CHAPTER ONE

   INTRODUCTION

1.1 BACKGROUND TO THE STUDY

Historian Enrst Posner (German Historian and Archaeologist), argued that the Sumerians (Ancient Mesopotamians), modern-day Iraq ran the very first archives sometimes in 4000BC and 3000BCE, in book titled “ Archives in the Ancient World” (1972). They developed the writing called cuneiform which was one of the first writing systems. It was used for record-keeping, literature, and administration.  Archives in China are also believed to be very old and their data storage mediums were inscribed on tortoise shells, and bones. These hard copy documents held religious and administrative information. By 700BC stones, silks, or bamboo-based tablets held records in secured save buildings, what at that time was considered classified military documents .Source: Soutrons Global (2021) “Archival Records”.

Conservation efforts, falls on the physical and digital preservation of these archival records. Techniques of the Collection, Management and Conservation of Archival Records may include, environmental control, proper storage solutions and restoration practices to prevent deterioration due to age, misused or environmental factors .Digital In fact, the word archives came from the Greek word Archeion or the office of the Archon,{the magistrate that stores records}. In addition the Latin word Archivum, also donated the residence of the magistrate and the location of legal and administrative records. Soutrons Global (2019) “A History of Archives”. 

The term archives which also specify the body of records extracted from the French, and it is similarly used in most Europeans and American countries. The term records or records offices are mostly used in England and British Common Wealth Countries. The Institution of Archives or Archival Administration was established in France. In 1789, the Archives Nationales was established in France after the French Revolution. And in 1796 the Archives Department was established. They passed a law setting out their role and creating a central depository for the National Archives. This law set out three which still apply not only in France but also in countries that have emulated this mode Robert Lewis (2021) “ARCHIVES.”These models are;

• The centralization of National Archives
• Free public access and,
• The need for a national Archives network.

The concept of archives is as old as creation itself. Archives are considered the memory of a people, this lies in their role in preserving historical, cultural, administrative, and legal information that is vital for the community development, cultural identity and governance. Archival records in Cameroon in general and RLAs in particular ( Idenau Council), are essential for the preservation of history, supporting local governance, protecting rights and fostering research and education. They contribute to the continuity of local governance and legal systems, ensuring that valuable information is available for present and future generations. They stand out as the fundamental corner stone of a people’s development and history. The importance of archives can be reflected in several ways and these include its importance for the efficient management of our lives, organizations, and government affairs and research. But archival records are often undervalued and ignored or misunderstood, as it was sampled by Dr. Esther Olembe, (2022) during the “International Day of Archives” which comes up every 9^th June, people revealed that they see archives as some old dusty unused or out-dated papers piled on the corridors and basements of government departments and organizations with no right to be managed. This view in Cameroon reflect, that generally archives are not equipped with necessary preservation policies and conservation tools, infrastructure, facilities, equipment and staff to effectively and efficiently manage the archives. The collection, management and conservation of archival records in the Regional and Local Authorities (RLAs), are vital processes that ensure the preservation, accessibility, and integrity of historical documents. These records which must include: governmental, legal and cultural materials serve as essential resources for research, public accountability, heritage and preservation.

The Regional and Local Authorities generate documents, as they carry out their activities and duties with various stake-holders, for the socio-economic development in their municipalities. These documents are useful for research, transparency, accountability and references. The importance of these documents (records), in RLAs is the reason that section 2(3) of the Cameroon law no. 2000/010 of December 2000 regulating the organization and functioning of archival activities in Cameroon. This makes it clear that councils’ archives like those of the State agencies, Public Establishments, Public and Private Enterprises form an integral part of the national cultural heritage and . It is very vital for the RLAs to respect the law on archival managements.

   In RLAs collaboration with community stake holders, adherence to legal frameworks and investment in training for staff are essential for effective management and conservation of archival records. By prioritizing these efforts, local authorities can safe guard their archival records for future generations, supporting historical research and promoting community identity.

         As public service institutions, the RLAs have an autonomous management of their activities and thus, have the obligations to keep track and trace of their management records. Given the importance attached to archives by law (Law No. 2000/010 of 19 December 2000) to regulate archives in Cameroon. This law governs the keeping of records in Cameroon. In this capacity, it defined the legal framework for preserving records, distinguish between public and private records, seek to foster the constitution and preservation our collective memory, encourage the organized and careful preservation of records as our national cultural heritage, Section 1, of Law No. 2000/010 of 19 December, 2000. It is thus imperative to put an emphasis on the collection, management and conservation of archival records.              

    In Cameroon, archival records have traditionally been stored using various materials reflecting both colonial and local custom practices. These Materials include: shells, bones, carving stones, bark cloths, wooden tablets and boxes, oral traditions. And recently: archival boxes, acid-free paper and digital preservation. Archival records in Cameroon have a very rich and complex history. This was shape by colonial past and diverse cultural heritage. The management and preservation of these records are very vital for the understanding of Cameroon’s political, social and economic development.                                                   

Cameroon was colonized in the 19^TH century by Germany and she established administrative system and book keeping practices. The territory was divided between Britain and France after World War One (WW1). This brought complication in archival practices. Each Colonial Master had to implement its own method of preserving records, documents, landownership and local customs. After gaining independence, in 1960- 1961, Cameroon faced a huge challenge of integrating these two systems. The newly established government saw the importance of preserving the historical documents for national identity and accountability. This led to the creation of National Archives. In 1973, Decree No. 73/1 of 3 January, 1973, established the frame work for organizing national archives and libraries in Cameroon. This decree aimed to create a structure approach to manage and preserve the country’s historical and cultural documents, ensuring public access to information.  

Furthermore, the key provisions typically on that decree included the establishment of a National Archives Service, guidelines for preservation of documents and the promotion of library services across the country. It also emphasized the importance of safe guiding national heritage and facilitating research and education.   In the year 2000, law was passed by legislator in Cameroon regulating the organization and functioning of archival activities in the country (Law no. 2000/10 of 19^TH December 2000), which was later reinforce by Prime Ministerial Decree No.2001/958/PM of 01 November, 2001.Finally in Cameroon the National Archives was created in 2014   by Prime Ministerial Decree No. 2014/0882/PM of 30^TH April 2014. These services are attached to the Ministry in Charged of Cultural Heritage (MINAC). They are endowed with management autonomy and Headquarter is in Yaounde and Annex in Buea. The missions include:

• The collection, conservation, communication and control of document produced natural and legal persons under private and public laws
• The collection, conservation, communication and control of documents acquired free of charge or for a free temporary or permanent
• To collect and catalogue documents in the name an on behave of the state.
• To contribute as necessary to education, training, and research in archival field.
• To participate in the national scientific activities, relating to the heritage for which for it is responsible, particularly in archiving.

1. Why I Decided to Carry Out the Study of Archival Records;

The decision to study archival records stems from a desire to understand how historical, administration and government decisions were documented, preserved and utilized. Archival records provide insights into past events, policies, and societal changes and studying them allow for a deeper understanding of historical context, administrative functions and the evolution of governance. This research is crucial because it allows to examine the accuracy, gaps, and biases, in historical accounts, ensuring that we can construct and learn from the past experiences.

• Historical Documentation: Archival records serve as primary sources of historical information. They provide and accurate and authentic account of past events, decisions, and actions.
• Preservation of Knowledge: By studying archival records, we preserve knowledge about administrative practices, cultural heritage and legal or policy frame works that shape modern systems.
• Understanding Governance and Policies: Archives contain valuable information about how government and institutions functioned, how policies were made and implemented, political and social system evolved. Studying these records allow for a deeper understanding of the decision-making process at the local, regional and national levels.
• Supporting Research and Scholarship: Archival records are essential for academic research across various disciplines like history, political science, sociology, law, and anthropology. They provide the evidence needed for constructing new theories, challenging existing ones and understanding long-term trends
• Enhancing Accountability and Transparency: Studying archival records can promote greater accountability in governance and administration. By examining past decisions and actions, it becomes possible to hold institutions accountable for their choices and learn from mistakes to avoid repeating them.
• Legal and Genealogical Importance; In some cases archival records provide critical legal documents or genealogical information that can be essential for individual researching their family history or resolving legal matters.

1. Lapses that Motivate Me to Carry out the Study at the RLAs Level;

• Inadequate Preservation and Accessibility: Many RLAs face challenges in maintain and preserving archival records. The lack of proper infrastructure for archiving at this level often leads to the loss or deterioration of important documents.
• Underrepresentation in the National Archives; RLAs are sometimes overlook or underrepresented in the National Archives, which can result in incomplete historical narratives. These documents are crucial for understanding local histories and the specific needs and dynamics of smaller communities.
• Limited Research Focus: Most archival research tends to focus on National or Central Government records, leading to a gap in research at RLAs level. By focusing on these levels, the study aims to fill these gaps and provide a more comprehensive historical perspectives.
• Decentralized Information: The decentralized nature of RLAs often means that valuable records are spread across various smaller archives or local institutions, making it difficult to access or study these materials comprehensively.
• Political and Administrative Gaps; There may be gaps in how policies at the RLAs levels were implemented or documented, leading to a lack of transparency or understanding of the effects of certain policies on local populations

By addressing these lapses, the study aims to contribute to a more detailed, accessible and accurate historical records at the RLAs levels, shedding more light on areas that are often overshadowed in larger, National level.

1.2    STATEMENT OF THE PROBLEM

             The presence of Europeans in Cameroon the colonial and neo colonial period, gave the archives a certain importance but, with independence and the arrival of new priorities on the scene, the value of archives seems to have gradually diminish. To correct this seeming laxity, the Cameroonian legislators voted a law on archives law No.2000/010 of 19^TH December, 2000 to regulate archives in Cameroon. It was later reinforced by Prime Ministerial Decree No. 2001/958/PM of 1 November 2001. This concerns the organization and management of National Archives. Article: 1, Establishes the decree’s purpose, which is to regulate the management, preservation and organization of public archives in Cameroon. The goal is to ensure that public records are preserved as part of the national heritage. Despite these measures taken by the state, one can say with certainty that there is still little knowledge on the collection, management and conservation of archival records in state institutions especially in regional and local authorities. This is visible through the poor handling and poor conservation of records, documents, files and registers in RLAs. Our study seeks to find out how council collect, manage and conserve archival record. The findings of this study shall enable local authorities to take concrete measures that shall go a long way to enhance the collection, management and conservation of archival records

1.3.  RESEARCH QUESTION and HYPOTHESIS

1.3.1 MAIN RESEARCH QUESTION

• How do Regional and Local Authorities collect, manage and conserve archival records and what challenges do they face in these processes?

1.3.1.2     SPECIFIC RESEARCH QUESTIONS

      1     How do RLAs determine which records to collect and preserve?

      2    What strategies do RLAs employ for managing and organizing archival records?

      3     What challenges do RLAs face in collecting, managing and conserving archival record?