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HOUSE of LORDS RECORD OFFICE the P Arliamentary Archives 2002 – 2003 – 2002 Annual Annual Review London :TheOffice Stationery of RECORD OFFICE HOUSE LORDS The Parliamentary Archives 2 ANNUAL REVIEW 2002–2003 REVIEW OF THE YEAR s y e v ar i h Arc liament r a P The his annual review of the House of Lords Record TOffice (The Parliamentary Archives) for the year that ended on 31st March 2003 is intended to meet the needs of our user communities - all those to whom we provide services in Parliament and amongst the general public, but also professional colleagues with whom we share information and work to enhance those services. Our primary responsibility continues to Staff be support for the administrations of each Attracting and retaining the skills and House of Parliament in their core tasks of: competencies required to deliver planned • maintaining the heritage of buildings, outcomes has been a growing concern. objects and documents Increased demand for qualified staff in all sectors is a sign of a valued profession, but • providing the public with information the downside is a struggle to recruit suitable and access staff when they are needed.The year’s Planning achievements owe much to the dedication and enthusiasm of our staff who have Whether it is sustaining business as usual, displayed a willingness to develop their skills or developing new initiatives, there is greater by training and professional involvement. focus on effective forward planning. We now operate within the discipline of new House Records Management,Freedom of of Lords’ management and financial structures.The Office’s three-year business Information and Data Protection plan supports the administration’s high level One outcome of the new planning business plan, which aims to implement arrangements was agreement on a statement initiatives contained in its five-year strategic of records management services that the plan. As a joint service of Parliament the Record Office will provide to the House Record Office also operates within similar of Commons. Regular meetings between structures established for the administration the Record Office as supplier of the service of the House of Commons. and the Office of the Clerk in the House ANNUAL REVIEW 2002–2003 3 of Commons representing the client increasing number of satisfied enquirers are a feature of the new arrangements. who have accessed cataloguing data about the original Acts of Parliament, Lloyd Records management will bring business George Papers and Bonar Law papers on benefits to offices and departments, as well the Access to Archives website hosted by as assisting compliance with information the National Archives. access legislation and creating the right culture in which to manage electronic Web access to the catalogue is planned records. In recognition of these priorities for 2005. In the meantime our newly the management boards of each House designed internet and intranet pages, which have approved the appointment of two are attracting a growing number of visitors, new posts of Assistant Records Manager have become a focus for outreach and for to provide support for Parliamentary staff internal dissemination of information about implementing records management practice our archive and records management and procedures. Key activities were services. continued rollout of a corporate file The main outreach activity was the classification scheme, development of policy internet launch of the on-line exhibition for the disposal of Parliamentary records, Citizenship - A History of People,Rights and and participation with stakeholders in Power in Britain.This was a joint project determining strategy for electronic led by the National Archives and funded by document and records management. the New Opportunities Fund that provides a readily accessible documentary resource Archive services for lifelong learners. Preserving paper and parchment records for the benefit of future generations is happily Future plans an endless task. Good progress has been • Priority will be given to drafting and made with essential building work required approving disposal practice for to bringing the Victoria Tower repository up Parliamentary records and devising to archival standard, largely with minimal strategy for the management of inconvenience to our users. electronic records. The automation project successfully • Further preparations for bringing the completed a mid-term review within time House of Lords administration under and budget, and we are now in the third of the Freedom of Information Act and the four years required for the retrospective Data Protection Act. conversion of finding aids.The online • Completion of improvement works catalogue, to be known by kind permission to the Victoria Tower repository. of the Speaker as Portcullis, will be the centrepiece of our electronic service delivery. • Launch of the online catalogue Portcullis Evidence of the future value of the catalogue in the public Search Room and scoping to researchers has been detected from an for internet access. Stephen Ellison Clerk of the Records 4 ANNUAL REVIEW 2002–2003 SUPPORTING PARLIAMENT BY SAFEGUARDING s y e v AND PROVIDINGREADY ACCESS TO ITS RECORDS ar i h Arc liament r a The Parliamentary Archives does this by: P The • providing a records management and • ensuring compliance of the House of an archive service for each House of Lords administration with information Parliament and making the archives access legislation. accessible to the public. The following key objectives provide a strategic framework for the core tasks of the Parliamentary Archives: Records management Preservation • to develop, implement and sustain • to provide sufficient suitable repository policies for a best practice and corporate storage to preserve the archives in approach to the management of the accordance with recognised professional current records of each House of standards. Parliament. • to assist preservation of the archives • to develop, implement and sustain by their conservation and the provision policies for compliance of the House of of surrogate copies. Lords administration with the Freedom of Information Act and the Data Access and outreach Protection Act, and to provide advice to • To provide an up-to-date catalogue staff about their particular application. of the archives. Selection and acquisition • To provide a public service for the consultation and copying of records, • to ensure that departmental records and the answering of enquiries. of each House of Parliament worthy of permanent preservation are selected • To promote awareness of the archives and archived. and history of Parliament. • to acquire other records that contribute significantly to the understanding of the history and workings of Parliament. ANNUAL REVIEW 2002–2003 5 RECORDS MANAGEMENT s y e v ar i h Arc liament r a ‘To ensure that records in all media are created, used and disposed P The of in accordance with the business, legal, evidential and archival needs of the House by applying recognised standards and best practice in records management’ - a primary task identified in the House of Lords Strategic Plan 2003–2008 ‘To develop an integrated approach to information management in paper and electronic formats which supports business processes, complies with Freedom of Information and Data Protection requirements and guarantees effective management of records’ - a corporate goal of the House of Commons administration This year saw records management recognised as a corporate priority for the administrations of both Houses, which provides a strong sense of purpose for the records management team’s work in developing and implementing agreed policies for Parliament.The main activities of the records management team have been: Classification scheme for Parliamentary records 2002-2003 marked the first full year of implementation of the parliamentary classification scheme in both Houses. The scheme is based on Keyword AAA, a functional thesaurus and classification scheme developed by the State Authority of New South Wales, and widely used in the public sector in Australia. It is an essential precursor for a corporate records disposal policy and for the management of electronic records. By the end of the year approximately 800 staff had received training in the use of the quality reviews of work completed. classification scheme.Training is followed by Implementation of the scheme in both direct support to offices in the classification Houses is due to be completed by the of their existing records and in undertaking summer of 2004. 6 ANNUAL REVIEW 2002–2003 Disposal policy for Parliamentary The role of the intranet in promulgating records Record Office guidance and policies across Parliament has grown in the last year. There has been significant progress in taking As well as providing key documents, such forward and agreeing proposals for the as the Parliamentary Records Management authorised disposal of Parliamentary records. Handbook, an easy to use online thesaurus This was the outcome of a workshop where has been launched to assist staff across the a wide measure of agreement was reached Parliamentary estate in the classification by the Record Office and senior staff of both of their records. Houses about the essential requirements. The management boards of each House Web pages agreed subsequently that corporate disposal The House of Lords Publication Scheme practice should be developed for records issued in accordance with the Freedom of series created by the business activities of Information Act undertook to make records each of the
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