Status of digitization process in selected institutions of Ethiopia: A baseline stakeholders’ analysis survey report

Abstract

The survey paper made an effort to analyze the status of digitization process in selected institutions of Addis Ababa city, Ethiopia, February 2009. The focal objective of the survey was to identify the scope, current practices, development endeavors and future considerations of digitization of records or archival materials in Ethiopian organizations. Data was collected from selected 27 (90%) institutions and analyzed. The study applied survey method using instruments like questionnaire and literature study. In the process of identifying the status, progress, prospects and challenges to digitization and form the basis of providing future roadmap to successful execution of digitization projects, the result of the survey uncovered that there are gaps contributing to compromised digitization activities, questioning its futurity. It has also confirmed findings that uncertain needs, lack of awareness, unproved project executions, resistance to transition from traditional systems, intellectual property issues, the impact of organizational dynamics, the failure of organizations to gear up digitization projects, resources inadequacy, poor long-term planning, the need for management systems, unanticipated costs of technology resources, difficulties in moving into an international arena, lack of clarity in interpreting the digital world and the like are factors affecting the digitization issues in the country. Let alone digitization of records, records/archives of originals lack clearly defined preservation management system. More than half 16 (59%) of surveyed institutions reported that there is no mechanism yet implemented for original record preservation management. Nonetheless, an in-house digitization initiative of records/archive services was the most likely, positively considered future option by the largest number of institutions 24 (88.8%) and from which 14 (51.8%) believed that original record/archives preservation is one of the major criteria and driving force for digitization. Original record/archives digitization should be supported by a defined standard that ensures access, retrieval, interoperability and preservation. In this regard only 10 (37%) institutions of the survey expresses that they did take digitization standard into account and the rest have got no idea about the need for the standard itself. All in-house implementations were conducted exclusive of guidelines; accordingly 20 (74%) respondents confirmed that their digitization activities are on the way in the absence of implementation guideline. Moreover, Ethiopian records/archives digitization efforts are moving forward with out national strategy.

Challenges of digitization of the National Archives of Nigeria

“…Adoption of modern archival technologies like digitization of its collection is vital to achieving the objectives of the National Archives of Nigeria. Despite the fact that digitization of the archives is capable of improving access to and preservation of records (Matusiak and Johnston, 2014;Astle and Muir, 2002;Hamooya and Njobvu, 2009;Bayissa, Ketema and Birhanu, 2010), the establishment has not recorded much progress in the digitization of the collection. Based on this background, this study examined the challenges and prospects of digitizing the collection of the Department of National Archives, Ibadan, Nigeria.…”

“…Previous studies supporting digitization pointed out that one of the main reasons for digitizing archival materials is to reduce handling and use of fragile and heavily used originals (Hamooya and Njobvu, 2009;Bayissa, Ketema and Birhanu, 2010;Sigauke and Nengomasha, 2011) However, other studies, such as those by Smith (1999), Gertz (2007) and Kleifeld (2010), have argued against digitization as a preservation method. Smith (1999) emphasized that it provides a lot of access to materials but is not yet a preservation method.…”

“…Digitization, which generally involves developing a digital surrogate of unique and fragile archival materials, prevents the original from damage caused by frequent handling of materials. The creation and use of digital materials is capable of reducing the wear and tear which are usually caused in the process of handling old or fragile materials; this is done with the hope of extending the lifespan of the original (Jones, 2001) Other advantages of digitization are in the areas of administration, education and research (Asogwa, 2011), improved access (Mutula, 2014;Asogwa, 2011;Bashiru, 2010), facilitation of legal and judicial processes (IRMT, 2002), and preservation (Akintunde and Anjo, 2012; Astle and Muir, 2002;Bayissa, Ketema and Birhanu, 2010); British Library, 2012), among others. A collaborative digitization project between academic institutions in different parts of the world is capable of increasing the scholarly value of source materials, thereby enhancing education (Asogwa, 2011).…”

Cultural Heritage Digitization: Challenges and Opportunities

“…as the national libraries and archive agency of Ethiopia proclamation no. 179/1999 stated, the collection of historical documents, cultural heritages, audio and video recording, pictorial or photograph representation, manuscripts, microfiche and other records should be managed with the help of digital technology and promoting the services to broader audience is very necessary [5]. In literatures surveys, various benefits of digitization have been identified for cultural heritages.…”