Obstacles in the project (2018–2021) of digitising archival records (1921–2019) of enduring value at the University of Fort Hare

Abstract

Background: The digitisation of archival records is essential for the preservation of and enhanced access to heritage collections. However, universities, including the University of Fort Hare (UFH), face significant challenges in sustaining effective digitisation initiatives.
Objectives: This study examined the challenges faced in the 2018–2021 project of digitising the archival records of enduring value (1921–2019) at the UFH, focusing on historical records of key university committees such as the Council, Senate, and Audit Committee.
Method: A qualitative interpretive case study design approach was adopted for this study. Data were collected through purposive sampling, using semi-structured interviews with seven participants involved in the project. Observations and document analysis were used to support data triangulation. The study was guided by the Records Continuum Model and the Digital Preservation Triad (DPT).
Results: Of the total of 2254 UFH administrative record folders assessed, only 1693 (75%) records were ready for digitisation.
Conclusion: The project encountered major challenges, including a lack of policy, inadequate resources, and persistent budgetary constraints.
Contribution: The study provides senior management with empirical evidence regarding the need to design and implement strong policies, digitisation standards such as the Open Archival Information System reference model, budget, and partnerships in support of successful archival digitisation.