Archives in museums


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  • Aim of the session is to provide inspiration in new ways of managing and exploiting their archive collections. Want to send you away with avenues to explore. I will look at how archives are extending their reach, developments in managing archive collections, developments in interpreting archives and changes in standards, finishing with pointers to some further sources of advice.Apologies that I’m working from screen shots but we don’t have internet access here. This presentation is available on Slideshare.
  • Format of organisationProjects include 3 year project to scope, design and pilot an accreditation scheme for Archive ServicesHLF Activity planning for Archives+ and University of HuddersfieldStrategic planning and service reviewsArchival advice for Debenhams, Uni of Hertfordshire, NDACA etc
  • Start by Defining what I’m looking at . In two areasMove to look at the impact of the accessibility digital on the archive sector. The impact of digital changes on the sector can’t be over exagerrated
  • Digital is a short hand that I hope you will forgive. Means variety of online and digital activitiesDigitisation for access and for preservationHow are archives achieving this?
  • Over 80 unique films from the North west Film Archive’s collection of over 35000 items, which reflect people’s lives through work and leisure, places and events, culture and tradition – a regional identity. • Includes films that depict momentous times that still resonate, such as the bombings and destruction in 1940, and VE Day across the city, alongside almost forgotten events – Paulden’s Department store collapses in a terrible fire in 1957.• But also films that show everyday life, the buildings, the people and the transport of a bygone age. Policemen march to a Royal visit in front of the Town Hall in 1914, trams make their way down London Road in 1948.• The films are grouped by decade from the 1910s, but you can also select a location from the interactive Manchester map to see the same place at different times, or use your GPS to locate a film near you.• Includes background information on each film clip, plus a virtual compass to orient yourself in the same direction, or tap the screen to see the original film.• Create your own Manchester tour and see the city spring to life as it was in the past, or simply watch your favourite films wherever you are and whenever you want them.
  • E.g. Archives HubDriven by groups such as UKAD
  • This project is a collaboration between Coventry University (CU), BT Heritage and The National Archive (TNA) and aims to catalogue, digitise and develop a searchable online archive of almost half a million photographs, images, documents and correspondence assembled by BT over 165 years.The project includes research work around product and graphic design, language development and problem-based learning. Using innovative, immersive techniques the project will develop mobile and web access to the collection for scholars, teachers and learners as well as the general public.The project brings together those in BT, TNA and CU with expertise in archives and heritage management, Serious Games, Design, Language, Computing, History, and Education and Learning Resources.
  • Linking Lives is exploring ways to present Linked Data. We aim to show that archives can benefit from being presented as a part of the diverse data sources on the Web to create full biographical pictures, enabling researchers to make connections between people and events.
  • We started messing about on Flickr ( at the end of 2010. Since then we've had over 2.5 million views - of only 8000 photos and archives. In 2011-2012 we received the same number of yearly unique visits to our local image collection (80,000 images hidden away on the council website as we usually got - 600,000. But this year in 2012-2013, having built up over 5,500 Twitter followers, we had over 1,000,000 unique visits to Local Images Collection. Which shows how social media drives people into our site. And our picture print revenue has rocketed too. Then there was the time when Clint Boon retweeted us...
  • e.g. Tagging archival video, aligning maps etce.g. The National Archives Your archive wikie.g. Mapping enthusiasts taking historic maps and using GIS to create geo-rectified layers
  • We’re now moving on from making the case for digital preservation to actually planning and doing it. There is lots of advice and good practice. See this example from the Wellcome Library and work by the Digital preservation coalition and TNA
  • PD5454 is a rewrite that recognises changes in sustainability and energy costs
  • Professionalism: a mechanism to develop and strengthen the professionalism of the UK archive sector.Performance: a UK-wide quality standard which offers a benchmark and stimulus for gauging performance, recognising achievement, ensuring value for money and driving continuous improvement. Profile: a mechanism for raising awareness and understanding of archives, building confidence and credibility both within parent organisations and externally. People: a process to help archive services adapt and respond to user needs and interests and to support workforce development. Partnerships: a tool to help archives examine their offer more widely and to encourage collaborative working within and between organisations. Planning: a robust framework for facilitating forward planning, improving procedures and policy, and reducing organisational risk. Patronage: a badge of recognition which demonstrates quality services to supporters, donors and grant-making bodies, strengthening funding applications, attracting philanthropic giving and fostering investor trust.
  • How does accreditation for archive services relate to museum accreditation?  Archive Service Accreditation has been developed to align effectively with and complement the Museums Accreditation Scheme. Both share the same focus on organisational health, collections and stakeholders and their experiences. Both schemes have the same ethos of helping to raise standards and award achievement. We are a museum with a significant archive collection. We are already accredited as a museum. Do we also need to become accredited as an archive? If the primary purpose of your organisation is to be a museum then it is appropriate that you apply for Accreditation under the museum scheme and your application may encompass all your collections, including the archives.  If you are a museum that is also a recognised Place of Deposit, then you will need to fulfil the requirements of the Archive Service Accreditation scheme in addition to those of museum Accreditation. If you are not a recognised Place of Deposit  but wish to apply in addition to the Archive Service Accreditation scheme then you are welcome to. This is a choice rather than a requirement. The schemes have been aligned so that the submission of relevant information from one is applicable to the other.
  • Also coming up Huddersfield Uni and Leeds Brotherton Library
  • Not just exhibition interpretation but also online
  • Other sources of information
  • Archives in museums

    1. 1. Managing archives withinMuseumsJanice TullockArchives and Heritage and Heritage Show 16 May 2012
    2. 2. Introduction• Qualified and registered archivist• Background in local government archiveservices• Experience as Archives Development Officerfor MLA NW• Archives Fellow on the Clore LeadershipProgramme 2005/6• Director of Janice Tullock Associates since2006
    3. 3. Definition of archives?“Materials created or received by a person, family ororganisation, public or private, in the conduct oftheir affairs and preserved because of the enduringvalue contained in them or as evidence of thefunctions and responsibilities of theircreator, especially those materials maintained usingthe principles of provenance, original order andcollective control; permanent records.”(Society of American Archivists)
    4. 4. Archives in museums• Archives in museum collection – either mixedin with collections or treated as stand alonecollections• Archives of the museum itself – records ofbusiness, donations, correspondence, research etc.
    5. 5. Digital• Reaching greater number of people more easily• Digitisation is a core activity• Digital provides new channels and methods to reachusers• Online catalogue provision is reaching a new level ofmaturity• Digital is now being used to allow volunteering projectsand participation• Archivists are more confident in managing born-digitalmaterials and ensuring digital preservation.
    6. 6. Partnership Digitisation projects
    7. 7. Digital Users• West Yorkshire archive service:– 7,000 onsite visitors– 19,000 off-site contacts (phone/email/post)-6 million views of images on Ancestry- 12 million views of metadata30,000 image views over 24-26 December
    8. 8. Catalogues
    9. 9. Joint networking projects
    10. 10. Next steps for catalogues?Linked data?
    11. 11. Social Networking
    12. 12. Participation – making connectionsbetween collections and people• Crowdsourcing work• Contributing expert/personal knowledge• Adding to collections• Remixing and reusing the archives• Involving the public in the organisation• See Kate Theimer Archives Next Blog
    13. 13. Digital Preservation4.4 Collections preservationThe Library believes that no single approach is likely to guarantee the long term survival ofthe Library’s digital material and consequently, a mixed strategy – focusing on, formatmigration and normalisation – is preferred. Acceptable preservation formats may includetext, XML or an ‘open’ format such as the Open Document Format. Other formats, such asfilms or commercial digital products, will be dealt with in a way appropriate to the needs ofthe material. The Library will respect intellectual property and other rights in materials when seeking topreserve commercial and private digital materials in its collections.The Library has two approaches to this issue,1. Rights secured – for digital archival materials donated or loaned to the Library we willseek permission from the donor/lender at the time of donation to carry out anypreservation activity, immediately or in the future, that may be required to preservethe material for future use, eg migration and/or normalisation.2. Commercial rights – Where possible and practicable for digital commercial productsacquired by the Library we may seek permission to undertake necessarypreservation actions to ensure the future use of the material, eg migration and/ornormalisation.Wellcome Library Preservation Policy 2007
    14. 14. Standards• BS5454 replaces by PD5454, supported byPAS197 and 198• Archive Service Accreditation – due forpublication in June 2013
    15. 15. Benefits of Archive ServiceAccreditationBenefitsProfessionalismPerformancePeoplePatronagePartnershipsProfilePlanning
    16. 16. Archive Service Accreditation• Three modules:1. Organisational Health2. Collections3. Stakeholders and their experienceRequirements under each module:- 1. Mission, governance, planning and resources (premises, financeand workforce)- 2. Policies, plans and procedures for collections(development, information and care)- 3. Access for the service’s identified community and stakeholders
    17. 17. Collections2.1 Collectionsmanagement2.2 Collectionsdevelopment2.2.1 Policies oncollectionsdevelopment2.2.2 Collectionsdevelopment plans2.3 Collectionsinformation2.3.1 Policies oncollectionsinformation2.3.2 Collectionsinformation plans2.3.3 Core collectionsinformationprocedures2.4 Collections Careand Conservation2.4.1 Policies oncollections care andconservation2.4.2 Collection careand conservationplans2.4.3 Procedures forroutine collectionscare2.4.4 Procedures andplans for disaster andrecovery
    18. 18. Interpretation of collections• Not something archivists have beentraditionally comfortable with• Not something that archives have traditionallyundertaken
    19. 19. Archives+
    20. 20. Marks and Spencer archive exhibition
    21. 21. More information?• Web page• Records Management for Museums andGalleries by C Brunskill and Sarah Demb••