Archives Annual Review 2017/18

1 AWM at a glance Archives West Who we are AWM members represent 26 organisations which hold the largest archive collections, Midlands (AWM) and attract the most visitors, in the region. AWM is backed by The National Archives and supported by seven other national and regional archive bodies. is an independent, When we were formed strategic partnership AWM was formally launched in June 2016. of archive services Why? in the region which In a nutshell, AWM is about working together and forging a collective identity for the region’s archives. In times of financial constraint, collaboration is more important aims to maximise the than ever. Sharing our knowledge and expertise makes us collectively stronger, and creates new opportunities for exciting joint projects. benefits of working Our aims together both in • Promote the importance of archives as vital regional assets • Encourage the highest standards of archive work terms of shared • Encourage investment in digital preservation and digital access to collections and services projects and funding • Develop and support regional (or sub-regional) projects • Provide a confident and coherent voice for the region’s archives opportunities. The bigger picture It’s not just about preservation and accessibility. Archives in the region are making significant contributions in other areas such as skills and employability, community engagement, health and wellbeing, and tourism.

How we are funded AWM is subscription-based and has received additional financial support from donor organisations in the form of grants for funded projects.

Charitable status Archives West Midlands is a Charitable Incorporated Organisation (Registered Charity Number 1168386).

For more information website: archiveswestmidlands.wordpress.com twitter: @ArchivesWM facebook: facebook.com/Archives-West-Midlands email: [email protected]

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2 Introduction 2017/18 is Archives West Midlands’ second experience, skills and enthusiasm of our year as an independent organisation network will enable our workforce, our working to advance learning and volunteers and our collections to develop education for public benefit by supporting and prosper. the collection, storage, preservation, promotion and access to archival materials During 2017/18 we have: relating to the West Midlands. • Continued to promote the importance It has been a very busy year and this of archives as vital regional assets report celebrates our achievements, and • Supported seven of our members to also details our priorities for the next 12 achieve accreditation/ re-accreditation months. • Delivered a programme of training and As Chair of Archives West Midlands I am support for our members including proud of what we have been able to two workshops to share best practice achieve for our members. Our trustees and current thinking on approaches have worked hard in partnership with to digital preservation and training on our members and stakeholders to deliver fundraising for archives the ambitious set of priorities which we • Achieved funding to further explore a detailed in our 2016/17 Annual Report. potential regional solution for digital preservation There is no doubt that across the archive • Built relationships with key funding sector we are working in challenging partners including Arts Council times. Resources are tight, society and England, the Heritage Lottery Fund, communities are changing, and the way in The National Archives and the which individuals are choosing to engage Wellcome Trust with our collections is transforming - and all of this is happening at an enormous • Promoted Archives West Midlands as pace. a sustainable and innovative model of support for archives through a Archives West Midlands is ideally placed range of conferences, workshops and to support our members to navigate this regional presentations changing landscape. We believe that we • Promoted our members through are stronger together and the collective successful social media campaigns

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3 Our Priorities for 2018/19 are to:

· Continue to promote and celebrate the · Co-produce with our members training and importance of archives as vital regional assets development events which support archive leaders to meet the challenges of the · Celebrate and embed the contribution of changing landscape volunteers and Friends through a training and development programme · Share best practice, skills and policies to support members to gain and retain ·  Deliver The National Archives-funded accreditation sustainability project to develop a regional solution for digital preservation ·  Identify, develop and achieve funding for a further regional project which showcases the potential of archives · Share our learning so that other regional networks can develop and become sustainable · Continue to build our relationship with key funding bodies and explore ways in which we can work together to enable communities Janene Cox OBE and individuals to engage with the rich and Archives West Midlands Chair diverse range of archives across the West Commissioner for Culture and Communities, Midlands Staffordshire County Council

‘I was at the launch of Archives West At The National Archives we believe in the Midlands in June 2016 and I have followed power of archives to inspire trust, enrich their progress with interest ever since. Their people’s lives and unlock information which collaborative, innovative and forward thinking informs the future. I have been impressed by ethos has built a strong reputation and raised Archives West Midlands aspirational approach the profile of Archives across the region. – the Chair and Trustees are ambitious for the collections across the West Midlands and As Chief Executive Officer and Keeper of The they are seeking innovative and pragmatic National Archives I am delighted that we interventions which will support their have been able to further support Archives members and the collections to deliver The West Midlands during 2018 - a successful bid National Archives’ vision for Archives going to our sustainability fund has meant that the forward.’ network will be funded to further explore digital preservation which is an ideal project Jeff James Chief Executive and Keeper of The National for partnership working and collaborative Archives solutions.

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4 Accreditations Oswestry Town Council Media Archive for Archives Central England Oswestry Town Council is one of the smallest local The Media Archive for Central England (MACE) authority archives in the UK to achieve Archives has been re-accredited. MACE was one of the Accreditation, which it received in March 2018. first archives to be accredited nationally - and the first of only two film archives to achieve Since 1989 The Town Council Archives have been kept at the award. MACE is also designated a Place of the Guildhall, which was refurbished in 1999. The archives Deposit for Public Records. are now housed in environmentally controlled store rooms, with public access provided by appointment. An online MACE aims to make film, video and digital catalogue of the archives is available here: materials of the region as accessible as www.oswestry-tc.gov.uk/oswestry-archives/the-archives- possible. It is supported by the University catalogue.html of Lincoln, where it is based, and is part of a network of English regional film archives that Oswestry Archives are managed by Archivist Sara Downs, work closely together. It has links with the who also provides records management services to the British Film Institute, the Imperial War Museum Town Council, and is supported by Shropshire Archives. and the national archives of Wales and Scotland, and is closely connected with county Melinda Haunton, Archive Service Accreditation record offices across the Midlands. Programme Manager for The National Archives, said:

“All of us involved with Archive Service Accreditation were delighted to see this successful application from one of the smallest local authority archives in England. It is great to see the Town Council investing in its heritage and sustaining a successful partnership with Shropshire Archives which delivers professional capacity to keep the collections safe, well managed and accessible.”

More good news Congratulations to Archives and Collections and to Staffordshire and Stoke-on -Trent Archive Service who are now accredited. Well done, also, to Warwickshire County Record Office and Worcestershire Archive & Archaeology Service who have both been re-accredited.

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5 Awards Well done Worcestershire

In May 2017 Worcestershire Archive and Archaeology The award was presented to the Service was voted Record Keeping Service of the Year. Worcestershire team, at a ceremony in The award is one of the Archives and Records Association August. ARA’s Chief Executive Officer John (ARA) Excellence Awards - which aim to recognise the Chambers said: achievements of services across the archive sector. It is extra-special because customers, as well as archive “Worcestershire Archive and Archaeology professionals, vote for the winner.. Service was the clear winner of this year’s Record-keeping Service of the Year award. It is not alone, of course, in having committed, professional staff in the local government sector that are determined to maintain a quality service to the wider community in the county despite acute financial pressures. But its range and depth of activities and success in placing itself at the heart of the culture life of Worcestershire are just two reasons that make the Service special.”

Team of the Year finalists Warwickshire County Record Office Conservation Unit, led by Senior Conservator Donata Santorini supported by Senior Conservation Assistant Robert Pitt, was a finalist in the County Council’s Team of the Year Awards 2017.

Work that got the unit noticed included a year-long exhibition in Nieuwpoort Belgium, as part of the Great War Centennial, focusing on the service of Warwickshire’s Lady Dorothie Feilding - ambulance driver, nurse and witness to town’s devastation.

Another highlight was Donata’s systematic review of the service’s air-conditioning - working with council teams and the Senior Conservator Donata Santorini receives the finalist for National Conservation Service. This has Team of the Year 2017 award from Cllr Izzy Secombe, Leader reduced Record Office CO2 emissions by and Cllr Clive Rickhards, Chairman of Warwickshire County 67%, with projected annual savings of Council. around £20,000.

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6 Website & Social Media Stats

Our social media and web presence has grown over the past year... We had nearly 53% increase in 47,000 Twitter Social Media Impressions followers

Our top tweet of AWM has the year was in built a strong February coinciding following with the 100th over the year and anniversary of female continues to su rage. This even promote its eclipsed the launch of members our Annual Report in July. online.

archiveswestmidlands.wordpress.com Website page views steadily increased. There was a spike in interest in May 2017, when AWM advertised its administrator role.

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7 Around the Archives

responded to Birmingham held 12,450 visitor enquiries, and More than 35 served more than outreach and engagement 100,000 events and activities, answered 16,000 people viewed documents. exhibitions of 3,061 Warwickshire collections specialist enquiries, in Rugby, London, Warwick, Leamington Spa, York, and Nieuwpoort Belgium.

Since January 142,000 British Motor Museum people have watched Heritage Trust webpage Birmingham on Film - as a views rose by nearly result of a Facebook live streaming event organised by 40% MACE in partnership with the and a new Flickr account British Film Institute and ITV received Central. 316,851 Dudley’s visitor views in ve months. numbers rose by 3.62% last year.

The archive team’s news and Document of the Month blogs saw increases Shropshire has nearly six miles of shelving, holding local material of 30% and 25% from 12th Century charters right respectively. up to yesterday’s Shropshire Star. They have around 6,000 in-person visitors per year and many more reaching them via their website.

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8 Challenging times

‘For time and the world do not stand still. Funding is the biggest challenge to the Change is the law of life. And those who look sector. The reductions in the public purse only to the past or the present are certain to have reduced funding in local authority miss the future.’ archive services. Private services have also faced challenges with greater competition John F Kennedy’s quote captures for funds from grant giving bodies and the challenges faced by the archives lower commercial revenue with a slow sector. It is facing an unprecedented growing economy. All services have to be era of transformation. It offers immense imaginative in raising income and managing opportunity but also the threat of major smaller budgets whilst also dealing with loss of our documentary heritage if we do the challenges of digital collections and not provide an adequate and intelligent access, expanding potential users bases, response. changing user expectations and statutory responsibilities. At the core of this transformation is technology. Digital technologies are Archives West Midlands seeks to support generating digital heritage that requires services in dealing with these challenges new, sophisticated methods of management to create modern, relevant services. The to ensure their longevity and access. solutions require the input of a wide range These require financial investment, skills of supporters including funders, decision- development and radical approaches to makers, users and other cultural and records ensure collections are relevant and engaging. experts. The challenges are huge. However, Beyond the digital, climate change demands we recognise at AWM that we have to rise that the archives sector also contributes to these to ensure that our documentary through imaginative resource management heritage survives and prospers. such as new approaches to constructing archive buildings.

Changing user expectations mean that archives must be constantly innovating the services they provide. Users are expecting instantaneous access to large amounts of collections in a format that works for them 24/7. Gone are the days when the service dictated the nature of service delivery. Furthermore, services are expected to reach out to a broad demographic - age, income, educational attainment, social background or location should not be a barrier to using collections. Services need to understand how particular audiences can benefit from their archives and develop services to those audiences that are relevant and accessible. Elizabeth Oxborrow-Cowan

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9 Digital Preservation Trustees Sam Collenette and Lisa Snook explain how AWM is working to develop a regional Digital Preservation policy and resources

AWM survey Workshops Last year AWM surveyed members to assess: Two successful workshops have already been • Current practices delivered as part of the project. The first, at The • Existing policies and guidance Hive in Worcester, was well-attended, with 23 • Skills and knowledge gaps representatives of our member services taking part. • Ongoing member requirements The workshop focused on the outcomes of the AWM survey, plus feedback from the Preservica pilot. The survey results highlighted common areas of need and identified key priorities - including: The second workshop in Warwick gave 30 delegates • Practical training and guidance for staff that from 12 member services an opportunity to can be directly applied to the workplace experience Archivematica - the digital preservation • Investment in a digital preservation system software chosen by Warwickshire County Record • Development of basic templates for policies and Office (WCRO). guidance to be used across the region

Preservica pilot Member services were given the opportunity to trial Preservica. The pilot project was co-ordinated by Charlene Taylor of Worcestershire Archive and Archaeology Service, and proved to be an excellent opportunity to experience a digital preservation system in action.

Further funding In February 2018 further funding was secured - from The National Archives’ Sustainability Fund - to help AWM deliver a series of workshops, Follow on and to develop resources - including: Delegates identified capacity and resource as key issues in taking forward Digital Preservation. WCRO • Digital preservation policies and is working to establish a small-scale pilot to assess strategies whether a robust, efficient and accessible regional • Metadata and file format guides offer using Archivematica can be developed. • Review of accession policies, with a particular focus on strengthening policies AWM has recruited Charlene Taylor, from around the appraisal of digital material Worcestershire Archive and Archaeology Service, and • Guidance for depositors around the care Emma Hancox, of Archives and Collections from The of their digital records Library of Birmingham, to deliver our Sustainability • Template business case, with options Funded Digital Preservation Project. appraisal on digital preservation solutions, funding formula and cost/ We are looking forward to working with Archives benefit analysis First, who are a South West regional archive network. We will be sharing outcomes from their digital preservation project and identifying future opportunities for collaboration.

10 ‘Shakespeare Documents’ world class

A collection of 90 Shakespeare Documents has been The UNESCO Memory of the World project started recognised by the UNESCO International Memory of in 1992 with the aim of preserving and protecting the World programme. Inclusion in the register gives the world’s documentary heritage. The successful the collection equivalent status - in terms of world Shakespeare Documents nomination was led by importance - to the pyramids. the Shakespeare Birthplace Trust in partnership with Worcestershire Archive and Archaeology Service, The The collection comprises key sources for William National Archives, the College of Arms, the British Shakespeare’s biography and includes items relating Library and London Metropolitan Archives in the UK, to his baptism, burial, family matters, property records, and the Folger Shakespeare Library in Washington D.C. legal actions and business dealings. The documents are spread across seven different repositories in the UK and We are very proud of our Shakespeare connections US, but many are held by archive services in the West here in West Midlands, and are delighted that this Midlands - the majority at the Shakespeare Birthplace collection has been recognised in this way. The Trust. documents can be viewed at: www.shakespearedocumented.org/

Hello and welcome A warm welcome to three new trustees

Elizabeth Oxborrow-Cowan Dr Clare Watson Pat Kiernan

Welcome also to Dr Mike Rogers who sits on the Trustees’ committee. Mike is Sector Development Manager, Midlands, for The National Archives. His role includes providing advice and support to the full range of archive repositories and networks across the West and East Midlands. He previously worked for 25 years as an archivist in local government, latterly in Lincolnshire. He is keen to help archives achieve their full potential.

11 Membership There are two types of AWM Subscription members: membership - subscription and Birmingham Archives & Heritage affiliate. Subscription members British Motor Museum Archive receive additional benefits. Affiliate members, who do not Cadbury Research Library, University of Birmingham pay a membership fee, receive Dudley Archives & Local History Service information and can attend some Herefordshire Archives & Records Centre meetings. Hereford Cathedral Library & Archives Media Archive of Central England (MACE) Sandwell Community History & Archive Services Shakespeare Birthplace Trust Shropshire Archives Staffordshire & Stoke on Trent Archive Service Warwickshire County Record Office Join Us City Archives Worcestershire Archive & Archaeology Service AWM aims to complement and enhance the work of Affiliate members: its constituent services by enabling and supporting Birmingham City University work that is best achieved University collectively. We welcome Culture Coventry members from all archives Harper Adams University and archive services in the Ironbridge Gorge Museum Trust Library & Archive region who share these aims. Rubery Owen Holdings Ltd To find out more contact Rugby School archiveswestmidlands@ Solihull Heritage and Local Studies gmail.com or University of Warwick (Modern Records Office) visit our website: University of Worcester archiveswestmidlands. Local History Centre wordpress.com Worcester Cathedral

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12 Trustees

Sam Collenette Sam Collenette has worked in archives within universities, museums, businesses and charities - and is now the Archive and Museum Collections Manager for Warwickshire County Council. As a member of the ARA Board she helped oversee the transition to the new Archives and Records Association. Sam directed AWM’s highly successful Strong Rooms project and enjoys making a difference, supporting colleagues in the region.

Janene Cox OBE Janene Cox, AWM Chair, is Commissioner for Culture and Communities at Staffordshire County Council. She is a former President of the Society of Chief Librarians and trustee of The Reading Agency. Janene is a champion for children’s reading, and a passionate advocate for cultural services, which she believes make a real difference to people’s lives.

Dr Malcolm Dick A former schoolteacher and sixth-form college lecturer, Dr Malcolm Dick is now Director of the Centre for West Midlands History and Lecturer in Regional and Local History at the University of Birmingham. He is also a trustee of the Black Country Living Museum and Vice President of the Pen Trade Museum. Malcolm is currently working on a cross-sector project to mark the 200th anniversary of James Watt’s death in 2019.

Richard Lewis Richard Lewis is Senior Archivist at Dudley Archives and Local History Centre. He has worked for a number of other local authorities - including Staffordshire, Stoke on Trent and West Yorkshire - and on the archives of the Mercers’ Guild and Bletchley Park Trust. Richard is passionate about community engagement and demonstrating the relevance and importance of archives to the communities they serve.

Mary McKenzie Mary McKenzie has more than 30 years archives experience and joined Shropshire Council, where she is now Acting Museums and Archives Manager. Mary believes that working in partnership across archives, and other cultural services, is essential to enable the sector to progress and develop in increasingly tough times. She has a particular interest in working in partnership with volunteers and using technology to facilitate this.

For more information on the AWM trustees visit: archiveswestmidlands.wordpress.com/about/archives-west-midlands-trustees/

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13 Pat Kiernan Pat became a Trustee and the Treasurer for AWM in May 2017. She is a retired Civil Servant who worked for several government departments. Pat has been a Trustee and the Treasurer for The Friends of Shropshire Archives since 1994. She sees her role as ensuring that AWM is put onto and remains on a sound financial footing. In pursuance of this, members will be encouraged to pay their annual subscriptions on time, and any fundraising efforts undertaken will be supported.

Dr. David Owen OBE David Owen has worked for the family firm, Rubery Owen, all his life and was Chairman from 1969-2010. A member of the Business Archives Council, David sees business archives as a real asset to a company in recording its innovation, products and activities - and creating a hunger to develop new products and business for the future. He is particularly keen to see AWM grow and to be able to offer a real service across the community.

Elizabeth Oxborrow-Cowan Elizabeth set up her own archive consultancy in 2003. She has since worked with archive services across the UK and with key strategic and policy bodies such as The National Archives, the Archives and Records Association (ARA) and the Welsh Government. Elizabeth sits on the Archive Service Accreditation Standard Committee and chairs UNESCO’s Memory of the World UK Committee. She is an Assessor for the ARA’s professional membership programme and a Director of the National Conservation Service.

Dr Lisa Snook AWM Secretary Dr Lisa Snook is the User Services Manager at Worcestershire Archive and Archaeology Service, based at The Hive in Worcester. She is also an assessor and mentor for the archive sector Registration Scheme and sits on the Archive and Records Association National Surveys Group. She is passionate about sharing archives and archive research with others and has a particular interest in women’s history.

Joanna Terry Joanna Terry is Head of Archives and Heritage at Staffordshire County Council. She is also an executive member of the Chief Archivists in Local Government Group and a member of the Victoria County History Advisory Board. A former electronic records manager, Joanna is passionate about using digital technology to promote and share archives, and has a particular interest in developing solutions to preserving born digital archives.

Susan Worrall As Director of Special Collections for the University of Birmingham Susan has overall responsibility for the University’s extensive collections, as well as records management. She has worked in records management, archives, libraries and heritage in the UK and Australia, in both public and private sectors, and has contributed to a number of national initiatives in support of evolving the role of special collections and research libraries.

Dr Clare Watson Clare is Director of the Media Archive for Central England based at the University of Lincoln, and works closely with sector colleagues through Film Archives UK. She is also a member of the executive of the East Midlands Regional Archive Council. Clare has considerable experience in archive education, having led training in film and television archiving at MA level, co-ordinated the Media Archive Traineeships in partnership with Creative Skillset and FOCAL Int’l, and now convening archive internships and lecturing at Lincoln. twitter: @ArchivesWM

14 Trustees

Funding We are also grateful for The National Archives support AWM and provided funding additional funding to set up and develop our organisation. We have also received from: The Owen Family successfully applied for funding from The National Archives’ Trust Sustainability Fund to progress our digital preservation work Sponsorship from this year. Ancestry UK RECEIPTS/PAYMENTS ACCOUNT FOR YEAR TO 310318

RECEIPTS: 2017/18 2016/17

SUBSCRIPTIONS = £5,250.00 = £4,500.00 GRIMMETS TRUST = £0.00 = £1,000.00 THE NATIONAL ARCHIVES = £7,635.00 = £1,710.00 ARTS CONNECT = £5,395.95 = £0.00 OWEN FAMILY TRUST = £4,000.00 = £0.00 ANCESTRY = £300.00 = £0.00 OTHER = £500.00 = £500.00

TOTAL RECEIPTS: £23,080.95 £7,710.00

PAYMENTS:

EXPENSES = £0.00 = £95.50 ANNUAL REVIEW = £1,422.55 = £0.00 EVENTS = £2,649.20 = £1,300.00 ADMIN = £1,299.90 = £0.00 OTHER = £167.52 = £156.56

= £5,539.17 = £ 1,552.06 TOTAL PAYMENTS:

EXCESS RECEIPTS = £17,541.78 =£6,157.94 BALANCE BROUGHT FORWARD = £11,650.13 = £5,492.19 = £29,191.91 = £11,650.13

CURRENT BALANCE: = £29,191.91 = £11,650.13

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15 Support

AWM values the support of these organisations and individuals

Archives and Records Association (West Midlands Region) British Records Association Federation of Family History Societies Information and Records Management Society (Midlands Region) Mag Astill Midlands Conservators Group Mike Jackson The National Archives West Midlands Depositors West Midlands Friends of Archive Services

Get in touch and get involved Contact us: [email protected]

Please follow Archives West Midlands at:

@ArchivesWM

facebook.com/Archives-West-Midlands

Website: archiveswestmidlands.wordpress.com

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