1.1 Introduction
Archival materials are the documentary by-products of human activities that are preserved because of their enduring value as evidence of those activities or for their informational content (International Council on Archives, 2020). In the context of university libraries, archival materials encompass a wide range of records such as administrative files, student records, manuscripts, photographs, maps, institutional reports, and other documents that capture the historical, academic, and administrative development of the institution (Aina, 2019). Preservation, in the library and archival context, refers to all activities aimed at prolonging the life of information resources and ensuring their continued accessibility, either in their original physical form or through surrogates such as digital copies (Ezeani & Nwosu, 2020).
As a prelude to other parts of this study, this chapter will discuss the background upon which this study was initiated, the statement of problems that led to this study, the Aim and Objectives of the study. Others are Significance of the study, Scope of work, Research hypothesis and questions, Limitation of the study and Definition of terms.
1.2 Background of Study
Archival materials are the cornerstone of institutional memory, serving as vital records that document the administrative, academic, and cultural history of organizations, particularly in higher education institutions. According to Aina (2019), archival materials are records of enduring value that reflect the functions, policies, decisions, and activities of an institution over time. In university libraries, these materials include a wide range of documents such as minutes of meetings, student records, examination results, correspondences, theses, reports, and photographs that capture the evolution of the university community. Preserving these materials is therefore crucial for ensuring continuity, accountability, and research development.
Okonkwo (2021) asserted that preservation involves a series of managerial, financial, and technical activities aimed at ensuring the longevity and accessibility of information resources. Preservation is not limited to physical protection but extends to the use of appropriate storage, environmental control, staff training, and the adoption of modern technologies such as digitization. Unfortunately, university libraries in Nigeria are faced with several challenges that hinder effective preservation of archival materials. Ezeani and Nwosu (2020) reported that poor funding, lack of preservation policies, inadequate storage facilities, and insufficient professional training are among the most common issues affecting archival preservation in Nigerian universities.
Furthermore, Adetoro and Adeyemi (2021) affirmed that environmental factors play a significant role in the deterioration of archival materials. They noted that high humidity, temperature fluctuations, and exposure to light contribute to chemical and biological degradation, especially of paper-based documents. In tropical regions such as southern Nigeria, where the University of Port Harcourt is located, these factors are particularly severe. Without proper air conditioning, dehumidification, and pest control systems, archival materials deteriorate rapidly, leading to the loss of invaluable historical and administrative records.
On the other hand, technological advancements offer new opportunities for preserving and accessing archival materials. Nwosu (2022) stated that digitization is one of the most effective strategies for ensuring the long-term preservation of archives while improving accessibility for users. However, many Nigerian universities struggle with implementing digitization programs due to limited funding, poor infrastructure, erratic power supply, and a lack of skilled personnel. Ogundele (2020) contended that the slow adoption of digital preservation techniques in university libraries is also linked to institutional neglect and low prioritization of archival management. Consequently, most archival collections remain in poor physical condition, vulnerable to theft, decay, or total loss (Ogundele, 2020).
The University of Port Harcourt Library serves as a vital information hub for the university community, housing both current and historical materials that support teaching, learning, and research. However, like many other academic libraries in Nigeria, it faces considerable challenges in preserving its archival resources. According to Okonkwo (2021), the absence of adequate preservation policies and lack of infrastructural support have made it difficult for the University of Port Harcourt Library to maintain the integrity of its archival holdings (Okonkwo, 2021). Preservation of archival materials is therefore not just a technical responsibility but also an institutional mandate that requires policy commitment, staff capacity development, and sustainable funding. As Aina (2019) reported, the failure to adequately preserve archival records threatens the continuity of institutional knowledge and weakens the foundation of academic research. This study is set against the backdrop of these persistent challenges facing the preservation of archival materials in Nigerian university libraries, with a specific focus on the University of Port Harcourt Library.
1.3 Statement of Problems
Investigation revealed that the issue of poor funding is a major hindrance to the preservation of archival resources. Most university libraries in Nigeria operate within tight budgetary allocations, which are barely sufficient to maintain routine library services, let alone invest in modern preservation techniques such as digitization and climate-controlled storage (Ezeani & Nwosu, 2020). As a result, archival materials deteriorate rapidly due to exposure to humidity, dust, pests, and fluctuating temperatures. Moreover, the absence of adequate preservation policies and the lack of awareness among library staff exacerbate the problem.
Furthermore, many staff members are not sufficiently trained in the handling and conservation of fragile archival items, leading to unintentional damage during use or storage. In addition, there is often limited institutional recognition of the importance of archives within the university setting, leading to their neglect in planning and policy formulation (Ogundele, 2020). It is against this backdrop that this study seeks to examine the challenges of preserving archival materials in university libraries, using the University of Port Harcourt Library as a case study.
1.4 Aim and Objectives of Study
The main aim of this study is to investigate the challenges associated with the preservation of archival materials in the University of Port Harcourt Library.
The specific objectives are to:
- Identify the existing preservation practices used in the University of Port Harcourt Library.
- Examine the major challenges affecting the preservation of archival materials.
- Assess the availability of resources and infrastructure for archival preservation.
- Determine the level of staff training and expertise in archival management.
- Suggest measures that will enhance the preservation of archival materials in university libraries.
1.5 Research Questions
Based on the stated objectives, the research seeks to answer the following questions:
- What preservation practices are currently used in the University of Port Harcourt Library?
- What are the major challenges affecting the preservation of archival materials?
- What resources and infrastructure are available for effective archival preservation?
- What is the level of staff training and professional expertise in archival management?
- What measures will improve the preservation of archival materials in university libraries?
1.6 Research Hypothesis
In order to pursue the objective of this study, the following generalized statements have been designed to guide and aids in obtaining the result for the experiment to be conducted. For this work, the null hypothesis will be represented with H0 while the alternative hypothesis will be represented with hypothesis H1.
- H0: There is no significant relationship between preservation challenges and the effective management of archival materials in the University of Port Harcourt Library.
- H1: There is a significant relationship between preservation challenges and the effective management of archival materials in the University of Port Harcourt Library.
1.7 Significance of Study
It is believed that at the completion of the study, the findings will serve as a valuable contribution to the improvement of archival preservation in Nigerian university libraries. The research will also serve as a professional guide in implementing modern preservation techniques and preventive conservation methods.
Furthermore, the study will create awareness about the importance of preserving institutional memory as a foundation for academic and cultural continuity. The study will also help policymakers, librarians, and educational administrators to appreciate the need for proper funding, and staff training in archival preservation.
Lastly, the research will provide a foundation for further academic research in the field of archival preservation, library science, and information management.
1.8 Scope of Study
The scope of this research is focused on the challenges of preserving archival materials in university libraries. This study will be limited to the University of Port Harcourt Library, located in Rivers State, Nigeria.
1.9 Limitations of the study
The study is limited by financial constraints, insufficient data, and restricted access to some archival collections due to confidentiality. Additionally, the study will be confined to the University of Port Harcourt Library and may not fully represent the situation in all Nigerian universities.
1.10 Definition of Terms
Archival Materials:
These are documents, records, or information-bearing materials created or received by an organization that are preserved because of their enduring value for research, administration, or cultural heritage (Aina, 2019).
Preservation:
Preservation refers to the processes and activities involved in maintaining and protecting information resources to ensure their longevity and continued usability (Okonkwo, 2021).
University Library:
A university library is an academic institution that provides resources and services to support teaching, learning, and research within a university community (Ogundele, 2020).
Digitization:
Digitization is the process of converting physical or analog materials, such as documents or photographs, into digital formats for easier storage, access, and preservation (Nwosu, 2022).
Archival Management:
Archival management involves the systematic control of the creation, maintenance, appraisal, and preservation of records with enduring value to ensure their long-term accessibility (Adetoro & Adeyemi, 2021).
Conservation:
Conservation is the specific set of physical and chemical treatments applied to materials to stabilize them and prevent further deterioration (Ezeani & Nwosu, 2020).
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