Only UTM staff get access to records kept in the Archives department. An official letter is required from the head of department on which it is written clearly the nature of the records that will be consulted.

Additional room has been made available at the IPL building to accommodate more records from different departments. All the records are now arranged in a systematic sequence so that retrieval and display become easily accessible and less time-consuming.

• Unauthorised users are not allowed to consult records.
• Users have to present a letter from the head of schools or superiors to access records.
• Acquisition of archive is carried out with a memo and appropriate lists from respective departments.
• Confidential records are kept in seals boxes.
• Disposal exercise is carried out by a committee chair by the registrar.

Acquisition and disposal policy is very important in archive. In general, UTM archive acquisition policy sets out criteria which inform selection decisions, and equally importantly, identifies material which falls outside the collecting scope of the archive. “Disposal” refers to the disposal of the record whether by physical destruction or transfer to the University Archives at the end of its retention period.

• Allocate appropriate storage space
• Ensure fast and accurate retrieval
• Verify record retention timeframes
• Computerised system