END OF PROJECT

REPORT FOR THE

DIGITIZATION OF
FRAGILE MATERIALS
AT THE GAMBIA
NATIONAL ARCHIVES

1
 TABLE OF CONTENT

I. Introduction..3
II. Background.......6
III. Objectives..6
IV. Equipment .......7
V. Training ...7
VI. Consultancy.......11
VII. Publication 11
VIII. Digitizing of Fragile Materials ....17
IX. Benefits..26
X. Conclusion.26
XI. Appendices 1 528-76

Conclusion Report from InSIST Global. 28

Training Manual36

User Manual.. 50

Speech by Director, NRS..70

Project Activities implemented as per Budget Lines from

28 May 2015 to 8 March 2016 .75

TABLE 1: Organogram5

TABLE 2: Duration.17

2
END OF PROJECT REPORT FOR THE DIGITIZATION OF FRAGILE MATERIALS
AT THE GAMBIA NATIONAL ARCHIVES

INTRODUCTION

The National Archives was established in 1993 by an Act of Parliament to manage the entire
life cycle of Public Sector Records from their creation to destruction or permanent preservation
as archives. The National Records Service (NRS) comprises three (3) Divisions namely:
Current Records, Information Technology and Archives. There are plans to create the Editorial
and Finance and Administrative Divisions for the editing of training, user and other manuals
as well as take care of the finances of the Institution.

Current Records Division (CRD)

This Division is mandated with the following responsibilities among others:
A Restructuring/Setting up of Records Offices
B Training of Records Personnel
C Monitoring/Inspections of Records Offices
D Management of the Keyword Index System among others

Information Technology Division (ITD)

The ITD is charged with the following responsibilities
A Provide accurate and up to date personnel records to help management in proper
manpower planning, budgeting and control
B Undertake day-to-day basic administrative matters
C Provide updates to the website and archival descriptive aids
D Designing of new databases and updating existing ones among others

3
Archives Division (AD)
The Archives Division is charged with the responsibilities of managing the National Archives,
the National Records Centre Repository and overseeing Departmental Records Centers.
The functions include:

A Accessioning of Records
B Organization and Management of Repositories
C Arrangement and Description of Archives
D Preservation of Archival Materials
E Reader Services
F Monitoring/Inspections of Departmental Records Centres

4
TABLE 1: ORGANOGRAM
PRESIDENT

PERMANENT SECRETARY, PMO

ADVISORY
Committee

DIRECTOR OF NATIONAL RECORDS SERVICE

ASSISTANT DIRECTOR

ARCHIVES DIVISION INFORMATION EDITORIAL CURRENT RECORDS

TECHNOLOGY DIVISION DIVISION
DIVISION
MONITORING
RECORDS CENTRE RESOURCE CENTRE
Records Office
NATIONAL ARCHIVES RESTRUCTURING
Records Offices

READER SERVICES TRAINING

MANAGEMENT OF
KEYWORDS
FIN. & ADMIN. DIVISION

5
BACKGROUND
Currently, all the records at the National Records Service are stored using manual document
indexing schemes using physical methods usually boxes and filing cabinets.
This presents many challenges such as among others:
A inaccessibility of documents due to their fragile state
B Over-usage (very frequent use of these materials)
C Restricted access to frequently used materials just to name a few

It was against this background that the NRS Management sought funding from UNESCO to
digitize 15 boxes of fragile materials at the National Archives under the 2014-15 Participation
Program. In supporting the project, UNESCO approved the sum of $26,000.00 for the
implementation of budget line activities such as Equipment, Consultancy, Training and
Publication which would be dealt with as the report unfolds.

OBJECTIVES
The Objectives of the Project were to digitize fifteen (15) boxes of very fragile materials for
the National Archives based on the UNESCO Free and Open Source Software (FOSS).
Equipment
A To preserve fifteen (15) boxes of fragile materials
B To make them accessible to the public

Hire Consultant
A To interact with the Free and Open source Software (FOSS)
B To customize the Free and Open Source Software (FOSS)
C To make a demonstration on the customized FOSS
D To conduct User acceptance test and deploy the customized software

To Train NRS Staff to use the Customized Software

A To understand and use the customized software
B Hire Consultant to Train Staff
C To train Fifteen (15) staff to use the software
D To increase the capacity of staff to sustain the Project

6
Publication
A Create visibility for the National Archives

BUDGET LINE ACTIVITIES

In order to successfully implement the project based on the objectives stated, the NRS
Management embarked on the following budget line activities:
1 EQUIPMENT: The NRS Management engaged the NATCOM Office to procure the
hardware component of the project on their behalf. Subsequent to that, a 9-man Committee
chaired by the Secretary General, Mr. Momodou Sanneh was established to facilitate the
bidding process with a view to identify the most responsive bidder. The Committee comprised
representatives from NATCOM, NRS, MoBSE, and InSIST Global. The Consulting Firms that
participated in the bidding process were as follows:
o Lasting Solutions
o NIFTY ICT Solutions
o Quantum Net Gambia Co. Ltd
o Ikye Chris Computers
o C. Gambia.Com
At the end of the process, Microtech Consulting was awarded the Contract as the lowest and
most responsive bidder. The equipment supplied was as follows:
2 UPS APC 1000 Smart
1 Dell Server Desktop
1 Camera
1 Document Scanner
1 Contactless Scanner
External Hard Drive 1 TB
2 Laptop Toshiba
2 TRAINING: In order for NRS staff to take full ownership of the system, they needed
adequate training so that they will be able to navigate the system easily and independently once
the system is handed over. As such, training was given full consideration in two areas,
Training of Trainers (TOT) and General Staff Training.

7
 Training of Trainers: The TOT started on 30th October, 2015 at the InSIST Global Lab
facility where Eight (8) NRS Headquarters staff were trained and ended 14 November, 2016.
Instead of training two (2) hours per day during week days as previously planned, it was
unanimously agreed to hold the training sessions on Fridays and Saturdays and spend four (4)
hours daily to make up for the total number of hours..
During the training sessions, the following topics were treated in detail:
1. Introduction to the digital archive system
2. Accessing the server
3. Registering users
4. The workspace
5. Creating a sample classification
6. Creating a sample sub-classification
7. Creating a collection
8. Submitting items to the created collection
9. Searching the item by key words
10. Downloading the item submitted
11. Protected files from the public anonymous users
12. Giving access to one another in terms of submitting to a particular collection.
13. Searching documents by key words
14. Intro to permissions and access control
15. More on access rights and authorization
16. Searching documents by key words
17. Scanning and submitting
18. Working on NRS-Based classification schemes
19. Creating collections within classes and assigning submissions to undergo work-flow
processes
20. Adding and removing users in administrator groups
21. Trouble-shooting

By the end of the training session each participant was able to scan and submit documents to
the required collection(s). Each participant had also created his/her own class, sub-class(es), a
collection(s) as well as make submissions to the collection.

8
In each case, they have demonstrated giving rights to others to access or not to access their
submission. They could as well hide documents from public view or make them publicly
readable.

A practical test comprising 5 questions was administered at the end of the training. Of the eight
TOT trainees 4 scored 100%, 1 scored 90%, 2 scored 70% and 1 scored 50%. In summary all
of the trainees have the necessary prerequisites to administer the archive system

General Staff Training: The General Staff Training on the Digital Archive System was
held on the 24th to 25th November 2015 at the Local Government Conference Room. The
training participants were divided into two (2) groups comprising thirty (30) Records and
Senior Records Officers from various Government Ministries, Departments and Agencies such
as the Office of the President, Auditor Generals Office, Womens Bureau etc just to name a
few. Fifteen (15) participants were trained on a daily basis by the National Records Staff upon
acquiring vast knowledge from the Training of Trainers on the system conducted earlier by
InSIST Global trainers. The training was mainly based on the following contents:

Accessing The Digital Archive System Interface

Sign Up & Log In with user credentials
Creating Classifications & Collections

9
 File/Document Scanning
Submitting Scanned Files/Documents to a Collection

The participants were taught the usage of Snap Scan sensitive scanners, the software and its
ability to store information such as scanned PDF files and the capability of easy access when
needed using a computer to retrieve or gain access to files.

InSIST Globals technical team was also present during the general training period to render
support when needed.

Question & Answer sessions were also vital during the training as the questions raised by the
participants were all responded to adequately since it is a new system and many have never
came across such software.

Upon successfully completing the training sessions, certificates were awarded to all 30
participants officially at the launching ceremony held at Paradise Suites on 26 November, 2015.

10
Consultancy: InSIST Global is a Local Company that has been technically assessed and
recommended by the Ministry of Information and Communication Infrastructure to have the
relevant expertise and experience in software development etc.
The Company has been working with Management since 2011and has been instrumental in
developing the Electronic Records Management (ERMS) prototype software which is at an
advance stage. The ERMS Project has attracted funding from the IFMIS Additional Financing
and would be piloted at the NRS Headquarters first.

The company has been able to interact with the FOSS and customize it as per NRS
requirements. The company carried out the Training of Trainers and supervised the General
Staff Training as well as other deliverables such as the Training and User Manuals. An End of
Project Report was also submitted by the Consultant.

Publications: The Launching of the Digital Archiving System was held on 26 November, 2016
at the Paradise Suites Hotel. A total of Thirty (30) Records Personnel from Ministries and
Departments across the Civil Service namely: Office of the President, Personnel Management
Office, Public Service Commission, Ministries of Finance, Education, Local Government,
Foreign Affairs, Justice, Health, Tourism to name a few graced the occasion.
The occasion was chaired by Mr. Abdou Rahman Manka, Acting Records Officer at the
Archives Division and started with silent Prayers. Thereafter, he saluted UNESCO through
NATCOM for funding a worthy initiative in terms of the benefits such as the trained staff and
the visibility of the National Archives in carrying out its mandate.

Mrs. Maimuna Sidibeh-Manneh on behalf of the Secretary General, NATCOM hailed all those
who attended the Launching and stressed her Institutions resolve to continue to partner with
Government to ensure the long term preservation of its cultural heritage, institutional memory
as well as build on past experiences.

Mr. Bensouda, CEO of InSIST Global gave a background of his Software Development Firm
and said that the software when utilized maximally will help the National Archives to preserve
its collections, thus raise more awareness about its existence. He emphasized that his firms
main objective is to create youth employment as hundreds of youths graduate from the
University of the Gambias computer science programme.

11
On her part, Mrs. Elizabeth Bahoum, Director, NRS, welcomed and thanked all those who
attended the historic occasion and applauded UNESCO/NATCOM for the timely intervention
as the system would be a first step towards creating an on line digital archives service. Her
speech is attached for ease of reference.

12
13
14
15
16
Digitizing Fragile Materials

The digitization of the endangered archival materials started from the 14th of
December 2015 and concluded on the 25th of February 2016 at the National
Archives, and was conducted by a team of six (6) members from NRS
Headquarters.

The scanning and uploading processes were shared among the members of
team. In this process, fifteen (15) boxes of fragile materials were identified,
scanned and uploaded to the digital archive server which was done successfully
in duration of eleven (11) weeks

DATE DURATION/DAYS AMOUNT OF BOXES

14TH-17TH DECEMBER 2015
21ST 24TH DECEMBER 2015
28TH 30TH DECEMBER 2015
4TH 7TH JANUARY 2016
11TH 14TH JANUARY 2016
18TH 21ST JANUARY 2016
25TH - 28TH JANUARY 2016
1ST 6TH FEBRUARY 2016
8TH 13TH FEBRUARY 2016
15TH 20TH FEBRUARY 2016
22ND 25TH FEBRUARY 2016
4 2
4 1
3 1
4 1
4 1
4 1
4 1
6 2
6 2
6 2
4 1

Table 2: DURATION

Each box contained 11 folders and within each folder a file, the file pages range from 100
450 pages and most of them were in an advance stage of deterioration and because of that
ample time was taken by the team in ensuring that all files were properly scanned to ensure
visibility and readability. In total 160 files were scanned in PDF format using a high resolution
scanner (Scan Snap Fujitsu SV600) and uploaded to the digital archive system.

17
Recommendations

1. The team recommends that more boxes needs to be scanned and digitized as part of
efforts to facilitate easy access to information in a digital format.
2. Due to high demand of information by researchers the team also recommends that
provision of desktop computers be made available at the search room which could be
used by researches in accessing digital files on the archive server which will save time
and energy.
3. Funding for future expansion to cover other vital records at the National Archives is
highly recommended.

18
19
20
21
22
23
24
25
Benefits of the Digitization Project
The digitization project has a massive impact in the ability of the National Archives to preserve
its fragile materials thus enhance simultaneous access to its clientele. It is also expected to be
the first step towards creating an on line electronic archiving system that would improve its
storage capacity and facilitate on line research.

It is also evident that the project has and will help in raising the image of the National Archives,
the NRS Headquarters Staff and the Records Cadre who have enhanced their skills, knowledge
and expertise in digitization, thereby successfully fulfill the expected results in terms of
implementing the project. The staffs are able to manage and use the system, ensure e-security
as well as improve the capacity of government to take on new digitization systems. The system
would collectively enhance information preservation, storage, retrieval, access and security
above all.

Difficulties in Implementation
During the implementation process, Management had difficulties in accessing the amount of
money deposited at the Central Bank in respect of the Training of Trainers (TOT) activity.
However, after series of consultations with the Accountant Generals Department (AGD),
Management succeeded to execute the activities as mentioned above. The other issue that
emanated from AGD was the deduction of 10% from all transactions channeled through the
IFMIS system (a standard government procedure).

This procedure had adverse effects on some of the activities embarked upon. In order to resolve
the issue, NATCOM had to directly disburse the balance of funds to ensure operational
efficiency.

CONCLUSION
Given the importance attached to the project as well as to ensure sustainability, Management
has plans to continue scanning the rest of the archival materials in order to preserve its
collections, improve its storage capacity as well as facilitate simultaneous access. As the
process continues, the staff will continue to fine tune their ability to digitize, thus create more
visibility for the National Archives to increase its client base.

26
The NRS Management would like to take the unique opportunity to thank the UNESCO Field
Office through NATCOM for funding the Digitization Project. It has been a worthwhile
experience and the staff have been equipped with new skills to effectively carry out their
duties without hesitation. The new knowledge gained would go a long in ensuring the
preservation of our documentary heritage.
Appreciation is also being extended to the NATCOM Office for all the assistance and
encouragement rendered throughout the duration of the project.

27
Appendix 1

CONCLUSION REPORT ON THE DIGITIZATION OF FRAGILE

MATERIALS AT THE NATIONAL ARCHIVES PROJECT BY InSIST
GLOBAL

FEBRUARY 2016

28
 Project Information

Project Title NRS Digitization of Fragile Materials at the National Archives

Start Date 1st July 2015
Project The National Records Service (NRS)
Owner/Beneficiary
Project Sponsor UNESCO
Implementing Company InSIST Global Ltd
Project Overseer NATCOM

29
Table of Content

1 EXECUTIVE SUMMARY ................................................................................................................................. 4

2 PROJECT OVERVIEW ...................................................................................................................................... 5
3 PROJECT OBJECTIVES .................................................................................................................................... 5
4 OUTCOME STATUS ........................................................................................................................................ 5
5 CONCLUSION ................................................................................................................................................ 7
6 RECOMMENDATIONS.................................................................................................................................... 7

30
Executive Summary

This is a $26,000 project sponsored by UNESCO Gambia office to assist the National Records
Service (NRS) of the Republic of The Gambia with a digital archiving system. This system is
meant for the preservation of fragile materials at the National Archives.

In this project, InSIST Global was tasked to customize an existing open source archiving system
to the requirements of NRS. The system was to be customized such that the NRS staffs are able to
easily and independently digitize the fragile
InSIST Global a local software engineering company is the project implementer. InSIST Global
limited worked with NRS to understand their needs and together developed a requirement
documents which is enclosed as part of this report.

Open source software called D SPACE was identified and customized as par the requirements
identified. This system has been tested and deployed at the NRS headquarters in Banjul. InSIST
Global has completed all activities as stated in the work plan however, due to few challenges such
as delays in the signing of the contract and the ordering of the hardware, etc. the project could not
be implemented within the original time frame.

Project Overview
In this project, InSIST Global is tasked to develop a functional and an effective digital archiving
system for the national archives at the National Records Service (NRS). The system will enable
NRS staff to manage records digitally through its entire life cycle from the creation right through
to the disposal either through destruction or permanent preservation as archives.

The system will be deployed at NRS premises and can only be accessed within NRS's internal
networks only. However the system will be made flexible to accommodate future expansion but
also to ensure easy and seamless integration and interface with the Electronic Records
Management system for The Government of The Gambia, a project expected to start in late or mid-
2016.

31
This project was expected to be implemented over a 52 working days duration commencing 1st of
July to the 24th of September. However, setbacks such as; late signing of contract, poor budget
allocation for the hardware which resulted into the reallocation of funds, and unavailability of NRS
staff for training at the time due to other official engagements etc., the project could not be
executed within the said time-frame.

Project Objectives
The objective of this project was to successfully build;

A working archiving system that conforms to the requirement documents signed off by
NRS enclosed in this report.
Deploy the system at NRS premises and ensure that it is tested and stable as per activity
plan.
train the two different users of the system (general and system users)

Outcome Status

Below are the project deliverables along with their completion status;

Expected Outcomes Brief Description Status

Requirements This is a requirement document that Complete

defines the features and
requirements of the system
Confirm Open Source This involves reviewing the Complete
software to be UNESCO FOSS to determine the
customized software to use
System Customization This involves the customization of Complete
the chosen system(DSPACE)
Hardware Procurement of hardware for Complete (UNESCO)
system deployment
System stability Testing of system to ensure stability Complete
User acceptance Demonstrating the system to NRS Complete
staff and factoring feedback into
system

32
 Deploy system This involves deploying the system Complete.
at NRS premises to be accessible URL:192.168.1.2:808
within the NRS network 0/jspui
Stability of System upon This involves testing the system Complete
deployment post deployment to ensure all the
features work
Training Plan Development of the training plan Complete
Train Admin Training admin users on all Complete
Users(TOT) components of the system
Train Users(General) Training general users on specific Complete
components of the system
Project Sign-off sheet Sign off sheet by NRS indicating all Complete
deliverables are met

Deployment Outcomes

1. Ubuntu Server 14.04 was installed and assigned a static IP

2. Tomcat was installed, with user and password dspace
3. Postgresql was installed with database-name, user-name and password DSPACE
4. D space and solr were installed (with solr to provide search functionality)
5. Clam AV anti-virus was set-up on the server
6. Ubuntu desktop was installed alongside windows8 on one laptop
7. N.R.S network has been reconfigured. Users can now connect to the server from any
location within NRS premises
8. The two scanners have been successfully installed and tested to be working fine
9. An administrator and limited user account on the DSPACE archive server were created,
each with their passwords.
10. A classification was created and found to be working
11. A collection was created under the classification and found to be working
12. An item (a JPEG image) has been submitted to the collection created without error
Keyword searches were conducted on the Items submitted and these yielded the desired
results.

33
Training Outcomes

In order for NRS staff to take full ownership of the system they need adequate training so that they
will be able to navigate the system easily and independently once the system is handed over. As
such training was given full consideration. The following topics were treated in detail;

22. Introduction to the digital archive system

23. Accessing the server
24. Registering users
25. The workspace
26. Creating a sample classification
27. Creating a sample sub-classification
28. Creating a collection
29. Submitting items to the created collection
30. Searching the item by key words
31. Downloading the item submitted
32. Protected files from the public anonymous users
33. Giving access to one another in terms of submitting to a particular collection.
34. Searching documents by key words
35. Intro to permissions and access control
36. More on access rights and authorization
37. Searching documents by key words
38. Scanning and submitting
39. Working on NRS-Based classification schemes
40. Creating collections within classes and assigning submissions to undergo work-flow processes
41. Adding and removing users in administrator groups
42. Trouble-shooting

34
By the end of the training session each participant was able to scan and submit documents to the
required collection(s).
Each participant had also created his/her own class, sub-class(es), a collection(s) as well as make
submissions to the collection. In each case they have demonstrated giving rights to others to access
or not to access their submission. They could as well hide documents from public view or make
them publicly readable.

A practical test comprising 5 questions was administered at the end of the training. Of the eight
TOT trainees 4 scored 100%, 1 scored 90%, 2 scored 70% and 1 scored 50%. In summary all of
the trainees have the necessary prerequisites to administer the archive system

The general training was conducted at NRS premises by the TOT trainees with the supervision of
the InSIST Global staff.

Conclusion
This project will indeed go a long in the preservation of fragile materials at the National Archives.
It is therefore prudent that there is full adoption by the NRS staff upon conclusion of this project,
to ensure this happens. InSIST Global will support NRS for 3 months after the project sign-off
date to ensure that the transition is smooth and NRS staff can independently operationalize the
system. InSIST will also fix any software bugs or defects any time they are manifested.

Recommendations
InSIST Global hereby recommends the following;

N.R.S needs to have an Internet connection during working hours so that users can register
on the archive system.
There should be a standby generator and or Battery Backups for at least eight hours
uninterrupted power etc.

35
 A plan to back up the archive server, potentially the D space root folder (/srv) to an external
hard drive or to a remote location if possible, as this can be restored in unforeseen
circumstances
To use Gmail as SMTP server, if possible, for the archive server since it is currently using
InSIST Global's SMTP server

Appendix 2

NATIONAL RECORDS SERVICE

TRAINING MANUAL ON THE ARCHIVE SERVER

36
TRAINING MANUAL ON THE ARCHIVE SERVER
PART A:

1. Accessing the Server

2. Log in to the server with user credentials
3. Submitting to a collection
PART B: (for administrators)

1. Authorizations
A. Giving rights to Users
B. Creating Classifications and collections and choosing who has right to
submit to a particular collection
C. Hide or Unhide collections, items, etc.

37
PART A
A1. Accessing the Server

STEPS:

1. Open a web browser, eg google chrome, internet explorer, Firefox, etc.

2. Type http://SERVER-IP:8080/jspui. Please ask your System Administrator the
IP-ADDRESS of the SERVER. After typing it, press ENTER. You will see the
interface of the system that is similar to this:

38
A2. Log in to the server with user credentials

STEPS:

1. Click Sign on to at the top right-hand corner and further click my

workspace like this:

39
2. Type your credentials supplied to you by your administrator or click on new
user to create your own credentials bearing in mind that an email
notification will be sent to you which you are to open and further follow the
instructions to finally get your credentials
3. After typing in your credentials to the email and password fields, click Log
In. You will see something like this:

40
A3. Submitting To A Collection

STEPS:

1. Click On Start a New Submission. Choose the collection you wish to submit
to and click next as in the photo below:

41
2. Filled the boxes as required, as shown below. Note that boxes marked with
* are compulsory to fill. Click Next when you are done.

42
3. Fill the boxes where necessary like below and click Next

43
4. Upload your document by clicking Select a File or Drag & Drop Files. This
will open a window to your computer folders. Choose the folder containing
your document and click Open. Wait for the file to be completely
uploaded. Click Next as shown below:

44
5. If you have multiple files to upload to the same submission, click add
another file and wait for the file to be completely uploaded. In this case tick
one Primary bitstream at your left-hand. If you have no other file to submit,
Click Next as shown below:

6. Verify that you do not make any mistake. If you have seen a mistake, click
Correct one of these in that section and edit the appropriate field or file.
Click Next when you are done.

45
7. Grant the License to commit the submission to the archive or to a work-flow
process as shown below: click I Grant the License and wait for the
submission to be completed

46
 8. Now the submission is completed. You can choose to submit another item or
quit.

PART B

A1. Authorization

1A. Giving Rights to Users:

To give rights to users such as placing/removing them to/from administrator

group. Follow these steps

A. Click on administer at the top right-hand corner and then click on Groups
at the Access control at the centre up.
B. Click on Edit at the administrator group. Click select E-people. Add the
users you want to make as administrators.
C. To remove a user from administrator group, click the user and click
remove.

1C. To hide an Item from direct public view. Follow these steps:

47
A. Click on the item name and click Edit. Then click Authorizations, note
that this is the same place where you can delete the item. At the Item
Policies pane, click Delete to delete the Anonymous as in the photos
below.

48
49
50
NRS ARCHIVE HELP MANUAL

Appendix 3

51
Table of Contents
Things to NOTE: ........................................................................................................ 2
1. BROWSE (found at the top bar ) ........................................................................... 2
2. SEARCH (found at the top bar) ............................................................................. 4
3. CLASSIFICATIONS ............................................................................................. 4
4. COLLECTIONS .................................................................................................... 5
5. SIGN ON TO NRS ARCHIVE (found at the top-right-hand corner) ................... 5
6. SUBMIT................................................................................................................. 6
SUBMIT: Describe Your Item ...............................................................................................7
SUBMIT: Describe Your Item .............................................................................................10
SUBMIT: ..............................................................................................................................11

52
 Upload a File ........................................................................................................................11
SUBMIT: ..............................................................................................................................12
File Formats ..........................................................................................................................12
SUBMIT: ..............................................................................................................................13
Verify Submission ................................................................................................................13
SUBMIT: License ................................................................................................................13
SUBMIT: Submission Complete..........................................................................................13
7. STEP-BY-STEP CREATION OF CLASSIFICATIONS AND
COLLECTIONS ...................................................................................................... 14
8. MY WORKSPACE (found at the top-right-hand corner) ................................... 15
9. EDIT MY PROFILE (found at the top-right-hand corner) ................................. 16
10. SUBSCRIBE TO EMAIL ALERTS (found at the top-right-hand corner) ....... 16

Things to NOTE:
1. Apart from Item 7 in the contents, the rest of the contents is meant to be read for
general understanding.
2. To use the system for creation of Classes and collections, follow item 7
NRS Archive captures, distributes and preserves digital research products. Here
you can find articles, working papers, preprints, technical reports, conference
papers and data sets in various digital formats. Content grows daily as new
classifications and collections are added to NRS Archive.
The NRS Archive content is organized around Classifications which can
correspond to administrative entities such as schools, departments, labs and
53
research centers. Within each classification there can be an unlimited number sub
classification and an unlimited number of collections. Each collection may contain
an unlimited number of items.

1. BROWSE (found at the top bar)

Browse allows you to go through a list of items in some specified order:
Browse by Classification/Collection: takes you through the classifications in
alphabetical order and allows you to see the sub classification and collections
within each classification. It also allow you to see and download files submitted to
various collections
Browse by Title allows you to move through an alphabetical list of all titles of
items in NRS Archive.
Browse by Author allows you to move through an alphabetical list of all authors
of items in NRS Archive.
Browse by Subject allows you to move through an alphabetical list of subjects
assigned to items in NRS Archive.
Browse by Date allows you to move through a list of all items in NRS Archive in
reverse chronological order.
You may sign on to the system if you:
wish to subscribe to a collection and receive e-mail updates when new items
are added
wish to go to the "My Workspace" page that tracks your subscriptions and
other interactions with NRS Archive requiring authorization (if you are a
submitter for a collection, for instance.)
wish to edit your profile

Submit is the NRS Archive function that enables users to add an item to NRS
Archive. The process of submission includes filling out information about the item
on a metadata form and uploading the file(s) comprising the digital item. Each

54
classification sets its own submission policy.
My Workspace is a personal page that is maintained for each member. This page
can contain a list of items that are in the submission process for a particular
member, or a task list of items that need attention such as editing, reviewing, or
checking. In the future this page will also maintain information about personal
services offered by NRS Archive, such as e-mail notification when new items are
added to a collection.
Edit Profile allows you to change your password.
About takes you to information about the NRS Archive project and its
development.

2. SEARCH (found at the top bar)

To search all of NRS Archive, use the Search NRS Archives search box at the
top of the navigation bar on the left.
To limit your search to a specific classification or collection, navigate to that
classification or collection and use the search bar on that page.
Here are some search hints:
What is searched in the general keyword search
The word(s) you enter in the search box will be searched against the title, author,
subject abstract, series, sponsor and identifier fields of each item's record.
Stemming
The search engine automatically expands words with common endings to include
plurals, past tenses ...etc.

3. CLASSIFICATIONS
The NRS Archive content is organized around Classifications which can
correspond to administrative entities such as schools, departments, labs and
research centers, Ministries, etc. Within each classification there can be an
unlimited number of sub classification and an unlimited number of collections.
Each collection may contain an unlimited number of items. This organization gives

55
NRS Archive the flexibility to accommodate differing needs of classifications by
allowing them to
Decide on policies such as:
- - whether there will be a review process
- - who will have access
Determine workflow - reviewing, editing
Manage collections
Each classification has its own entry page displaying information, news and links
reflecting the interests of that classification, as well as a descriptive list of
collections within the classification.

4. COLLECTIONS
Classifications can maintain an unlimited number of collections in NRS Archive.
Collections can be organized around a topic or by type of information (such as
working papers or datasets) or by any other sorting method a classification finds
useful in organizing its digital items. Collections can have different policies and
workflows.
Each NRS Archive collection has its own entry page displaying information, news
and links reflecting the interests of users of that collection.

5. SIGN ON TO NRS ARCHIVE (found at the top-right-hand corner)

When you access an area of NRS Archive that requires authorization, the system
will require you to log in. All users can register to become subscribers. Some
restricted functions, such as content submission, require authorization from the
classification Administrator
Before you log in for the first time, you will need to click on "register with NRS
Archive" and follow the instructions. A registration link will be sent to the email
address you provide. After that, you will need to enter your e-mail address and
password in the log-in form that appears. Your e-mail address should include your
username and domain name. It is not case sensitive.

56
Example: moniker@mycorp.com
Type your password exactly as you entered it originally. It is case sensitive. Be
sure to click on the "log in" button to continue.

6. SUBMIT
At any point in the submission process you can stop and save your work for a later
date by clicking on the "cancel/save" button at the bottom of the page. The data
you have already entered will be stored until you come back to the submission, and
you will be reminded on your "My Workspace" page that you have a submission in
process. If somehow you accidentally exit from the submit process, you can always
resume from your "My Workspace" page. You can also cancel your submission at
any point.
Choose Collection
Progress Bar - Oval Buttons at Top of Page:
At the top of the submit pages you will find 7 oval buttons representing each step
in the submission process. As you move through the process, these ovals will
change color. Once you have started, you can also use these buttons to move back
and forth within the submission process by clicking on them. You will not lose
data by moving back and forth.

Select Collection:
Click on the arrow at the right of the drop-down box to see a list of
Collections. Move your mouse to the collection into which you wish to add
your item and click.
(If you are denied permission to submit to the collection you choose, please contact
your NRS Archive Administrator for more information.)
You must be authorized by a classification to submit items to a collection. If you
would like to submit
an item to NRS Archive, but don't see an appropriate classification, please contact

57
your NRS Archive Administrator to find out how you can get your classification
set up in NRS Archive.
Click on the "next" button to proceed, or "cancel/save" button to stop and save or
cancel your submission.

SUBMIT: Describe Your Item

If you respond "yes" to any of the questions on this page, you will be presented
with a modified input from tailored to capture extra information.
Otherwise you will get the "regular" input form.
* More than one title - Sometimes an item has more than one title, perhaps an
abbreviation, acronym, or a title in another language. If this is the case, and you
want this information captured, click in the "yes" box.
* Previously issued - New items that have NOT been previously published or
distributed will be assigned an issue date by the system upon NRS Archive
distribution.
If you are entering older items that have already been distributed or published,
click in the "yes" box. You will receive a form prompting you for several pieces of
information relating to publication.
* Multiple files - An item can consist of more than one file in NRS Archive. A
common example of this would be an HTML file with references to image files
(such as JPG or GIF files). Another example of this would be an article
supplemented with a video simulation and a data file. If you are submitting more
than one file for this item, click in the "yes" box.
Click on the "next" button to proceed, or "cancel/save" button to stop and save or
cancel your submission.
The information you fill in on these two screens will form the metadata record that
will enable users to retrieve your item using search engines. The richer the
metadata, the more "findable" your item will be, so please take the time to fill in as
many fields as are applicable to your item.
Author:

58
This can be a person, organization or service responsible for creating or
contributing to the content of the item. By clicking on the "Add More" button you
can add as many authors as needed. Examples:

If the author is an organization, use the last name input box for the organization
name:

Title:
Enter the full and proper name by which this item should be known. All NRS
Archive items must have a title!

Other Title: (note - this input box appears only if you indicated on the first page
that the item has more than one title.)
If your item has a valid alternative title, for instance, a title in another language or
an abbreviation, then enter it here. Example:

Date of Issue: (note - this input box appears only if you indicated on the first page
that the item has been previously published or distributed. If NRS Archive is the
first means of distribution of this item, a date will be assigned by the system when
the item becomes a part of the repository.)
If your item was previously published or made public, enter the date of that event

59
here. If you don't know the month, leave the default "no month"; otherwise select a
month from the drop-down box. If you don't know the exact day, leave that box
empty.

Publisher: Enter the name of the publisher of this item if necessary

Citation: Enter citation information for this item if it was a journal article or part
of a larger work, such as a book chapter. For journal articles, include the journal
title, volume number, date and paging if necessary.
For book chapters, include the book title, place of publication, publisher name,
date and paging if necessary.

Series/Report No.:
Some of the collections in NRS Archive may be numbered series such as technical
reports or working papers. If this collection falls into that category, then there
should be a default value in the Series Name box which you should not change,
but you will have to fill in the assigned number in the Report or Paper No. input
box. Examples:

Identifiers:
If you know of a unique number or code that identifies this item in some system,
please enter it here. Click on the arrow to the right of the input box, and select from
one of the choices in the drop down menu. The choices refer to:
Govt.doc # - Government Document Number - e.g. GOTG SP 8084
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ISBN - International Standard Book Number - e.g. 0-1234-5678-9
ISSN - International Standard Serial Number - e.g. 1234-5678
ISMN - International Standard Music Number - e.g. M-53001-001-3
URI - Universal Resource Identifier - e.g.. http://www.nrs.gm
Other - An unique identifier assigned to the item using a system other than the
above

Type:
Select the type of work (or genre) that best fits your item. To select more than one
value in the list, you may have to hold down the "ctrl" or "shift" key.
Language:
Select the language of the intellectual content of your item. If the default (English -
United States) is not appropriate, click on the arrow on the right of the drop down
box to see a list of languages commonly used for publications, e.g.

If your item is not a text document and language is not applicable as description,
then select the N/A choice.
Click on the "next" button to proceed, or "cancel/save" button to stop and save or
cancel your submission.

SUBMIT: Describe Your Item

Subject/Keywords:
Please enter as many subject keywords as are appropriate to describe this item,
from the general to the specific. The more words you provide, the more likely it is
that users will find this item in their searches. Use one input box for each subject
word or phrase. You can get more input boxes by clicking on the "add more"
button. Examples:

61
Your classification may suggest the use of a specific vocabulary, taxonomy, or
thesaurus. If this is the case, please select your subject words from that list. Future
versions of NRS Archive will provide links to those lists.
Abstract:
You can either cut or paste an abstract into this box, or you can type in the abstract.
There is no limit to the length of the abstract. We urge you to include an abstract
for the convenience of end-users and to enhance search and retrieval capabilities.
Description:
Here you can enter any other information describing the item you are submitting or
comments that may be of interest to users of the item.
Click on the "next" button to proceed, or "cancel/save" button to stop and save or
cancel your submission.

SUBMIT:
Upload a File
There are two methods of entering the name of the file you wish to upload:
1. Type the full path and file name into the input box and then click on the
"next" button in the lower right hand corner of the screen.
2. Click on the "browse" button and a window showing your files will appear.
You can navigate through your directories and folders until you find the
correct file to upload. Double-click on the file name you wish to upload, and
the name will be entered into the input box.
Once the correct file name is in the input box, click on the "next" button to
proceed.

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File Description
If you specified at the beginning of the submit process that you had more than one
file to upload for this item, you will see an input box marked "File Description".
The information you provide here will help users to understand what information is
in each file, for instance, "main article" or "images" or "computer program" or
"data set". Enter file descriptions for each item, and click on the "next" button to
proceed.

SUBMIT:
File Formats
To properly archive and give access to a file, we need to know what format it is,
for example "PDF", "HTML", or "Microsoft Word". If the system does not
automatically recognize the format of the file you have uploaded, you will be
asked to describe it. If the format of the file appears in the list offered, click on it
and then on "Submit". If you can't see the format in the list, click on "format not in
list" and describe the format in the text box lower down on the page. Be sure to
give the name of the application you used to create the file and the version of that
application, for example "Autodesk AutoCAD R20 for UNIX".
Uploaded File
After you have uploaded a file, check the information in the table to make sure it is
correct. There are two further ways to verify that your files have been uploaded
correctly:
Click on the filename. This will download the file in a new browser window,
so that you can check the contents.
If you're only uploading one file, click on "Next" when you're happy that the file
has been uploaded correctly.
If you're uploading more than one file, click on the "Add Another File" button
(this will appear if you checked "The item consists of more than one file" on the
"Submit: Describe Your Item" page). When you are satisfied that all files for this
item have been successfully uploaded, click on the "Next" button.

63
If you're uploading an HTML page with embedded files, click on the "Add
another File" button, and upload all files. After all the files are uploaded, in the
column marked "Primary Bitstream", select the bitstream or file that is the index
page or the top page for the web page. This will ensure that all of your embedded
files will display properly on the HTML page. Then click on the "Next" button.

SUBMIT:
Verify Submission
This page lets you review the information you have entered to describe the item.
To correct or edit information, click on the corresponding button on the right, or
use the oval buttons in the progress bar at the top of the page to move around the
submission pages. When you are satisfied that the submission is in order, click on
the "Next" button to continue.
Click on the "Cancel/Save" button to stop and save your data, or to cancel your
submission.

SUBMIT:
License
NRS Archive requires agreement to this non-exclusive distribution license before
your item can appear on NRS Archive. Please read the license carefully. If you
have any questions, please contact your NRS Archive Administrator.

SUBMIT: Submission
Complete
Now that your submission has been successfully entered into the NRS Archive
system, it will go through the workflow process designated for the collection to
which you are submitting. Some collections require the submission to go through

64
editing or review steps, while others may immediately accept the submission. You
will receive e-mail notification as soon as your item has become a part of the
collection or if for some reason there is a problem with your submission. If you
have questions about the workflow procedures for a particular collection, please
contact the classification responsible for the collection directly. You can check on
the status of your submission by going to the My Workspace page.

7. STEP-BY-STEP CREATION OF CLASSIFICATIONS AND COLLECTIONS

1. Sign-In and click browse, click Classifications & Collections. Then click
Create Top-Level Clasification

2. Fill in the details and upload logo if necessary. Click Create or Update.

65
Congratulations! The class is created.
3. If you have decided to create a sub-class, click on Create Sub-Classification,
otherwise click on Create Collection
4. fill in the details of the sub-class and upload logo if necessary, then click
Create or Update. Congratulations! The sub-class is created
5. If you have decided to create another sub-class under the created class or sub-
class, follow step 3 & 4, otherwise click on Create Collection.

6. To create collection under the created class or sub-class, make sure you are
under the right class or sub-class.

66
A. Click Create Collection. Choose to leave the description as default or tick/un-
tick as you want. Click Next and fill the in the details of the collections.
B. Select user(s) to submit to the created collection. Click Select E-people and
click add. Close

67
 B1. Select user(s) to review the submission if you have tick the 3rd box or
decided that the submission will under-go a work-flow process in step A.
C. If necessary click on Collections Authorizations and delete the first
Anonymous to hide it from public view. Congratulations! The collection is
created
D. At this point choose to submit your files to the collection by clicking Submit to
This Collection or click on My WorkSpace at the right-hand corner. If you have
choose the latter, Click Start a New Submission and select the right collection.
E. Fill in the details as necessary. Note the * fields are required. Next

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F. Fill in the details and as much keyword as necessary. Next Upload your file and
described
G. Next add more files and describe or change if necessary. Make sure you click
on 1 primary bitstream if you have uploaded multiple files. Next you may
choose to edit as appropriate.
H. Grant License and wait for the file to be finally archived or go through a work-
flow process. Congratulations!
ITEM IN WORK-FLOW
The person tasked to review the document under work-flow should login and take
the task. Then Click Edit
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Choose to finally commit it to the archive or reject it with reason. The submitter
will receive email stating state of his submission. Congratulations

8. MY WORKSPACE (found at the top-right-hand corner)

If you are an authorized NRS Archive submitter or supervisor, or if you are a staff
member responsible for NRS Archive collection or data maintenance, you will
have a My Workspace page. Here you will find:
a list of your in-progress submissions - from this list you can resume the
submission process where you left off, or you can remove the submission
and cancel the item.
a list of the submissions which you are supervising or collaborating on
a list of submissions that are awaiting your action (if you have a collection
work flow role).
a link to a list of items that you have submitted and that have already been
accepted into NRS Archive.

9. EDIT MY PROFILE (found at the top-right-hand corner)

This page allows you to change the information we have for you. You must be
authenticated with your log-in to change any of your personal information.

10. SUBSCRIBE TO EMAIL ALERTS (found at the top-right-hand corner)

Users can subscribe to receive daily e-mail alerts of new items added to
collections. Users may subscribe to as many collections as they wish. To subscribe:
go to the NRS Archive registration page by clicking on the sign-on link in
the navigation bar on the left of the home page
fill out the registration form
navigate to a collection for which you would like to receive e-mail alerts,
and click on the "subscribe" button (repeat for other collections)
to edit your subscriptions, go to the "Subscribe" page.

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Appendix 4

REMARKS BY THE DIRECTOR, NATIONAL RECORDS SERVICE (NRS) ON THE

OCCASION OF THE LAUNCHING OF THE DIGITAL ARCHIVES SYSTEM FOR THE
DIGITIZATION OF THE FRAGILE MATERIALS AT THE NATIONAL ARCHIVES ON
26 NOVEMBER, 2015 AT THE PARADISE SUITES HOTEL

Mrs. Maimuna Sidibeh Manneh, Senior Programmes Officer at the Gambia National Commission
for UNESCO representing the Secretary General
Mr. Seedy Bensouda, Chief Executive Officer, InSIST Global Company
Mr. Kalilu Sonko, Deputy Director, National Records Service (NRS)
Course Facilitators
President of the Association of Gambia Records and Archives Professionals/Personnel (AGREAP)
Media Practitioners
Trainees
Ladies and Gentlemen
All other Protocols duly and respectfully observed!
A very good morning!

I am indeed very delighted this morning to welcome you all to the Launching of the Digital
Archives System for digitizing the fragile materials at the National Archives.

The National Archives has its origin in 1965 when the Gambia Government decided to set up
Archives in Bathurst, as the capital was then known. The sum of Ten Thousand Pounds Sterling
was given by the Federal Republic of Nigeria as a gift towards the project to celebrate the Gambias
newly won independence. Later in that year, Mr. J H Smyth form the Colonial Office, assisted by
Mr. F U Allen, a retired civil servant, undertook a survey and prepared hand lists of government
archives using the same system as the Public Records Office in Britain. This involved the
classification of archives by classes and series according to their administrative origin.

71
In Africa today and the Gambia in particular, the National Archives is filled with materials
recorded in analogue format and the archivists are donned with the tasks of acquiring, organizing,
preserving and managing the collections, making information readily accessible to searchers.

In developing countries, the trend is rapidly changing due to advances in computer technology
where physical documents are rapidly giving way to electronic print and, online public access
catalogue obliterates the need for searchers to physically visit the search or reading room, to access
archival materials. Traditional Archivists now have the opportunities to use modern technologies
to provide much quicker, accurate and more complex services to its clienteles, the researchers.

Therefore, the creation and archiving of digital documents are emerging trends in todays archival
profession and these are made possible by technological advancement which provides greater
opportunities and challenges to archivists.

Ladies and Gentlemen, the funding of the Digitization Project by UNESCO couldnt have come
at a better time when some of the collections at the National Archives are gravely endangered and
need to be preserved for posterity, as long term storage allows a country to preserve its cultural
heritage, governments to preserve institutional memory as well as build on past experiences.

However, the challenges for the long term preservation of archival materials at the National
Archives are but not limited to the following: the fragile state of documents due to their age (some
of the documents date back to the 17th Century), lack of trained personnel in digital archival
preservation, inadequate storage space/ICT infrastructure, and restricted access to frequently used
documents.

Therefore, the UNESCO funded Project is very timely and will assist in addressing some of these
challenges. The benefits such as long term preservation in making surrogate copies available for
use to searchers, acquisition of new skills, knowledge and expertise by staff through digital
preservation training, increased storage space, and simultaneous access among others will impact
massively on the government and the ability of the NRS, through the National Archives, to carry
out its mandate to enhance access of archival materials to searchers.

72
The project is also expected to facilitate the first step in creating an online electronic archiving
system to facilitate research, thus raise the image of the National Archives, and improve services
to an expanding group.

With all these benefits to be derived to enhance operational efficiency, I cannot and will not
conclude without extending sincere thanks and appreciation to the UNESCO Field Office through
the Secretary General, Gambia National Commission for UNESCO, represented by Mrs. Manneh,
for making the much needed funds available to undertake this long awaited project which will no
doubt have a positive impact in enhancing operational efficiency.

To the Chief Executive Officer of InSIST Global Company, Mr. Seedy Bensouda and the entire
InSIST team, I salute your professionalism and resoluteness in responding to NRS IT needs. You
are indeed a patriot as well as a genuine partner in development. The time, dedication and energy
expended in interacting with the Free and Open Source Software to ensure it meets our
requirements have not gone un-noticed and do know that Management values your partnership.

To the lead facilitator, Mr. Ousman Jammeh of InSIST Global, I say bravo for successfully
delivering the course content for the Training of Trainers and the supportive role played during
the General Staff Training. I am indeed very proud of you and be rest assured that Management
will readily knock on your door whenever the need arises.

To Mr. Modou Lamin Barry, ICT Officer at the NRS and lead Trainer for the General Staff
Training, a big thank you for your bravery and ability to successfully lead and deliver the General
Staff Training programme. Your efforts are greatly appreciated. To all the Assistant Facilitators,
I also take the opportunity to thank you immensely for your invaluable inputs.

To the Media Practitioners, I also wish to thank you for the massive turnout. You have indeed
demonstrated your solidarity as Information professionals to inform and educate the populace.
Thank you.

73
Through the Deputy Director, Mr Sonko, I wish to thank the entire team at the NRS headquarters
for all the hard work, time and energy pumped into making the training a resounding success. You
and the entire records cadre will remain evergreen in my heart.
To you dear Trainees, I must confess that youve done me proud. Do continue to interact with the
software to further sharpen your skills for you do not know when you would be deployed to the
National Archives. I commend you for your outstanding achievements and thank you for your
favorable response to Managements invitation.

To Alieu, I say a big thank you for the comprehensive Video coverage since the inception of the
Training of Trainers programme from 30 October to 14 November, the General Staff Training
from 24 25 November, 2015 and today, the launching, which is the icing on the cake, marking
the end of the training programmes to facilitate the use of the Digital Archives system. I urge you
to continue the coverage as post project activities would be ongoing at the National Archives.

To the Management of Paradise suites Hotel, I heartily extend thanks and appreciation for the use
of this beautiful facility and to let you know that we are all eagerly looking forward to some yummy
snacks to re-energize us after the Closing remarks.

Finally, I wish to extend very special thanks and appreciation to the Government of the Gambia
through my Permanent Secretary and the entire Personnel Management Office staff for the massive
and unwavering support given me in the execution of my duties. The encouragement to take
initiatives and be innovative is the driving force behind the numerous achievements registered by
the NRS Management. I am indeed very grateful to you PS and your able and untiring Lieutenants.
You will always be remembered as the Patron of the Records Cadre.

And now, Ladies and gentlemen, I have the singular honor and privilege to officially Launch the
Digital Archives System for the National Archives, to mark the commencement of the digitization
of fragile archival materials.

Thank you, jerejef, albarka, jarama,timpa timpa, njokanjal and unatenki for your attention.

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Appendix 5

PROJECT ACTIVITIES IMPLEMENTED AS PER BUDGET LINES FROM 28 MAY 2015 TO MARCH, 2016

1 Procurement of Equipment 421,416.00

2 Training of Trainers 196, 644.00

Lab facilities (Rental) 74, 667.00
Food (Breakfast and Lunch) 39, 600.00

75
 Transport Refund (Participants) 38, 400.00
Project Facilitation 43, 977.00

3 General Staff Training 85, 260.00

Transport Refund (Participants) 36, 000.00
Food (Breakfast and Lunch 12, 000.00
Water (Bottle) 450.00
Project Facilitation 16, 677.00
Monitoring & Evaluation 17, 600.00
Discrepancy (M&E for TOT &
General Staff Training 2, 533.00

4 Stationery 222, 782.00

Pocket folders, Pens, Note Books 61, 300.00
for Participants
Stationery for the Production of
both Training and User Manuals

Printing & Binding of 8 Copies of 50, 000.00

Training Manuals and 30 Copies of
User Manuals

Fuel for the duration of 50, 000.00

Implementing the Project

Monitoring & Evaluation 19, 882.00

Digitization of the Fragile 41, 600.000

Materials

5 Publication 52, 015.00

Launching (50 people, Snacks, 23, 288.00

Drinks and Venue

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 Video coverage 7, 000.00
Transport Refund to Journalists 2, 100.00
Banners 4, 000.00
Project Facilitation 15, 627.000.00

6 Consultancy 91, 500.00

TOTAL 1, 069,617.00

77