ARTIFICIAL INTELLIGENCE KNOCKS ON THE DOOR OF ARCHIVES AND RECORDS

 

 

Adeladius Makwega – MBAGALA

 

August 6, 2026, Mwanakwetu sat quietly for a while, looking through the folder of his thoughts. In his mind, there was only one question moving around like the wind searching for a path:

 

“What should I write today about Archives and Records?”

 

He reflected on the question for a long time. There seemed to be many words, but finding an answer with real meaning was difficult. Then he asked himself another question:

“What is the biggest global news concerning the Department of Archives and Records for July 2026?”

 

The question seemed too broad. Later, it was changed into:

 

 

“Find a summary of events in July 2026 related to Archives and Records.”

 

That was where Mwanakwetu’s journey began.

 

The answers he found had four important dimensions.

 

First, the world of archives and records continued to experience a major technological transformation through the use of Artificial Intelligence (AI). Various archival institutions were increasing their use of AI to improve Optical Character Recognition (OCR), restore historical documents, and simplify information retrieval within digital collections.

 

Second, the International Council on Archives (ICA) continued to advance professional discussions through preparations for conferences and workshops in 2026. These efforts aimed to bring together experts from around the world to discuss how emerging technologies could improve the archives and records profession.

 

Third, the preservation of documentary heritage continued to be an important global agenda through international cooperation between ICA and UNESCO. The world was reminded that records are not merely pieces of paper, but memories of lives, history, culture, and the identity of communities.

Fourth, research and innovation in the records sector continued to grow. New technologies began helping to restore, read, and preserve historical documents that were previously difficult to access due to damage or poor-quality text.

 

In summary, July 2026 did not have one single event that dominated the global archives and records sector. Instead, it was a month characterized by waves of digital transformation, particularly the use of AI, capacity building for professionals, and efforts to protect humanity’s documentary heritage.

 

But one thing attracted Mwanakwetu’s attention more than anything else:

 

“How can Artificial Intelligence transform the lives of archives and records professionals?”

 

That question pushed him to search for answers.

 

A Conversation with an ICT Expert

 

Mwanakwetu did not hesitate. He looked for someone with technological knowledge. Eventually, he contacted an ICT Officer from the Office of the Regional Commissioner of Mara, Mr. Sixberth Singmund Masumira.

 

After listening to Mwanakwetu, Mr. Masumira said:

 

“Artificial Intelligence is one of the technologies changing the world at a very rapid pace. In the field of archives and records, AI is transforming how institutions organize, preserve, search for, and protect information. The goal is not to remove human roles, but to strengthen human capabilities.”

 

Mr. Masumira continued by explaining areas where AI can provide support.

 

AI in Records Classification

Through AI, systems can identify different types of records such as letters, contracts, reports, or invoices and place them into appropriate categories without requiring extensive manual work.

AI in Text Recognition

Scanned records and images of old documents can be converted into searchable and readable text, making historical records easier to access and use.

AI in Information Retrieval

Previously, researchers could spend a lot of time searching through files one after another. However, AI can understand users’ questions and provide relevant information within a short time.

 

AI in Information Extraction

AI can analyze large volumes of records and quickly extract important information such as names, dates, locations, or contract numbers.

 

AI in Digital Preservation

AI can help identify records at risk of deterioration, recommend preservation approaches, and assist in transferring them into modern and secure systems.

 

AI in Information Security

This technology can help detect unusual system activities and provide warnings against possible information leaks.

 

AI in Records Lifecycle Management

 

AI can assist professionals in determining which records should be preserved permanently, which should be transferred to archival custody, and which should be disposed of according to policies and legal requirements.

 

Mwanakwetu listened carefully.

Mr. Masumira added:

“The benefits of AI are many. It increases the speed of work, reduces human errors, lowers long-term operational costs, and supports decision-making using accurate information.”

 

However, like every new technology, challenges also exist.

 

“The cost of establishing AI systems can be high. It requires professionals with AI and ICT skills. There are also privacy and information security issues that require great attention. AI can make mistakes when trained using inaccurate information, therefore human supervision remains essential.”

 

Before they finished their conversation, Mr. Masumira’s phone rang. He had been called by his supervisor.

 

Mwanakwetu remained at a crossroads.

 

But while standing there, he encountered another message that gave him deep reflection:

 

“The use of Artificial Intelligence is not intended to replace archives and records professionals, nor the people who use archival services. Instead, it aims to enhance our capabilities and make archival collections easier to access and more valuable.”

 

These words came from Dr. Adam Farquhar of Digital Lifecycle Management Ltd, an expert in digital information preservation, Artificial Intelligence (AI), archives and records management, libraries, and information management in the United Kingdom.

 

Mwanakwetu was deeply inspired.

 

When he returned home that evening, he did not find the silence he expected. His neighbours’ dogs welcomed him with loud barking; some small, some large. For a moment, he looked at them with sharp eyes, but he did not chase them away. He allowed them to continue with their activities.

 

He entered his home, picked up his pen, opened a new page, and began writing.

 

That was how this article was born.

Outside, the dogs continued barking.

Inside, Mwanakwetu continued reflecting on one question:

Will the next generation of archives and records belong only to humans, or will it become a partnership between human intelligence and Artificial Intelligence?

 

What does Mwanakwetu say today?

Ultimately, Mwanakwetu’s journey teaches us that the world of archives and records cannot remain behind in the ongoing technological revolution. Artificial Intelligence is not a threat to archives and records professionals; rather, it is a powerful new tool capable of strengthening their work, protecting documentary heritage, and opening new doors for access to knowledge.

 

However, despite the speed of technological advancement, the value of human judgment, professional ethics, and historical understanding will remain essential foundations.

 

The future of archives and records will not be built by machines alone or by humans alone, but through cooperation between human intelligence and technological capability—to preserve yesterday, understand today, and prepare for tomorrow.

Is Artificial Intelligence knocking on the door of Archives and Records?

 

Mwanakwetu, are you there?

Remember:

 

“Artificial Intelligence Knocks on the Door of Archives and Records.”

makwadeladius@gmail.com
0717649257

NB: Special thanks to the ICT Unit, Office of the Regional Commissioner of Mara.