The Jesuit Historical Institute in Africa (JHIA), hosted an online meeting to address the pressing challenges in managing Jesuit archives across the Jesuit Conference of Africa and Madagascar (JCAM).

This virtual gathering brought together representatives from JCAM's diverse provinces—West Africa, Central Africa, Southern Africa, Madagascar, Northwest Africa, Eastern Africa, and Rwanda-Burundi, region—alongside partners from the Archivum Romanum Societatis Iesu (ARSI) in Rome and Francophone Europe.

Reconnecting, Reflecting on Progress and Charting a Path Forward

Rev. Dr. Jean Luc Enyegue, SJ, director of JHIA, opened the meeting by recalling the last in-person gathering in early 2020, just before the pandemic, which centered on the practicalities of setting up archives across JCAM provinces and one region. The session was instrumental in helping archivists better understand their roles and challenges. Since that meeting, JHIA has developed and published operational guidelines that many regions have adapted to their specific needs. Dr. Enyegue emphasized that the online forum provides a unique space for each region to share updates and learn from each other’s experiences in archiving.

Despite progress, Dr. Enyegue acknowledged lingering challenges, particularly the high turnover of Socii, who are the Jesuit officials responsible for the records. In the past four years, every province across Africa and Madagascar has appointed a new Socii, which Dr. Enyegue noted underscores the need for consistent meetings to bridge knowledge gaps and ensure continuity in archival management.

Challenges and Solutions: Insights from AOC Archives

Fr. Guy Savi, SJ, presented on the progress and obstacles encountered in managing the archives of the Jesuit West Africa Province (AOC). He outlined key issues that impact archiving efforts across regions, identifying funding limitations as one of the primary obstacles. Funding constraints make it difficult to maintain archival quality, manage storage facilities, and ensure long-term preservation. To address this, the team discussed the potential of securing grants and donations from organizations interested in historical preservation.

Fr. Savi also highlighted the threat of pests, which can damage or even destroy valuable records. He proposed routine fumigation and pest control measures as essential to safeguarding these archives. Another issue affecting accessibility is the 15-year embargo on archival materials following the death of a Jesuit, which can delay research. A proposed solution is to develop a phased release schedule, giving archivists and Socii time to prepare documents for public access while respecting existing guidelines.

Expertise, Technology, and Security in Modern Archiving

Expertise shortages in archival management remain a challenge for JCAM archives, as effective archiving requires specialized skills. Dr. Enyegue and other participants agreed that training and recruiting archivists with the necessary expertise is crucial for maintaining well-managed collections.

The increasing demand for digital access also poses challenges. While digital archiving offers opportunities for broader access, it comes with security concerns, such as document piracy. Participants proposed restricted-access platforms with strong encryption to balance the need for accessibility with the need for security. Such platforms could facilitate controlled sharing of digital archives while minimizing unauthorized dissemination.

Developing Clear Archival Protocols and Responsiveness

The meeting underscored the importance of differentiating personal records from official documents, as the two can become entangled in archival storage. Establishing distinct archives for personal and official records was recommended to streamline the categorization process. Additionally, Fr. Savi noted the need for standardized procedures when moving archives across jurisdictions, which could help maintain consistency and integrity across the diverse Conference of Africa and Madagascar.

Participants also highlighted the importance of maintaining original copies as backups in the event of data loss or disasters. Another suggestion was to develop a management table specifically for records of deceased members, to ensure a structured and consistent approach to archiving historical records.

To improve the responsiveness of JCAM archives, the group discussed setting an ideal timeframe of one to two days for providing access to critical documents. This would ensure that the archives remain practical and useful for researchers, Church officials, and those who rely on them for historical insights.

In conclusion the virtual meeting marked an important step forward in addressing the complex needs of Jesuit archives in Africa and Madagascar through rebuilding connections and deepening the collective efforts to preserve the Jesuit heritage in the continent of Africa. As provinces and one region continue to collaborate with JHIA, they aim to implement the solutions discussed to build a robust, accessible, and well-organized archival system that will serve future generations. Through ongoing collaboration, funding pursuits, and training efforts, the Jesuit Conference of Africa and Madagascar (JCAM) and its partners are committed to preserving Jesuit history in a way that is both secure and accessible.