6. Chapter 6: Summary of Findings, Conclusions and Recommendations
6.5 Recommendations
As the conclusions above attest, it is evident that preservation of and access to the records at the KZN Archives could be improved in a number of respects and it is with this in mind that the recommendations below are made. Once again, the research questions that guided the purpose of the study will be used as a basis for the recommendations.
What are the policies that are followed to preserve records in the KZN Archives?
It is recommended that the KZN Archives should develop a preservation policy so that it will guide them when implementing preservation practices to ensure good preservation methods. In addition, given the importance of preservation, the KZN Archives should consider including preservation in its mission statement to create, together with policy, a foundation for preservation.
What are activities used to prolong the existence of records?
The following recommendation is taken directly from Plume (2000:10):
“It is recommended that the stack rooms should be cleaned on a regular basis using a vacuum cleaner, which sucks up the dust rather than re-circulating it. Good housekeeping and maintenance of optimal storage conditions would help prevent the breeding of pests even in future. The practice of using insect repellents such as naphthalene bricks, dry neem leaves and camphor tablets tied in muslin bags could keep the pests away. The staff needs to be observant about checking new materials for signs of insects and if necessary, items should be treated before they are integrated with the existing collection” (Plume 2000:10).
It is also recommended that there should be more space for shelving and storage of records. Lights need to be fitted with ultraviolet (UV) filters in order to avoid damage caused by the light on records.
How well trained is the staff concerning the preservation of records?
It is recommended that the staff of the KZN Archives need on-going training and assistance through workshops, seminars and conference attendance. As Ekwelem (2011:4) points out “All staff should receive training in preservation, to ensure that each person understands, and is committed to, the preservation programme”. In terms of training, the KZN Archives can also involve professional associations such as the South African Society of Archivists (SASA), ESARBICA and the Library and Information Association of South Africa (LIASA) to train staff, in-house. To add force to the training and underscore the importance of preservation, preservation should be made part of each employee's job description. It is acknowledged that successful training can only be accomplished with adequate finances being made available and the need for such is pointed to below.
What measures are taken to ensure disaster preparedness and security of records?
It is recommended that the KZN Archive needs to draw up a disaster plan to work out a programme with concrete goals, identifiable resources and a schedule of activities for eliminating as many risks as possible. Apart from drawing up a plan, the staff need to be trained to implement the plan and to be prepared for any type of disaster, especially water disasters, which are the most common. This would help to reduce the effects of the disaster, by having the staff respond well to the situation by salvaging materials and handling them properly. Security can be improved by reminding and encouraging the security personnel to be more cautious and by making them understand the value of the cultural heritage.
How adequate is the KZN Archives building for the purposes of preserving records?
While the environment of the stack rooms is monitored, more could be done this regard.
It is recommended that data loggers, thermo-hydrographs and similar instruments need to be bought and staff need to be trained how to use them in monitoring the environment. The fluorescent lights should be covered with UV filters and staff should switch off the lights when the stacks are not being used. Natural light through the windows should be blocked out using UV filter film or even curtains, blinds or shades. The HVAC system should be serviced at least twice a year not once a year.
What ways are used to ensure that records are accessible to the public?
While it is evident that archival staff ensure that records are open and accessible to the public, it is a reality that many people, who may well benefit from having access to the Archives, do not do so because of distances involved.
It is recommended that the KwaZulu-Natal Archives give serious consideration to digitizing the records housed and making such records available online. Access for people who cannot physically come to the Archives would then be possible (assuming they have the necessary resources to do so). In addition, the Archives will, in practice, be available 24/7 for people to access.
To what extent is the KZN Archives accessible to people with disabilities?
It is recommended that the Durban and Ulundi branches of the KZN Archives should consider installing a lift so that they will be accessible to people who use wheel chairs.
How do the KZN Archives ensure that records are accessible fairly and equally by the public?
According to the findings, the KZN Archives is accessible fairly and equally by the public.
However, it is recommended that this principle should always be at the forefront and emphasized to both the staff and users to ensure that no discrimination and inequality will take place even in the future.