Index
accession date, 162
action planning, 123–35
action plan template, 126
conversion to strategy, 127–8
methodology, 125–6
reasons for, 124–5
required resources planning, 128–35
administrators, 59
general business, operational or administrative records, 27–8
annual record growth, 159
Archive of the National Portrait Gallery, 30
archival value, 156
collections, 85
transfer instruction and forms, 243–8
transfer of electronic records to, 167–9
records management and, 39–41
Archives in Museums Specialist Skills Network, 18
best practice records schedule, 155
Booth Museum, 12
box contents, 162
British Standard (BS) PD0025-2:2002, 15
compilation, 49–57
example, 185–8
importance of communicating, 57–62
presentation for records management, 56–7
Civil Evidence Act (1995), 93
Code of Practice on Archives for Museums and Galleries, 7–8
compliance with, 84
records management and, 80
collected papers See special collections
collections management records, 25–7
collections manager, 23
Collections Trust, 4
communication, 57–62
appropriate forums, 61
avoidance of jargon, 58
quick wins, 59–60
records management, 61–2
Lord Chancellor's Code of Practice on Records Management, 84
records management benefits, 78–9
comprehensive records survey, 101–2
corporate assets, 35
calculation, 53–5
records value, 51–5
curator, 24
analysis, 119–20
collection tool, 109–10
compilation, 116–18
migration, 168
data protection officer, 99
data protection survey, 71–3
Data Protection Act (1984), 12–13
Data Protection Act (1998), 69–79
key sections, 70–1
model data protection statements, 76–8
non-compliance penalty, 71
notification, 74–5
practical implications of compliance, 71–4
records management benefits of compliance, 78–9
subject access request procedures, 78
Department for Communities and Local Government, 7
devolved records survey, 105–6
digital storage, 54
direct records survey, 103–5
disposal date, 157
documentation officer, 23
documenting objects, 3
e-mail, 53
management, 149
electronic document and records management systems (EDRMS), 138
electronic records, 13–14, 17, 19, 128–9, 157, 164–9 See also records records management records management programme
deletion and review, 165–7
digital storage, 54
emulation, 168
folder permissions, 147
near-line storage, 166–7
network storage, 166
offline storage, 166–7
technological obsolescence, 167
transfer to archive, 167–9
availability, 89–90
identification, 88–9
Environmental Information Regulations (2004), 86–90
key sections, 87–8
practical issues for compliance, 88–90
worst-case scenario, 88
ephemera, 161
European Union Data Protection Directive (95/46/EC), 12
Evidence Act (1995), 93
evidential values, 36
exhibition case files, 92
file list, 156
file naming conventions, 149
background research, 141–4
best practice and training, 148–9
consultation, 144–5
development of structure, 152–4
implementation, 146–8
final disposition of records, 41
Financial Services Act (1986), 93
financial value, 36
folder permissions, 147
freedom of information, 99
key sections, 79–80
non-compliance penalty, 80–1
practical implications, 81–6
galleries See museums and galleries
General International Standard for Archival Description (ISAD(G)), 8
guidance and training, 175–7
Imperial War Museum, 18
Information and Records Management Project, Renaissance London, 18
information businesses, 82
information champions, 73
information desk, 99
information management, 35
information manager, 24
informational value, 36
institutional context, 49–50
institutional culture, 125
institutional provenance of records, 37
interactive workshop sessions, 144
International Council on Archives (ICA), 10
ISAD(G) General International Standard for Archival Description, 8
ISO 15489–1:2001 records management standard, 14–15
lead users, 133
legal environment, 100
legal requirements, 108
legal value, 36
Civil Evidence Act (1995), 93
Data Protection Act (1984), 12–13
Data Protection Act (1998), 69–79
Environmental Information Regulations (2004), 86–90
European Union Data Protection Directive (95/46/EC), 12
Evidence Act (1995), 93
Financial Services Act (1986), 93
Freedom of Information Act (2000), 79–86
Health and Safety at Work Act (1974), 91
Libraries Act (1850), 1–2
Limitation Act (1980), 92
Local Government Act (1985), 68–9
Local Government Act (2000), 68–9
Museums Act (1845), 1–2
Native American Graves Protection and Repatriation Act (1990), 10–12
Public Libraries Act (1850), 1
Public Libraries (Consolidation) Act (1887), 2
Public Record Office Act (1838), 2
Public Records Acts (1958 and 1967), 64–8
records management requirements, 63–94
Value Added Tax Act (1994), 93
legislative catalysts, 12–13
Libraries Act (1850), 1–2
Limitation Act (1980), 92
loans out files, 93
Local Government Act (1985), 68–9
Local Government Act (2000), 68–9
key sections, 68–9
practical implications for compliance, 69
compliance with, 84
records management and, 80
mandate, 55–6
Manual of Archival Description, 8
media fragility, 167
middle managers, 109
Modernising Government, 13–14
Museum Archives: An Introduction, 39–40
cost of information identification, 52–3
embedding records management, 62
environmental information, 229
impact of NAGPRA in United States, 10–12
key developments, 20–1
personal data, 193–6
record keeping in UK sector, 1–32
record-keeping roles, 19–24
record types, 24–32
spend on records management, 52–3
Museums Act (1845), 1–2
Museums and Galleries Commission, 9
Port and River Archive, 30
Sainsbury Archive, 30
naming conventions for files, 149
National Museum Directors Conference, 9–10
National Portrait Gallery, 18
Native American Graves Protection and Repatriation Act (NAGPRA) 1990, 10–12
non-departmental public bodies, 6
off-site storage, 131
office of record, 154
offline storage, 166–7
on-site storage space, 131
online records survey questionnaire, 109–10
operational staff, 58
opt-in statements for data protection, 77
opt-out statements for data protection, 76–7
paper records, 128–9
planning methods, 125–6
print-to-paper policy, 168
professional bodies, listing of, 175
programme objectives, 126
Public Libraries Act (1850), 1
Public Libraries (Consolidation) Act (1887), 2
Public Record Office Act (1838), 2
key sections, 65–6
non-compliance penalty, 66–7
practical implications for compliance, 67
publication scheme, 81–2
read-only access to files, 147
records See also electronic records records management records management programme records storage survey of records
annual growth, 159
assessment, 125
best practice records schedule, 155
collections management, 25–7
definition of, 36–7
disposal, 157
final disposition, 41
general business, operational or administrative, 27–8
individual memberships, 93
institutional provenance, 37
inventory, 156
location, 108
paper, 128–9
record-related initiatives, 100
reference records, 148
review, 164–5
schedule, 156
semi-active, 166–7
semi-current, 129
value and cost savings calculation, 51–5
volume, 108
records management, 24, 32, 35–45, 72, 137 See also records management programme records storage survey of records
basic concepts, 41–5
benefits of compliance, 78–9
business case, 47–62
communication importance, 57–62
conversion of plan to strategy, 127–8
Data Protection Act (1998), 69–79
definition of, 37–9
Environmental Information Regulations (2004), 86–90
Freedom of Information Act (2000), 79–86
history of, 1–9
ISO 15489–1:2001 records management standard, 14–15
key developments, 20–1
legislative requirements, 63–94
local government legislation, 68–9
Public Records Acts (1958 and 1967), 64–8
roles, 19–24
strategy, 123–35
tools, 120
records management programme, 14, 16–17, 19–20, 22, 26–30, 90, 94, 122–4, 137–70 See also records management records storage survey of records
administrative budget, 128
electronic records, 164–9
essential steps, 170
implementation, 156–69
managing without storage, 163–4
records store establishment, 156–63
after transfer, 161–3
before transfer, 160–1
box contents, 162
boxes, 135
cost, 54
devices, 158
digital, 54
method, 108
near-line storage, 166–7
network storage, 166
off-site storage, 131
offline storage, 166–7
on-site storage, 131
repackaging, 161
retrieval service, 159
service level, 159
staff, 159
registered filing systems, 139
repatriation, 174
resources planning, 128–35
records, intellectual custody of, 129–32
records, physical custody of, 129–32
staffing needs, 132–4
storage space, 128–9
supplies and equipment, 134–5
retention periods establishment, 154–5
sample, 153
securing authority, 155–6
structure development, 152–4
risk assessment, 50–1
template and scoring framework, 179–84
risk registers, 50
SCAM Code of Practice on Archives for Museums and Galleries, 7–8
semi-active records, 166–7
semi-current records, 129
senior decision-making bodies, 56
servers, 130
server space, 135
software environment, 108
SPECTRUM, 3–4
spoliation, 9–11
standards, listing of, 177
Standing Conference on Archives in Museums (SCAM), 7–9
storage See records storage
strategic plan See forward plan
subject access request, 78
communication, 118–19
comprehensive survey, 101–2
data analysis, 119–20
data compilation, 116–18
data protection survey, 71–3
devolved survey, 105–6
direct survey, 103–5
final reporting, 121–2
findings summary, 118
interviews, 115–16
issues and tips, 112–19
legal environment and best practice, 100
objectives, 98–101
permission, 111–12
problems encountered, 100–1
stakeholders, 99
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