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PAGE LAYOUT/FA/HIGH RES 18/12/2000 3:06 Pm Page 1 PAGE LAYOUT/FA/HIGH RES 18/12/2000 3:06 pm Page 1 HOUSE of LORDS RECORD OFFICE Archives The Parliamentary The Parliamentary Annual Review 1999 – 2000 PAGE LAYOUT/FA/HIGH RES 18/12/2000 3:06 pm Page 2 Cover illustration: The Roof of Westminster Hall, by Sir Frank Baines, c1923. (HLRO, HC Lib. MS. 114) PAGE LAYOUT/FA/HIGH RES 18/12/2000 3:06 pm Page 3 HOUSE of LORDS RECORD OFFICE Archives Annual The Parliamentary Review 1999 – 2000 London:The Stationery Office PAGE LAYOUT/FA/HIGH RES 18/12/2000 3:06 pm Page 4 By writing: House of Lords Record Office How to (The Parliamentary Archives) contact the London SW1A OPW Parliamentary By telephone: 020 7219 3074 Archives By fax: 020 7219 2570 By e-mail: [email protected] By the internet: www.parliament.uk LOCATION MAP St.James’s Park River Thames WHITEHALL PARLIAMENT BIRDCAGE WALK WESTMINSTER BR. SQUARE • Houses of Westminster Parliament Abbey ENTRANCE ☛ VICTORIA STREET Victoria GREAT PETER STREET Tower Gardens MILLBANK ENTRANCE ☛ PAGE LAYOUT/FA/HIGH RES 18/12/2000 3:06 pm Page 5 ecord Office 5 y Archives) PW Looking back … … looking to the future Archives THIS REVIEW OF THE WORK of the House of Lords Record Office (The k Parliamentary Archives) covers the year that ended on 31st March 2000. It shows, The Parliamentary as we enter the 21st century, how we are building on past achievements to k provide modern services fitting the needs of both Houses of Parliament and all our external users. In this Millennium year it is striking to recall that the Record Office was founded only as recently as 1946 though its holdings date back to 1497. Tribute is due to Maurice Bond and his successors as Clerk of the Records, Harry Cobb and David Johnson (who retired in June 1999 after 33 years’ service) for establishing, developing and consolidating the role of the Record Office in the daily life of Parliament. Joint funding The office’s responsibility for the archives of both Houses was formalised by new funding arrangements that took effect in April 1999,under which budgeted expenditure is shared by the Lords and Commons in the ratio of 60:40. The office remains within the Lords’ establishment, which is entirely appropriate in view of its founding and subsequent development as a Lords’ department. New title To present a clearer profile of the office’s role in serving both Houses of Parliament, the subsidiary title “The Parliamentary Archives” was adopted. This will be more comprehensible to external users, so often confused about the custodial responsibility and whereabouts of the Commons’ archives. Records management Our vision is for Parliament’s records in all media to be managed effectively for as long as they are needed by their creators and users; and then to be destroyed or archived according to planned disposal directions. Significant progress was made during the year. A report on the survey of parliamentary record keeping begun in 1996 was presented to the Clerks of both Houses. Parliamentary Records Management Policy Guidelines,which proposed a best practice approach to records management, were agreed. The policy will foster corporate record keeping practices in Parliament, taking into account offices’ local requirements, and provide staff with guidance on file creation,classification,storage,retention and transfer. The office also participated in Parliament-wide consideration of the use of electronic systems, which pose a challenge for the management and future archiving of electronic records. PAGE LAYOUT/FA/HIGH RES 18/12/2000 3:06 pm Page 6 6 ANNUAL REVIEW 1999–2000 Public access Improving the profile of the Parliamentary Archives among potential users and improving access for all users are key objectives. A study confirmed a requirement for a comprehensive online catalogue and management system for the Parliamentary archives, which must conform to international standards of archive description to enable participation in the national archive network. A new catalogue structure has been designed to accommodate multi-levels of archive description. The office collaborated with other parliamentary staff and external archivists in mounting exhibitions. Future priorities A four-year project for the installation of new air conditioning, electrical wiring and a fire protection system for the Victoria Tower repository will commence in autumn 2000. A three-year strategy for Parliamentary records management will be launched in 2000-01. A tender will be let for procurement of a an automated archival catalogue and management system that will be accessible in the search room and through the Parliamentary website. Electronic data will be migrated to the catalogue and a four year programme for retrospective conversion of finding aids will commence. The office’s cataloguing priorities and outreach activities will be reviewed. Staff The achievements of the past year and plans laid for the future would not have been possible without the dedication, enthusiasm and professionalism of staff. The office is committed to the personal and professional development of its staff in order to equip them with the skills and know-how necessary to meet the archival and technological challenges ahead. Stephen Ellison Clerk of the Records PHOTOGRAPH: DERYC SANDS PAGE LAYOUT/FA/HIGH RES 18/12/2000 3:06 pm Page 7 7 Safeguarding the memory of Parliament … … providing access Archives OUR AIM is to achieve this by providing an effective and efficient records The Parliamentary management and archive service for each House of Parliament and to make the archives available to the public for study. OUR OBJECTIVES support the principal functions of the Parliamentary Archives. • MANAGING RECORDS FOR AS LONG AS THEY ARE NEEDED – to ensure that the departmental records of each House of Parliament which are worthy of permanent protection are selected for preservation. – to provide effective user services to support the work of Parliament. • ACQUIRING RECORDS – to take custody of departmental records selected for archiving. – to acquire other records that contribute significantly to the understanding of the history and workings of Parliament. • PRESERVING RECORDS – to provide sufficient suitable accommodation to preserve the records in accordance with recognised professional standards. – to ensure that all records preserved receive the conservation they need. • PROVIDING PUBLIC ACCESS TO RECORDS – to facilitate public access to the records. – to promote awareness of the history and records of Parliament. • MANAGING RESOURCES – to administer the office efficiently and economically to make the best use of its resources including staff. PAGE LAYOUT/FA/HIGH RES 18/12/2000 3:06 pm Page 8 8 ANNUAL REVIEW 1999–2000 Managing records for as long as they are needed … The records The survey of record keeping management BYMAY1999 SUFFICIENT INFORMATION had been obtained from the survey programme of record keeping in each House for a report to be presented to the Clerk of the Parliaments and to the Clerk of the House of Commons, with recommendations for the future management of departmental records. While there was evidence of good practice,in general it was found that uneven practice and a lack of commonality of approach was not supporting and safeguarding the work of Parliament. Records of continuing historical value were at risk of accidental destruction because there were no formal procedures in place for their identification and transfer to the Record Office. Furthermore, record keeping in Parliament did not compare with good practice in the public or private sectors, and needed to be improved to assist the efficiency and accountability of Parliament. There had been a tendency to regard records, and the information they contained, as personal, private documents which were regarded as the responsibility of the staff member who created them,rather than as a corporate resource of Parliament. Improved filing practice was needed. A standard file classification and formal retention or destruction schedules needed to be brought into general use. The uncontrolled growth of semi-current and non-current records had exacerbated the lack of storage and had led to the dumping of unlabelled boxes of records in basements and cupboards, where they had been forgotten. PHOTOGRAPH: DERYC SANDS PAGE LAYOUT/FA/HIGH RES 18/12/2000 3:06 pm Page 9 9 A vital records strategy was required. Staff had little awareness of statutory record keeping requirements or of the demands of the Data Protection Act 1998 and would need advice about the forthcoming Freedom of Information Act. Responsibility for record-keeping in offices and committees was informal and staff were having difficulties managing their records without adequate Archives training or specialist advice. Electronic records were in danger of being lost,and other records worthy of permanent preservation were being destroyed before The Parliamentary they could be claimed by the Record Office. Records management policy guidelines The survey findings, which were generally welcomed as a positive contribution to improving record keeping in Parliament, were taken forward by the compilation and circulation of draft Records Management Policy Guidelines for consultation in each House. The Guidelines proposed a corporate approach to records management, the implementation of a strategy led by the Record Office, and the adoption of best practice as recommended in the forthcoming International and British standards on records management. Following a consultation period of four months, the Guidelines were approved, and will be the basis for a three-year records management strategy beginning next year. One important recommendation, already adopted, is the nomination of record officers in offices, departments and committees of each House. Record Officers are responsible for records management in their own areas, and provide the Record Office with a point of contact for all matters concerning current, semi- current and non-current records. The Record Officers’ groups for each House have met regularly under the chairmanship of the Record Office and created momentum for agreement to the policy by providing valuable feedback on the Guidelines.
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