Preamble: Tangaza University College (TUC) in collaboration with the Jesuit Historical Institute in Africa (JHIA) was privileged to host the 2nd Librarians Gathering themed A Knowledge-Sharing Forum for Christian Libraries and Archives that was held on the 24th of November 2023. The turnout was very impressive with at least eleven (11) institutions in attendance, specifically: Tangaza University College (TUC), Jesuit Historical Institute in Africa (JHIA), St. Paul’s University, Catholic University of Eastern Africa (CUEA), Hekima University College (HUC), Pan African Christian (PAC) University, Nairobi Archdiocese Archives at Holy Family Basilica, Adventist University of Africa (AUA), Kenya National Library Services (KNLS), AGS Records Management and Africa International University (AIU). The motivation of the gathering was to foster a ground for knowledge sharing and interaction among Christian libraries, archives, and other related organizations. The session was moderated by Ms. Josleen Rutere Karambu of Pan African Christian University who gave a little background of how the librarians’ gathering came about.
Welcome Address: The TUC Chief Librarian, Ms. Ndinda Mutia, welcomed guests and offered a prayer. On behalf of the university administration, it was an honor for Vice Chancellor TUC, Rev. Professor Patrick Mwania, to address the attendees in an inaugural speech. He expressed his wish to see the forum develop into a noble cause that results in the active exchange of information and resources between individuals and organizations, enhancing the end users’ knowledge base. As he concluded, the lecturer inspired the audience with these astute remarks. “We change lives, educate minds, and touch hearts.”
Dr. Alloys Ojore, a faculty member at TUC’s Institute of Social Transformation, the chair of the library committee, and coordinator of masters programs in Social transformations also admitted that he was quite impressed with the participation of several Christian colleges, especially his alma mater, Hekima University College – Institute of Peace Studies and International Relations (HIPSIR). Dr. Ojore was able to provide a succinct overview of Tangaza University College’s past. The Professor emphasized the significance of history by stating that “History shakes the future and influences the present.” In his lecture, he joyfully disclosed that, because of the concentration of religious formation houses and institutions surrounding it, Karen, the location of TUC, is regarded as a mini Vatican sanctuary in Nairobi.
AGS Records Management, a French company that handles relocations, removals, and records management, was part of this strong team of librarians and archivists. They have worked with a variety of private organizations and institutions, including universities, to digitize collections, restore worn-out collections, and help these institutions create an infrastructure that makes it simple for them to share digitized information. Among the materials being digitalized are prints, 3Ds, monuments, and artifacts. They are also experts in the areas of records and audit management. AGS will be useful as partners or consultants for training and digitization work to give solutions to most problems, according to Ms. Clare Wachira, an expert in records management and business development executive at AGS. Additionally, because of their connections to organizations like the French Chamber of Commerce and UNESCO, they can link institutions to viable funding depending on the project.
Furthermore, the KNLS entered this field as a resource institution whose primary function is to preserve national imprints, such as works written by or about Kenyans. Ms. Esther Odanga an ICT Officer at KNLS gave participants an explanation of the services provided by the national library, stating that it is the only organization authorized by Kenyan law to provide publishers and writers with International Standard Book Numbers (ISBN). For preservation and archiving purposes, they also accept two copies of legal deposits of any title or publication written and produced in Kenya. It is also mandated to do the Kenya National Bibliographic Documentation (KNBD) where metadata of all titles deposited are collected.
Before the exit of immediate former President His Excellency Uhuru Muigai Kenyatta, he gave out a state assignment to the National Library in which they were required to come up with a virtual library that is now open to the public. Members can log in and access virtual services which comprise of three tools namely: Data Centre (clouding, storage, and systems installation), Digitization Centre (lab) which takes care of the conversion of print to digital formats and eventually preparing documents to acceptable formats suitable for access using any electronic devices. The last one is the Vtabu platform where the public can access all books that have been digitized. Authors who partner with this initiative have a reason to smile because it is a space to generate income and also create publicity for their literary works.
Archiving Address: Ms. Sophie Chebet was the Archiving address of the day. Her sharing was on record management, archiving work, and records management compliance audit at TUC. The presentation was very articulate because the Tangaza archive was used as a model to exhibit to participants many ways in which a library or an archive can be transformed. The speaker emphasized that with a request and directive to the middle management or the entire staff describing the objective of the inventory and mandating the cooperation of everyone concerned with a written directive, all departments will distinguish that recorded inventory is a sanctioned project with an important purpose in an organization and therefore the top management in a given institution would be able to respond with appropriate support measures.
It was also illustrious that before any inventory is begun, it is significant to communicate plans to management and staff by sending out a memo to all personnel who are involved. Besides explain the project telling them when the inventory will begin and how it will affect other work in process. Below was her parting shot. “If you can’t measure it – You can’t manage it” – Peter Drucker.
Acknowledgments: We wrap it up by thanking all participants who honored our invitation in a very diminutive notice to register their presence at the 2nd Librarians’ gathering. For those who did not find time to attend for one reason or another, there’s always a next time and your apologies were well received. The management of Tangaza University College, thank you for facilitating and giving the Librarians and Archivists a space to conduct their business. More so, by enabling your library/archives staff with resources to plan effectively for the event which was a success, without your goodwill this would not have been realized. We extend special gratitude to the Vice Chancellor, Professor Mwania, for making time in his hectic schedule to address the audience; to Dr. Alloys Ojore, who spoke on behalf of Tangaza Management and Faculty; to Dr. Jean Luc Enyegue and Prof. Kyama Mugambi, who unfortunately could not attend; and to Fr. Francis Aziza of Hekima University College, who attended and actively participated in the forum.
The Way of Proceeding Forward
- It was decided that for members to feel the discussion in real-time, benchmarking in an established archive with a professional and a policy in place was necessary.
- Members believe that before we could map out our course of action, it was crucial to first identify the requirements, and evaluations and then take our time formalizing the structures of archivists and librarians.
- It was proposed that to create a robust archive hub for theological researchers, Tangaza University College should begin considering how to work with nearby congregations and also integrate Archiving Studies into their curriculum.
- It was observed that to move forward, we must include stakeholders and facilitators such as the Commission for University Education (CUE).
- Periodic meetings at least once a Semester are crucial.
- The next meeting will be held on March the 22nd 2024 with St. Paul’s University and Archdiocese of Nairobi Archives proposed as the hosts. To confirm by January 2024.
- AGS proposed to host the members before the next gathering for a tour of their archives as an introduction to the team on the basics of archiving.
- The top management of institutions should invite guest trainers/ experts to conduct in-house training of Librarians and Archivists to have them know what is happening around them and in this case, there would be no resistance/sabotage to their seniors because they will feel the spirit of inclusion. This can be done through webinars or even on-site forums.
Conclusion: Mr. Paul Okoth, a Librarian at TUC gave a closing remark and prayer followed by lunch, a mini tour of the Archive that was guided by Ms. Olive Nyakundi, and a group photograph before the gathering dispersed. The next meeting will be held next year on March the 22nd 2024 with St. Paul’s and the Arch Diocese of Nairobi Archives proposed as the hosts.
“Needs Assessment for Setting Up an Archive” will be the topic of discussion. The Subcommittee, which currently consists of Ndinda Mutia, Sophie Chebet (TUC), and Joyleen Rutere (PAC), is still in place.
