The Ministry of Mining in collaboration with the Kenya National Archives and Documentation Service (KNADS) is undertaking a major exercise to appraise and scan and digitize records relating to the Elemi Triangle.
The exercise being conducted at the Madini House, Industrial Area seeks to reconstruct and digitize mining related documents dating back to 1904, these document are critical and of great value not only to the Ministry but the Mining Sector as a whole. The task is expected to last about six (6) having commenced 15th December 2016.
This exercise was necessitated by a directive by the Head of Public Service that all Ministries improve the status of storage and access to old records. It is against this background Dr. Ibrahim Mohammed, the Principal Secretary, Ministry of Mining constituted an internal committee to plan and undertake the exercise in collaboration with a the Kenya National Archives and Documentation Service.
Some of the documents, those of the 1900’s are in tartars and are being restored by the Kenya National Archives, scanned and conserved as data for the Sector as they contain critical information that is of great value not only to the Ministry, but the Mining Sector as a whole.
There are over 2,390 files which have so far been identified for permanent preservation and have since been digitized and concereved for safe storage, whilst out of about 3150 files identified for retention only 350 have been scanned and digitized.
The Kenya National Archives and Documentation Service (KNADS) provided a team of six technical officers and 16 Casuals, while the Ministry provided adequate personnel to assist in the dusting and listing of the records. In total, the team consists of over 50 people carrying out the following tasks:
The work is being undertaken in two stages as follows:-
- Sorting, appraising and processing of all old physical files and documents.
- Scanning and digitizing of documents selected for preservation or retention.
So far 20,127 files and documents have appraised and selected according to the table below:-
|Category||Number of files|
|Human Resource (Personal) files||964|
This exercise has exposed the need tofuther build capcaities in records management skills to safe gaurd and store data which form an integral part of the Ministry at the Mining Sector. Non-recordeds materilas should be seperated from valuable data for ease of retrival and space.Similarly, the digitization has facilitaed the restoration of documents that where hirthto rendered useless due to defacing as a result of age and poor storage. It has also given life to documnats and record that were ‘dead’from this excersice, it is prudent that the Ministry embaces fully morden filiing methods andf indexing that are quick and save on space that is digitization and conservation of records and discard outdated filing systems which are tedious, cumbersome occcupy alot of space and are difficult to revtrive.With digitization, large old maps were appraised, scanned and concerved in flash disks .
It thus prdent that an appropriate Electronic Document and Records Management System (EDRMS)is procured and installed for storing, searching and rendering the already digitized records. This will ensure that only digital copies are used while the original records are secured and only accessed in exceptional circumstances. This mahine will greatly expedite the processing of storing nad reteving data, includng maps