Gwynedd Archives Service Collection Management Policy

Mission Statement

The aim of Gwynedd Archives Service is to protect the archival heritage of the county by collecting, preserving, giving access to and promoting the use of archives to offer experiences that will enrich, inspire, educate as well as enjoy.

 

Policy aims

The aim of the policy is to demonstrate the co-ordinated approach undertaken to manage the collections in our care.  The policy also aims to convey how our policies inter-relate in order to create a rounded approach from accessioning to access.

 

Statutory and Legal Status of the Service

Gwynedd Archives Service collects in accordance with the powers given under the Local Government Acts 1962 and 1972, and Section 60 of the Local Government (Wales) Act 1994.

In accordance with the Scheme made under Section 60 of the Local Government (Wales) Act 1994 the Service has transferred collections proven to belong to Conwy with the agreement of their depositors.  Such transfer is subject to the overriding principles that the integrity of the archival groups should be preserved as far as possible and practicable.

Gwynedd Archives Service’s Record Offices have been appointed as places of deposit by the Lord Chancellor as repositories for local public records under the Public Records Act 1958.

Gwynedd Archives Service is recognised as a repository for parochial records by the Representative Body of the Church in Wales and to acquire records within the area as defined by its agreement with the Service.

Gwynedd Archives Service is recognised by the Master of the Rolls as an official repository for manorial and tithe records under the Law of Property Act, 1922, the Law of Property (Amendment) Act, 1924 and the Tithe Act, 1936.

Gwynedd Archives Service abides by current archives legislation including:

  • Public Records Act 1958
  • Local Government Act 1962
  • Local Government Act (Wales) 1994
  • General Data Protection Regulation 2018
  • Freedom of Information Act 2000
  • Environmental Regulations 2004

 

Collections Management

This policy is a declaration of the inter-relationships between all of the areas of the service that is reflected in our mission statement and shows our integrated approach to managing the collections in our care.

 

Standards

The following standards are applicable:

  • PD5454:2012 Guide for the storage and exhibition of archival materials
  • PAS197:2009 Code of practise for cultural collections management
  • PAS198:2012 Specification for managing environmental conditions for cultural collections
  • BS49721:2002 Repair and allied processes for the conservation of documents

Relevant archives legislation as noted above are also applicable as are professional and ethical standards:

  • ISAD(G) 2000
  • ISAAR(CPF) 2004
  • Archives and Record Association (UK and Ireland) Code of Conduct
  • Public Services Quality Group Standard for Access to Archives 2008  

 

Inter-relationships

Deposits are received passively, through routine accruals, legal requirements and also contacting individuals, institutions and various communities.  An evaluation of the collections has identified gaps which will result in the service actively pursuing collections and information in these particular areas.

Accessions are assessed for preservation and conservation needs during the accessioning process and prioritised for cataloguing. Small accessions are catalogued at the point of accession and larger collections are assessed along with the Service’s backlog.   

Cataloguing is undertaken by the Archivist in accordance to our Collection Information Policy. All uncatalogued collections are actively managed through the Collections Backlog List and cataloguing prioritisation is determined according to anticipated demand, usage and size of the collection.

Preservation and Conservation of collections is undertaken in accordance with our Preservation and Conservation Policy and relevant guidance.  Conservation priorities are determined according to anticipated demand, usage and size of the collection.

Preservation of Digital Records will be managed through recording the information required to ensure born digital materials are preserved.  None have been offered at present to the Service, but a good relationship is maintained with IT professionals to support future deposits. A separate Digital Preservation Policy and Strategy will be developed jointly with the Records Unit.

Access is provided to the County’s archival heritage in accordance with our Access Policy and by adhering to relevant standards and legislation

Emergency Planning is managed by means of our disaster plan that provides the strategy and procedures for dealing with risks to our collections.