SCAM: Standing Conference on Archives and Museums

ARCHIVES IN MUSEUM

Access to Archives

Introduction

1. The principal reason for preserving archives is to enable researchers to make use of the information they contain. This information sheet gives basic guidance on providing public access, whilst ensuring the long term preservation of the archive resource itself.




A Policy on Access

2. Museums should establish a policy on public access to their archives as part of the their wider collections management and access policies. It is better to have a written policy on access to archives, and to have considered the resources needed to support this, than to react ad hoc to individual requests.



3. Archive lists should be made available for public consultation and should be disseminated as widely as possible. This can be done by sending copies of lists to the National Register of Archives at The National Archives, or in Scotland, to the National Archives of Scotland. Copies of lists should also be sent to the appropriate local or national record office.



4. Archives held in museums are likely to be of three basic types: the archives generated by the organisation itself; material owned by the museum as part of its collections; and similar collections held on loan. It may be necessary to treat reference requests for these three types of materiaL differently.



5. Requests for information may come from three groups: colleagues within the museum; staff in other museums or similar organisations; and the general public. Simple requests can be answered by phone or letter, but more complex questions will require the researcher to consult the archives. Again, museums may wish to consider different arrangements for each group.



6. Depending on the size of the museum, you may wish to permit your own staff to borrow archives, though this should always be done against a formal loan slip with a specified length of loan.



7. Archives should rarely be sent out to another institution to satisfy a request for information. If this is unavoidable, strict safeguards should be set, to ensure that the material is not placed at risk.



8. Archives should not be loaned to private individuals.



9. Museums will need to make a judgement about what elements of their own, institutional archive they wish to make available to researchers. All organisations may keep their most recent files and papers confidential if they wish, although publicly funded bodies may have obligations under Freedom of Information legislation. Files containing personal information about living individuals are rarely made accessible, being covered by Data Protection legislation.



10. Where collections have been donated or deposited, access conditions may have been specified at the time of the gift or loan. These should be recorded in the accession register and must be adhered to.




Practical Arrangements

11. The aim should be to provide ready access to material, with the most effective use of staff time and skills and minimum risk to the archives themselves.



12. Unless a museum is able to provide a well staffed archive reference service, it will probably be advisable to make access available only by appointment. It is a good idea to advise the researcher that identification will be required.



13. A research area or 'searchroom' should have a reasonable sized table in a well ventilated and lighted area, with finding aids( lists, indexes, catalogues etc) to hand Book supports should be provided for heavy volumes. It is worth remembering that researchers are more likely to treat archives with respect if they are presented carefully packaged or wrapped.



14. On arrival the researcher should be asked for proof of identification and to deposit any bags etc. (Lockers should be provided or a secure alternative). The researcher should be supervised at all times. Archive material should be handed out in return for a signed form, and checked back in.



15. Only pencils should be used for writing and food and drink should be prohibited in the searchroom area. Basic rules of this kind, including the importance of careful handling, should be set out in writing and be available, or visible, to all who use the searchroom or archives.




Facilities

16. Researchers frequently ask for photocopies. Providing that a copyright agreement is completed where necessary, there is no reason not to copy unless there is a risk of damage to the item. This principle would exclude the copying of fragile bound volumes, very large documents, photographs and watercolours. It may be useful in these instances to offer an official photographic service. A printed sheet with facilities, restrictions or conditions and charges should be available.



17. Researchers should not normally be allowed to take their own photographs without strict controls as to further use, copyright etc. Digital cameras and hand- held scanners are of particular concern in this respect and an agreement should be signed to ensure the image is for private use only.



18. Researchers should be advised that provision of a copy of a photograph does not imply permission to publish it.



19. Researchers may be looking for images for publication in books, articles, or for commercial purposes such as postcards. You will be able to give permission for publication, and charge a reproduction fee, if:

    *the material is out of copyright

    *your institution holds copyright, or

    *permission of the copyright holder has been obtained.

    The Museum Trading and Publishing Group can provide advice on scales of fees appropriate for small museums and galleries.

    Sources of Help

    This information sheet can give only brief information. More detail can be found in the other Information Sheets in this series and the publications listed below.

    SCAM Information Sheet 1: Collections policy and Management (1999, minor revisions 2006)

    SCAM Information Sheet 2: Archival Listing and Arrangement (1999, minor revisions 2006)

    SCAM Information Sheet 3: Archive Preservation and Conservation (1999, minor revisions 2006)

    SCAM Information Sheet 5: Managing a Museum's Administrative Records (2002)

    The Code of Practice on Archives for Museums and Galleries in the United Kingdom, which was first published by the Museums and Galleries Commission in 1990, and revised in 1996 and 2002.

    Standard for Record Repositories (2004 edition) published by The National Archives.

    Organisations

    The Museum Trading and Publishing Group, c/o Rachel Hill, Bodleian Library, Broad St, Oxford, OX1 3BG.

    Advice on archive matters in any part of the UK is available from:

    National Advisory Services, The National Archives, Kew, Richmond, Surrey TW9 4DU. Tel. 020 8876 3444; fax 020 8878 8905; email: nas@nationalarchives.gov.uk ; website: http://www.nationalarchives.gov.uk

    or, in Scotland, from:

    The National Archives of Scotland, HM General Register House, Edinburgh EH1 3YY. Tel. 0131 535 1314; fax 0131 535 1360; email: enquiries@nas.gov.uk ; website: http://www.nas.gov.uk

    or, in Wales, from:

    The Convenor, Archives and Records Council Wales/Cyngor Archifau a Chofnodion Cymru. Details of the current contact can be obtained from the local record office or from The National Archives

    or, in Northern Ireland, from :

    The Public Record Office of Northern Ireland, 66 Balmoral Avenue, Belfast BT9 6NT. Tel. 028 9025 5905; fax 028 9025 5999. email: proni@dcalni.gov.uk ; website: http://www.proni.gov.uk

    Advice is also available locally from the appropriate local authority record office or from the regional agencies of the Museums, Libraries and Archives Council (listed at: http://www.mla.gov.uk ). They will be able to give guidance on other museums in the region which have developed appropriate archive policies, or tackled particular problems.