MAKERERE UNIVERSITY

COLLEGE OF COMPUTING AND INFORMATION SCIENCES

LECTURER: MISS.NAMUJJUZI SYLIVIA
BRM: 3103: PRESERVATION AND CONSERVATION
GROUP COURSE WORK
NAME: REG:NO STUD:NO

JAALA JOSEPH 17/U/4210/EVE 217004819

AFOYOMUNGU PATRICIA 18/U/27094/EVE 180072094

NAMAYITO JANET 17/U/8135/EVE 21701370

NAMUTEBI FARIDAH 17/U/8430/EVE 217013906

NAMUJJUZI SHIFRAH 17/U/8343/EVE 21701343

ARINDWAMUKAMA ROBINSON 17/U/2939/EVE 217012398

SSEKAALATA JULIUS 17/U/10119/EVE 217015174

KATO LAURENCE 17/U/4817/EVE 217009392

NAMULEME JULIET 17/U/8363/EVE 217006542

LUTTAMAGUZI EZRA 17/U/5802/EVE 217017503

NAMMUSANGA CHRISTINE 17/U/8402/EVE 217016884

ACHERO JOSEPHINE 17/U/2034/EVE 217002690

NAKAFFERO PROSSY 17/U/15186/EVE 217005063

KAVUMA ISAAC ZACCHEAUS 17/U/13268/EVE 217008070

NAMUKWAYA CHRISTINE 17/U/8355/EVE 21701014

QN.(3).Basing on your internship observation, identify four ways that archival information
materials are/were stored or handled in your institution that may pose a hazard to the materials.
What steps could you take to reduce the danger?

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After the records have gone under judgment from the last stage of records lifecycle,
records with a continuing value are kept in the archival institutions, and these are the
archival information materials, but since these archival material are referred to once a
while archival institutions tend to be reluctant when it comes to these records and the
following are some of the ways that archival information materials are/were stored or
handled in your institution that may pose a hazard to the materials.

Tying and piling of files and other archival material in heaps, this is one of the common
activity in most archival institutions where files or records are tied up in heaps and then dumped
in the archival room/institution, with time since these files or materials are rarely referred to the
can accumulate dust and as they are being tied up together acid and non-acidic paper material are
tied up together, due to chemical reactions these could affect the physical appearance of the
material, tear and wear the materials reducing the quality of the records at large, this is hazardous
activity to the archival materials.

Dumping of the archival materials on the floor in the archives room, when these records are
arranged in heaps they are not organized in the right order since they keep on accumulating in
the archival room, keeping these material on bear floor, exposes the material to the risks of mold,
water, dirt and dust and so on, these will directly affect the quality of the records, lead to its
detoriation and at alter age the destruction of the record completely.

Storing of archival materials in metallic file cabinets , and on top of that they were
excessively pilled to the maximum, metallic file cabinets can easily rust when in contact with
water or moisture, this rust can easily affect the color, physical appearance and the life span on
the record. The rusted metallic cabinets are not only a problem to the records but they can also
cause fatal injuries to the record officers that may attempt to retrieve these records for use.

Lack of guidelines that should be followed by the officers and the users, the institution
lacked guidelines on how the records should be handled in the archival room more especially to
the internship students, this possess to be a great risk as the intern students would just dump the
records back in the storage room, the retrieved records could be misfiled, misplaced and even
lost, since there lacked a proper criteria to be followed when dealing with the records.

Onsite storage of records, this refers to an organization deciding to keep its records at the
organization itself, this activity is hazardous to a particular extent as employees will be reluctant
with the organizations archives as they tend to refer to them as being outdated, yet they are of
great value. This is not the case with offsite. When employees become reluctant with the
organizations records they tend to accumulate dust, grow mold, and change color and so on.

The following are some steps could you take to reduce the dangers.

Switching to the Cloud Storage, this can be achieved by scanning the records and then resort to
cloud storage services which are flexible and convenient. There is a huge trend towards using

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cloud storage because files stored in the cloud are easily accessible from anywhere, and storage
options can easily be increased as organization grows.

Use of a DMS, if you manage digital files, a document management system is a framework
within which you can better organize your files to meet your business needs. With features that
help you name, sort, organize code, retrieve, share, and secure your files, a DMS will help you
manage a large volume of digital files simply and safely.

Store Records Offsite, if you company still handles physical paperwork, offsite storage services
free up precious office space. Store records that need to be kept but not frequently accessed at an
offsite facility. Facility storage space costs less than in-office storage space, and they are secure,
climate controlled, and can deliver your files whenever you need them.

Use of wooden shelves and filing cabinets, this can save the archival material from the rust and
the dumpness of the storage room, instead of pilling tied records in heaps and dump them in the
storage room they can be arranged in the shelves with proper guidelines and reference materials
to access these materials