Civil Registration Department (CRD) Digitisation

With advisory and technical aid from the ICT Authority, the Ministry of State for Immigration and Registration of Persons has undertaken the digitisation of birth and death registers in the country.

The aim of the exercise was to consolidate information found in The National Population Register, a national database that was created in 2008/2009 that establishes demographic records for all Kenyans aged 18 years and above in a single platform.

So far, there are over 107 Civil Registration Centres where parents can register births and any family member can register deaths. The process of scanning the records is centrally managed in Nairobi, and over 62.5 million records have been digitised.

There now exists:

  • An organized registry that will improve record storage and accessibility
  • Improved security of manual records of births and deaths
  • Reduced operational cost of maintaining records
  • Improved transparency and increased efficiency in the retrieval of records

Digitisation of the Company Registry

The Companies Registry is responsible for the registration of business names and limited companies. 300 business names are registered and 200 companies are incorporated daily. The digitisation of records saw records from 1936 to 2010 scanned and the data captured to allow for online search of company names and information. In all, 25 million pages have been scanned and stored.

The benefits of this initiative were:
Provision of high-end servers that efficiently handle over 1,000,000 company files and store the scanned documents in a format that can be linked to a searchable database.

  • Increased transparency and much faster access to company registry services.
  • Easier and faster way to incorporate new companies, reducing the registration process from two weeks to one day.
  • Registration of companies from anywhere in the country, avoiding the need for a physical visit to the Companies Registry in Nairobi.

Status: Closed

Digitisation of the High Court Registry

60 million records were digitised under the High Court Registry digitisation project and the document management system was established.

The benefits of this digitising the project included:

  • easy search and retrieval of files
  • a more efficient registration process
  • automation of filing of returns
  • speeding up the delivery of justice

Status: Closed

Kenya News Agency (KNA) Digitisation Project

The Kenya News Agency (KNA) Digitisation Project is a digitisation and automation project for the KNA photographic library.

The library was established in the early 1940s and is a resource in the documented history of Kenya. Digitisation of the library allows for efficient storage of Kenya’s history in photos as well as easier retrieval of this information by the public.

Project Background

Kenya News Agency (KNA) was established on December 5th 1963, a week to Kenya’s Independence. It specialises in news gathering across the country and news dissemination for local and international news agencies. KNA provides the most widespread news network in the East African region. Its photographic library was established twenty years earlier, in the early 1940s.

Over the years, the Agency has documented all the key events in Kenya—from the state of emergency to independence, the growth of Kenya from a newly independent country to its modernisation. As of 2014, KNA has managed to use its limited resources to scan approximately 6,000 images out of a collection of approximately 500,000 photos.

Importance of the Project

Digitisation Eradicates Risk of Deterioration
Photos in the KNA Library are a national treasure. The images and photo negatives are currently stored in brown envelopes and metal cabinets at the KNA. Without air-conditioning or special protection from improper handling, dust, mould or insects, the risk of damage and deterioration to the collection is high. Due to the nature of photographic materials, the paper they are printed on is also deteriorating.

Digitisation Increases Access and Visibility
The KNA collection is currently underutilised due to difficulty of retrieving the photos, lack of an adequate index to the collection and lack of awareness by the public of its existence. This has resulted in potential consumers missing out on this wealth of information. For the Government of Kenya this represents an untapped source of revenue as it could licence rights to persons and institutions who may wish to purchase the photos for their own use.

Project Objectives

  • Improve storage conditions of KNA assets for posterity
  • Improve KNA staff ability to fulfil requests for information
  • Increase the visibility of KNA assets
  • Grow revenue for KNA

Project Outcomes

  • Archive standard secure physical storage for KNA multi-media assets
  • Robust catalogue system that supports easy and quick search and retrieval of multi-media assets
  • Interactive rich media website that allows users to find, view, and comment on digital copies of KNA multimedia assets. The website will also allow users to purchase licensed digital copies of KNA assets
  • Multi-tier licensing and pricing model for distribution of KNA assets
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