Enhancing digital access to Kenya’s archival materials through virtual and augmented reality technologies Open Access

With the dynamic digital transformation, technology integration in different sectors continues to take an upward trajectory globally. Organisations have found innovative ways of managing, accessing and interacting with information while providing goods and services. Riedl, Benlian, Hess, Stelzer, and Sikora (2017) stated that digital transformation introduces digital technologies into internal organisational processes to catalyse changes that lead to organisational transformation. Carcar, Doherty, & Conway, (2016) argued that digital transformation must become central to businesses’ operations. Thus, organisations must effectively re-think and possibly re-invent their business models to continuously learn from interactions with their customers, suppliers and partners to remain competitive.

Virtual and augmented reality technologies are some of the transformative technologies that are being utilised in numerous sectors, including theatre, education and training, and commerce. According to Thampan, Razak, Abhay, Akash, and Manu (2023), augmented reality (AR) and virtual reality (VR) are rapidly evolving technologies that have revolutionised the way people interact with digital content in the physical world. The AR overlays digital content into the real world, enhancing the user’s perception and interaction with the environment. Conversely, VR immerses the user into a virtual environment, creating a sense of presence and enabling interactive experiences. Thampan et al. (2023) further indicate that AR and VR technologies have advanced significantly in hardware, software, and user experience design. Thus, AR and VR technologies continue catalysing innovations globally in entertainment, information management, education, healthcare and the military.

According to the American Archivists Association (2020), access to records is essential in all personal, community, academic, business and government settings. Thus, archivists should promote and provide the broadest possible accessibility of materials while respecting legal and ethical access restrictions, including public statutes, cultural protections, donor contracts and privacy requirements. While access may be justifiably limited in some instances, archivists still seek to foster open access and unrestricted use of their collections as broadly as appropriate. However, this was untenable during the coronavirus disease 2019 (COVID-19) pandemic, as most archival institutions were inaccessible. According to Mnjama (2022), a critical aspect of the impact of COVID-19 was access to organisational records and archives, to the extent that public and private organisations were compelled to suspend their records and archives management activities. Ocholla (2021) also pointed out that the consequences of COVID-19 disruptions and uncertainty would remain for at least three to five years, even in countries that had already registered profound success in their containment.

The potential of AR and VR technologies became evident with the global COVID-19 pandemic, which caused unimagined workplace disruption, with employees often working from home. This disrupted physical and organisational processes and operations. Therefore, workarounds were developed to accomplish tasks dependent on organisational virtual and physical infrastructures. Thus, the pandemic changed the business landscape, forcing governments to take drastic measures to contain infections (Martzoukou, 2021). The resultant measures were devastating to physical business operations, with most enterprises being caught unprepared in terms of operational procedures, which required them to operate with limited staff or to have their staff work from home. Archival institutions, which play a crucial role in information management, were among the organisations whose routine operations were paralysed. This disruption hindered knowledge accumulation, distribution, and transformation to a large extent. Consequently, the COVID-19 pandemic significantly affected traditional archival practices, posing significant challenges to the institutions and hindering accessibility.

In the Kenyan landscape, AR and VR are not new; they have been integrated into several sectors, including tourism, entertainment, education, marketing and advertising. Siror (2024) asserts that Kenya’s tech scene is bursting with innovation, and nowhere is this more evident than in augmented and VR. The author states that the technologies are instrumental in reshaping various industries, from education and healthcare to retail and entertainment. These sentiments are echoed by Alda (2024), who avers that consumers seek unique and engaging experiences beyond traditional forms of entertainment. This has led to a growing demand for AR and VR applications in various industries, such as gaming, tourism, real estate and education. Additionally, the younger generation in Kenya, who are tech-savvy and open to new experiences, are driving the adoption of AR and VR technologies. Although AR and VR are not new in Kenya, they have not been applied to information, records, and archives management. Thus, this study seeks to fill the gap by addressing how these VR and AR technologies can be utilised, especially to create digital access to archival materials in Kenya.

The Kenya National Archives and Documentation Service (KNADS) is concerned with the appraisal, acquisition, care, arrangement, description, retrieval and accessibility of records and archives with enduring value once they have been transferred from organisations to the archival repository. The KNADS was officially established by an Act of Parliament in 1965, which tasked it with managing all public records. It was revised in 1990 to incorporate the national documentation and information retrieval service, created to cater to government publications and other generally circulated documents (Kenya National Archives, 2024). Thus, the responsibility of managing public records and archives in the Kenyan public service is vested in KNADS, as postulated in the Public Archives and Documentation Service Act Cap19 of the Laws of Kenya. Similarly, the Constitution of Kenya (2010) Chapter 4 Bill of Rights Article 35 emphasises access to information held by the State and other persons and where that information is required to exercise or protect any right or fundamental freedom. Thus, KNADS is a state department mandated by law as the custodian of the history of Kenya and has responsibility for matters of accessibility and preservation.

Globally, national archives play a crucial role in managing and accessing records of enduring value. They are the backbone of maintaining heritage and culture. With digital transformation, integrating technology to support access to information in various sectors is gaining momentum globally. However, the case is different for KNADS. According to Isoka and Namande (2022), KNADS experiences low finances and personnel, low level of support from those in management, low prioritisation of the practices of keeping records in the departments of the government and inadequate legislation. Consequently, Mnjama (2020) argued that owing to the current record-keeping situation in Kenya, records and archives practitioners, educators and trainers are calling for a further review of the existing archives and records legislation to give record creators more responsibilities for managing their records, as opposed to the current situation, where the burden of managing public records rests with KNADS.

The most significant threat to archival theory and practice is the loss of the means of access. Archival materials cannot be said to be preserved and valuable to society if the means of access have been lost or paralysed. It is only with proper access that archival materials can be fully utilised. Hence, the purpose of preserving archival materials is to maintain accessibility. Their preservation involves choosing and implementing an evolving range of strategies to achieve the kind of accessibility that will suit the ever-changing environment. Thus, accessibility becomes a critical element in enhancing the existence of archives. It means ensuring that everyone in these institutions can use the information with enduring value regardless of their abilities. Consequently, technology adoption in records and archives management to enhance accessibility is critical. Chaterera (2017) asserted that it is the responsibility of archival institutions to facilitate access to their collections. The sentiments are supported by Venson, Ngoepe, and Ngulube (2014) that archival institutions should ensure continued access to their collections. Thus, with access requests increasing daily, archival institutions are under intense pressure to re-engineer and re-invent their service delivery techniques to satisfy user demands. However, the literature reveals that most national archival institutions in the Global South are underutilised because of their slow adoption of modern operational models to enhance access to their rich collections (Erima, 2022; Chaterera, 2017; Archival Platform, 2015; Ngoepe, 2019; Mukwevho, 2017). The objectives of this study were to assess KNADS’s readiness to adopt VR and AR technologies and examine their vital characteristics and applications in archival management. Specifically, the study assesses the technology readiness strategies to support collection accessibility at the KNADS. It proposes the adoption of AR and VR technologies to enhance digital access to KNADS collections.

This section reviews the literature on the application of advanced technologies to enhance archival management. It also analyses the characteristics of AR and VR technologies which make them suitable for effective records and archives management.

Information is power, and those with access to it have the upper hand in society. In the fourth industrial revolution (4IR), the significance of information in shaping power dynamics and influencing outcomes in various aspects of life, including social, economic and political spheres, cannot be ignored. Sanchez (2018) stated that the world is changing profoundly, and it has gone from the industrial age to the era of intelligent and connected entities, which has consequences for individuals, organisations and society.

Digital transformation practices, which have led to the use of digital technologies to fundamentally change and improve business operations, strategies and customer experiences, are the key catalysts in organisations. Consequently, integrating digital technologies into all aspects of organisations is inevitable. The leveraging of digital technologies such as cloud computing, big data analytics, artificial intelligence (AI), the Internet of Things (IoT), automation, mobile applications, collaboration and security have enhanced business processes, improving efficiency and driving innovation. Venkatraman (2017) explained that big data analytics and AI affect business processes and how decisions are taken; social networks shape customers’ interactions and consumption; mobile apps and cloud computing are essential to deliver services; the IoT connects products through sensors and software giving more opportunities to create value or reduces costs; while robots, drones and 3D printing are vital drivers of the evolution of supply chain. Sanchez (2018) added that embedded sensors, processors, software and connectivity in products, coupled with a product cloud in which product data are stored and analysed, drive dramatic improvements in product functionality and performance. The author further stated that intelligent products can monitor usage and customer satisfaction and present an opportunity for creating new business models that change the focus from independent products to offers based on services.

According to Sissina (2023), the shift towards digital archives has been driven by several factors, including the rapid growth of digital information, the increased use of digital devices and platforms for communication, and the ease of creating, sharing and storing digital records. The result is that digital archives have become a critical component of modern society, serving as a vital source of information for researchers, scholars, policymakers and the general public. However, the author argued that transitioning to digital archives has also presented several challenges, particularly in records management, digital preservation and access. These challenges have led to the development of new methodologies, tools and technologies to manage, preserve and access digital records. Consequently, the technologies advocated for include but are not limited to blockchain, machine learning and, 3D scanning, augmented and VR to enhance accessibility.

According to the International Council of Archivists (ICA) (2014), access is the availability of records for consultation due to legal authorisation and the existence of aids. The ICA further explained that archives are preserved for use by present and future generations. An access service links archives to the public; it provides information for users about the institution and its holdings; it influences whether the public trusts the custodians of archives and their services. Archivists support a culture of openness but accept restrictions as required by laws, ethics, or other requirements. When unavoidable, restrictions must be clear and limited in scope and duration.

Besides pandemics such as COVID-19, several barriers impact archival accessibility. These include architectural designs, financial strain, improper practices, civil unrest, and logistical and technological barriers, which is the case of the KNADS. According to Drayer and Novziger (2021), barriers in archival institutions are physical or intangible obstacles that hinder or restrict access to holdings. For instance, some of the archival buildings were constructed to deter entry by architectural design, thereby failing to appreciate the different abilities of users. The authors further explained that technological barriers also hinder seamless archival access. For instance, computers available for public use may not be equipped with ADA software, enabling those with vision impairment to read the screen. Furthermore, some researchers may feel uncomfortable with the navigational tools provided since finding aids and catalogue records are not always intuitive.

Consequently, one of the most fundamental problems with digital continuity is losing access to digital materials. The material cannot be preserved when the access mechanisms are lost, as retrieval is impossible. Without reliable means of access, the preservation of digital content will be without purpose since all means of viewing or using it are no longer accessible. This proves that maintaining functional access systems should form part of the strategies for digital preservation.

Although many studies on the adoption of advanced technologies to manage records and archives, it is evident that most of these studies have been conducted in the Global North. Consequently, little is known about the extent to which institutions in the Global South, such as KNADS, have adopted these technologies. This study draws attention to the technology adoption perspectives from the Global South in an attempt to paint a complete global picture of the use of technologies in records and archives management.

Augmented and virtual realities are transforming organisations globally to enhance engagement and interaction. AR is an interactive experience of a real-world environment where the objects that reside in the real world are “augmented” by computer-generated perceptual information, sometimes across multiple sensory modalities, including visual, auditory, haptic, somatosensory and olfactory (Horban et al., 2023). The primary value of AR is that it brings components of the digital world into a person’s perception of the real world and does so not as a simple display of data but through the integration of immersive sensations that are perceived as natural parts of an environment (Osipova, Kravtsov, Hniedkova, Lishchuk, & Davidenko, 2022). Hence, notable augmented reality technologies include Microsoft HoloLens, Apple ARK, Google AR Core and Snapchat Lens Studio (Thampan et al., 2023). The advantage of AR for archival projects is the ease of access to the equipment, which, in most cases, requires only a smartphone. It also has the advantage of designing only certain information, including text, image, audio, video, 3D scanning and virtual prototypes (Horban et al., 2023).

On the other hand, VR is a popular information technology area that provides an indirect experience by creating a virtual space that interacts with the human sensory systems and overcomes spatial and physical constraints of the real world (Osipova et al., 2022). Thampan et al. (2023) explained that significant VR advancements include display technology, tracking systems and input devices. High-resolution displays, low latency tracking systems and more natural input devices such as motion controllers have greatly enhanced the immersion and presence of VR experiences. Another significant advancement is the development of room-scale VR, allowing users to move freely in a virtual environment, creating a more realistic and interactive experience. Notable virtual reality technologies include Oculus Rift, HTC Vive, PlayStation VR and Valve Index. These technologies have gained widespread consumer popularity and have been widely adopted in gaming, entertainment and training applications.

The technologies can also be used to enhance accessibility, speed up processes, improve safety, reduce costs or open up new revenue streams. These technologies have been applied in several sectors, including tourism, education, health and commerce. In Kenya, AR and VR technologies have gained popularity. Some areas that have leveraged this technology include education, tourism and start-ups (Kenya e-Government Academy, 2022; Kenya National Innovation Agency, 2024; Siror, 2024). This pace of AR and VR adoption was accelerated by the COVID-19 pandemic, which increased the adoption of virtual solutions for remote work and training. According to Siror (2024), deploying AR and VR technologies in Kenya has hurdles. One significant challenge is the high cost of hardware and software for many industries and organisations. Many Kenyan consumers and businesses still find these technologies financially out of reach. Furthermore, there is a substantial gap in the technical skills needed for developing and maintaining AR and VR platforms. This skills gap can hinder widespread adoption, particularly in less urbanised areas with limited technical education opportunities.

It is evident from the reviewed literature that no study has been conducted on how to harness the potential of AR and VR technologies to enhance the organisation, processing, access and preservation of records and archives in Kenya. KNADS is lagging behind similar organisations, especially in the Global North, in the adoption of transformative technologies. This study seeks to draw attention to the technological realities of archival institutions in the Global South with a view to mobilising insights and support towards a technologically inclusive archival space globally.

This study adopted the mixed-methods research approach, using the case study research design. The case study facilitated an in-depth understanding of the technology adoption practices at the KNADS by combining qualitative and quantitative data. The study adopted the concurrent-nested strategy, where quantitative and qualitative data were collected simultaneously. The study population comprised all 35 respondents. They were selected using information-oriented purposive sampling. They were a director, deputy directors, an Information Communication Technology (ICT) director, heads of departments, archivists and ICT staff. The participants were drawn from the director’s office, professional services, administration, ICT, research and information, search room services, conservation, audio-visual, art gallery, microfilm, repository services and national documentation services. The participation of top management, departmental heads, archivists and ICT staff provided a comprehensive view of the issues under study. The responses by the top management reflect strategic support and resources while departmental heads provided information on operational feasibility. Archivists shared information on access and engagement with archival materials, while ICT staff reviewed technical demands and feasibility. All these groups provided a holistic view of the integration of both VR and AR at KNADS. Qualitative data were obtained from in-depth interviews conducted with top management and departmental heads using interview guides with open-ended questions, which allowed the respondents to expound on their experiences and opinions concerning digital access to Kenya’s archival materials through AR and VR technology practice. Quantitative data were obtained from the rest of the staff using questionnaires with multiple-choice items which made it easy to analyse and measure data. Qualitative data was analysed thematically while quantitative data was analysed through descriptive statistics using SPSS version 24. Interviews and administration of questionnaires were conducted systematically to ensure consistency and rigour.

The number of respondents targeted for interviews was 12, including four top management representatives and eight heads of department. However, those reached were 10, representing an 83.3% response rate. In particular, top management achieved a 50% (2) response rate and assistant directors 100% (8). From the 20 questionnaires targeting archives assistants and IT staff, 14 were duly completed and returned, representing a 70% response rate.

The researchers sought from top management representatives and heads of department the current state of KNADS’ practices in terms of digital accessibility and the steps that have been taken to improve digital access to the archival collections. Data showed that all 10(100%) acknowledged that the digitisation of records has been happening since 2007 and that it is aimed to enhance accessibility. However, accessibility to these records was limited because of obsolete technology. Other steps that have been taken include incorporating adjustable font sizes in the databases and implementing text-to-speech functionality. However, 8(80%) of those interviewed thought much more remains to be done. The responses were summarised in the words of the following two respondents.

The respondents from top management representatives and heads of departments were asked if they understood KNADS’ digital transformation strategy as it pertains to archival management and if they could provide an example of a recent project that aligns with KNADS’ digital transformation goals. All 10(100%) respondents indicated that KNADS did not have a digital transformation strategy. However, they were fully aware that a digital transformation strategy is an essential roadmap that could assist the institution in enhancing the accessibility and preservation of its rich collection. The lack of such a strategy has led the archival institution to grapple with meeting the expectations of its users, especially during the COVID-19 lockdown period and during civil unrest. The responses were summarised by two respondents, R3 and R7.

The study also sought to understand KNADS’ digital transformation strategy from the perspectives of archivist assistants and IT staff. Fourteen respondents provided their views. The results showed that 8 (57.1%) were moderately familiar, 3 (21.4%) were very familiar and 3 (21.4%) were highly familiar with digital transformation strategy. A follow-up question on the potential benefits of implementing digital transformation strategies to enhance archival accessibility showed that 6 (42.9%) identified easier access to digital records, 4 (28.6%) noted enhanced preservation of physical archives, 3 (21.4%) pointed to increased research capabilities and 1 (7.1%) indicated improved user engagement.

The top management representatives and heads of department were asked what they perceived as the main challenges or barriers to achieving digital transformation in KNADS archival processes and how they plan to address these challenges, particularly in terms of technological solutions and resource allocation. All 10(100%) respondents noted that, like many public institutions, they have been experiencing a reduction in budgetary allocation, which has impacted several scheduled projects, including those on technology integration. Other challenges listed included poor leadership, zero budgets, lack of support from management, inadequate skills in technology and inadequate personnel, which has primarily impacted KNADS’ operations. The responses are summarised in the words of respondent R1.

The study also sought responses from archives assistants and IT staff on what they see as the main challenges in integrating new digital transformation strategies with existing systems. Responses showed that 5 (35.5%) identified compatibility issues as one of the challenges. The other challenges were high implementation costs, tied with the lack of technical expertise at 4 (28.6%), while 1 (7.1%) identified data migration difficulties.

Further, the researchers asked the top management representatives and heads of department shed light on how well different departments within KNADS (such as IT, archival staff and administration, among others) collaborate on digital transformation projects and what steps are being taken to improve this collaboration. All 10 (100%) respondents interviewed indicated that there was a good relationship between departments, especially collaboration with the ICT department. The respondents further indicated that consultations are always held on matters related to the available technology. R2 observed as follows:

IT staff and archives assistants were asked about how well KNADS’ current IT infrastructure supports digital transformation initiatives for archival accessibility. The responses showed that the majority thought the IT infrastructure was moderately well placed to support archival accessibility, 6 (42.9%) said very well, and 2 (14.3%) indicated slightly well in supporting archival accessibility.

The respondents were further asked how the IT department can best support archivists in adopting digital transformation strategies. The responses indicated that the majority 7(50%) desired to be assisted with software and hardware selection, 4 (28.6%) with offering continuous support, 2 (14.3%) with providing technical training while 1 (7.1%) desired to collaborate with the IT department on project planning.

The study sought to find out from top management representatives and heads of departments about the top priorities for the next 1–2 years in supporting digital transformation for archival accessibility and the key performance indicators (KPIs) or metrics that could be used to measure the success of these initiatives. All 10 (100%) respondents indicated that this may take time as the country has implemented austerity measures that directly impact the planning of large projects. However, one of the respondents mentioned that despite the austerity measures, the low budgets significantly impact digital transformation aspects. With good planning, first on the list would be implementing a digital archives system for accessing digitised records and digital reformatting of microfilms and other special format archives, such as depreciating audio-visual materials.

The study sought to find out how the KNADS gathers and incorporates feedback from users (archivists, researchers and the public) regarding digital archival systems from the top management representatives and heads of departments. All 10 (100%) respondents indicated that feedback is gathered from traditional methods, including word of mouth and handwritten comments dropped in the suggestion boxes. Technological methods such as emails, websites and social media were also used. Social media was cited as the most commonly used channel for feedback. Further, the respondents indicated that a team is working on the available ICT infrastructure to incorporate an e-feedback component, as the user feedback has made it necessary for KNADS personnel to seek ways of making the already digitised materials accessible to users within the existing ICT infrastructure.

The study also inquired about the training and development programmes to ensure that ICT staff and archivists are equipped to handle digital transformation projects. The respondents indicated that training has been carried out within and outside the country, where some personnel has been exposed to training on digitisation, digital archives, digitalisation standards, and best practices. However, this has not been done satisfactorily due to limited budgets. This was summed up in the words of R3 hereunder.

Further, the study sought information from top management representatives and heads of departments about how security and compliance issues are addressed in KNADS’ digital transformation strategy and the measures currently in place to protect digital archives. All 10(100%) respondents indicated that digital records’ logical and physical security has been considered. For instance, physical access control to physical spaces such as buildings, rooms, or data centres is strictly adhered to. Similarly, all registered users and personnel have restricted access to computer systems, networks, and records, as each user has unique usernames and passwords and two-factor authentication to enhance security. The respondents further indicated that briefings on digitisation procedures are provided in line with best practices to ensure sound documentation and security of records before every planned digitisation project. One of the respondents, R1, stated as follows:

Questionnaire responses from IT staff and archives assistants on necessary security measures to protect digital archives during the transformation process showed that 5 (35.7%) referred to compliance with data protection regulations, 4 (28.6%) pointed to access control and authentication, 3 (21.4%) mentioned regular data backups and 2 (14.3%) identified encryption of sensitive data.

Further, the study sought to find out from top management and heads of departments what the most significant impact of digital transformation was on KNADS archival practices. All 10 (100%) respondents stated that digital transformation, particularly technology integration, would support accessibility and preservation of archival materials. However, it was noted that there has been no significant impact as the organisation lacks the right technologies since it currently lacks a system to make the digitised materials accessible to researchers. The other challenge relates to inadequate skills in managing digital archives. The responses are summed up in the verbatim response below from R7.

Responses from archival assistants and IT staff on the importance of conducting a cost-benefit analysis before investing in digital transformation for archives showed that 9 (64.3%) respondents appreciated that it was essential. In comparison, 5 (35.7%) stated that it was non-essential.

The researchers sought to find out whether the top management representatives and heads of departments had any understanding of VR and AR technologies and what their opinion was on their potential application in an archival environment. Three (30%) of the respondents were aware of the two technologies, indicating that AR complements the real world with VR. VR assimilates the virtual environment in comparison. Two (30%) respondents were aware of VR, while 5(50%) did not know the two technologies. However, after the researchers gave a detailed explanation, they believed that the technology would play a key role in enhancing the accessibility of materials in KNADS.

Similarly, archives assistants and IT staff were asked about their understanding of VR and AR technologies. The questionnaire responses indicated that a majority of the respondents − 5 (35.7%) – were not familiar with VR and AR technologies, 4 (28.6%) were slightly familiar, 4 (28.6%) were moderately familiar and 1 (27.1%) was familiar with the technologies.

The study further inquired from top management representatives and heads of departments whether the existing technological infrastructure within KNADS could support the implementation of VR and AR for archival accessibility. All 10 (100%) respondents indicated it would be impossible as the available technology would not support VR and AR technology. The respondents indicated that KNADS’ old database would not easily integrate with VR and AR. Therefore, it would be necessary to upgrade the database system to a modern one first. One of the respondents thought that:

Responses from the questionnaires where IT staff and archives staff were targeted indicated that 7 (50%) respondents were partially aware that existing technology would support the implementation of AV and AR for archival accessibility. Four (28.6%) indicated it could not, and 1 (7.1%) agreed that the current infrastructure could provide support. In comparison, 2 (14.2%) were unsure whether the existing technology could support the implementation of AV and VR technologies.

Further, the researchers sought to understand from top management and heads of departments the primary benefits of using VR and AR technologies to enhance the accessibility of KNADS’ collections. Three (30%) respondents who were aware of the technologies indicated that the technology will enhance engagement with the users who are geographically dispersed, increase accessibility and enhance collaboration between KNADS personnel, users and other archival institutions. One of the respondents noted that:

Data from the questionnaires showed that most 9(57.1%) respondents thought that better visualisation and interaction with archival materials are the most significant benefits of AV and AR technologies. Five (35.7%) identified improved accessibility for remote users, while 1(7.1%) respondent thought it would benefit the archival institution by enhancing the preservation of physical artefacts through virtual representation.

The researchers inquired from top management representatives and heads of departments what they foresee as the main challenges or barriers to implementing VR and AR technologies in KNADS. All 10(100%) respondents interviewed pointed back to the case of inadequate finances, which have impacted the institution’s operations, especially towards technology integration. The respondents pointed out that for a sound technology integration programme to work seamlessly, there was a need for adequate finances to support initial and maintenance costs, skilled personnel to support the technology, continuous training, and adequate and reliable Internet. In addition, one respondent stated that the nature of archival materials would also challenge VR and AR technologies. One verbatim statement is hereunder.

On the other hand, responses from the questionnaires showed that 5 (35.7%) indicated high initial costs as a significant challenge to implementing VR and AR technologies. Three (21.4%) indicated a lack of technical expertise, 3 (21.4%) identified resistance to adopting new technologies, and 1 (7.1%) indicated data privacy and security concerns.

The study sought to find out from top management representatives and heads of departments if they would support initiating a pilot project to test VR and AR applications in KNADS and the scope and resources they would recommend for an initial pilot. All 10 (100%) were willing to have such an initiative as it would be exciting. The specific collection to pilot for AR and VR technologies would be a colonial collection on the government administration and collection of the first president of Kenya. Two of the respondents suggested:

The study also sought feedback from archives assistants and IT staff on KNADS’ willingness to participate in a pilot project to test VR and AR applications for archival accessibility; all 14 (100%) indicated yes, accepting that the institution was willing to participate in a pilot study.

The researchers sought to find out from top management representatives and heads of department the types of training and development programmes personnel would need to effectively use and manage VR and AR technologies in the archival setting. All the respondents 10 (100%) indicated that, first, they would like to understand VR and AR technologies, especially in archival settings, the technologies that support each of them, and have training on database management, content creation in 3D models, ICT skills aligned to the KNADS process and marketing of archival practices.

The respondents were asked about their long-term vision for using VR and AR technologies in KNADS for the next 3–5 years. All 10(100%) respondents indicated this has not been on their work plan. The recommendations from this research could trigger a plan.

Accessibility to archives is valuable to people, organisations and societies. The literature asserts that technology integration in archival management is critical, especially in enhancing accessibility. Sissina (2023) notes that the shift towards digital archives has been driven by several factors, including the rapid growth of digital information, the increased use of digital devices and platforms for communication, and the ease of creating, sharing and storing digital records. Although from the findings, KNADS largely stores its holdings in physical format, requiring on-site access, it has also incorporated technology, especially through digitisation. However, the digitised materials are only accessed on standalone computers.

Consequently, proper planning and readiness for integrating these technologies are vital for successful implementation. The findings show that digital transformation readiness strategies in support of archival accessibility were not available at KNADS. Despite the appreciation of technology by the institution by digitising its vast collection from the year 2007, they have no means of ensuring that their digital access is achieved extensively. The institution failed to consider the holistic change in its archival process and how it could engage with its clients who are spread globally. This implies there was no prior alignment of the people, resources (finances) and technology to support the integration or forecast future opportunities and challenges. According to the Kenya e-Government Academy (2022), in Kenya, registries are primarily digital and further efforts to digitise paper records are underway. However, the lack of standard components for data exchange and service discovery hinders the development of services by making it harder to find the relevant registries and connect to them. An up-to-date online catalogue of services and information assets would make it easier to find where information and services are duplicated.

The findings on whether the KNADs personnel had an understanding of virtual and AR technologies and their application in archival environment, the study underscored that the majority were aware not aware of the technologies and their usage in archival environment. This contradicts the literature that the Kenyan landscape, AR and VR are not new, although the authors appreciate that, they have been integrated into a number of sectors including tourism, entertainment, education, marketing and advertising. The findings further showed that the existing technology at KNADS could not support the adoption of AR and VR technologies. Similarly, the findings showed a talent gap and financial hiccups brought about by the austerity measures by the government to support such technologies. Siror (2024) asserts that Kenya’s tech scene is bursting with innovation, and nowhere is this more evident than in the realm of augmented and VR. The findings further showed that the existing technology at KNADS could not support the adoption of AR and VR technologies. Similarly, the findings showed that there was a talent gap and financial hiccups brought about by the austerity measures by the government to support such technologies. According to Siror (2024), one of the significant challenges in adopting the technologies is the high cost of the necessary hardware and software for many industries and organisations. Many Kenyan consumers and businesses still find these technologies financially out of reach.

Furthermore, there is a substantial gap in the technical skills needed for developing and maintaining AR and VR platforms. This skills gap can hinder widespread adoption, particularly in less urbanised areas with limited technical education opportunities. A report by Kenya National Innovation Agency (KeNIA) (2023) concurs that these technologies still face several key challenges that need to be overcome for them to reach their full potential, which include GPS limitations, as current GPS technology is only accurate within about 30 feet (9 m), which can cause issues with properly aligning virtual objects in the real world. This is particularly problematic for indoor use, where GPS signals are weaker. Accurately tracking and rendering objects in the real world can be difficult, significantly when virtual objects must be occluded by or interact with physical objects. This requires advanced computer vision and rendering capabilities. Many current AR devices, such as smartphones and headsets, have limited processing power, battery life and display quality, which can degrade the user experience. Lastly, developing high-quality 3D models and interactive content for AR applications can be time-consuming and expensive, limiting the availability of compelling AR experiences.

Consequently, the technological gap puts KNADS at a competitive disadvantage in the rapidly evolving digital landscape where users are techno-savvy and gadget-oriented. For them, information search should be a click away.

The study concludes that while KNADS has made some strides in integrating technology into its operations, its reliance on physical access to holdings continues to limit flexibility, efficiency, and timeliness. The COVID-19 pandemic and frequent civil unrests have exposed the vulnerabilities in KNADS’ traditional, physical processes, highlighting the urgent need for a robust digital transformation strategy. The absence of such a strategy, particularly in the aftermath of the pandemic, suggests a critical gap in KNADS’ ability to adapt to disruptions. This gap underscores the institution’s challenges, including inadequate financial resources and a lack of skilled IT personnel, which hinder the implementation of a comprehensive technology integration programme.

The study also concludes that KNADS should embrace advanced digital technologies to remain relevant and accessible in an increasingly digital world. In particular, virtual and AR technologies hold significant potential for enhancing the accessibility and user experience of KNADS’ rich holdings. Comprehensive efforts are required to support these technologies’ adoption and successful implementation, including securing funding and developing staff expertise.

In a rapidly evolving technological era, forward-thinking decisions are essential for sustained success. Archival institutions known to manage unique holdings of enduring value that describe the rich history and cultural heritage must adapt to this new reality to appeal to diverse audiences and thrive in the technology-driven 4IR. Thus, KNADS should promote and provide the broadest possible accessibility of materials while respecting legal and ethical access restrictions, including public statutes, cultural protections, donor contracts and privacy requirements. While access may be justifiably limited in some instances, archivists still seek to foster open access and unrestricted use as broadly as possible when appropriate. Thus, this study recommends the following:

The digital world has radically changed user behaviours and expectations; it is about real-time and instant information. KNADS does not exist in a vacuum but within a society that has become increasingly reliant on digital technologies for daily life, from shopping and learning to healthcare and even employment. All these communicate a strong message that a new culture of agency, agility, and flexibility has been formed. Thus, to better serve its users and thrive in the digital age, it is high time KNADS' top management redefined its strategy and culture to align with the digital world.

Technology has changed the norm of physical visitation and allowed everywhere access. KNADS should develop a comprehensive strategy to incorporate technology into its operations, processes and services. To successfully adopt and implement VR and AR, a cross-functional team compromising top management, ICT, finance and all other relevant stakeholders needs to carry out a comprehensive business process analysis to identify areas of improvement and reengineering to determine the appropriate technologies and tools, develop an elaborate cybersecurity plan and establish clear performance indicators to drive the success of the project.

To effectively integrate VR and AR technologies into KNADS’ operations and improve accessibility, a strong legal and regulatory foundation is essential. Clear and consistent rules and regulations are needed to ensure transparency, accountability, and efficiency in the process. Therefore, KNADS leadership should prioritise and spearhead the development of new policies, updating existing ones, and adopting relevant standards to establish a unified approach for VR and AR implementation.

To effectively implement VR and AR technologies, KNADS must invest in comprehensive training programmes that retool and upskill staff, ensuring they have the necessary ICT expertise. Also, management should collaborate with the Ministry of ICT to organise targeted training sessions to bridge the knowledge gap among staff and users. This initiative should include practical guidance on using digital tools, such as AR and VR applications, and ensure that digital literacy is accessible to all. Hiring additional IT talent may also be necessary to support these efforts and facilitate smooth project implementation.

Despite government-imposed budget cuts, the institution’s leadership should strongly advocate for increased financial support to implement VR and AR technology to improve the accessibility of archival holdings. In addition to government funding, the management team should actively seek alternative financial sources, such as grants and sponsorships from organisations that promote technology adoption and integration.

Strategic partnerships with like-minded institutions and organisations are essential to effectively implementing AR and VR technologies at KNADS. Collaborating with universities can lead to cost-sharing and mutual benefits. Additionally, forming strategic alliances with technology firms and regulatory bodies, such as the Information Communication Technology Authority, can provide valuable expertise and support.

KNADS needs to anchor its goals on a properly scoped pilot programme to explore how VR and AR can enhance digital access to historical documents. The findings showed that top management and departmental heads are highly interested in such a project. In order to ensure that whatever development is made would address every aspect of real-world implementation, the following may be the essential elements of the pilot programme:

1. KNADS top management, in collaboration with ICT and its strategic stakeholders can describe the scope of the pilot and clearly outline the priorities. Examples include increasing user engagement, digitising collections of high interest and instructional initiatives. This will help ensure that appropriate historical resources are chosen to transform into VR/AR. It will also allow for easily quantifiable metrics that can be used to evaluate the results of the pilot.

2. KNADS should budget for necessary VR/AR software, hardware such as VR headsets and/or mobile devices with AR capabilities, and content creation. It should also ensure that the resources required to support the successful delivery of the pilot are secured.

3. The pilot project should be assigned to internal employees or outside partners who have past experience with VR and AR development. Creating quality and engaging VR and AR content supporting KNADS’ objectives is essential to such expertise.

4. Create mechanisms for user testing and feedback. KNADS should establish mechanisms for users to provide input on the technology during the pilot run. This will help enhance the VR and AR experience with user-derived insights to meet the project’s goals.

We acknowledge that the study’s small sample size limits the generalisability of the findings to broader populations. However, this does not compromise the validity of the results within the specific context studied since all possible respondents were included in the study. Future research with larger and more diverse samples is recommended.