Conference Agenda

Le Portail Africain des Délais de Conservation des Documents Administratifs est une initiative innovante pour la préservation du patrimoine documentaire africain. Ce projet financé par la Commission du programme du Conseil International des Archives (ICA-PCOM) et mené par l'ONG Archiviste Leaders International, est une plate-forme numérique centralisant les informations sur les délais de conservation des documents administratifs des pays d'Afrique.

Le contexte de la gestion des archives en Afrique est souvent fragmenté et complexe avec un besoin urgent de standardisation et de facilitation d'accès à l'information. Ce Portail répond à cette exigence en centralisant les informations sur les délais de conservation des documents, facilitant ainsi la recherche et la consultation par les archivistes, les administratifs et le grand public.

l'objectif principal visé par les initiateurs est de faciliter le travail des archivistes et la conservation du patrimoines documentaire, promouvoir la transparence et la bonne gouvernance dans la gestion administrative.

Le Portail Africain des Délais de Conservation des Documents Administratifs permet la gestion des plans de classement, des typologies de document, des durées de conservation, des références juridiques, des utilisateurs et des accès.

Cette présentation vise à faire connaître la plateforme et ses fonctionnalités, c'est également une occasion de la faire évaluer par les pairs afin de recueillir des suggest

This project aims to create an interactive, collaborative map of key archival actors and institutions in Africa, including national archives, universities, professionals and private entities. Developed using an open-source tool called GogoCarto, it is part of the second phase of ICA's Africa Programme project which aims to strengthen visibility and connections within the African archival network.

This project aims to create an interactive, collaborative map of archival actors across Africa, including national archives, universities, professionals, and organizations. Developed using the open-source tool GogoCarto, the map centralizes and categorizes archival resources, making them easily searchable and accessible. By offering an ergonomic interface, it enhances visibility, fosters connections, and promotes the discoverability of archival actors across the continent.

At the heart of the project is its collaborative approach: archivists from across Africa are invited to contribute to and update the map through a fully participative process. This ensures the data remains dynamic, relevant, and reflective of the evolving archival landscape, while remaining open access and free to use.

The project was initiated by Prof. Dr. B. Makhlouf Shabou in 2020. In 2021-2022, students and teaching assistants from the Geneva School of Business Administration (GSBA) began compiling an inventory of professional skills, institutions, and archival practices across Africa as part of a mandate proposed by the ICA Africa Programme. In 2023-2024, a new team of five GSBA students collaborated with PIAF and École des Chartes in France, utilizing data collected by the African team of the InterPARES project. Later, two students from Sorbonne University Abu Dhabi joined the project team. Together, they expanded the work by mapping the collected data and creating a prototype interactive map to support knowledge exchange and collaboration.

Building on this foundation, the authors are collaborating with the ICA to deploy the tool, finalize the interactive map, and produce comprehensive documentation to support its ongoing maintenance and accessibility.

This prototype represents a significant step toward the digital transformation of the archival field in Africa. It not only advances the goals of the Africa Programme but also holds potential for broader adoption in other ICA projects, creating a shared and sustainable resource for the global archival community.

This case study explores the implementation of AtoM-based online finding aids at the Indian Institute of Astrophysics to enhance archival access. It highlights the process, challenges, and best practices in transitioning to a digital archive, improving discoverability, and facilitating research. Emphasizing metadata standards and user-centric design, the study presents a one-window approach to an efficient and integrated archival access system.

This case study presents the implementation of AtoM-based online finding aids at the Indian Institute of Astrophysics (IIA), aimed at enhancing archival access and discoverability. As part of the institution’s efforts to digitize and modernize its archival system, this initiative provides a centralized platform for accessing historical and research materials, seamlessly integrating archival functionalities into the existing external-facing website without the need for a separate archival site.

The study covers the process of selecting AtoM (Access to Memory), an open-source archival management system, and its deployment for creating digital finding aids. It discusses the journey from planning and system selection to metadata standardization and integration with existing records. The implementation also addresses technical challenges, such as data migration, system customization, and ensuring staff proficiency through comprehensive training. A key focus of the case study is the "one window approach" to archival access. Instead of creating a separate website for archival materials, all archival functionalities have been integrated into IIA’s main external-facing website. This ensures that users can access a unified platform for all institutional resources, offering a streamlined and efficient experience. The integration of AtoM enhances the discoverability of archival collections, making it easier for researchers, students, and external stakeholders to access critical materials.

Taxonomy development plays a crucial role in the success of this initiative. By adhering to internationally recognized standards and using the system's built-in taxonomy, the project ensures long-term usability and easy integration with other systems. The development of a unified taxonomy schema allows for consistency across IIA’s collections and enhances the cross-referencing and retrieval of archival materials. A user-centric design approach is central to the implementation, ensuring ease of use, intuitive navigation, and responsiveness across devices. By focusing on accessibility and functionality, the system caters to users of various technical backgrounds and provides an engaging experience for discovering archival materials.

As an outcome of the study, the authors developed an implementation methodology, supported by the team who worked on the project. This methodology, along with templates, plans, and reusable documents, will be shared to assist other organizations embarking on similar projects.This case study provides valuable insights into the digitization of archives and the use of open-source tools like AtoM in academic institutions. By integrating archival functionality into a single, external-facing website, IIA has created an efficient, sustainable, and user-friendly platform for its collections. The study concludes with recommendations for future improvements, including further integration of advanced digital tools, continuous system updates, and a structured feedback mechanism to refine the user experience.