Presevation

Preservation Unit is tasked with the purpose of preserving the archival collections in various format in the National Archives of Namibia holdings which form part of the national documentary heritage: for posterity and value, to facilitate access, and to protect NAN’s valuable collections from risks such as, but not limited to deterioration, damage, loss, corruption or obsolescence.

The unit is responsible to acquire, arrange, organize and process the valuable archival materials from the government offices and private entities/individuals. There are twelve repositories/ storage areas holding records of over nine kilometers in linear meters.

The unit is also liable for restoration of records to usable state and repair documents which would have been affected by physical agents.

The unit is also tasked with the digitization of archival records which are frequently consulted and those in fragile condition to prevent them from excessive damage or deterioration.

Repository Management

The section is charged with the responsibility of appraisal, arrangement, organization, boxing and custody of public and private records. This includes records from Government Offices/Ministries, Agencies/State Owned Enterprises formed by an Act of Parliament, and private persons including Church records. The records are those deemed to have historical, financial, legal, and administrative or research value.

Transfering/Donating of records form government offices, Ministries, Agencies (O/M/A) to the national archives of Namibia.

• Engage with the Head of Archives to arrange the Transfer/Donation of records to the Archives
• Transfer records already processed from the records generating institution (O/M/A)
• The records should be well packaged in standard archival boxes with clear label indicating the provenance, code allocated to the provenance, box number and the series/references of the files contained in the box
• Receive the consignment of the transfer alongside with the Transfer List/ a descriptive lists of the records and conduct the accessioning on the transfer to counter-check what has been received against a descriptive list.
• Allocate space to records received in the stackroom
• Arrange the boxes in the allocated space in the stackroom
• Indicate the location of the consignment on the descriptive lists provided
• Register the received provenance in the Archiv/ accession register
• Hand over the descriptive lists/Transfer list to the Research, Information and Publication.
• The transfer list will be used as a Finding aid.
• Update the stackroom list, List of Archivalia and Accession register.

Digitalization

This section is charged with the digitization of paper archives (documents, small A4 maps, photographs, publications and books) as well as the microfilm within the National Archives of Namibia repository to create digital collections and cease the usage of original paper archives. The section is equipped with two scanners (paper records and microfilm) which perform digitization for the Archives and by user’s request.

The section identify the records to be digitized and prepare the records for digitization, this involves:

• Ensuring that all records to be digitized are in their respective boxes.
• Remove the staple pins, clippers etc...
• Tracing all the missing files during the digitization process.
• Verify the scanned records to ensure that filing has done correctly and records are in their correct archival boxes.
• Save the records in the digitization computer
• Return the records back in the repository and shelve it on it is appropriate location.

Restoration of Archival Materials

The National Archives of Namibia Restoration facility was launched on 9^th February 2023 to primarily focus on preserving and repairing endangered paper archival materials. The section restore maps, make file protective covers, bind books and finding aids. The section also offers training and practical in restorations for University students undertaking studies in Information Science and History as well as officials from the Government Ministries and State owned Enterprise.

The Main Activities of the Restoration Facility Involves

• Restoring damaged records
• Surface cleaning of the records prior to restoration
• Dismantling and removal of fasteners and tapes on the records
• Full pasting of glue on the records
• Minor and major repairs on paper records
• Preparation of chemicals for repair using wealth starch and Laponite Magnesium
• Binding diversified materials
• Soft cover binding for finding aids
• Provision of professional advice on restoration of public records at national and regional levels.
• Training students on attachment on restoration
• Advise students in School and Universities on restoration
• Advise archival institutions regionally on restoration