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Suffolk Record Office Report To REPORT Report Title: Suffolk Record Office Report to: Friends of the Suffolk Record Office Annual General Meeting Meeting Date: 2016-09-23 Creator: Kate Chantry, Suffolk Record Office Manager BRIEF SUMMARY OF REPORT The activities of the Suffolk Record Office between October 2015 and September 2016. ACTION RECOMMENDED That the report is adopted by The Friends of the Suffolk Record Office. MAIN BODY OF REPORT Revised Vision Suffolk Record Office (SRO) helps residents and visitors engage with our county’s rich heritage. It collects, conserves and communicates the recorded history of Suffolk from the 12th century to the present day, empowering people in exploring their roots, remembering their past, and planning their future. Used in the Heritage Lottery Fund (HLF) application for ‘The Hold’: a Suffolk Archive Service for the 21st Century. National and Regional Developments The National Archives (TNA) published a review of Government Policy on Archives ‘An Evaluation of “Archives for 21st Century”. This identifies that archive services require financial and organisational resilience which can be brought about through service transformation and a wider resourcing base. It also draws attention to the Archive Sector needing support with:- Preserving, managing and making accessible ‘born digital records’, and surrogates and with online presence – developing a modern, accessible digital offer which supports the needs of 24/7 audiences and the reuse of data. (SRO is working on this, see later.) Developing a skilled workforce by broadening traditional expertise to include greater knowledge of digital preservation/accessibility, entrepreneurial activities, marketing, project management, legal governance and educational delivery. SRO is taking advantage of training courses provided by TNA and others to develop expertise in these areas. It emphasises the importance of:- Building sustainable long-term partnerships, networks and collaborations and moving away from shorter-term project based funding. Audience development to connect people with collections. It recommends sharing treasures and information with the broader community, participating in cultural and learning partnerships and better engagement with international audiences. Exploiting commissioning opportunities to engage with the new education and health markets, to put record offices at the heart of communities and raise income. Promoting archive resources and expertise in the knowledge economy – in far eastern economies there is recognition of the need for ‘clever people’ which requires investment in schools, libraries, museums and archives. Many of the above are being developed and will continue to move forward as a result of the SRO and University of Suffolk partnership. Consultation on the new Government Policy on Archives is underway, which will be published in 2017. 1 Local Public Records The second phase of the government’s move to release local public records selected for permanent preservation when they are 20 years old, instead of 30, came into effect in January 2015. Changes to the Public Records Act (resulting from the introduction of the 20-Year Rule under the Constitutional Reform and Governance Act 2010) are being implemented from 2015-2024. TNA is working with departments to speed up the transfer process to local ‘places of deposit’ like SRO. The Ministry of Justice is providing £7.1m over 10 years to help to offset the implications to local authorities. The money is routed through TNA in proportion to the volume of the public records taken in. It is not a substitute for core service funding, as the amount awarded each year is calculated across the total transfer activity undertaken by all local authority ‘places of deposit’ in England and Wales. Amounts allocated to individual authorities in any given year will vary, depending on overall levels of activity nationally and the level of activity reported by each service. SRO has received its first ‘new burdens payment’ in recognition of the important role we play in preserving public records for future generations and in making information accessible to the public for scrutiny and re-use, strengthening their ability to participate in local affairs. This payment was made on the basis that SRO continues to be appointed as a ‘place of deposit’, meeting the requirements of the Public Records Act (now linked to the Archive Service Accreditation programme). SRO is establishing links with local hospitals, prisons, courts etc to ensure the relevant records arrive in an organised way with appropriate paperwork, and information on any closures. British Association of Local History Annual Conference at University Campus Suffolk (UCS) on Growing Local History 8-10 April SRO was delighted to participate in this national event along with other Suffolk heritage organisations. SRO’s paper Some Keys to Suffolk’s Medieval Past’ showed how SRO contributes to unlocking information for everyone. Kate Tiller, Professor of History at the University of Oxford, the conference organiser, said “It was a wonderfully varied and interesting day, but added to by the linking theme of potential and actual participation and voluntary inputs which ran through. This combination was much appreciated and there was much information shared and ideas planted”. It highlighted to a national audience the fantastic work that has been done, we are continuing to do and the exciting new projects we are planning in Suffolk. Delegates felt we have a great deal to be proud of. Surveys During October-November 2016 SRO will be asking customers to complete the Public Service Quality Group (PSQG) for archives and local studies national survey of visitors to UK Archives. Thank you to all those who participated in the Audience Agency Survey in February-March. This provides slightly different information to the PSQG survey. The top motivations of those surveyed for visiting SRO were:- To learn something (48%) Conducting research is an important part of who I am (35%) To be intellectually stimulated (22%) For academic research (20%) The strongest encouragement to visit SRO came from:- Word of mouth (25%) The website/blog (22%) Leaflet/brochure/other print picked up (16%) 91% of visitors agreed or strongly agreed that SRO “is good for the locations image”, whilst 73% felt it “enhances the sense of community in the location”. Many visitors were intending to or had combined their visit to SRO with other activities:- Shopping (35%) Visit to a restaurant/café (31%) Visit to a historic site (8%) Visit to a pub/bar (8%) 2 Explore Your Archive 2015 and 2016 November 2015 saw the Record Office support the TNA’s ArchI’ve Explored campaign, to increase awareness of and access to collections. At Bury Record Office (BRO) Dr Pat Murrell spoke on the significance of the Cullum Book Collection - a 4,000 volume library which covers topics such as travel, topography, social and political sciences, natural history, philosophy and genealogy. Clive Paine highlighted his longstanding relationship with the Spanton-Jarman photographic collection, which he first helped to catalogued between school and university. This collection is an extremely valuable visual record of West Suffolk life in the late 19th- early 20th centuries. In Ipswich Record Office (IRO) Brian Bell gave a fascinating account of the 200 year history of Ransome, Sims and Jefferies. Look out for events across the country in November 2016 on http://www.exploreyourarchive.org/. SRO is again promoting the rich variety of material it preserves and makes available to users. East of England Regional Archive Council (EERAC) EERAC and TNA agreed to support a pilot project to explore a collaborative approach to digital preservation using Archivematica linked to external storage by several record offices in the region. An evaluation report will be produced which will involve comparisons with the digital preservation system ‘Preservica’ being used by SRO (see later for more information on the SRO system). The World War One (WW1) Centenary continued to play an important part in activities Proposed UCS or University of Suffolk exhibition SRO attended a visit to UCS of representatives from the History Department and International Office of the University of Artois on 30 March at which three students presented fascinating ‘stories of soldiers they had researched on local war memorials’ using SRO sources. These may form part of a joint exhibition to commemorate the battle of Arras in both the Ipswich and Arras areas in 2017. Talks and workshops Zeppelins On 7 November local author Iain Mclachlin explored in depth the effects of Zeppelins in East Anglia, discussing the raids, young aviators engaging the enemy and women manufacturing munitions and flying machines in local factories as well as revealing the contradictions and complexities of Anglo- German relations during WW1. Lowestoft Naval Bombardment On 9 April Dr John Greenacre, First World War Centenary Outreach Coordinator and Lecturer at UCS gave a fascinating talk bringing to life archive sources held at the Record Office to reveal the national and international context of this bombardment and its effect on the morale of local people. WW1 sources SRO staff provided taster sessions and workshops explaining the sources available to help those interested in studying WW1 in their local area or their ancestors’ involvement, using both online and original material. First World War Battlefield Tours The catalogue for the First World War ephemera collected by Clifford Hosken,
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