Ingesting digital archives into long-term storage system through free open-source software in South Africa
| Date | 26 September 2024 |
| Pages | 25-33 |
| DOI | https://doi.org/10.1108/CC-02-2024-0003 |
| Published date | 26 September 2024 |
| Subject Matter | Library & information science,Collection building & management |
| Author | Mahlatse Moses Shekgola,Mpho Ngoepe |
Ingesting digital archives into long-term
storage system through free open-source
software in South Africa
Mahlatse Moses Shekgola
Department of Information Science, University of South Africa –Muckleneuk Campus, Pretoria, South Africa, and
Mpho Ngoepe
Department of Information Science, University of South Africa College of Human Sciences, Pretoria, South Africa
Abstract
Purpose –In South Africa, public institutions face challenges in transitioning their digital records to trusted digital repositories due to a deficiency in
skills, infrastructure and systems. Free and open-source software (FOSS) presents a viable solution for facilitating the transfer of digital archives for
permanent preservation. Despite the existence of FOSS policy in South Africa, the public sector has yet to fully use it to engage in the development
and implementation of products for records management and archive preservation using open-source software. This study aims to explore the
ingestion of digital archives into an approved long-term storage system through FOSS in South Africa with the view of developing a framework.
Design/methodology/approach –The study adopted a qualitative research approach to collect data through interviews with purposive ly selected
participants (records managers, archivists and IT officials) from national government departments that have implemented records management
systems for digital curation of archives, as well as the National Archives and Records Services of South Africa (NARSSA), which regulates archives
and records management, and the State Information Technology Agency, which regulates information technology in government.
Findings –The findings of the study suggest that the systematic transfer of digital materials from public entities to NARSSA, as required by statute,
has not taken place.
Research limitations/implications –The study specifically targeted national government departments that have implemented digital archives and
records management systems. Consequently, perspectives from departments that have not implemented these solutions were excluded.
Originality/value –A framework is proposed for the transfer of digital archives, using interoperable FOSS, from government agencies responsible
for records management to NARSSA for archival preservation. This framework, it is hoped, will faci litate infrastructure and skills development in the
management of records and preservation of archives through open platforms.
Keywords Digital repository, FOSS, Proprietary software, Security, Interoperability, Digital records
Paper type Research paper
Introduction and background to the study
The persistent lack of infrastructure for preserving digital
archives by NARSSA has left public entities that have adopted
electronic records management systems in a quandary, unsure
of how to handle records of enduring value that should be
transferred to archival repositories. As Katuu (2012) points
out, valuable records are prone to damage, loss and
degradation over time due to insufficient capacity, security
measures, skills and technology, among other factors, for their
preservation. In a countrywith a free and open-source software
(FOSS) policy, public entities should seise the opportunity to
develop their own infrastructure, which would also fosterlocal
skills. As a result, FOSS can provideboth creating agencies and
archival institutions with the necessary technology and
infrastructure for transferring digital records of lasting value to
archival custody in accordance with legal requirements.
Notably, FOSS technology and infrastructure may prove
indispensable for NARSSA, which grapples with reliable tools
for the transfer and preservation of digital archives (Ngoepe,
2017). NARSSA’s records system caters to two types of
records, as outlined by Ngoepe (2017): those slated for
destruction after a specified period, typically within 20years,
and those with enduring value necessitating permanent
preservation in archival repositories after two decades. This
mandate, as Ngoepe and Kenosi (2022) assert, aligns with
Jenkinson’s primary andsecondary roles of archivists regarding
records. In the primary role, records are managed within
creating agencies, while in the secondary role, those with
The current issue and full text archiveof this journal is available on Emerald
Insight at: https://www.emerald.com/insight/2514-9326.htm
Collection and Curation
44/1 (2025) 25–33
Emerald Publishing Limited [ISSN 2514-9326]
[DOI 10.1108/CC-02-2024-0003]
© Mahlatse Moses Shekgola and Mpho Ngoepe. Published by Emeral d
Publishing Limited. This article is published under the Creative
Commons Attribution (CC BY 4.0) license. Anyone may reproduce,
distribute, translate and create derivative works of this article (for both
commercial and non-commercial purposes), subject to full attribution to
the original publication and authors. The full termsof this license may be
seen at http://creativecommons.org/licences/by/4.0/legalcode
Received 13 February 2024
Revised 23 April 2024
Accepted 23 April 2024
25
Get this document and AI-powered insights with a free trial of vLex and Vincent AI
Get Started for FreeStart Your Free Trial of vLex and Vincent AI, Your Precision-Engineered Legal Assistant
-
Access comprehensive legal content with no limitations across vLex's unparalleled global legal database
-
Build stronger arguments with verified citations and CERT citator that tracks case history and precedential strength
-
Transform your legal research from hours to minutes with Vincent AI's intelligent search and analysis capabilities
-
Elevate your practice by focusing your expertise where it matters most while Vincent handles the heavy lifting
Start Your Free Trial of vLex and Vincent AI, Your Precision-Engineered Legal Assistant
-
Access comprehensive legal content with no limitations across vLex's unparalleled global legal database
-
Build stronger arguments with verified citations and CERT citator that tracks case history and precedential strength
-
Transform your legal research from hours to minutes with Vincent AI's intelligent search and analysis capabilities
-
Elevate your practice by focusing your expertise where it matters most while Vincent handles the heavy lifting
Start Your Free Trial of vLex and Vincent AI, Your Precision-Engineered Legal Assistant
-
Access comprehensive legal content with no limitations across vLex's unparalleled global legal database
-
Build stronger arguments with verified citations and CERT citator that tracks case history and precedential strength
-
Transform your legal research from hours to minutes with Vincent AI's intelligent search and analysis capabilities
-
Elevate your practice by focusing your expertise where it matters most while Vincent handles the heavy lifting
Start Your Free Trial of vLex and Vincent AI, Your Precision-Engineered Legal Assistant
-
Access comprehensive legal content with no limitations across vLex's unparalleled global legal database
-
Build stronger arguments with verified citations and CERT citator that tracks case history and precedential strength
-
Transform your legal research from hours to minutes with Vincent AI's intelligent search and analysis capabilities
-
Elevate your practice by focusing your expertise where it matters most while Vincent handles the heavy lifting
Start Your Free Trial of vLex and Vincent AI, Your Precision-Engineered Legal Assistant
-
Access comprehensive legal content with no limitations across vLex's unparalleled global legal database
-
Build stronger arguments with verified citations and CERT citator that tracks case history and precedential strength
-
Transform your legal research from hours to minutes with Vincent AI's intelligent search and analysis capabilities
-
Elevate your practice by focusing your expertise where it matters most while Vincent handles the heavy lifting
