Office of Registrar


The Archives Department acts as the institutional memory of the University and plays an integral role in the management of the institution`s information resources.

Role and purpose

UTM archive is an accumulation of historical records. Archives are historical documents. They are valuable to UTM because they provide documentation, explanation and justification for both past and current actions. Archive documents is easier to locate, protect and maintained throughout its lifecycle.

Who we are

The UTM Archives Department is a place where staff from different schools and departments can go to gather first hand facts, data and evidence from letters, reports, notes, memos, files, dissertations, scripts, assignments and other primary sources. Archive content provides transparency of findings through time, giving researchers a unique opportunity to uncover early research and track development.

What we do

Archive content provides transparency of findings through time, giving researchers a unique opportunity to uncover early research and track developments. Early records kept in Archives department ensure research continuity, preserve historically significant information and secure academic knowledge for future generations. Disposal of archives is a regular exercise in the Archives Department.

How the department support student, guests, visitors, stakeholders etc

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.

Key Achievements

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

Staff List

Mr R Gaungoo (Ag Librarian)

Mr Lutchuman GAUNGOO

Ag. Librarian