PublicRecords.NG

publicrecords.ng is a citizen-driven digital archive where Nigerians can upload, access, and preserve official documents and historical records, including gazettes, bylaws, ordinances, court judgments, and other public records. It is an initiative of the Institute for Historical Studies, Biographical Research, Documentation and Legacy (IHS-BiRD & L) to preserve critical historical documents and sources, safeguard Nigeria’s institutional memory, and make them openly accessible for research, education, and public accountability.

Below is the conceptual framework of the initiative.

1. Introduction

PublicRecords.ng is a user-generated digital archive dedicated to collecting, preserving, and providing access to Nigeria’s public and historical records. The platform serves as a central repository where non-confidential government-created or government-held documents and information that the public has a right to access, institutional records, and personal historical materials are digitised, categorised, and made accessible for research, civic education, and national memory.

The project recognises that Nigeria’s records are often fragmented, inaccessible, or at risk of loss. By leveraging technology and citizen participation, PublicRecords.ng aims to bridge this gap and ensure that Nigeria’s documentary heritage is preserved and searchable for generations.

2. Definitions

• Public Records: Official documents created, received, and maintained by government bodies, courts, and institutions in the course of their statutory functions.
• Historical Records: Documents, photographs, programmes, and personal papers of individuals or groups that carry cultural, historical, or social significance.
• Contributor: Any individual, family, organisation, or institution that submits records to the platform.
• Metadata: Structured information describing and contextualising each record for retrieval and use.
• Provenance: The origin and history of a record, including its creator, source, and chain of custody.

3. Vision and Mission

• Vision: To be Nigeria’s most trusted open-access digital archive of public and historical records.
• Mission: To collect, digitise, categorise, and provide open access to Nigeria’s non-confidential government records, institutional, and personal records that document the nation’s history, governance, and people.

4. Objectives

1. Create a structured digital archive of Nigerian public records.
2. Enable citizens, researchers, journalists, and institutions to contribute records in an organised way.
3. Preserve endangered or at-risk documents, photographs, and programmes.
4. Provide a reliable reference point for governance, accountability, and historical studies.
5. Promote transparency and civic engagement through open access.

5. Guiding Principles

• Truthfulness: Upholding the authenticity and integrity of documents.
• Accessibility: Making records freely available to the public, unless restricted by law.
• Inclusivity: Documenting voices and records beyond government to include communities, institutions, and individuals.
• Preservation: Using digital technology to safeguard fragile historical and contemporary records.
• Collaboration: Partnering with government bodies, schools, institutions, and individuals to enrich the archive.

6. Scope of Records

The archive will accept a wide range of records, including but not limited to:

• Government Records: gazettes, bylaws, ordinances, court records, legislative acts, budget documents, state bids, commission/committee reports.
• Institutional Records: admission lists, convocation booklets, graduation programmes, organisational bylaws, and annual reports.
• Personal Records of Public Interest: speeches, press statements, photographs of notable figures, burial and reception programmes, programme of events from public functions.
• Historical Records: colonial records, independence-era documents, traditional rulership records, and other historically significant materials.

7. Metadata Schema

Each uploaded record will be described with the following minimum metadata:

• Title
• Category and Sub-category
• Date of Record
• Issuing Authority / Creator
• Geographic Location
• Description / Abstract
• Keywords / Tags
• File Format
• Source / Provenance

Optional metadata: language, related persons, institutions, occasion/event, rights/access status, digitisation method, notes on condition of record.

8. Submission Process

1. Contributor signs up on PublicRecords.ng.
2. Fills the upload form with metadata fields.
3. Uploads file (scanned PDF, image, audio, or video).
4. Editorial team reviews for accuracy, classification, and quality.
5. Approved records are published and indexed for search.
6. If rejected, the contributor is notified with feedback.

9. Access and Use

• Records will be freely available for search and access.
• Downloads will be watermarked or tagged with source information.
• Users must cite PublicRecords.ng when using records in publications or research.
• Requests for certified or high-resolution copies may attract a fee.

10. Upload Policy

Why This Matters
Public records are the nation’s memory. Too often in Nigeria, valuable documents are lost to dusty archives, locked cabinets, or private collections, out of reach for citizens, journalists, researchers, and future generations. PublicRecords.ng exists to change that. By contributing your records, whether they are official government publications, court rulings, historical photographs, or your own family’s archives, you help build an open, permanent, and accessible library of Nigeria’s shared history. Every upload makes our collective knowledge richer, more accurate, and more representative of the people who shape this country.

10.1 Purpose
PublicRecords.ng is a free and open repository where Nigerians can upload public records already in the public domain, as well as personal or private records they choose to share for historical, educational, or civic purposes.

10.2 Eligible Uploads

A. Public Records (non-confidential)

• Acts of the National Assembly
• Federal and state gazettes
• Judgments and rulings (unless sealed or restricted)
• Official government press releases and speeches
• Public budget documents, audit reports, and expenditure reports
• Statistical data and reports
• Local government bylaws, approved minutes, and project completion reports
• Constitutional texts, curriculum guides, procurement awards
• Historical photographs released without copyright restrictions

B. Voluntary Personal or Private Records

• Family & Heritage: genealogies, memoirs, letters, old photographs, oral histories, non-sensitive land records.
• Education & Career: graduation certificates (with consent), alumni lists, theses/dissertations, professional biographies.
• Community & Civic: festival brochures, sports records, association meeting notes (public portions).
• Historical Personal Documents: diaries, journals, colonial passports, declassified military service records, and funeral programmes of notable community members.

Consent Requirement: Uploaders must confirm ownership or right to share and accept that the material will be publicly accessible.

10.3 Prohibited Uploads

• Classified or restricted government documents.
• Personal documents of other people without their consent.
• Sensitive personal data that could lead to identity theft (e.g., addresses, NIN, bank details).
• Copyrighted works without permission from the holder.

10.4 Contributor Responsibility
By uploading, contributors affirm that:

• The record is accurate to the best of their knowledge.
• The record is lawful to share under Nigerian law.
• They grant PublicRecords.ng the right to store and display it for public access.

10.5 Moderation
All uploads are subject to review for legal compliance, relevance, and quality before publication.

11. Roles and Responsibilities

• Contributors: Citizens, institutions, families, and researchers who upload records.
• Editorial Team: Classifies, verifies, and approves submissions.
• Technical Team: Maintains the platform, database, and search functionality.
• Advisors: Guide standards, ethics, partnerships, and compliance.

12. Partnerships and Sources

Potential partnerships include:

• National Archives of Nigeria
• National Library of Nigeria
• Universities and research institutions
• Civil society organisations
• Families of historical figures willing to share personal records
• Media organisations with archival footage and newspapers

13. Governance and Ethics

• Respect privacy and dignity in handling personal records.
• Exclude defamatory, falsified, or plagiarised documents.
• Comply with Nigeria’s Freedom of Information Act (2011) and copyright laws.
• Acknowledge sources and preserve provenance.
• Ensure inclusivity by accepting records in multiple Nigerian languages.

14. Sustainability

• Regular digitisation drives (scanning, photography, OCR).
• Community contributions and crowdsourcing campaigns.
• Grant funding, institutional partnerships, and donor support.

15. Expected Impact

• Establish a national reference hub for Nigerian governance and history.
• Improve access to information for research, policy, and civic learning.
• Preserve personal and communal memory that might otherwise be lost.
• Strengthen Nigeria’s digital heritage infrastructure for present and future generations.

16. Platform Details

• Primary domain: www.publicrecords.ng
• Searchable records (Format, issuing authority, keywords, etc)
• Multimedia support (image, audio, video)