Assessing Needs, Conditions and Challenges of Establishing Public University Archives in Tanzania

Abstract

This study assessed the necessity for establishing university archives in the selected public universities in Tanzania. The study was guided by four research questions and Archival Theory, focusing on two main concepts: the Records Life Cycle and the Records Continuum Model. A mixed method with a convergent design was employed.  A total of 223 participants were selected combining convenient (200) and purposive sampling (23) to ensure the collection of rich and relevant data. Data were analyzed concurrently using Excel as well as thematic analysis for quantitative and qualitative insights respectively. The findings revealed strong support for the establishment of public university archives, with a preference for a hybrid model combining physical and digital records. Key categories of records identified for archiving included faculty publications such as research papers, theses and dissertations, enrollment statistics, student transcripts and program review reports. The study also highlighted the benefits of public university archives, including improved accessibility to institutional records, enhanced decision-making and support for academic and administrative functions. However, it was found that several challenges hinder their establishment, including inadequate funding, low awareness and technological limitations. The study recommends that university management should allocate sufficient resources for digital infrastructures, raise awareness about the importance of archives and implement appropriate policies to support their long-term sustainability. Addressing these challenges will enhance access to archival materials for current and future generations.

Keywords: university archives, archival theory, records management, digital preservation, institutional memory, information accessibility

DOI: 10.7176/JEP/16-6-07

Publication date: June 30^th 2025