By Tracy Moses
The Independent National Electoral Commission (INEC) has stressed the need for proper preservation, documentation and archiving of electoral and operational records, saying effective records management is essential to sustaining public trust and maintaining institutional continuity ahead of the 2027 general elections.
INEC’s Director of Voter Education and Publicity (VEP), Mrs Victoria Eta-Messi, gave the charge on Tuesday in Abuja at a two-day capacity-building workshop for staff of the Graphics, Library and Documentation (GLD) Division drawn from the commission’s offices across the 36 states and the Federal Capital Territory.
The workshop, organised by the VEP Department, was themed: “Preserving Institutional Memory Through Effective Archiving and Documentation.”
Eta-Messi described archiving and documentation as critical components of the electoral process, expressing concern that historical electoral materials in some state offices were not being properly preserved.
She said poor storage of records could lead to the loss of institutional knowledge needed to compare election cycles, assess previous practices and improve the commission’s processes.
“A lot of times, we go to the states and things are in boxes, packed away somewhere and they rot. That does not allow us to do a comparative analysis and to learn from what existed in previous cycles of election.
“So, it is important that we begin to do the right thing; we begin to preserve knowledge and preserve our processes so that we can compare and learn, and consolidate on what existed, and then improve on what we had before then,” she said.
Eta-Messi identified the GLD Division as an important component of the VEP Department, with responsibility for preserving records for posterity, reference and institutional learning.
She said the workshop was aimed at strengthening the capacity of officers responsible for the division across the states, describing GLD as the youngest division in the department but one with significant responsibilities.
“GLD is the youngest division in the department, and coincidentally, there is a lot that the division needs to do.
“This is why we are trying to ensure that we build capacity in the respective states so that we begin to do what we are expected to do,” Eta-Messi said.
She urged Public Affairs Officers, who also serve as GLD desk officers in their respective states, to take the training seriously and apply the knowledge gained when they return to their stations.
“Let us try to help the department to help the commission to succeed in its archiving and documentation responsibilities,” she said.
Speaking on the objectives of the workshop, the GLD Deputy Director, Mrs Perpetual Aligwara, said the credibility of an electoral management body depended not only on its neutrality but also on its ability to preserve its institutional memory.
According to her, each election cycle generates decisions, records and lessons that are critical to the commission’s continuity, making systematic records management particularly important ahead of the 2027 elections.
She warned that the absence of structured records management could expose the commission to significant operational and legal risks.
Aligwara said proper documentation would enable INEC to explain its decisions more effectively and provide authoritative references when questions arise about past actions and procedures.
“Without careful record management, the commission faces a big danger of losing the procedural knowledge of the commission’s activities, such as electoral activities, when staff or commissioners exit at the end of tenure and many others,” she said.
She identified other challenges as the inconsistent application of guidelines across state and local offices because of undocumented practices, as well as repeated litigation and public-trust risks where the rationale for past decisions could not be established from official records.
Aligwara also cautioned officers against relying on temporary digital platforms or personal phone storage for critical photographic and video records generated during electoral activities.
She called for central and secure archives in all state offices to preserve election guidelines, result documentation, litigation records and records of INEC activities in written, photographic and other appropriate formats.
While acknowledging the importance of digital technology, she noted that properly organised records remained essential for research, reference and institutional learning.
“Institutional memory is not a luxury for an electoral management body like INEC.
“It is a safeguard for consistent, transparent and public confidence across election cycles. A commission that documents its work builds trust that outlasts any single election,” she said.
The emphasis on records preservation comes as INEC continues preparations for the 2027 general elections, when institutional continuity and access to reliable records will be important to the commission’s operational planning.
Proper archiving would also enable INEC to retain lessons from previous election cycles, support continuity when personnel change and provide documentary references for future administrative, operational and legal decisions.