The digitization of archives: a crucial issue for the future of the CENI
The Independent National Electoral Commission (CENI) was recently the subject of a visit by the Deputy Quaestor, Mrs. Sylvie BIREMBANO BALUME, to the archives department. The aim of this visit was to assess the conditions for archiving the candidate files received by the institution in view of the next elections.
The digitalization of archives is a major challenge for the CENI, which must face an influx of applications much higher than its initial forecasts. While the objective was to receive 20,000 applications for the national delegation and 29,000 for the provincial delegation, the CENI has already received more than 25,000 applications for the national legislative elections and expects to receive more than 40,000 for the provincial. Under these conditions, it is essential to guarantee adequate archiving and effective traceability of application files.
During her visit, Ms. BIREMBANO BALUME spoke with those responsible for the archives to ensure that all stages of the archiving process are respected. A first check is carried out, where the application files are archived in envelopes. A second check verifies that no errors were made during the first step. Finally, a final check allows the files to be placed in the archive boxes for proper archiving. Efforts have been made to arrange the premises and shelves to facilitate the division of files.
This approach demonstrates the CENI’s desire to respect archival standards and guarantee quality archiving. Candidate files, received in an organized and rigorous manner, can thus be consulted and easily found, thus contributing to the transparency of the electoral process.
However, given the influx of applications, it becomes essential to explore digital solutions for the preservation of archives. Digitizing files would not only save storage space, but also make it easier to find and access files. Using cutting-edge technologies, such as optical character recognition (OCR), it would be possible to transform paper records into indexed digital files, providing more efficient management and better traceability.
This digital transition has many advantages, particularly in terms of preservation of archives. Indeed, digital documents are less subject to wear and deterioration than physical documents. Additionally, they can be backed up and stored securely, reducing the risk of loss or damage.
For the CENI, the digitization of archives not only represents a saving of time and efficiency, but also an opportunity to modernize its practices and adapt to new technologies.. By focusing on digitalization, the institution will be able to improve its application management processes and strengthen the transparency of its operations.
In conclusion, the CENI is mobilizing to ensure optimal archiving of the candidate files received for the next elections. The visit of the Deputy Quaestor and the efforts made to arrange the storage space demonstrate the institution’s desire to respect archival standards. However, given the scale of applications, it is now essential to move towards the digitization of archives, to guarantee long-term conservation and facilitate access to data. Digitization thus represents a crucial issue for the future of the CENI and for the transparency of the electoral process in the Democratic Republic of Congo