Holdings

As a new unit our holdings are currently small in number. However, we do hold important collections of private papers, and the unit works proactively to acquire new material, both private and institutional collections. The Library holds the collections listed below. The finding aids may be consulted in the archive unit, or downloaded in pdf. format. A searchable database is available within the Archives Unit and in due course search facilities should be available through remote access and the Library Catalogue.

UB: Photographs and images 1970-2007

This is a growing collection of photos and multimedia showing academic and social life at the University of Botswana.

UB: Historical Reference Collection c. 1976-2007

 Another accruing and evolving collection holding published university documents (documents made publicly available) and non-official institutional records, plus 'grey literature' and ephemera relating to UB and its forerunner institutions. It includes documents harvested from UB Website. This is an artificially created collection. Some of these records may also exist in the homogenous institutional archive collections and in the BDSC.

Tshekedi Khama Family Papers 1900-97

 This collection comprises 10 linear metres of the papers of Tshekedi Khama (1905-1959), Regent of the Bangwato Tribe, and uncle of Seretse Khama. The collection also includes some papers of close family members.

Peter Smith Archives 1887-1999 (located at HOORC, Maun) 

The archival records of Peter Smith (1931-99) representing his life's work investigating the ecology and botany of the Okavango region.

Bessie Head manuscript 'A Bewitched Crossroad'

 The original handwritten manuscript.

Stanley Collins manuscript: 'Hydrology in the Okavango'

Jan Snyman Papers 1967-2000 

This collection comprises linguistic, phonetic and orthography research materials created and accumulated by Professor Jan Synman (1941-2002), in his work on lesser known and marginalised San languages of Botswana and Namibia.

Sheila Bagnall Letters 1966-74

This collection comprises letter diaries home to the UK from Botswana by Sheila Bagnall (1961-2002), while she worked at Swaneng School, and later at Gaborone Secondary School.

Noma Award for Publishing in Africa Archive 1995-2002

Hans-Joachim Heinz Papers 1900-2001

The collection comprises manuscripts, research note books and diaries, films and Audio recordings, maps and illustrations, Heinz published works: reprint articles, Journals and reviews and also personal and private documents.

Online Exhibitions

Access

We preserve valuable records so that people can continue to have access to them, both in the present and the future. We therefore welcome researchers and visitors. Admission is free to all and every member of UB and of the wider community, whether pursuing academic, professional, or private study, is welcome. We do ask that children under the age of 16 be accompanied by an adult, and for appointments to be made in advance. (UB staff requiring access to their own institutional records does not need an appointment).

All visitors will be asked to register with us, including providing picture ID, and to accept our Readers' Rules.

Our archives can only be consulted on site. However, we are committed to developing opportunities for remote access to the collections. We will also answer all written and telephone enquiries and conduct limited research for those unable to visit in person.

Our contact details:

Senior Librarian (Archivist)

Private Bag 00390

University of Botswana Library ServicesGaborone, Botswana

Tel:     (267) 355 5153 / 5152

Email: archives@mopipi.ub.bw

Location

The Archives are situated in the Main Campus Library, Lower Ground Floor. Our offices (LG17 and LG18) are adjacent to those of the Botswana Documentation and Special Collections Department (BDSC). We share repository and reading room space.

If we are not expecting you, please enquire at the Reading Room desk for archives staff or  call our telephone extension.

Note however that the Peter Smith Collection is housed at the Harry Oppenheimer Okavango Research Centre, (HOORC), Maun. To use this collection it is necessary to contact the Senior Librarian at HOORC Library. Tel: (267) 686-1833, Ext. 260 / 261 Email: hoorc@orc.info.bw. Post: Senior Librarian, HOORC, Private Bag 285, Maun, Botswana.

Section of map of Okavango annotated with ecological observations, Peter Smith Collection [ Smith Family]

Readers Rules

Safe handling and security of documents - information for readers

Archives in the University of Botswana's Library are our country's valuable and unique but often fragile heritage. Unfortunately many of the materials in our care are intrinsically weak, having been created using poor quality paper or inks. Others have been damaged at some point through external causes. In fact there is a risk of damage whenever documents are used or handled, and the cumulative effects of bad handling over time can be significant. Therefore, along with archival staff, readers using our collections also have a responsibility to handle documents carefully.

By following common-sense rules and guidelines, summarised below, you can help minimise these risks. All readers will be asked to read the full set of rules (pdf document) and agree to abide by these rules, before they are issued with archival material.

• Pencils only should be used near documents. For obvious reasons no ink, erasers, correcting fluid or sharp instruments are allowed in the reading room.
• No food or drink is allowed. This includes chewing gum, medicinal sweets and bottled water.
• Documents should be placed flat on the table and fully supported. No part of an item should overhang the table. Documents should not be held in the hand and read.
• Hands should be clean. Avoid touching the documents unless you have to. Strips of acid free paper can be provided to you if you wish to bookmark places in the text. Nothing else should be used.
• Documents should not be lent on or notes made on top of them. Nothing should be placed onto a document except reading room weights, if necessary.
• Pages / loose papers should be handled one at a time and turned over carefully avoiding the practice of licking the fingers as an aid. Care must be taken to avoid folding, bending or creasing papers. Pages of bound material should be turned using the corner not the inner bottom edge. Loose papers should be stacked neatly, and kept in their original order, as they are finished with.
• Photos: you will always be asked to use cotton gloves when handling any photographic material or fragile documents, unless they are protected within polyester sleeves.
• Copying requests will be dealt with by archival staff on duty. It will not always be possible to copy material that is fragile or protected by copyright.

To ensure these rules are carried out we do not allow bags, books or pens to be brought into the reading room area. We share this rule with the BDSC Collection. We also ask all users to register with us and provide picture ID.

International Gateways

• UNESCO Archives Portal An international gateway to information for archivists and archives users
• International Council on Archives Website for ICA - professional organisation for the world archival community
• Archivenet Search device for websites with archival services throughout the world
•  Archives & Knowledge Management Scholarly online resource, evidence and research for use by genealogists and family historians
• Africa Research Council Gateway to the archives, libraries and museums with important collections of African primary sources
•  Africa South of the Sahara Resource giving libraries, archives and portals in Africa, maintained by Stanford University. Includes link to South African Libraries and Archives
• Library of Congress Portal to the World Libraries and Archives in Botswana
• The National Archives (UK) Archives Portal Gateway to archival resources, projects and initiatives in the UK and abroad
• Archives Canada Directory for International Archival Resources including links to sites for conservation, worldwide digital access and networking initiatives, electronic records and organisations and associations.
•  PADI (Preserving Access to Digital Information). Subject gateway to international digital preservation resources.

Useful Links

On this page you will find links to other web resources relating to archival and heritage collections, repositories and initiatives in Botswana and the region, and also to general sites providing information for archivists and records managers.

• Office of Research & Development e-repository type database for recording research outputs and publications
• Botswana National Archives & Records Services
• National Museum, Monuments and Art Gallery
• DISA Digital Imaging Project of South Africa
• South African Society of Archivists (SASA) Includes list of South African archival resources on the Internet
• Association of Commonwealth Archivists & Records Managers (ACARM)
• ESARBICA East & Southern African Regional Branch of the International Council on Archives
• International Records Management Trust (IRMT)
• RLG International not-for-profit membership organisation of libraries, archives and museums, working together to create solutions to the challenges of information access and management
• Open Archives Initiative
• Archives Skills Consultancy gives lots of good resources and l

Listservs

• Archives and Archivists US managed list.
• Archives-NRA UK managed list for archivists, records managers and conservators.
• EAD Listserv
• List of mailing lists on archives, records management, museums & related subjects Compiled by Bekir Kemal Ataman
• History Journals guide discussion lists directory

Standards

STANDARDS for Archival Description & Content

• ISAD(G) General International Standard Archival Description 2nd Edition
• ISAAR (CPF) International Standard Archival Authority Records for Corporate Bodies, Persons and Families, 1st Edition (replaced 2004) 1995
• EAD Encoded Archival Description
• Getty Thesaurus of Geographical Names
• UNESCO Thesaurus A Structured List of Descriptors for Indexing and Retrieving Literature in the Fields of Education, Science, Social and Human Science, Culture, Communications and Information
• NCA Rules National Council on Archives (UK) rules for the construction of personal, family and place names (1997)
• UK Archival Thesaurus (UKAT) Subject thesaurus created for UK archival sector

Contacts

Senior Librarian (Archivist)
Private Bag 00390
University of Botswana Library Services
Gaborone, Botswana

Tel:     (267) 355 5153 / 5152
Email: archives@mopipi.ub.bw

Holdings

Special Collections houses the following documents:

• published and unpublished documents on Botswana including pamphlets and articles
• government publications
• theses and dissertations
• SADC publications
• local newspapers and journals
• press clippings on primary health care, education and democracy in Botswana
• archival materials
• audio-visual materials

Finding Aids

Catalogue cards for Special Collections materials including Botswana Collection are interfiled with cards for other library holdings

• UB library card catalogues lists all materials by Author/Title and Subject
• Material added after June 1993 can be searched on OPAC (Online Public Access Catalogue) terminals within the Library.
• Searches for documents entered into Motswedi (computerised database of the library) can be done for readers with specific requests.

Symbols used for Botswana Collection materials

Access

Special Collections is closed access. The following rules/regulations apply:

• readers are require to provide staff with full class numbers and symbols to facilitate quick acess to materials
• resources in Special Collections are for references only
• borrowing is allowed for reading in the library only
• loan period is two (2) hours
• readers may borrow one item at time
• UB Library borrowers cards must be used
• late return of items attract a fine of one (1) Pula per hour or part thereof
• theses may not be photocopied unless written permission is obtained from the author
• photocopying of other materials is subject to approval by Botswana Collection librarians

Reference

Special Collections staff will handle:  

• general enquiries
• Research enquiries

Opening Hours

Special Collections opening hours are as follows:

Monday - Friday 7.45 a.m - 4.30 p.m

CLOSED on Saturday, Sunday and othe Public Holidays.

 

Readers may book materials for evening and weekend study as follows:

Monday - Thursday by 4 pm each day
Saturday and Sunday by 4 pm on Friday

Booked documents will be transfered to RESERVE at 4.30 p.m