History

Western Cape Records

The development of European settler colonies in the Cape in the 17^th century presented a format of documenting that was unique in its form, in comparison to the indigenous forms known to the people of the area at the time.

This method of archiving would serve the purpose of preserving the records of the Cape Colony, a colonial settlement established by the Dutch in 1651. This archive system would go on to be known as The Cape Archive.

The Cape Archive at most functioned as evidence or proof of transactions, personal records, travel logs, trade deals and other records from the 17^th century. It was later adopted to become the Western Cape Archives and Records Service (WCARS) in the 19^th century serving the function of preserving the records of the former Cape Province.

Some of the records within this archive were created in governmental bodies which are currently under what we know today as the Eastern Cape (previously forming part of the Cape Province prior to 1994). In length the records take up an impressive measure of 4km.

This archive later transcended its initial function of being a mere means of recordings and started to take on the function of preserving evidence for a variety of uses, collecting from a variety of sources, therefore making it an important cornerstone of knowledge, history and heritage.

A Memorandum of Agreement has been concluded with the Western Cape Archives and Records Service (WCARS) to ensure that the Eastern Cape records in their holdings are accessible from within the Eastern Cape through a process called digitisation. Digitisation is a method in which manual records are converted into digital format(s), thereby establishing channels for further preservation of records and provision of access to information through technological means. The initial processes have been discussed with the project due to kickstart in April 2024.

Overview

The Eastern Cape Provincial Archives and Records Service was established in terms of Schedule 5 of The Constitution, which highlights the functional areas of exclusive provincial legislative competences.

From this, the Provincial Archives and Records Service Act No 7. of 2003 (Eastern Cape) was established. This legislation transformed the former South Africa depot in Gqeberha into Provincial Archives and Records Service whose mission, function and structure reflect the post-apartheid political order.

The act promotes the proper management and care of records of provincial, local governmental bodies and public entities, and provides for the preservation and use of the Provincial and archival heritage

Functions of The Provincial Archives and Records Service

It is responsible for the function acquisition, preservation and promotes the use of public and non-public records that have archival value.
Provides for the maintenance of a Provincial automated archival information retrieval system.
Setting standards for supporting governmental bodies.
The archives constitute a vital part of the nation’s heritage and are a means of enhancing national identity, nation building and empowerment.
They are also the main channel through which governments can be held accountable to the people.
The government’s action become transparent through improved public access to the archives.
To reach members of the public who do not know about the archive’s existence or functions by organizing exhibitions, open days, awareness campaigns and other activations that will reach the communities at large.
To increase archives use by taking the archives to the people through visits to educational institutions and communities.

Mandate

As mandated by The Provincial Archives and Records Service Act No 7. Of 2003, Section 13, “the provincial archivist as appointed by the MEC is charged with the promotion of proper management and care of public records in the custody of governmental bodies.”

The Provincial Archives and Records Service should therefore provide for the presentation and use of a provincial archival heritage and provide for matters connected herewith by preserving and maintaining public records with enduring value for use by the public and provincial administration.

Furthermore, the Provincial Archives and Records Service should make sure such records are accessible and should promote for their use by the public. They are to collect non-public records with enduring value of Provincial significance, as well as oral and audio-visual material neglected by archive repositories in the past. It is within the Eastern Cape Provincial Archives and Records Service’s mandate to promote awareness of archives and records management in the province.

Mission, Vision & Values

Our Mission

The Eastern Cape Provincial Archives and Records Service’s mission is to promote good record keeping, to promote the preservation of archival heritage and use of archive services.

Our Vision

Encourage development of records management systems that will promote the rights of individuals through accountability and transparency of the public service.

To establish a digital archives platform that will ensure easy access of archives services.

Our Values

Respect for Human Rights
Honesty
Access to information
Fairness
Transparency

Executive Heads

Hon MEC: Sibulele Ngongo

The Department of Sport, Recreation, Arts, and Culture (DSRAC) welcomes Honourable Sibulele Ngongo as the new Member of the Executive Council (MEC). MEC Ngongo is a dedicated political activist who began her journey in politics as a student at Walter Sisulu University in 2008. A strong advocate for youth emancipation, she joined the ANCYL, becoming an additional member of the Nyandeni sub-region in 2014. By 2017, she was the regional Treasurer of the ANCYL in OR Tambo and later made history as the first female convener of the ANCYL in 2021 in the same region. Currently, she serves as the Regional Chairperson of the South African Youth Council and is a Regional Executive Committee member of the ANC in OR Tambo, as well as a Provincial Working Committee and Provincial Executive Committee member of the ANCYL in the province

Head of Department: Sibongile Mpofu

Sibongile Mpofu has worked in the NGO and the public sectors for more than 20 years, where she has been involved mainly in the areas of policy, research, strategy development and implementation, among others.

She has held senior management roles at various organizations across a range of sectors, including land affairs, urban and rural development, public administration and, most recently, human settlements. Before joining the Department, Ms. Mpofu had worked for the Housing Development Agency, where she had acted as the Chief Operations Officer and had been the Head of Intergovernmental and Stakeholder Relations.