
safe guard records.

The respondents were able to call for increase on storage space for instance they requested that
more metallic cabins should be purchased. They also requested that the staff number should be

34
increased in order to be able to manage the dusty storage areas whereby some records get
misplaced and mishandled.

5.4 Conclusion

The study aimed at examining the preservation and conservation of records at Mengo Senior
School. Specifically, the study sought to establish the current status of preservation and
conservation of records, to find out the management of preservation and conservation of
records to identify the challenges of preservation and conservation of records and to make
suggestions for the best practices in store preservation and conservation of records. The
findings revealed that MSS keeps its records in two categories of records which are electronic
records which include; administrative records, personal records and financial records. Another
category of records but kept in print or in hard copy format included records such as Students
publications, rare books; Photographic records and recorded audio collection as well as
Newspaper collection. The storage equipments for electronic records are mainly the computers,
CDs/DVDs. While paper formats which are kept in metallic filling cabinets, archival boxes
that are acid free, on shelves. The management of preservation and conservation of records is
undertaken through, regular dusting removal, scanning, fumigation, binding especially of
damaged books and other materials, repair and lamination. However, in doing so, there are
some challenges that are faced during preservation and conservation of records in MSS. These
include lack of space especially for hard copy records, the cabinet boxes are also not adequate,
lack of preservation and conservation policy. The school is also understaffed and some of the
storage facilities such as Acid free archival boxes are very expensive, there is also.

5.5 Recommendations

The aim of the study was to examine and find out guidelines preservation and conservation of
records at Mengo Senior School (MSS). Therefore below are the recommendations for ensuring
preservation and conservation of records in Mengo Senior School.

5.5.1 Increase on staffing

The school should recruit more staff in Records and Archives Management to manage records
to solve problems of understaffing as stated by respondents.

5.5.2 Periodic checks

35
Routinely check for instance, monthly or annual should be done so as to check on the state of
the records to determine their fragility to enable further strengthening on their preservation and
conservation to avoid their deterioration.

5.5.3 Fumigation

As proposed by the respondents, there is need for provision of alternative rooms of operation
after fumigation has taken place. This is because fumigation involves the use of toxic chemical
which are used to kill the insects like termites, the procedure usually take place once in every
3 months. However, when it is done there are always no alternative rooms where the record
staff can go hence posing a health risk for them.

5.5.4 Disaster preparedness plan

Currently the school does not have emergency plan in place in case of any uncertainty, hence
there is need to design a disaster and preparedness programme that entails recovery, repair and
prevention so that in case of any disasters the effects can be repelled.

5.5.5 Storage space and facilities

There is need for improving space and facilities at the school. This is because, record
department always is responsible for ensuring that all records are subject to good storage
therefore more money should be invested by a large storage facilities that accommodates all
the records.

5.6 Areas of further study

This study can also be replicated in other government aided schools in Uganda to find out if
the same results hold.

36
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 APPENDICES

Appendix A: An interview guide for records officers

Introduction

Dear respondent I am a student of Makerere University pursing a Bachelor’s degree in Records

and Archives Management. I am undertaking a research on preservation and conservation of
records. I kindly request to respond to the interview and all the information provided will be
kept confidential and shall be used for scholarly purposes only. Therefore, feel free to provide
any information you believe is important to the topic under investigation.

1. What form of records do you have in Mengo Senior School?

2. In what conditions do you receive the records?
3. How do you protect the records from deterioration?
4. Do you have any guidelines in place to safe guard records from deterioration?
5. How do you repair damaged records in Mengo Senior School?
6. What challenges do you face when preserving and conserving records in Mengo Senior
School?
7. What are the suggestions for improving preservation and conservation of records in Mengo
Senior School?
8. What can be the benefits of preservation and conservation of records in Mengo Senior
School?

THANK YOU FOR YOUR TIME

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Appendix B: Observation checklist

1. The current status of records

2. The nature of records
3. The type of records

4. Preservation and conservation methods employed

5. Preservation and conservation barriers

6. Records handling

7. Causes to deterioration of records

8. Preservation and conservation measures to records

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Appendix C: Field Introductory letter

MAKERERE UNIVERSITY

P.O. Box 7062 Kampala Uganda Tel: +256 - 392 - 000 - 180

Email [email protected] Fax: +256 - 414 540 620

URL: http;//cic.mac.ac.ug twitter: @makcocis

Facebook: makcocis

COLLEGE OF COMPUTING & INFORMATION SCIENCES

EAST AFRICA SCHOOL OF LIBRARY AND INFORMATION SCIENCE (EASLIS)

February 17, 2022

The Head of Records Department

Mukono General Hospital
P.O. Box 25
Mukono.

Dear Sir/Madam,

RE: INTRODUCTION LETTER.

This is to introduce you the following students pursuing a Bachelor’s Degree in Records and Achieves
Management (BRAM) in Year III at the East African School of Library and Information Science under the College
of Computing and Information Sciences Makerere University.
1. AKABWAI RHODAH 18/U/41582
2. KAYEZU TRASKA 18/U/20794/EVE
3. NAKANDI MARIAM 18/U/905

As part of their degree program, they are required to carry out research under the course BRM 3204. The title
of their research is “Establishment of Records Preservation and Conservation Guidelines at Mukono General
Hospital”.

The purpose of this communication is to request you to offer them the necessary assistance required.
Please note that all the information provided to them will be used for academic purposes only.

Sincerely

Dr. David Luyombya

HEAD OF DEPARTMENT
RECORDS AND ACHIEVES MANAGEMENT.

45