UNITED REPUBLIC OF TANZANIA

MINISTRY OF EDUCATION, SCIENCE AND TECHNOLOGY

MOSHI CO-OPERATIVE UNIVERSITY (MoCU)

CHUO KIKUU CHA USHIRIKA MOSHI

ARCHIVES POLICY
(Made under Article 30 (2) of the Moshi Co-operative University Charter 2015)

As Approved by the Council Meeting Held on 8th November 2016

NOVEMBER, 2016
 TABLE OF CONTENTS

PART1 ................................................................................................................................ 1
1.0 INTRODUCTION ........................................................................................................ 1
1.1 Background Information ............................................................................................... 1
1.1.1 DCLA Organizational Structure ................................................................................ 2
1.1.2 Goals and Objectives ............................................................................................... 2
1.2 University’s Vision and Mission Statements ............................................................ 2
1.2.1 Vision ......................................................................................................................... 2
1.2.2 Mission Statement.................................................................................................... 2
1.3 Core Values.............................................................................................................. 2
1.4 The Objects and Functions....................................................................................... 2
PART 2 ............................................................................................................................... 3
2.0 THE POLICY FRAMEWORK .................................................................................... 3
2.1 Rationale of the Policy ............................................................................................ 3
2.2 Policy Objectives .................................................................................................... 4
2.3 Scope of the Policy ................................................................................................. 5
PART 3 ............................................................................................................................... 7
3.0 KEY POLICY AREAS .......................................................................................... 7
3.1 Acquisition and selection of archives ..................................................................... 7
3.1.1 Policy issues ............................................................................................................ 7
3.1.2 Policy statements .................................................................................................... 7
3.1.3 Implementation strategies ....................................................................................... 8
3.2 Conservation, Storage and Preservation of Archives ............................................. 9
3.2.1 Policy issues ............................................................................................................ 9
3.2.2 Policy statements .................................................................................................... 9
3.2.3 Implementation strategies ..................................................................................... 10
3.3 Digitization and Exploitation of Technology Archives Management .................. 11
3.3.1 Policy issues .......................................................................................................... 11
3.3.2 Policy statements .................................................................................................. 11
3.3.3 Implementation strategies ..................................................................................... 11
3.4 Access and Use of Archives ................................................................................. 12
3.4.1 Policy issues .......................................................................................................... 12
3.4.2 Policy statements .................................................................................................. 12
3.4.3 Implementation strategies ..................................................................................... 12
3.5 Transfer and Disposition of Archive..................................................................... 13
3.5.1 Policy issues .......................................................................................................... 13
3.5.2 Policy statements .................................................................................................. 13
3.5.3 Implementation strategies ..................................................................................... 14
3.6 Compliance by Records Creators and Users ......................................................... 14
3.6.1 Policy issues .......................................................................................................... 14
3.6.2 Policy Statements .................................................................................................. 15
3.6.3 Implementation strategies ..................................................................................... 15
3.7 Mandatory In-house Document Deposit ............................................................... 16
3.7.1 Policy issues .......................................................................................................... 16
3.7.2 Policy statements .................................................................................................. 16

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3.7.3 Implementation strategies ..................................................................................... 17
PART 4 ............................................................................................................................. 18
4.0 POLICY IMPLEMENTATION MONITORING AND REVIEW ...................... 18
4.4 Policy Monitoring ................................................................................................. 18
4.5 Policy Operational Date ........................................................................................ 18
4.6 Disclaimer ............................................................................................................ 18

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 FOREWORD

The history of the co-operative movement and its contribution to socio-economic

development of the country needs to be preserved for current and future generations.
Furthermore, the Mission of the University is to contribute to the development and growth
of the co-operative sector through education, training and manpower development.
Likewise, the preservation of co-operative materials will facilitate the accessibility of such
materials by academicians, researchers, consultants, historians, politicians, policy makers
and other actors.

The Directorate of Co-operative Library and Archives (DCLA) is the University’s Unit
mandated to identify, collect, acquire, preserve and provide access to co-operative archival
materials for historical and academic purposes. It is also a preserver of special collections
of co-operative historical materials and a contributor to the achievement of the vision and
mission of the University. DCLA through constantly surveys sources of co-operative
materials from individuals, institutions and organizations within and outside the country
for depository purposes.

This Policy is an effort to make sure that the DCLA executes its functions systematically
in accordance with the University Mission and Vision. It provides guidelines and
procedures to be followed by all users of the Library resources especially archival
materials. It is a management tool for the preservation of the Archival materials at the
University.

Prof. F. K. Bee (PhD)

VICE CHANCELLOR

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 ABBREVIATIONS AND ACRONYIMS

CD : Compact Disk

CD ROM : Compact Disk Read Only Memory

DCLA : Directorate of Co-operative Library and Archives

DVCA : The Deputy Vice Chancellor Academic

DVD : Digital Versatile Disk

ICCE : Institute of Continuing Co-operative Education

ISO : International Standards Organization

MoCU : Moshi Co-operative University

MUCCoBS : Moshi University College of Co-operative and Business Studies

SUA : Sokoine University of Agriculture

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 DEFINITION OF TERMS

In this policy, unless the context otherwise archives policy requires the following
definitions:

‘Access’ means permission to examine and study the materials held by the archives.
‘Archive materials’ means materials which are in the form of books, documents, maps,
drawings, photographs, letters, search papers, and any other medium on which
information is recorded or stored in printed, electronic, graphic, mechanical means,
which provide first hand information
‘Archives’ means records with enduring value selected for permanent preservation.
‘Archivist’ means a person who is responsible for management of archives or custodian
of archives
‘Co-operative Archives’ means the co-operative institutions depository for endurance
value documents.
‘Corporate Records’ means the materials which created, received and accumulated by
University officers or employees on behalf of the University. Such materials may
be in the form of books, documents, maps, drawings, photographs, letters, vouchers,
papers, and any other medium on which information is recorded or stored by graphic,
electronic or mechanical means.
‘Digitization’ means the conversion of materials that were originally created in another
format into an electronic form. This definition excludes materials that were initially
created digitally, such as email communication.
‘Donation’ means voluntary deposit of records, involving the transfer of legal ownership
and custody to the archives.
‘Non-official records’ means records that relate to the operations or history of the
University, but are not created by the University employees.
‘Permanently valuable records’ means records that should be retained permanently,
because of their administrative, financial, legal, operational, cultural, social or
scientific value.
‘Preservation’ means the process and operations involved in the physical protection of
records and archives against damage

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‘Provenance’ means the chronology of the ownership, custody or location of a historical
object.
‘Records Centre’ means a place where records that are accessed only occasionally are
housed for reference or to meet audit or legal obligations, these records are called
"semi-current records.”
‘Records’ means a documents containing data or information of any kind and in any form,
created and accumulated by the University in the transaction of business or the
conduct of the affairs of the University.
‘Repository’ means a building or cyberspace in which archives are preserved are preserved
and made available for consultation.
‘Retention and disposal schedule’ means a document describing the recurring record
of the University thereof, specifying which records should
be preserved permanently as having enduring values as archives and authorizing on
a continuing basis after the lapse of retention periods or the occurrence of specified
actions or events, the disposal by destruction or other means of the remaining
records.
‘Selection’ means the process of deciding what materials shall be transferred to the
archives from a range of materials identified.
‘Users of Archive Policy’ means the archives creators and users include co-operators,
researchers, students, archivists, consultants, policymakers, stakeholders,
management authority, and related users.
‘University-Related Materials’ means records and papers, which reflect the life of the
University. Such records may include private papers, students’ publications,
alumni and faculty groups, societies and organizations.

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 PART1

1.0 INTRODUCTION

1.1 Background Information

The Moshi Co-operative University (MoCU) is among the higher learning institutions in
Tanzania. MoCU came into being as a result of transforming Moshi University College of
Co-operative and Business Studies (MUCCoBS) to a full-fledged University on 4th
September, 2014. The University is governed by its on Charter, made under the
Universities Act No. 7 of 2005 (Cap 346) of Tanzania laws, which was signed by the former
President of the United Republic of Tanzania, His Excellence Jakaya Mrisho Kikwete, on
23rd February 2015. The former University College was a result of upgrading the
status of the then Co-operative College Moshi into Moshi University College of
Co-operative and Business Studies into a Constituent College of Sokoine University
of Agriculture (SUA) as declared through Declaration Order No. 22 of 2004. Then
in 2014 become a full fledged Univesity (Moshi Co-operative University- MoCU). This
University is among the few specialized Universities in Africa offering academic and
professional training in co-operative and community based studies.
MoCU is located in Moshi Municipality and has a teaching centre at Kizumbi in
Shinyanga region. In addition, The University operates 13 Regional Offices catering for all
the regions in Tanzania Mainland. These offices are Mtwara (serving Mtwara and
Lindi Regions), Mbeya (serving Mbeya, Katavi and Rukwa Regions), Kilimanjaro
(serving Kilmanjaro, Arusha and Manyara Regions), Shinyanga (serving Shinyanga and
Simiyu Regions), Mwanza (serving Mwanza, Geita and Kagera Regions), Iringa
(serving Iringa and Njombe Regions), Dodoma (serving Dodoma and Morogoro
Regions), Coast (serving Coast and Dar-es-Salaam Regions), Singida, Ruvuma, Tanga,
Tabora and Kigoma. These offices operate under the Institute of Continuing Co-
operative Education (ICCE). The University conducts a range of residential and
distance learning programmes, tailor-made programmes, field training, research,
consultancy and community services.

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1.1.1 DCLA Organizational Structure
Directorate of Co-operative Library and Archives (DCLA) is administratively
under The Deputy Vice Chancellor Academic (DVCA). The Directorate is made
up of four departments; Archives, Technical services, Readers’ Services and
Circulation, and Co-operative Documentation and Information.
1.1.2 Goals and Objectives
The main goal of DCLA is to support teaching, research, and consultancy at the
University and public at large. The objective of Archive Department is to meet
information requirements of academic community by acquiring, processing,
storing, conserving and preserving archive materials for use.

1.2 University’s Vision and Mission Statements

1.2.1 Vision
The vision of the University is “to become a centre of excellence in co-
operative education and practice”.
1.2.2 Mission Statement
The mission statement of the University is “to provide quality education,
training, research and advisory services to enhance co-operative development”.
1.3 Core Values
In fulfilling the Vision and Mission, the University will be guided by the following
core values; cooperation, objectivity, pursuit of excellence in service delivery,
integrity and accountability, courtesy to all, and social responsibility.
1.4 The Objects and Functions
The general objects and functions of the University shall be to advance
knowledge, wisdom, understanding and enhance creativity through teaching,
research, extension and consultancy on all matters relating to co-operative
development, rural transformation, business studies, information and
communication technology, law and any other relevant area of learning and
knowledge at national and international levels.

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 PART 2

2.0 THE POLICY FRAMEWORK

2.1 Rationale of the Policy

Co-operatives have played a central developmental role in world wide and in particular
East African countries in both pre and post colonial times, yet the absence of any systematic
preservation of co-operative archives. It has doubted a major hindrance. Currently there
are gaps in co-operative development history, as the subject is data deficient as accessibility
to materials is patchy.
Apart from the absence of a system that uses modern records management practice in co-
operative sector, there has been an overcrowded and unsuitable storage of archive materials
in the Tanzania co-operative sector. Along with the poor security and confidentiality
controls in co-operative institutions and absence of vital records-disaster recovery and
preparedness plans, with the limited capacity to manage electronic records and archives in
co-operative societies, there is a great danger of losing important co-operative archives in
the country.
Lack of co-operative archive policy has been major hindrance to development,
conservation and preservation of co-operative culture heritage. Co-operative archives in
Tanzania are in danger if concerted efforts are not taken to preserve them either at the
grassroots level or at national level. Underscoring the danger of the co-operative archive,
Moshi Co-operative University considered the urgent need to preserve co-operative
archives due to their historical, administrative, academics and research value and most
importantly, co-operative archives management rescues archives from risk of physical
deterioration, destruction, neglect and irresponsible care.
The University needs a dynamic policy that will guide a focused records and archives
management system. As the sole University of co-operative in the country, this is important
move to preserve the long history of co-operative in the country. The University is
committed to select, collect and preserve all relevant and authentic co-operative archive
materials.

Since there has not been any coherent policy to guide the management of co-operative
archives, this policy will solve the challenges and articulate conducive environment for

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preservation system for the co-operative archives materials in Tanzania. The policy
addresses the important issues related to co-operative archives management and
administration. It is a benefactor for co-operative history and culture heritage in Tanzania
and Africa. This policy is also designed to not only addresses these challenges but also to
exploit new technologies which will enable the records and archives management services
to contribute effectively to the co-operative movement and socio-economic development
of the country at large.
2.2 Policy Objectives
This policy is anticipated to set the right environment so as to achieve the University vision,
mission and goals, through the provision of reliable, effective and efficient services in the
access of co-operative records and archives materials to the University, the co-operative
movement and the public at large. The policy establishes the framework within which the
Archives materials are collected, selected, processed and conserved. It emphasizes the best
practices which must be adhered to. In this regard the specific objectives of this policy are
to:
(i) Acquire by transfer, deposit, gift or purchase archives as defined in the
acquisitions policy.
(ii) Act as a compliance tool by the principle of provenance and original order.
(iii) Comply with recognized standards of storage of archival documents, and the
historical manuscript
(iv) Preserve and conserve co-operative archival materials for current and future use
through conserving, storing and protecting archive materials appraise and transfer
records of enduring value from the co-operative institutions to the University
Archive without causing damage, particularly for the fragile ones.
(v) Guide the records and archives management processes for the University in
selecting acquisition of co-operative archival materials so as to provide information
resources for present and future generations.
(vi) Provide a guide for Appraise the co-operative archival materials.
(vii) Set up proper technology in management of co-operative archives materials
(viii) Ensure security of co-operative archival materials
(ix) Provide access to the records and promoting their value and use as an information
and educational resource through the provision of access to non-current and non-

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 confidential records of the University to scholars, researchers, students and general
public to enhance their knowledge
(x) Put in place relevant staff for effective functioning of the archives and records
management of the University.
(xi) Ensure that individuals and institutions are encouraged, assisted and trained to
protect the valuable historical documents in their possession.
(xii) Promote collaboration with both private and public institutions as well as
individuals who have deep knowledge and interest in archival materials
(xiii) Ensure efficient and effective services are provided to clients.
(xiv) Encourage the co-operators and the public at large to donate archives materials to
the University.
(xv) Ensure accessibility of co-operative archives materials for as long as they are
needed to support the legitimate information needs of the University co-operators,
government and citizens;
2.3 Scope of the Policy
This policy covers all co-operative records and archives both paper and electronic archives.
The policy incorporates issues of selection and collection of authentic co-operative archive
materials, conservation, storage and protection, as well as tracking of archival materials.
Also it covers range of materials related to the co-operative sector as follows:
(i) Inactive records of administrative, research and academic features in various
formats includes: papers, tapes, software, reports, correspondence and other
records, pictorial and audio-visual materials: photographs and photographic
negatives, slides, motion pictures, videos, maps, posters, microfilms, tapes of
speeches, events, oral histories, art works and architectural drawings and
memorabilia.
(ii) General publications: commencement and performance programmes, legal
documents, announcements, newsletters, brochures and manuscripts.
(iii) Faculty and staff reports and publications: speeches, conference proceedings and
symposium papers and records
(iv) Student publications: newspaper, periodicals, newsletters and research papers
(v) Creative works: thesis, dissertations and creative projects
(vi) Publicity materials: press releases and advertisements of events and related co-
operative activities

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(vii) Support group records: records and publications of such groups as the Alumni
Associations related to the co-operative sector
(viii) Personal papers: manuscripts, correspondence and oral histories

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 PART 3

3.0 KEY POLICY AREAS

3.1 Acquisition and selection of archives

In order to render archive services effectively and efficiently the Archive
Department shall select, acquire, preserve archives, and make available for the
University and the co-operative movement the highest standard of service delivery.
3.1.1 Policy issues
i. Many archival materials in co-operative organizations are in a bad condition. They
are fragile, dirty, strained, brittle, crumbling, sometimes bent and full of rusty metal
clips also destructed by the rodents.
ii. Mostly of the records were originally produced on poor quality paper, with has high
acid content, putting the archives at even more risk and causing brittle and
crumbling appearances.
iii. Some notable persons possess archive materials however they do not know where
to send these materials for repository purpose
3.1.2 Policy statements
The purpose of this policy statement is to provide guidance in the implementation
of the authority by clarifying objectives, outlining operating assumptions and
criteria for acceptance, and targeting specific areas of collection activity as
follows:-
(i) The University’s Archives Department seeks to collect original and unique co-
operative archival records to support teaching, consultancy and research in co-
operative development, the co-operative movement and the wider community.
(ii) Records and archives materials can be obtained through being transferred from the
source, gifted, deposited on long term loan or (exceptionally) purchased. In
acquiring records every effort will be made to avoid conflict and duplication with
the collecting policies of other public archive services.
(iii) The Archivist of the University may accept for transfer into the Co-operative
Archives materials from private sources, including motion pictures, still pictures,
and sound recordings, which are appropriate for preservation by the University as

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 evidence of its organization, functions, policies, decisions, procedures, and
transactions.
(iv) The University recognizes its responsibility of acquiring works for the archive
collection, to ensure that appropriate arrangements are made for the use, care and
documentation of the collection taking into account the established sector standards
where relevant.
3.1.3 Implementation strategies
This policy will be implemented by the DCLA through the archivist and users from the
University, the co-operative movement and the public at large through the proper processes
and procedures. The University’s Archive Department shall:
(i) Select relevant materials for transfer or conversion in another format for depository
purpose, arrange, describe those records and make them accessible in accordance
with established archival standards and adherence to copyright law.
(ii) Appraise and collect archival materials from possible sources of co-operative
archives
(iii) Accept donations and gifts in term of archives from co-operative organizations and
other owners
(iv) Engage the donor's of archival material to provide archive material to the
University’s Archive Department for the purposes of preservation, study, exhibit,
and reproduction, consistent with the donor's applicable underlying rights or
copyright interests and with the University Archives' mandate to make its holdings
available.
(v) Ask donors or depositors of archives to consider assigning copyright of the archives
to be transferred to the University
(vi) Collect archives which found to possess endurance value in all media, though
currently mostly paper-based and electronic records. This includes correspondence,
diaries, notebooks, artworks (paintings, drawings, sketchbooks, sculpture, models,
and prints), photographs, administrative records of the art galleries and co-operative
institutions, press cuttings, and publications, posters and audio-visual material.
(vii) Consider acquisitions outside the current stated policy shall only be made after
proper consideration by the University authority

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(viii) Reserves the right to return to a depositor any items deemed to be of no interest to
the Archive or, with the permission of the depositor, to transfer such items to a more
appropriate place of deposit or to destroy them.
3.2 Conservation, Storage and Preservation of Archives
Conservation, storage and preservation of archival materials are the aspects of
collection management for library and archives collection their purpose is to ensure
that information survives in the usable form.
3.2.1 Policy issues
In order to ensure that archive materials are properly conserved, preserved and
stored for use the issues to be addressed includes:-
(i) Storage room in co-operative organizations have open windows allowing dust to
come in also many archival materials are on loose shelves without the protection of
boxes and some are piled on top of each other.
(ii) Records with archival value found in cooperatives societies are in danger due to
poor storage and handling. If they are not rescued urgently, they will be lost and
therefore cooperative heritage will disappear.
(iii) The co-operatives are not aware of what is in their record stores, or the value they
have. Co-operatives organisations do not know the difference between archival
records with long term value and records with no value that can be destroyed.
(iv) The board members and staff of co-operatives lack of knowledge in records
management
(v) There is no guideline for preservation of e-archive resources
3.2.2 Policy statements
The University shall be committed to long term conservation, storage and
preservation of co-operative archive materials through the DCLA and the
Department of Archives, the following are policy statements:-
(i) The University shall store, organize, protect and preserve scientifically all relevant
and valuable archival materials collected from co-operative organizations
(ii) The University shall ensure that Archives Department are rescued from danger of
diminishing through ensuring that, the department is equipped with relevant storage
facilities and technology so as to serve as an information resource center that will
assist the University community with research projects

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(iii) The University shall put in place standards, procedures and guidelines on archives
materials storage facilities and train the archive holders.
(iv) All records and archives materials which are important for the University continuity
shall be duplicated and stored properly to make sure that they are safe even when
disaster strike, application to this shall be in compliance to the agreements with the
owners and copyright law,
(v) The University shall assist and train individuals and institutions as how to protect
the valuable historical documents in their possession
(vi) The University Archive Department shall preserve both materials in print and
electronic format.
3.2.3 Implementation strategies
The Archive Department shall:-
(i) Provide adequate storage space, storage supplies, and resources important for
prolonging the archive materials life span.
(ii) Put in place archive management system and storage facilities to ensure
accessibility of archive materials.
(iii) Make use of both physical and software technologies in order to ensure archive
materials are rescued from danger of diminishment.
(iv) Organize ,protect and preserve scientifically all archival materials
(v) Consider media selection criteria by formats, data creators when selecting
removable storage media and physical formats of archive materials, these shall be
based on longevity, capacity, and viability, obsolescence, cost and susceptibility.
(vi) Set up a disaster recovery plans includes backups for archive materials
(vii) Put in place standards, procedures and guidelines on archives materials storage in
compliance with standards for the archives management
(viii) Select and preserve archive materials received or created in the course of research
activities.
(ix) Assist and train individuals and institutions the best practice of protecting the
valuable historical documents
(x) Encourage and assist the University community to recognize and make use of its
institutional documentary heritage via exhibits, presentations, and published
resources.

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(xi) Link with private and public institutions as well as individuals who have deep
knowledge and interest in archival materials so as to advise them to advance the
culture of protecting valuable historical materials.
3.3 Digitization and Exploitation of Technology Archives Management
Technologies for the management of information is being advanced continuously,
hence the University shall, whenever necessary, deploy new and better technology
for the preservation and management of archives materials. Also, the co-operative
materials that were originally created in other format whenever necessary they shall
be converted into electronic format with the owners concert for preservation
purposes.
3.3.1 Policy issues
Information Technology has led to production of more documents and received,
stored or accessed, electronically through computers, however, the technology in
use is constantly changing. Continuous update of application programs, storage
technology and other structures affects the life cycle of archives materials and
other records/ documents; hence they require proper organization and control so
that they can be retrieved when required.
3.3.2 Policy statements
In order to ensure that the University couple with the technological changes and needs
requirement the University shall:-
(i) Ensure that electronic records are migrated to new generation of systems whenever
there is technological obsolescence.
(ii) Ensure that proper record keeping systems that capture archive materials and other
records created or received by the archivists are deployed.
(iii) Develop and approve standards, procedures and guidelines for the management of
electronic documents and records.
3.3.3 Implementation strategies
The strategies for implementing the deployment of new technology in the management of
records and archives shall include:
(i) Adoption and deployments of appropriate technology in order to curb technological
obsolescence.
(ii) Digitization of all those materials that cannot be easily replaceable or obtained from
the creator or owner for depository purposes. Materials that can be converted may

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 include un-published materials includes correspondence, photographs, films, video
tapes and handwritten manuscripts.
(iii) Development and/or adaptation and utilization of standards, procedures and
guidelines for the management of electronic documents and records.
Carefully selection of storage media which can maximize the utilization periods
and prolong the digital archive material life span by the University
(iv) Use micro-form and scan documents of historical value which are on the verge of
natural decay and destruction and protect them scientifically.
3.4 Access and Use of Archives
3.4.1 Policy issues
Based on access and uses of archive materials the major issues to be addressed are:
(i) The use of a record is a transaction that calls for documentation, care and an easy
procedure instituted within the archive management system to enhance
accessibility and use. However there is no any policy document to address
accessibility obstacles.
(ii) Tracking of records for use by the patrons within archives management systems is
a vital procedure that demands proper security measures. Only users with
appropriate permission shall perform the tasks for which they have been authorized.
This requirement has a greater significance for both paper and electronic record
keeping systems because of the vulnerability of archives due to unauthorized
access, alteration and deletion.
3.4.2 Policy statements
In order to ensure availability and accessibility of archive materials the University
through DCLA and Department of Archives shall:
(i) Use both manual and digital systems to enhance accessibility of archive materials.
(ii) Access to the archives by academic researchers and members of the public will be
by special permission only. Researchers or users who are not staff or students of
the University will be asked to sign a special form.
(iii) Access to extremely fragile or confidential archives will be restricted.
3.4.3 Implementation strategies
The Archive Department shall:
(i) Prepare indices and other metadata to enhance accessibility of archive materials
Render archive services and provide access of archives to:

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 a. Staff of the University.
b. Students of the University.
c. Visitors to the University and;
d. All other groups of people in the University, including but not limited to
co-operative stakeholders.
(ii) Establish, develop, and promote the utilization of space and maintenance of
equipments for preserving archival materials.
(v) Render advisory services and training to records creating agencies particularly on
the selection, compilation, classification and disposal of records and application of
standards, procedures and techniques of records management.
(vi) Provide authenticated copies of extracts from public records
(vii) Provide educational and outreach programmes to increase public awareness and
appreciation of the cooperative history and development.
(viii) Select software for providing services in the archives.
3.5 Transfer and Disposition of Archive
3.5.1 Policy issues
Proliferation of non-current records call for their organization for enhancement of
accessibility of archive materials issues are:
(i) Lack of specific place where co-operative archives are specifically preserved for
future use.
(ii) Proliferation of noncurrent records in co-operative organization call for transfer to
University’s Archive Department to be organized in order enhancement of their
accessibility.
(iii) Transfer records and archives to the Archive Department without breaching
security and confidentiality controls from cooperatives institutions
(iv) Disposition of records and archives that are out of use

3.5.2 Policy statements

It is mandatory that records are managed from their creation state up to the end of
their life cycle, to ensure proper management of record life cycle the University’s
archives shall:-
(i) Provide for archive repository

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(ii) Develop and implement retention and disposal schedules that comprehensively
cover all records found with endurance value and archive, regardless of their format
or media.
(iii) Seeks for the top management approval before destroying any records(s) and
transfer records of enduring value to the department responsible for records and
archives management, or any other place of deposit as described in the MoCU
Financial Regulations, 2015 article number 66 on disposal of non-current assets
and immovable assets
(iv) Ensure that all records and archives of the privatized or dissolved co-operative
office are vested into the custody under the University archives management.
3.5.3 Implementation strategies
Agreements and term of reference on transfer and disposition of archive materials
are the prerequisite before implementation the DCLA and Archive Department are
required to:-
(i) Liaise with the co-operative organisations to allow the transfer of the archival
materials to the University Archives
(ii) To negotiate for the transfer of archival materials from the custody of their
immediate jurisdiction to the University Archives
Implementing retention and disposal schedules relating to semi-current records
whose transfer to the University’s archives are appropriate as described in the
MoCU Financial Regulations, 2015 article number 66 on disposal of non-current
assets and immovable assets
3.6 Compliance by Records Creators and Users
3.6.1 Policy issues
Co-operative archives management has been a big challenge in Tanzania. Records
in co-operative organizations continue to be created every day however there were
no affirmative efforts put in order to manage, records which become inactive yet
are still have enduring historical, research, informative, evidential values hence
they require good preservation and arrangement according to principles of
provenance and original order. In recognizing the need for managing co-operative
archives, the University shall take initiatives to find way out on how comply with
the records creators so that to rescue endangered co-operative archives.

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3.6.2 Policy Statements
In recognizance of the issues integrity of valuable co-operative archives, the
University shall adhere to the principle of provenance and original order.
The principle dictates that archival records are grouped by the University, whereas
the principle of original order dictates that the records within those groupings be
maintained in the order fashioned by their creator. The University is keenly to
collect co-operative archives generated from different co-operative organization
and manage them.
The University Archive shall make sure that:
i) All materials are acquired in conformity with recognized archival principles such
as provenance and territoriality in order to avoid the mutilation of founds.
ii) Integrity is maintained in the University’s co-operative archives which are
collected from different provenances and managed by the University.
iii) Policy establishes the framework within which the cooperative archives are
rescued from poor custody by their creators.
iv) Co-operative archives are deposited in the University repository and ensure their
accessibility.
3.6.3 Implementation strategies
Based on the principle of provenance and original order, the strength for
implementation of the policy on archives shall include:
i) Application of principles of provenance and original order so that to provide
access to archive materials.
ii) Organizing seminars and consortia on management of co-operative archives. This
shall be done by the DCLA through the Archive Department.
iii) Make accessible to the patrons co-operative archive material as long as they are
needed to support the legitimate information needs of co-operative stakeholders.
(iii) Optimizing public participation in preservation of archive materials for the co-
operative development.

(iv) Promote public trust, optimize information sharing and re-use and reduce
duplication in accordance with legal, copyright law and policy obligations.
(v) Comply with ISO 154889-1:2016 concepts and principles which approach to
creation, capture and management of records.

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3.7 Mandatory In-house Document Deposit
3.7.1 Policy issues
Academicians and other co-operative stakeholders keep on creating records
continuously. The policy recognizing that it is necessary to respect co-operative
values in order to have the confidence of the public. It should be said that these
values or interests based on mandatory in-house document deposit must not exist
everywhere but in the University’s provenance, but that the main reasons are:
i) To enable academicians deposit a copy of any publication that bears co-operative
aspects to the Archive Department.
ii) The need to protect the University’s generated archives material.
iii) The need to preserve and make available relevant information to research in a broad
sense, both professional research and research in co-operative studies.
iv) Records in the University’s record centre keep on increasing continuously.
3.7.2 Policy statements
This policy should be understood in association to other policies related to the
management of the University records. These include:
i) Archives generated and owned by individual members of the staff, alumni and
students shall be transferred under an agreed deed of donation, and the deposits
shall be accompanied by a deposit agreement signed by the archive’s owners and
the archivist.
ii) The University library material selection policy and records retention schedule,
procedure and guidelines for handling or managing the University’s records,
outlines the principles by which University records should be selected for
permanent preservation. The policy shall be accompanied with records retention
schedule that identifies record series which should be transferred to the University
Archives Department.
iii) The University records retention schedule and archive appraisal shall be the
principal documents for the University’s record management. These documents
shall outline the general principles of records management and assigns
responsibilities for records management.
iv) The University records retention schedule sets out retention periods and disposition
actions for record series generated by the University. The schedule identifies
records series which are considered to have archival values.

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3.7.3 Implementation strategies
Archive deposit is a mandatory requirement that an individual person or group of
people in MoCU to submit copies of their publications to the repository.
The Co-operative Archive Department is entitled to receive, free of charge, of one
copy of every publication within University. The copy deposited must be of the
same quality as the best copies which, at the time of delivery, have been produced
for publication by the University.
Archive department shall:-
i) Register and describe all co-operative archives obtained through the mandatory
deposit policy procedures
ii) Provide the University Archives Department with two copies of every publication
produced including bulletins, newsletters, invitations, programs, and memorabilia.
iii) Collect publications produced in MoCU regardless of medium or format, including,
for example: books (monographs), serials (journals, periodicals, and magazines),
and sound, video and spoken-word recordings, multimedia or instructional kits, CD
and DVD CD-ROMs, microforms, cartographic materials, online or digital
publications.
iv) Ensure that all publications produced within the University, about the University
and co-operative sector in Tanzania are collected and deposited in Co-operative
Archive Department
v) Control document recording appraisal decisions and prescribing disposal action or
disposition schedule.

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 PART 4

3.0 POLICY IMPLEMENTATION MONITORING AND REVIEW

4.1 The above policy provisions shall become operational immediately after being
approved by the University Council and shall remain valid and binding until they
are revoked by the authority entrusted with such powers and following laid down
rules and procedures.
4.2 The University management shall develop and implement retention and disposal
schedules that comprehensively cover all co-operative records and archives
regardless of format or media.
4.3 Records and archives with enduring values shall be deposited to the Archives
repository.
4.4 Policy Monitoring
In order to ensure that the various policy provisions and policy implementation
procedures are adhered to, the Director of Co-operative Library and Archives
(DCLA) shall from time to time monitor and evaluate the performance of the
Archives Department.
4.5 Policy Operational Date
This policy shall be in operational effectively after being approved by the council
4.6 Disclaimer
The University shall remain custodian of archival materials while contents shall
remain the responsibility of the creators
4.7 Providing for effective policy/delivery interaction

Effective feedback loops shall be established between policy development and

delivery.

Approaches are adopted to ensure that implementation is consistent and aligned

with policy objectives, including through action to foster goal clarity and
congruence, and reinforcement through better practice performance management.

Approaches are adopted aimed at ensuring that policy development is informed by

on-the ground intelligence and experience, including by means of mobility and

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 interchange, avenues for interaction with network members, collection of provider
and user views and evaluations.

4.8 Review
This policy will be reviewed from time to time as and when needs arised.

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