Annual Report and Resource Accounts Accounts and Resource Report Annual 2004–2005 History all for

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LORD CHANCELLOR’S OFFICE

The Second Annual Report and Resource Accounts on the work of

The National Archives and the Second Report of the Advisory Council on National Records and Archives

2004–2005

Annual Report and Resource Accounts presented to Parliament by HM Treasury on behalf of the Lord Chancellor pursuant to section 1(3) of the Public Records Act 1958 and section 6(4) of the Government Resources and Accounts Act 2000

Ordered by The House of Commons to be printed on 18 July 2005

HC 317 LONDON: THE STATIONERY OFFICE £20.50

1 ANNUAL REPORT 2004–2005

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Contents

Chief Executive’s foreword 4 The appendices that accompany this report are available on The National Archives website at Vision and values 7 www.nationalarchives.gov.uk/about/operate/reports.htm

Implementing Freedom of Information 9 Appendix 1: Summary of Records transmitted from various sources from April 2004 to March 2005 Advising government 14 Appendix 2: Exercise of delegated powers Improving access for the public 18 Appendix 3: Determination of status of bodies and their records Developing our online services 23

Providing information for 27 family historians

A resource for academic and 31 professional historians

Inspiring the historians of tomorrow 35

Reaching new audiences 38

Developing business opportunities 43

A resource for future generations 45

Supporting a wide community 49 of archive professionals

Supporting our work 56

Performance against key Ministerial 60 targets and milestones

Resource accounts 2004 –2005 65

Independent Complaints Reviewer to 99 The National Archives Annual Report 2004 –2005 Seeking a fair resolution

Advisory Council on National Records 103 and Archives Second Annual Report 2004–2005

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Freedom of information

The focus of much of our work this year was the Freedom of Information Act, which was fully implemented on 1 January 2005. Last year I wrote about our own plans for implementing Freedom of Information and also about the different ways we are supporting government departments, records managers and archivists across the country in their preparations to implement the Act. This year I am Chief Executive’s glad to report that although the start of Freedom of Information brought us an unexpectedly high foreword number of enquiries – well over 1,200 – we dealt with more than 99 per cent of them within the To the Right Honourable the Lord Falconer of required timescale, thereby proving in practice the rigour of our Thoroton, Lord High Chancellor of Great Britain carefully planned new procedures. All this was on top of our normal work of providing information and I am pleased to present the Annual Report and services to our readers, to our Resource Accounts of The National Archives online users across the world, and to the media and the public in (the Public Record Office and the Historical general. Freedom of Information has Manuscripts Commission) for the financial required us to develop new systems and, perhaps more important, to year 2004–05. adopt new ways of working, and I would like to thank all the staff of The National Archives for their wholehearted co-operation.

The nature of our holdings means that we are one of the government departments most involved in Freedom of Information. As well as implementing the Act as its affects historic records and reviewing closed records in consultation with the departments concerned, in January 2005 we released 50,000 records less than 30 years old, and provided online links to facilitate the widest possible public access. We were delighted to welcome Baroness Ashton to Kew to

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announce the opening of these files. time. To manage the increasing and Archives Council and archives A further 23,500 documents were numbers of digital records, we across the country, we continued to released before the end of the year. inaugurated this year our ‘seamless contribute to the Archive Awareness flow’ programme. This is designed to Campaign, which has been highly manage the semi-current records in successful in reaching new Records organisations and enable them to audiences. Its work was enhanced management and be transferred as automatically as by the popular TV series Who Do possible into the digital archive that You Think You Are?, many of whose the digital we established in 2004. Needless to 5 million-plus viewers started challenge say, the volume of our work on researching their own family history paper records has not diminished as in the archives. the number of digital records has Nearly half the major government grown, and thus we have to deal departments have now installed The National Archives’ e-newsletter with both simultaneously. electronic records management now has almost 100,000 systems to meet the needs of their subscribers, and by the end of the own particular businesses; most The National year the Access to Archives (A2A) others expect to have completed database had grown to over seven this work by the end of 2005–06. Advisory Service and a half million catalogue entries. This means that we are well on the With the help of the Heritage way to safeguarding and preserving We are continuing to establish The Lottery Fund, we have joined with the public record in whatever National Archives as an organisation communities to help them use the electronic form it takes and that that is responsive to needs of archives, often for the first time, in future access to our national history people, especially those who would innovative ways: from designing and through digital records is being not normally think about coming to building a globe based on our map assured. This very difficult challenge see us, and of the wider records and collections to participating in, and is shared by governments archival communities and their developing the content of, the worldwide, and we have not users. In order to provide the best award-winning Moving Here hesitated to seek advice from our possible advice and assistance to all programme about people who sister national archives those who look after records and came to England during the last 200 internationally and to work with archives or are thinking of doing so years (www.movinghere.org.uk). them to find solutions.We are at – nowadays many groups are the forefront of this endeavour, interested in archiving for With our partners, we remain alongside Australia, Canada, the themselves – we have brought determined to build the National USA and the Scandinavian nations. together the combined records Archives Network to benefit management expertise of the everyone and to tackle the backlog The advent of digital records has former Public Record Office and the of cataloguing in archives across the also required us to rethink some of Historical Manuscripts Commission country with a number of generous our advice to government into a new National Advisory funders. Much of what we do is for departments. This year we produced Service for archives. This calls upon clearly defined user groups: two very important policies our own resources, and those of government and the wider public designed to maintain the other bodies, to provide the best sector, schools, further and higher authenticity and reliability of digital advice, set standards and report on education, family historians, and records. The first was a draft the health of the nation’s archives many others. But we also need to custodial policy, the second a new and records management services. explain what archives are to a wider operational selection policy for audience in higher education and records, including digital ones. the research communities. To do Reaching new this we developed our strategic Once digital records have been audiences alliance with the School of selected for preservation, they have Advanced Study, University of to be delivered to us and then Together with the National Council London through a conference maintained over long periods of on Archives, the Museums Libraries entitled ‘Unleashing the Archives’.

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This explored the relationship Family Records Centre; the very between archives and history, the successful improvement of our law and legal evidence, literature, public services and expertise; the conceptual art and record keeping enormous changes brought about from the ancient and modern by information and periods in western Europe. This communication technology – not novel departure for us is leading on least the introduction of digital to a series of seminars and an and digitised records and the annual lecture. ability, through the internet, to widen enormously access to our services; the creation of The The wider world National Archives from the Historical Manuscripts Commission Of necessity much of our work is and the Public Record Office; and UK-centred. However, we are active the introduction of Freedom of across Europe and internationally, Information. Change and especially in significant issues in the transformation will no doubt records management and archives continue at an equally rapid field. This year we (and our Scottish pace after I leave my post in colleagues) played a major role in September 2005. writing the EU Report on Archives in the Expanded European Union at the The National Archives will continue request of the Council of Ministers to serve its traditional users well. and in planning the next Document It is finding increasingly innovative Lifecycle Management conference ways of reaching out to new users in Budapest, which I will chair.We and attracting them to use records also planned much-needed records and archives to find out about the management and archival training history of their families, their for colleagues in Iraq through the communities and the nation. Its International Council on Archives. online services are world-class, and it is fulfilling its mission to become Final report the first place to visit for anyone who wants to know about history. This is the last of many annual I am proud to say that The National reports I have introduced since Archives is well placed to face the I arrived at the Public Record challenges of the future. Office in Chancery Lane at the beginning of 1992. Together with my colleagues, the numerous volunteers who help us in our Sarah Tyacke CB work, the Advisory Council and the Friends of the National Archives, Chief Executive I have had the good fortune to The National Archives* oversee many important developments: the construction of the second building at Kew (including ponds instead of a car park); the move from Chancery Lane; the establishment of the

*Sarah Tyacke's post incorporates the roles of Keeper of Public Records and Historical Manuscripts Commissioner.

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Public records are the administrative and departmental records of the Crown. They include written documents, maps, seals, photographs, moving images, sound recordings and electronic documents, including emails and websites.

Private records include the records of local authorities and universities, business and industry, schools and learned bodies, as well as the papers of private individuals Vision and values and families. The National Archives oversees the management and selection of By acting as custodian of the records of central public records for permanent preservation, gives online and government, the armed forces and the law courts, The onsite access to them, and provides National Archives for England, Wales and the United advice. Four key aims express how we fulfil our functions. We Kingdom promotes awareness of the nation’s official • assist and promote the study of and private archives and preserves the nation’s the past through the public records and other archives in memory. We advise on and promote the preservation order to inform the present and and safekeeping, to the highest possible standards, of the future; • advise government on records documents in all formats wherever they are located. management, archive policy and We make known the location of records, whether related matters of information policy; public or private, and advise all sections of the • advise custodians of records in community about how records can be used for the public and private sectors on best practice in records and research and learning. archives management; and • co-ordinate and develop national strategies for archives The National Archives carries out these functions in in partnership with other relation to both public records and private archives. national organisations and professional bodies. Together these offer a treasure house of information about the history of the British Isles and Britain’s wider Our vision is to be recognised as the best national archive in the history around the globe. world, highly regarded for the excellence of its services and its professional advice about every aspect of record keeping and preservation. We will also make The National Archives known as ‘the first place you think of for

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history’ for online users and for We will continue to offer everyone who visits our two sites significant support to the to carry out research or to attend education sector. We will do this talks, lectures or other events. by producing innovative teaching resources, including interactive We will do all this in a number learning products, for schools; of ways. organising lectures and public events; and developing our We will continue to develop publishing programmes for lifelong national policy and standards, and learners and for academic and also to offer advice and practical professional audiences. support, designed to ensure that the United Kingdom’s records and We will make our services, and archives communities safeguard, archives in general, open and preserve and manage the records accessible to all. We will and information of national encourage people new to archives significance with which they are to visit us or to use our online entrusted. This will be done within services, and we will raise public the context of the Freedom of awareness and understanding of Information Act (see page 9). history and of the role of archives in general. Adapting to the new electronic age in government, we will In achieving this vision we develop seamless processes that continue to be committed to the enable us to bring in electronic following values: documents from government • adhering to and promoting departments. We will present professional standards in these documents for the public to carrying out our core functions; read online as part of our user- • recognising the importance of friendly services. innovation and experimentation, within a We will ourselves develop online robust risk management resources for archival and related framework; material, and we will encourage • communicating and consulting the development of additional openly and honestly with all online products and services in those who have an interest in partnership with the archive and use our services; sector. These will make the • providing good working nation’s archival holdings conditions for our staff and the accessible to everyone, wherever relevant tools and training for they live, so that they can their jobs; and appreciate their richness and • developing an organisational variety. Our online services, which culture that supports team offer a global search facility for all working and a corporate our web-based information and approach, so that we serve our are accessed by millions of users public users and government worldwide, will continue to be an more efficiently and effectively. exemplar for the archive sector in terms of quality, innovation and reliability.

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Preparations

We anticipated that the full implementation of the Freedom of Information Act on 1 January 2005 would have a considerable impact on our work, and that we would face exacting challenges on a variety of fronts. The Act sweeps away the 30-year rule for access to historical records, the standard closure period for public records since 1967. Now complex judgements about the release of information contained in the Implementing records are required. In particular, the exemptions set out in the Act have to be carefully balanced against the public interest in Freedom of making the information available.

Freedom of Information has Information profound implications for our relationships with our users. The groups especially affected are Freedom of Information offers the exciting prospect of academic researchers; the media; other government departments, a major cultural shift towards greater openness and which will continue to transfer accountability in the public affairs of the United records of enduring historical value to us; and local archive Kingdom. The National Archives has a central part to services and other approved places play in implementing Freedom of Information and in of deposit for public records.

fulfilling the Government’s commitment to make as We started to prepare for much information as possible about the activities of Freedom of Information as soon as the Act was passed in 2000, and public authorities readily available to citizens. in particular began the proactive release of information through our publications scheme. Work intensified during 2004 as we drew closer to the ‘go-live’ date of 1 January 2005. Our specific preparations included: Sylvia Pankhurst: This file (HO 144/1697/414256), released under the • regular progress reviews by Freedom of Information Act, contains correspondence from Sylvia project boards and an Pankhurst and Clara Gilbert Cole asking to be accorded special treatment overarching programme board; as political offenders under Rule 243a. The rule was introduced in 1910 by • the appointment of a Freedom Winston Churchill, the Home Secretary, to avoid hunger strikes in prison. of Information implementation Pankhurst was imprisoned for releasing seditious articles in Worker's manager, supported by a Dreadnought and was in poor health at the time. Freedom of Information officer;

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• basic awareness training in Freedom of Information for all staff; • specialist training for staff involved in handling significant numbers of enquiries; • installation of an enquiry tracking system enabling staff to keep track of all information requests across the organisation; • the appointment of Freedom of Information co-ordinators in each department, responsible for responding to requests for information about our corporate policies and activities; • the development of ‘trigger points’ and other contingency arrangements to meet A screenshot from our Freedom of Information tracking system, which has especially heavy demand. been installed to ensure efficient tracking of all requests for information under the Freedom of Information Act. In anticipation of the abolition of the 30-year rule, we worked Freedom of Information on our Information increased demand still closely with government depart- work at a formal Committee more, especially from people ments throughout the year to hearing at Westminster. unfamiliar with archives and review records in accordance with The Rt. Hon. Alan Beith MP, the lacking the time and inclination to their content rather than their age. Committee Chair, went out of his carry out detailed research. In We were delighted that on the way to praise the commitment October 2004 we set up a new first working day of 2005 we were and enthusiasm of our staff. paid research service, and tested able to make available 50,000 its procedures rigorously in the records under 30 years old for the As 1 January 2005 approached, we final quarter of 2004. Between first time (see pages 12–13). We were cautiously optimistic that we 1 January and 31 March 2005 the also held a conference at the would be able to cope with the new service proved its worth by University of London to canvass multiple demands of Freedom of answering 146 Freedom of the views of historians on the Information. We also knew that Information requests and impact of Freedom of Information we would have to continue to give generating an income of just and to make them aware of the it top priority. over £8,000. new research possibilities it has created (see page 32). The paid research service provides Reinforcing our additional assistance for readers In September 2004 members of public services wanting specific information from the House of Commons Select our holdings. Its introduction does Committee on Constitutional In autumn 2004 our enquiry not alter our policy of providing Affairs visited Kew to learn at first services experienced a sustained free access to the archives and hand about our preparations for increase in demand as a result of free information and advice about Freedom of Information. A few good coverage on national them. days later our Chief Executive and television, in particular the family two other senior staff members history series Who Do You Think Our already busy enquiry service answered a series of detailed You Are? As we expected, the acts as first point of contact for questions about the impact of implementation of Freedom of most Freedom of Information

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enquiries. It responds to enquirers requests for information issued by the Lord Chancellor in direct, passes requests relating to contained in records transferred November 2002 under Section 46 previously closed records to from them to which a Freedom of of the Act. At the end of March records management staff, and Information exemption might 2005 the National Advisory refers requests about our apply. Our dedicated Freedom of Service published a consultation corporate policies to the Freedom Information unit is specifically draft of an evaluation of Information co-ordinator in the responsible for liaising with methodology and workbook, relevant department. government departments and designed to enable public ensuring that the relevant authorities to carry out their own During 2004 we reviewed our statutory deadlines for responses assessment of how far their catalogues and indexes to make are met. Consultation procedures records management systems sure that they are as accurate and with the departments were well conform to the Section 46 Code. complete as our resources allow. established before the Act came We will continue to improve them into effect, and were frequently We helped the 235 archives so as to maximise the used during the first three services nationwide, including opportunities for the public to months. many local authority record submit information requests under offices, that are approved places the new Freedom of Information of deposit for public records to arrangements. Supporting the prepare for Freedom of records and Information by publishing a detailed manual of best practice in Working with archives reviewing, transferring and other government community managing public records and providing public access to them. departments We also produced practical Good record-keeping by public guidance on how to edit exempt Freedom of Information has not authorities is the indispensable material from documents prior to changed the requirement, under prerequisite for the exercise of their release. Section 3.4 of the Public Records citizens’ rights under Freedom of Act 1958, for government Information. These rights will departments to transfer records to remain entirely theoretical if We also had productive The National Archives by the time reliable records have not been discussions with staff of the they are 30 years old. We are now created and cannot be speedily Department for Constitutional actively encouraging earlier retrieved in response to Affairs and the Information transfers, especially as government information requests. Our Commissioner’s Office about how creates more records in electronic National Advisory Service (see the Act applies to the archive form. With the agreement of the page 49) is developing a sector generally. Our staff fed the Lord Chancellor, acting on the programme to promote effective results of these discussions into advice of his Advisory Council on records management throughout the many presentations they gave National Records and Archives, the public sector. Freedom of on preparing for Freedom of departments are allowed to retain Information gives public Information to professional bodies records over 30 years old that authorities a powerful additional at national and regional level. they require for administrative incentive to introduce records purposes or that have high management if they have not Freedom of Information is likely to security classification. However, already done so on the grounds of have a major impact on archives Freedom of Information allows the business efficiency. services nationwide. To assess the public to request access to these extent of that impact, we retained records. After the Freedom of Information conducted a research project into Act reached the statute book, we the initial effects on archive Under Section 66 of the Act, The played a significant part in services in local government, National Archives must consult developing a Code of Practice on universities and national bodies government departments about Records Management. This was such as museums and galleries.

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So far, we found, the picture is forward to building on our existing Opening up the records encouraging: Freedom of close relations with government Information business has been departments and encouraging the On 1 January 2005 we opened steady rather than overwhelming, proactive release of even more 20,000 government documents and all respondents reported that records less than 30 years old. This from 1974 and a further 1,000 their preparations have proved will in turn open stimulating new which had been closed for adequate. However, none of them opportunities for academic longer. This was our last release felt that this work has been researchers and interested citizens. under the old 30-year rule. wasted, as their systems may be We intend to maintain our high- Three days later we released a subject to increased pressures in quality public services so that all further 50,000 more recent the coming months. A further genuine information-seeking records to mark the full survey, to be carried out in requests continue to receive clear implementation of the Freedom February 2006, will provide the and timely responses. of Information Act. These basis for more conclusive documents – previously held at judgements on the impact of The number of enquiries during the Kew as closed records – were Freedom of Information. first three months remained previewed to journalists at a consistent. However, the number press event in December which The number of Freedom of may well grow as public awareness was opened by Baroness Ashton, Information requests we received of Freedom of Information Parliamentary Under Secretary between January and March 2005 increases. In addition, there may of State for Constitutional was one of the highest across also be high demand for Affairs. Between January and the government. In January 2005 we information relevant to a particular end of March we released a handled more enquiries than any major current event or news story. further 23,500 files. other department. This was the We are very clear that Freedom of situation at the end of March: Information will continue to absorb The January release, which • We had processed 1246 a significant amount of staff time, included files relating to Prime information requests in full. and we have taken account of this Minister James Callaghan’s • 15 per cent of all the requests in drawing up our corporate and move into Downing Street in processed did not relate to business plans for 2005–06. Now 1976, was widely covered in all information we hold; where we that we have successfully the national papers, on radio were able to do so, we referred implemented the Act, we will be and TV, and in the regional and these requests elsewhere. embedding Freedom of Information online media. This helped to • Of the remaining requests, in our long-term ways of working. publicise our role in 85 per cent were granted in full, implementing the Freedom of 4 per cent were granted in part, Information Act and to promote and 11 per cent were refused. the message that members of Document FCO 21/1246 was one Of the total requests processed, the public can see the files for • of the last documents opened 99.3 per cent were completed themselves. under the 30-year-rule before it within the relevant statutory was replaced by the Freedom of deadline. The extensive international, Information Act. Lord Goronwy- national and regional press and Roberts, Parliamentary Under- broadcast coverage – including Future prospects Secretary of State at the Foreign special programmes on BBC Radio and Commonwealth Office, has 4 and on BBC One Northern As with any major change, aspects been asked by the Foreign Ireland – we received for the of Freedom of Information Secretary, James Callaghan, to have release of the 1974 files also implementation have imposed a word with Lord (Solly) raised awareness of The National significant extra pressures on our Zuckerman, Secretary of London Archives among a wide variety of able and committed staff. However, Zoo, about the expenses they will readerships. The most popular we are mastering the new ways of be incurring in accepting a gift of story was the foiled kidnap working required to make a success two Giant Panda bears from the attempt on HRH Princess Anne. of the new arrangements. We look Chinese Government.

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Northern Ireland, the proposed In publishing this material online with the Soviet Union. There was introduction of ID cards, and we are fulfilling the also considerable press interest allegations of an assault on the Government’s stated objective in a story about the use of footballer Kevin Keegan by Yugoslav of making information more pigeons in intelligence work police all generated significant readily available to the public. during the Second World War. media interest. Although it is not covered by the Working with the Home Office, Files more than 30 years old Freedom of Information Act, we we released a series of files from previously subject to extended are pleased to be working with the early years of the twentieth closure were also released in the Security Service to release century – previously subject to January, together with its historical records. These 100-year closure – on women questionnaires completed by continue to be very popular with murderers. This acknowledged British and Commonwealth the media and with our online the increasing popularity of prisoners of war returning home visitors. This year’s releases – in women’s history and the social at the end of the Second World May 2004 and in March 2005 – issues surrounding the subject War (in the War Office WO 344 included files on Arthur matter. Other record releases series). Ransome, the journalist and during the year that attracted novelist; leading African particular interest included files As a result of our consultations nationalists; Ursula Buerton, the on the General Strike of 1926, with other departments, we most significant female Soviet Jewish immigration to Palestine released further previously closed agent controller working in during the British mandate, the material during the first three Britain; and on the proposed use death of the publisher Robert months of Freedom of Information. of holiday camps to hold British Maxwell, and the sale of Sir This included Foreign Office files Communists in the event of war Winston Churchill’s papers. relating to the financing of the intelligence agencies before the Second World War.

Our website – www.national archives.gov.uk/releases/2005/ – now lists records that have been opened under the Freedom of Information Act. Visitors to the site can view – and download – a selection of digitised material from the files most likely to be of wide public interest. These include: • a file on Sylvia Pankhurst’s conviction in 1920 for publishing ‘seditious’ material; • the personal papers of senior Treasury officials during the 1956 Suez crisis; • insights into the views of Metropolitan Police officers about immigration from the New Commonwealth during the 1950s; • an appraisal of the economic prospects for Concorde.

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The ‘seamless flow’ programme

Over the next few years, The National Archives will gradually move from being an institution whose main medium of operation is paper-based to one that mainly deals in electronic records. We already have a working digital archive that can be accessed in the reading rooms at Kew. This includes a range of important material: the website of the Inquiry into the death of Victoria Advising Climbié; a snapshot of the 10 Downing Street website on 6 June 2001 (the day before the general government election of that year); records of the meetings and discussions of the Independent Expert Group on The effective management of electronic records is a Mobile Phones, 1999–2000; and the records of the Inquiry into the key plank of the Government’s modernisation management of care of children programme. It is also critical in enabling information to receiving complex heart surgery at the Bristol Royal Infirmary. be shared and in ensuring that data protection, Freedom of Information and human rights legislation Most government records are now created electronically following operate effectively. the introduction of electronic records management systems. Current legislation means that the The National Archives advises and guides records bulk of records are not transferred managers across central Government on how to create to The National Archives until they are 30 years old. However, and maintain their records and on which to select for Freedom of Information legislation permanent preservation. Our own work on developing has brought significant changes: the old ‘closed until 30’ rule (used an internet-based delivery system for digital records is to identify records closed to public a major component of our response to the inspection until 30 years after their creation) disappeared in Government’s 2005 target for central and local January 2005; and government government to be capable of delivering services to the departments, reluctant to embark on the costly migration processes public electronically. involved in preservation, are increasingly eager to transfer records to us at an early date. In The first Labour Cabinet, 1924 – an image from our website, addition, we have begun to reference PRO 30/69/1668 Pt.4 (318), at acquire a range of government http://www.nationalarchives.gov.uk/imagelibrary/politics/ websites.

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All this means that we need to document types (video, managed effectively. Progress has select and preserve government databases, animations and so been good. Of the main records as soon as possible after on); departments, 38 per cent had an their creation, especially since • preserve records actively (by, for electronic records management electronic records, unlike their example, migrating records to system in place by the end of paper predecessors, are very new formats as older ones 2004, and 83 per cent will have vulnerable to corruption and loss. become obsolete); and this capability by the end of Currently the process of selecting • handle the early access changes 2005–06; this is in line with the and transferring electronic records brought about by Freedom of Government’s target for online to The National Archives for Information, including delivering service delivery. Only four of the storage in our digital archive is electronic records to users over main departments have delivery relatively labour-intensive. Our the internet. dates beyond 2006. By the end of staff are involved in selection, 2004, 33 per cent of all disposal, preparation for transfer, This is the thinking behind our departments (large and small) had closure of sensitive materials, ‘seamless flow’ programme, electronic records management cataloguing and adding to the inaugurated this year and capability; this total will rise to 77 archive. Until now, preservation scheduled for completion in per cent by the end of 2005–06; (as opposed to storage) activities 2007–08. Scaling up our existing a further 11 per cent have a have not been necessary, since the semi-manual processes is not an projected completion date of records are relatively young, but option – we will be unable to 2007. this will change as they age and absorb the increased volume of formats become obsolete. electronic records in this way. To support the seamless flow Currently the electronic records Only re-engineering the work programme, we are establishing a can only be seen in the reading- flows and making a major governance framework designed rooms at Kew. investment in automated to ensure the survival of digital processes will provide a seamless records regardless of when they We expect the volume of flow of digital records from their are transferred to The National electronic records transferred to creation in government Archives. The first product of this the archives to increase departments to preservation in work was a draft custodial policy dramatically. But we will have to the archives and delivery via the for digital records issued for public handle them within existing staff internet. Our existing digital consultation in December; this is resources. The only ways we can archive and file format registry available on our website at do this are by will play an important role in the www.nationalarchives.gov.uk/ • automating as many of the new joined-up system. The process recordsmanagement/custody/pdf/ processes as possible (including of developing the seamless flow custodial_pol_draft.pdf selecting records according to approach will also allow us to schedules, transfer, cataloguing, streamline our digital catalogues We continue to produce guidance managing redacted versions and web searching facilities. materials for government where Freedom of Information departments and the wider public exemptions apply, preservation Supporting sector and to collaborate with and delivery); and international standards and • ensuring that other processes central research initiatives designed to (selection, exemption find solutions to the challenges of identification, redaction) take government digital records. place at creation in the Over the past few years, we have departments or as soon as been assisting government possible afterwards. departments to introduce electronic records management In addition, we will need the systems in order to ensure that all capacity to: new public records are produced • handle an increased range of electronically and that they are 15 ANNUAL REPORT 2004–2005

Training and consultancy service citizen (OSP 30); • Post-16 education, 1974–1988 Our records management expertise and professionalism (OSP 31); training and consultancy service of government records staff. A • Court records relating to was much in demand further 14 students who had individual bankruptcies (OSP 32); throughout the year as public completed their diploma and • Court records relating to authorities sought expert help certificate courses were company insolvencies (OSP 33); in preparing their record presented with awards by • Restrictive trade practices, keeping systems for the Baroness Ashton of Upholland, 1956-2000 (OSP 34). implementation of Freedom of Parliamentary Under Secretary Information. During the year we at the Department for A full list of operational selection provided an on-the-spot Constitutional Affairs, at the policies appears on our website at consultancy service lasting annual Records Management in www.nationalarchives.gov.uk/ between two and ten days for, Government Conference in recordsmanagement/selection/ among others, the National October. Since the course ospintro.htm. Assembly for Wales, the Office started in 1999, 47 students of Rail Regulation, two police have gained certificates or Where an Operational Selection forces and several local diplomas, and an additional 560 Policy has not yet been authorities. have taken part in the short established, selection is carried course programme. out under the supervision of our The rm3 Programme (Records inspection and client managers, and Information Management We also issued several new according to the criteria set out in Education and Training for publications, mainly in the area our published acquisition and Government Records Staff), run of electronic records disposition policies (see in conjunction with the management. These included www.national archives.gov.uk/ University of Liverpool and guidance on email policy, the recordsmanagement/selection/). Northumbria University, benefits of electronic records continues to be highly management, and disposal Following a development successful in developing the scheduling. programme, guided by expert external advisers, and a period of public consultation, we published records are disposed of in an Overseeing our new appraisal policy in August orderly and timely manner. government 2004. Electronic records play a central part in this, and our client Our Operational Selection Policies record keeping managers are now working with (OSPs) govern the selection of colleagues across government public records to be held by The and selecting departments to develop and National Archives and other places implement effective appraisal records of deposit. In recent years we have practices and procedures. Our inspection and client been working closely with managers oversee the safekeeping government departments and key of public records and their parties with particular expertise or Liaison and appraisal in government interest to widen the scope of departments. These staff, working these policies. This year, six new networking with departmental records operational selection policies were officers, play an invaluable role in introduced following a public In an era of constant change and ensuring that records are properly consultation process: technological innovation, regular managed in central government, • Metropolitan Police Service communication, between The that records of enduring value are records (OSP 29); National Archives and government selected for permanent • Government and people: the records managers and among preservation, and that other interaction of the state with the records managers themselves,

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becomes even more important than usual. Our Chief Executive spoke about the importance of records management for the good governance of organisations at the annual meeting of the Records Management Society at Bournemouth.

Our own Records Management in Government Conference continues to be a popular forum for keeping up to date with new ideas and technologies. This year’s conference, held at Brighton, focused on the twin themes of Freedom of Information and electronic records management. There was a good mixture of highly participative workshops and seminars and plenary sessions. Two highlights were speeches by Baroness Ashton, Parliamentary Under Secretary at the Department for Baroness Ashton and by Ann Constitutional Affairs, presents successful records management students Abraham, the Parliamentary and on the rm3 programme with their diplomas. Health Service Ombudsman. Baroness Ashton summed up the crucial importance of our work, and that of many colleagues across government, when she commented that:

‘Records management, especially that of electronic records, is central to enabling departments to meet their statutory obligations under the Freedom of Information Act. Good records management makes it possible to answer with confidence the question whether particular pieces of information exist and to make informed decisions about their release and in turn to account for those decisions. … In short, the better our records management, the greater success we will make of Freedom of Information come January 2005.’

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The document collection system

This year, after extensive research and trials, we launched an innovative document collection system designed to make the service we offer in the Document Reading Room at Kew more efficient and customer-friendly. The main aim was to remove the need to queue to collect documents, one of the longest- standing complaints by readers. Now documents are delivered to Improving access one of 332 custom-built self- service lockers, designed specifically for the purpose. The for the public new system has also improved customer service by freeing staff from serving behind the counter The National Archives prides itself on being and giving them a more customer- focused brief to resolve queries accessible, responsive and welcoming. Whether and problems. We also took the people are visiting us in person at Kew or online, opportunity to refurbish the entire document collection area. we aim to make their contact with us enjoyable and Feedback from readers has been productive. We regularly review our services and very positive – in a recent survey 91 per cent approved of this survey our users to ensure that we continue to enhancement to our service. meet their needs. A few years ago we allowed readers to use their own cameras to copy documents. Since then, many readers have asked to use tripods or camera stands, currently prohibited because of fears about document safety. We conducted a week-long trial of a new stand and tripod with assistance from researchers from Philipps University in Marburg, Germany, and hope soon to launch a more extensive trial designed to obtain feedback from more customers.

We were also involved in trialling a prototype microfilm reader scanner designed to enable This wheelchair user is the first reader to try out the new self-service documents, including microfilm, to locker area. be viewed on computer. This has

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Charter Mark

Charter Mark is the Government’s demanding standard that measures and rewards excellence in public service. In November 2004, The National Archives went through Charter Mark’s rigorous assessment process and was adjudged to meet the standard. The Prime Minister himself noted that our achievement ‘clearly demonstrates that customers’ A reader uses a self-service locker in the Document Reading Room. needs and aspirations considerable potential for readers, preservation copying. We genuinely form the basis for as it would allow the images to be continued major projects on the design and delivery of the printed and either burnt to CD or behalf of the Imperial War services you provide’. This is emailed. The equipment is very Museum and the Coal Authority. the third successive time we much at the cutting edge of have attained Charter Mark technology. While the new Physical status since our first scanner does not yet meet our successful application (as the needs, customers and our staff improvements Public Record Office) in 1998. provided valuable feedback, which will be used for further We want to make our facilities at Electronic Resources in Archives) development. Kew as easy to use as we can. project, and went live with the Improvements during the year new service at Kew at the end of Record copying include: March. This service offers • tactile paving around the site to seamless, networked onsite access services assist visitors with visual to hundreds of electronic impairments publications on CD-Rom and additional parking and toilet Self-service copying is now well • online, including searchable facilities for disabled people established, offering customers indexes, directories and databases better external lighting 25 per cent savings on the cost of • on family and military history. The an induction hearing loop at the conventional copying. We installed • service will be extended to the reception desk two more desktop scanners during Family Records Centre and to baby changing facilities the year to meet increasing • National Archives staff from their a new, more user-friendly demand. • desktops, so opening the full range security system at the entrance of electronic publications available to the research areas designed Demand for conventional record at The National Archives to a to be easier for disabled people copying more than doubled during much wider audience. to use. the year, and was successfully met thanks to faster new equipment Alongside this project new and efficiency improvements. The Resource contracts were started for Because our specialist equipment conserving and binding the and secure storage facilities allow Centre and published works held in the library for safe and efficient copying of Library and other reading rooms to help unique documents, more and to preserve published sources more external institutions are We continued to work on the frequently used to support commissioning us to undertake OPERA (Online Publications and research into the archives. A 19 ANNUAL REPORT 2004–2005

number of these sources are now available electronically as a result of the OPERA project. This will help preserve them further as wear and tear caused by handling and photocopying will be reduced.

We started to catalogue the library of the Historical Manuscripts Commission on to The National Archives library computer catalogue. A significant amount of quality control work to improve the library catalogue has also been completed.

The Resource Centre and Library arranged and hosted 12 visits for groups of librarians from academic, public and government libraries during the year. Developing our ICT services onsite We made Documents Online (see page 24) available free of charge Maps that Made History is one of many publications from The to visitors to Kew and the Family National Archives. It features some of our most remarkable Records Centre. Free access has historical maps from the Garden of Eden to the D-Day landings. also been introduced to the online Each reproduction is accompanied by the full story behind the censuses for 1871, 1881 and 1891 map, focusing on the most intriguing details. at the Family Records Centre and at Kew.

National from our documents) gives them a chosen for inclusion in the wide appeal. Bookshop sales this Booksellers Association’s Archives year increased by 40 per cent prestigious Christmas catalogue. publications after we appointed (through Reviewing Maps that Made History, competitive tender) a new sales the Guardian commented: ‘This is National Archives books – which force, Quantum, and a new sales a handsome work of family cover many aspects of family, distributor, York Publishing reference, with the appealing and military, popular and academic Services. Sales through book accessible conceit of using maps history – are increasingly clubs are also increasing. to offer snapshots of history. respected throughout the book Few of the maps are accurate trade. Their combination of expert Two of this year’s most significant representations of geographical authors, inside information and books – Journeys in Family History areas, but their fictions, and their guidance on our records, and by David Hey and Maps that Made imaginative assumptions, are as superb illustrations (many taken History by Lez Smart – were revealing as their truths.’

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Other titles we published this year What visitors to Kew think of our services included two additions to our English Monarchs series. Henry V: We regularly survey users to 90 per cent also said that they the rebirth of chivalry, by National • find out about their interests had found material relevant to Archives expert Malcolm Mercer, and their experience of visiting the research on their first visit uses a mix of letters and official Kew. This helps us to spot new – 5 per cent up on 2003–04. documents held at The National trends and also to develop our 91 per cent of first-time Archives to tell the story of the • services and ensure that they visitors aged 60 and over said victor of Agincourt as a man, a continue to meet users’ needs. that their first visit to Kew soldier and a king. James II: the had made them more triumph and the tragedy, by John The experience of first-time confident about researching at Callow, charts the major issues visitors is especially important The National Archives. Only and crises of James’ life, again – since, of course, first 80 per cent of those aged 16 using unique sources held in The impressions count and we are to 25 said this. National Archives. (For books for eager to ensure that people 99 per cent agreed that family historians see page 29.) • return. This year archives contribute to society 90 per cent of new visitors by preserving heritage and We relaunched our online • said they would visit The culture, and bookshop this year with a National Archives again and 96 per cent said that they streamlined ordering process and that they would encourage provide opportunities for a larger stock of gifts produced others to do so. learning. by other publishers as well as the complete National Archives list.

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Working with volunteers

We are delighted to welcome catalogue. In a new development, These provide a fascinating in- an ever-increasing number of the volunteers working on this depth picture of how the volunteers to The National project also started to prepare workhouse was run: unique Archives. They offer their time documents in the series WO 97 information that throws light on and skills in many different for microfilming. wider 19th-century social ways, alongside an enthusiastic attitudes. The volunteers’ local interest in our records and a In addition to their enormous knowledge of people and places commitment to the importance contribution in time and labour, is proving very valuable. In due of archives generally. the Friends have given financial course the records will be support to our cataloguing work digitised and made available in The Friends of The National (see page 26). Part of this support Documents Online. Archives came from a generous bequest given in memory of Maunder Other volunteer projects This year the Friends completed Wide, a Friend since 1994. their part of the major project Volunteers are also cataloguing we are carrying out to index NADFAS in detail and re-packing a series Death Duty Registers (IR 26) for of Home Office criminal courts other than the This year our volunteers from the petitions from 1819 to 1839. Prerogative Court of Canterbury National Association of Decorative This project has strengthened for the period 1796 to 1811. & Fine Art Societies (NADFAS) our links with local history Almost without pause, they joined the Friends to work on the societies, which have provided then launched into a new photographs in COPY 1. We are many of the volunteers. The project, to enhance the most grateful for their continued project is now taking on a life descriptions of some of our support. of its own. Several of the photographic holdings (COPY 1). volunteers kindly helped our COPY 1 contains a unique Southwell Workhouse staff involved in the project to collection of late Victorian and run seminars on the documents; Edwardian photographs The workhouse was a place of fear talks and visits are being registered at Stationers’ Hall for and dread for countless people. organised, including one to meet copyright purposes. The subject Southwell Workhouse in fellow-volunteers in Southwell; range is huge: from Queen Nottinghamshire, now owned by several volunteers are writing Victoria to Accrington Stanley the National Trust, is a unique articles for publication, and the football team. survival – the least altered project publishes its own example of a 19th-century newsletter. Volunteers are also Work also continued on the workhouse surviving today. In an making an important long-standing project to innovative outreach project, a contribution to a cataloguing catalogue soldiers’ discharge group of local volunteers, recruited project for Navy Board papers (WO 97 and WO 121). via the National Trust, is compiling correspondence. Work on this is Over 3,000 individual entries a detailed catalogue of the Poor taking place at Kew and at the were uploaded on to the online Law Union records for Southwell. National Maritime Museum.

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The National Archives website

At the end of June we launched the new National Archives website (www.nationalarchives.gov.uk). The merger of the Public Record Office and the Historical Manuscripts Commission gave us the opportunity to start afresh and develop an integrated site that, as well as bringing together information from both organisations, is genuinely Developing our accessible for users. The site is organised into broad activity themes – e.g. ‘search the online services archives’, ‘services for professionals’. Each of these has, in website jargon, a ‘common user The days when visiting The National Archives meant interface’. In other words, each part of the site works in the same you needed to travel to Kew have long passed. Our way, making it easy for visitors to successful online services reach out to an increasingly find their way round the whole site. Introductory sections help national (and international) community of historians, users make the most of the rich archivists and genealogists, as well as users whose resources the site contains and research the online databases, interest is more general. Our websites provide while several hundred research immediate access to digital documents, catalogues guides provide detailed information on our holdings. and advice, supporting users’ research and helping spread awareness of the immense extent and variety The copy is written in a clear and informative style. We were of our holdings. delighted that the Plain English Campaign approved our website under its Internet Crystal Mark scheme. We are one of only a handful of central government departments to gain this accreditation. John Wild from the Campaign said that the website is ‘one of the best the Campaign has ever accredited’ and praised its ‘ease of use, clarity of design, provision of excellent hints for The National Archives homepage was redesigned in 2004 to make new users and, of course, use of information more accessible for online users. plain English’.

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World War, and form a details of the seaman’s name and Reactions to the comprehensive ‘roll-call’ of all the medals, ribbons and clasps he new website those – officers and other ranks, was issued; usually, his discharge men and women – who served in book number and date and place ‘Absolutely excellent site – the War. of birth are listed as well. We the document management accessioned this important series information is the best I have The project involved scanning electronically from the Registry of found.’ images of the microfiche, Shipping and Seamen in 2003. transcribing data from the cards ‘Thank you very much for to create a searchable index, and Our users researched their putting all of these wonderful making them available to search relatives in record numbers. More records online. I even found and download. The medals can be than 1.1 million searches were some information on my searched by name, corps, rank or undertaken on the site during family going back to the regimental number, making them November – almost as many as in 1700s. Absolutely wonderful an invaluable research resource. the previous three months website! The new e-cards are combined – when the average visit fantastic and work very well. The launch captured the lasted 16 minutes, making the site My wife even sent one to one imagination of the media among the top 10 ‘stickiest’ of her friends!’ worldwide, and especially in the recorded by eGov monitor. Commonwealth nations, from In November also, the number where so many young men came of unique visitors to our sites Documents to fight for the mother country. more than trebled, as did the Online Print, online, TV and radio number of page views, which coverage focused on the diverse topped 6 million for Documents This major resource – which gives people who won medals – from Online alone. readers online access to our the Prince of Wales (later King collection of digitised records – Edward VIII) and Sir Winston Online tutorials continues to expand. On Armistice Churchill to Walter Tull, the first Day, we launched all the records black officer in the army, and and learning from one of our most popular Sidney Godley, the first private record collections, the First World awarded the Victoria Cross. guides War Campaign Medal Index Cards. This year we updated our family These cards record the campaign Also launched this year were the history learning guide medals won by more than 51/ records of Second World War 2 (www.nationalarchives.gov.uk/path million people who saw active medals awarded to merchant ways/familyhistory), adding new service overseas during the First seamen. Each record entry gives topics and activities and explaining and interpreting many more of the documents we hold. The result is a comprehensive, easy-to-use learning guide to all the document types family history researchers are likely to encounter at The National Archives.

We also launched our first online tutorial, Palaeography: reading old handwriting 1500–1800, produced in partnership with University College London, and started As part of our commitment to reaching as wide an audience as possible developing a second, Latin around the world, we are making many documents available online. 1086–1733. These practical

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tutorials give users an excellent Putting censuses online opportunity to acquire invaluable research skills and monitor their Censuses are the raw material alternatives to the specified progress interactively. (The of history. They provide crucial search fields. The databases also paleography tutorial can be found information for historians of all allow users who know the at www.nationalarchives.gov.uk/ kinds, and for researchers from piece/folio reference of a page palaeography/) many other disciplines. And they wish to view to access that they offer a compelling page directly. Access to snapshot of how our ancestors lived. Users can search the databases Archives as much and as often as they In December 2004 we launched, wish without charge. Transcribed Our online database Access to in association with index entries and digital images Archives (A2A) describes archives ancestry.co.uk, a web-based of the original census can be held throughout England dating provider of family history viewed for a small fee. from the 10th century to the records and resources, fully present day. During the past year, searchable indexes and scans of The census launches attracted a the database has expanded to original documents from the great deal of favourable media over 7.52 million catalogue entries 1881 and 1891 censuses for coverage, and also – and most for individual documents or England and Wales. The 1871 importantly – proved an groups of documents held in 383 census followed in March 2005. immediate success with our record offices and repositories This is the first time that the online users. Some 3,000 beyond The National Archives. In complete censuses for England searches are performed on the July, we introduced important and Wales have been available databases every day, and over 3 online links direct from A2A in this way – and also the first million digital images of the entries to more than 5,000 images time that consecutive censuses original returns were purchased from English Heritage’s National have been published, so on the site between the launch Monuments Record. These allowing users to trace a and the end of March 2005. We illustrate a range of buildings particular person or family or also offer free access to the across the country from King’s locality through time. Alongside online censuses at Kew and at College Chapel, Cambridge, to the existing 1901 census service the Family Records Centre. post-war housing in Hackney. and our Documents Online service, we have now created a At the same time, the 1901 Use of A2A increased during the significant and compelling England and Wales census year. September 2004 brought the volume of data that researchers service operated by QinetiQ had 10 millionth catalogue download can access from their own its most successful year ever, since the launch in 2001. In homes. with a record 34 million November the highest-ever figures searches. There was a dramatic for monthly site usage – over Ancestry.co.uk provides a very increase during the autumn. In 300,000 individual searches powerful search functionality. October 2004, when the first resulting in almost 760,000 This allows the databases to be Who Do You Think You Are? downloads – were recorded. searched for individual first programmes were screened, the During the year well over names or surnames and full number of searches rose by over 2.6 million searches were names, as well as birthplace, 2 million to almost 4.7 million. performed, bringing the total residence, age, and other data number of searches since the such as civil parish or census The 1861 census is scheduled to launch to almost 6 million; and enumeration district. Users can launch in early summer 2005, almost 7 million catalogues were choose between an exact match with the 1851 data following downloaded, with a total of and an intelligent ‘best match’ before the end of 2005 and the nearly 14 million downloads search which includes 1841 census during 2006. since launch.

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National your online catalogues and help Colonial Office Correspondence screens.… Far too many Archives relating to the Caribbean) and Archives assume everyone is familiar with Travel to the UK (Board of Trade Network the material they collect and how inwards passengers’ lists). Both it is arranged.Yours doesn’t and these are supported by the An integrated and centralised moreover it is actually helpful, Heritage Lottery Fund. In addition, online archival service with a which quite a lot aren’t.… volunteers continue to work on single point of enquiry would Everyone involved did a splendid cataloguing the Navy Board greatly improve access to archives job, as your site seems to invite correspondence (see page 22). for all our users. All online users people to use the collections, and appreciate ease of search, relevant quite a few don’t.’ We held our annual Catalogue results and the availability of Awareness Day in November. advanced search options. Recent We have continued to work on the Family historians, academics and surveys have shown that people Cataloguing Improvement archivists came to Kew to find out who do not currently use archive Programme. Every week more about recent improvements services would be encouraged to throughout the year we released to the catalogue. We provided use them if they were easy to on average 22,000 new or short updates on specific projects access and search and held a wide improved catalogue descriptions to enhance the Catalogue and range of records. designed to make online searching gave live demonstrations of our more effective. This year, thanks to online resources. There was also a Research undertaken in funding from the Heritage Lottery useful and lively exchange of anticipation of the National Fund, we completed the Labouring views, and our staff were on hand Archives Network endorsed these Men, Labouring Women project, to offer expert advice on getting findings and informed preliminary which enables social historians the most from the Catalogue. work on a technical specification and the general public to access a for the network to meet the needs wealth of records about how our We started an innovative project – of users and non-users alike. The grandparents lived and worked. We User Input into the Catalogue – National Archives is now leading a also provided descriptions for 547 designed to involve users in the project in partnership with more volumes of correspondence of the development of online services. than 20 major archives across the Foreign Office Prisoners of War The aim is to share the expertise UK designed to turn this vision Department during the First World of archives professionals and users into reality. War, and created over 55,000 new in order to enhance the descriptions allowing users to descriptions of inadequately Enhancing our search the Admiralty Officers’ and catalogued records. A pilot Ratings’ Service Records. between October 2004 and March records 2005 is helping us to refine the Two major projects on which we scope of the project so that it catalogue are currently working are Your succeeds in its dual aims to Caribbean Heritage (pre-1926 In June 2004 we introduced new improve the quality of the Catalogue and promote closer screens with enhanced navigation Our onsite readers at Kew use links with users of online services. to our online catalogue the online catalogues to search (www.catalogue.nationalarchives. our holdings. gov.uk). The new search screen Our digitisation programme, consists of a simple form with which is designed to preserve clear examples to help users doing popular, frequently used records, online searches. The new designs has been particularly successful. were based on comments from We have created 65,000 images, users. One user commented: allowing us to preserve the originals while increasing access ‘Firstly, I’d like to congratulate by placing these popular records you on the form and content of online.

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The Family Records Centre

The Family Records Centre in central London, which we run jointly with the General Register Office (GRO) of the Office for National Statistics, welcomes over 14,000 visitors each month. Here people can consult the GRO’s indexes to births, marriages and deaths in England and Wales from 1837 and microforms of the Census from 1841 to 1901 – our most popular documents. The Providing Family Records Centre also provides access to an unrivalled package of electronic and online information for resources. The varied programme of talks, exhibitions and other events held family historians at the Family Records Centre helps and inspires people to research their family history. Our regular Family history received star treatment this year. The family history Saturday and BBC series Who Do You Think You Are? – in which ten Tuesday talks are always well attended, and attracted over 1,700 celebrities explored their family history – caught the people during the year. We public imagination and created considerable media launched a new series of beginners’ talks on Saturday interest. The National Archives worked with the BBC mornings, and in spring 2005 held for more than a year while the programmes were a pilot series of one-to-one family history surgeries. Designed to help being planned and made. people who have hit a brick wall in their research, these proved instantly successful and have now The programmes boosted the already increasing become part of the regular service interest in genealogy. The numbers of visitors who at the Family Records Centre. came to Kew and to the Family Records Centre to For Local History Month in May research their family history increased substantially 2004 we staged, in collaboration with London Metropolitan during the year, and our varied programmes of talks Archives and Islington Local and activities attracted sell-out audiences. History Centre, an exhibition about the history of the immediate area around Myddelton Bill Oddie ponders his family history certificates as part of filming for the Street, Clerkenwell, where the hugely popular Who Do You Think You Are? programme screened on BBC Family Records Centre is based. Two. The National Archives assisted the BBC in the making of the The writer and broadcaster Janet programmes. Street-Porter, who lives locally,

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per cent over the same month in Genealogy meets celebrity 2003. And searches of the 1901 Census increased very significantly The nation well and truly during the series, in which it was caught the family history bug frequently mentioned as one of as BBC Two screened its 10- the most important sources for part genealogy series Who Do family historians. You Think You Are? Helped by Janet Street-Porter opens a the presence on screen of Local History Month exhibition The increasing interest in family well-known personalities – at the Family Records Centre in history was evident even before from Jeremy Clarkson to May 2004. the BBC programmes. A survey of Lesley Garrett and Meerya Syal our online users revealed that 89 to David Baddiel – who opened the exhibition. We per cent of respondents visited discovered intriguing and often maintained our interest in local our website to investigate their surprising aspects of their history with two guided walks family history or pursue a personal family history, the series around the historic streets of interest. And our regular onsite attracted an average of nearly Clerkenwell during the year. surveys show that over 90 per 5 million viewers per week and cent of visitors to the Family was BBC Two’s most watched Also in May we were proud to Records Centre are actively programme of the year; 5.8 take part in the annual Silver involved in family history research. million people viewed the Surfers’ Day. Over 50 of our most popular programme, customers learnt about computer During the year we ran a series of which featured Bill Oddie. technology and in particular found popular family history induction out how the internet can help days at the Family Records Centre, We worked with the BBC for family historians with their as well as online computer well over a year on the series research. sessions for beginners and for as the programmes were more experienced family planned and made. Our staff To celebrate Black History Month historians. Talks to visiting groups contributed expert advice, and in October we mounted an and to libraries and family history appeared on screen to explain exhibition on the life of Walter and genealogy societies helped to particular documents. We also Tull, one of England’s first black inform people about our resources wrote the highly successful professional football players, who and how we are enhancing our introductory booklet Family also served as an officer in World services for family historians. We History: the basics and beyond, War One. His campaign medals also attended seven family history sent out to over 100,000 are among the 5.5 million now fairs around the country and gave viewers, and contributed to downloadable as part of our talks at several of these events. the very informative BBC Documents Online project family history website, which (see page 24). received large numbers of At Kew some 2,700 budding visitors. family historians attended events Spreading in our lively Family History Week in May and on the highly awareness of successful BBC London Family family history History Day in December. Most were first-time visitors to The Who Do You Think You Are? gave an National Archives, and a number enormous boost to family history signed up as readers in order to generally and specifically to our pursue their research. The services. For instance, in November activities (all free of charge) the number of documents included talks, ‘meet the expert’ downloaded from our website and ‘meet the author’ sessions, increased by an astonishing 400 hands-on practical sessions on

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researching documents, lived their lives – what their daily demonstrations of online services, experiences were, and what the a chance to get your ancestors’ societies in which they lived were handwriting analysed, and a really like. Family History Monthly children’s room where youngsters described this book as ‘well- decorated their own family trees. written and extremely well- Twenty family history designed’. organisations and other institutions exhibited during the This year the Family Records Family History Day, the first time Centre also successfully extended they had been present. its range of electronic products to include more genealogical CDs Regular media interviews also and an improved selection of contributed to raising our profile. family history software. We also assisted several production companies making programmes featuring records Ancestors held by The National Archives. Pomery, which shows how magazine genetics can be used to establish family connections Our decision to launch Ancestors Books for family and explains how family to the news trade quickly bore historians historians can use recent fruit in a substantial increase in ground-breaking research to sales this year and reinforced the Our list of publications (see also help their own research: ‘This magazine’s position as a major page 20) for genealogists and excellent book goes a long way source of expert information and family historians continues to to demystifying the subject’ – grow, and the range and breadth Your Family Tree. of our new titles has confirmed • Journeys in Family History, by Ancestors, the colourful and The National Archives as one of David Hey. This lavishly informative family history the UK’s foremost publishers for illustrated book tells readers how magazine published by The those tracing their family to trace their family trees and National Archives and sold in high histories, from beginners to also explains how to find out street newsagents. professional genealogists. more about how our ancestors

This year’s most popular titles include: • Wills and Other Probate Records by Karen Grannum and Nigel Taylor (both on the staff of The National Archives). This book features inside information on how to get the best from the probate records held at Kew and also at other repositories; it sold so well that it was reprinted after only six months. Practical Family History called it ‘a welcome comprehensive guide to a challenging but rewarding collection of documents’. • DNA and Family History, by Chris

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guidance on family history. Sales of individual copies through all Some the main high street chains as comments well as from countless independent stockists have been from users good; subscription figures have also risen. ‘I have never come across a public service so attuned to the A flight of yesterdays needs of its customers.’ Comment on a customer survey form, December 2004

‘Service consistently excellent. Always a pleasure to visit.’

Comment on a customer survey form, December 2004

‘Your website and newsletter are absolutely essential tools for UK family research – great job!’

Email from a customer

‘Hearty congratulations to all Sarah Tyacke addresses the involved. A splendid range of Federation of Family History sources and a very good Societies conference, A flight subject.’ of yesterdays, held at Loughborough University in Comment from a visitor to the Walter August 2004. The conference Tull exhibition, made in the comments book was organised by the Federation to mark its ‘Congratulations.The Family 30th anniversary Records Centre is an example to us all of how to run an office with professional attention to detail without losing the personal touch.’

Letter from a visitor, September 2004

‘Excellent talk on Internet searching and fabulous list of websites. Most useful.’

Comment from an attendee at a beginners’ talk on the internet, made on a feedback questionnaire

30 ANNUAL REPORT 2004–2005

New strategies and services

We recognise that academics are strongly represented among our most frequent users, and that their work requires them to use large numbers of documents. In addition, the quality of the services we offer has a direct and significant impact on their professional standing and career. Often they are crucial partners in gaining funding for development projects that ultimately benefit all A resource for our users.

The Services to Academics academic and Strategy agreed this year sets out a detailed development programme. This will enable us to find out the specific requirements professional of our users from academic institutions and build closer links with universities and other historians institutions in order to spread understanding of the range of our holdings and the online services Both in this country and overseas, academics are we offer. among our most important users. The records we Our allied Research Strategy is hold are an essential resource for historians, and for designed to strengthen the research culture of The National scholars in many allied disciplines as well. Archives and to ensure that the research projects we undertake meet our corporate objectives. In This year we have developed new strategies designed to this respect the conference, improve and strengthen the services we offer academics ‘Unleashing the Archive’, held with our strategic partner, the School and to increase awareness of the range of our holdings. of Advanced Study, University of We continue to build partnerships with other academic, London, in November 2004 was a seminal event. It brought together professional and research institutions and to offer a for the first time in the United wide range of events, conferences and publications to Kingdom a variety of scholars to discuss the contribution archives help students, academics and professional historians make to societies over time. This source the information they need. they did from the varying perspectives of artists, classical and medieval scholars, A fun and practical online palaeography tutorial that helps people to read contemporary historians, lawyers, old styles of writing more easily. journalists, biographers and

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novelists, as well as of colleagues VI, which enquire into lands Heritage Lottery Fund in the library and archive worlds held at death, to discover who are engaged in archival income and rights due to the • Catalogue of Caribbean colonial research in its widest sense. crown correspondence, 1740 to 1926 • Calendar of Patent Rolls, • Catalogue of Inward Passenger One important outcome of this recording letters patent, for Lists, 1878 to 1960. conference is the establishment of Elizabeth I’s reign a National Archives lecture series • Handbook of sources for naval We also continued to strengthen – the first lecture will be given history. our links with the Institute of during 2005 – and accompanying Historical Research and the seminars on particular aspects of Economic and Social libraries of the various institutes this research field. The Master of Research Council of the School of Advanced Study, the Rolls, who chairs the Advisory University of London. Council on National Records and • Catalogue of non-clerical Archives, will also act as chair of taxation records for Wales, Academic the lecture series and events. The 1291–1689 journal Archives will publish • Handbook and Select Calendar conferences and contributions for a wider of Sources for Medieval Ireland in audience. the National Archives of the talks United Kingdom by Paul Our full programme of talks and Dryburgh and Brendan Smith in conferences was enjoyed by Partnerships conjunction with Four Courts academics, students and general Press, Dublin. This is a with other readers with an enthusiasm for collaborative venture with history alike. These occasions are institutions Bristol University. designed to provide expert This year we have maintained The replica gold seal of Francis I, updates on the latest thinking and important funding partnerships for used at the conference on research and to provoke cataloguing and digitisation 'Anglo–French Relations since the stimulating discussion. This year’s projects with the Arts and late 18th century' that conferences and events included: Humanities Research Council, the commemorated the centenary of • a highly successful conference Economic and Social Research the Entente Cordiale. on ‘Anglo–French Relations Council and the Heritage Lottery since the late 18th century’ to Fund. These include: commemorate the centenary of the Entente Cordiale, which we Arts and Humanities organised in co-operation with Research Council the British International History Group. Besides a • Catalogue of Ancient series of stimulating Petitions to the papers, we presented a crown, parliament range of documents and officers of state, from our holdings, from Henry III to which we later showed James I to a group of visitors • Catalogue and from the Anglo–French digitisation of Fine Society. Rolls for the reign of • a conference on Henry III, which record implementing Freedom of offers to the crown in Information legislation for return for royal favours historians, held at Senate • Calendar of Inquisitions Post House, University of London. Mortem for the reign of Henry This was an opportunity for

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historians to learn more about Digitisation’ at Medway appreciate the range of other the Freedom of Information Act Archives. important national and local and its potential impact on archives: the National Archives of their work, and included a Scotland, the Public Record Office keynote speech by Baroness Helping students of Northern Ireland, and the many Ashton, Parliamentary Under access resources county record offices. Secretary of State for Constitutional Affairs. The National Archives is a rich Our academic inductions are • a workshop on our Caribbean resource for historians. But with so designed to help postgraduate and Heritage project. This provided much material available, students final-year undergraduate students an overview of the holdings of can find it hard to track down the – some of whom will become the records relating to Bermuda, information they need. Many do historians of the future – and their Grenada, Jamaica, and St Lucia. not realise the extent of our tutors make the most of The • a map training day for members holdings, and also do not National Archives. This year we of the Society of Archivists, at which staff introduced to Engaging with students archivists and conservators the wide range of map holdings, and We are delighted to welcome One of our volunteer provided an insight into new undergraduate volunteers from cataloguers from the University conservation techniques. Kingston University, of Surrey recently made a very Roehampton University and the exciting find: an extremely Our expert staff also gave talks, University of Surrey, and detailed inventory, in the form seminars and papers to a variety thereby strengthen our links of several books, of the estate of audiences. These included: with the higher education of Sir Robert Walpole, Britain’s • two papers on ‘Power and community. The students find first prime minister, among our Authority in Late Medieval their involvement a positive Chancery Masters’ Accounts. England’ at the 39th experience. Besides gaining Such a detailed account was International Conference on valuable workplace experience, known to have existed, but not Medieval Studies in the USA they enjoy the opportunity to its location. The inventory • a paper on our documents handle original documents and includes details of Walpole’s art relating to the history and sample some of the challenges collection, which was sold after development of the Welsh of cataloguing work. his death to Catherine the Settlement (Y Wladfa) in Great to pay some of his debts. Patagonia from 1865, at the The subsequent public outcry Second Conference on the was one factor that led to the Welsh Colony in Patagonia at establishment of the National Puerto Madryn, Argentina Gallery. The inventory also lists • a paper on the seals database at the prices for which the the International Council of pictures were sold. Archives in Vienna • a paper – ‘A Nest of Smugglers’ – on customs evasion in London at the outbreak of the Hundred Years War at the Harlaxton Medieval Symposium • a talk on ‘The British in India’ at the Federation of Family History Societies Anniversary Conference at Loughborough University • a talk on ‘Photographs and

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held 31 onsite inductions and six We also sent to press the text of a more offsite, attended by well new Calendar of State Papers over 1,000 students in all. Domestic Anne 1704–05 (the previous volume for this reign was published in 1925), and a new Academic and edition of Edward Higgs’ standard specialist textbook, Making Sense of the Census Revisited, was co-published publishing with the Institute of Historical Research. During the year we established four advisory panels of eminent British and American scholars to advise on our publishing strategy. Their brief extends beyond traditional hard-copy publications to electronic publishing and cataloguing and digitisation projects.

This year we published three significant medieval titles: • English Government in the Thirteenth Century, edited by Adrian Jobson, makes more widely available the proceedings of an important conference held at Kew in 2002. • Calendar of Inquisitions Post- Mortem volume XXIII, edited by Claire Noble, was published in partnership with Boydell and Brewer. This is a further volume in the revived series of calendars of inquisitions post- mortem, a key source for 15th- century studies, funded by the Arts and Humanities Research Council. • Handbook and Select Calendar of Sources for Medieval Ireland in the National Archives of the United Kingdom (see page 32).

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E-learning – from Henry VIII’s courtiers to 19th-century radicals This year the Learning Curve, our award-winning website (www.learningcurve.gov.uk), had a complete makeover. The attractive new design makes navigating around the site much easier and we have developed new help Inspiring the sections and improved indexes. New content includes: • an innovative exhibition on the historians of Great War for Key Stage 3 and 4 pupils, launched on Armistice Day. This uses unique evidence – tomorrow documents, films and photographs – to help students develop their understanding of, The raw material of history – the documents that and views about, the conflict. • an imaginative interactive reveal what people thought, said and did during some exhibition on the Tudors for Key of the most significant events of our past – never fails Stage 2 pupils, developed in partnership with the Victoria to enthuse and inspire young historians. The National and Albert Museum. This Archives is now a widely respected and well used combines National Archives documents and objects from resource for history in schools and colleges. Teachers the V&A to explore six major and their students can find a wealth of imaginative themes of Tudor history. The exhibition is unique in this support, linked to the National Curriculum, online in curriculum area, where there is our Learning Curve website and at the varied a huge shortage of online teaching resources for younger programme of workshops, events and visits we pupils. organise at Kew. • additional material in Power, Politics and Protest. This exhibition examines the development of political rights in 19th-century Britain through original historical documents illuminating the activities and views of all the main protest movements, from the Luddites to the Captain Swing rioters, Key Stage 2 pupils get to feel what it was like to live in Tudor times, after the Chartists to the investigating original documents from the period of Henry VIII. Suffragettes. 35 ANNUAL REPORT 2004–2005

• a lesson-sized ‘snapshot’ activity on evacuation to Shropshire during the Second World War. This was done in collaboration with the Shropshire Routes to Roots project, funded by the Advantage West Midlands Libraries Challenge project and Shropshire County Council. This type of partnership with regional organisations brings us wonderful opportunities to develop the diversity and local relevance of the Learning Curve. A behind-the-scenes tour gives A level students a chance to see the full scale and scope of our collections. All this makes for a highly successful resource, as the displayed a copy of Domesday increasing use of the site shows. Educational Book on our stand alongside our This year page impressions online materials. Showing pages visits increased by almost 900,000 to from the book helps children who The number of school and college nearly 6.9 million, and the number cannot visit us at Kew to groups taking part in our National of users rose by almost 36 per understand its historical Curriculum-based workshops rose cent to just over 800,000. Perhaps importance. again. This year 311 groups – over most significant of all, no less 7,000 students and their teachers, than 19,000 other websites The Learning Curve was also from the first year at primary provide a direct link with the represented at The Schools school to sixth form classes – took Learning Curve. History Project conference in part, either onsite or via Leeds, where we ran a series of videoconferencing. We recruited Serving teachers workshops. We also gave talks at a an additional education officer to variety of venues from City help us meet the increasing The Learning Curve is now Learning Centres in Sheffield to an demand, and can now available as a broadband site for international conference in Oslo. accommodate up to three groups use by schools. The South East Grid a day. for Learning funds the hosting of In a survey this year, history the site, making it freely available teachers voted the Learning Curve The project we announced last for schools to access Learning as the most significant ICT year to record and analyse the Curve materials via a high-speed resource in terms of its impact on socio-economic and ethnic connection. We are the first teaching. We came in equal top breakdown of the schools organisation in the cultural sector place alongside digital cameras, organising visits has produced to offer this service. and were ranked ahead of all other interesting results. Using data websites and software products. from Ofsted reports, we found We featured the broadband site And in December the Guardian that, during the first quarter of when, in partnership with the named Learning Curve one of its this year, in 60 per cent of schools South East Grid for Learning, we ‘Top 100 Most Useful Websites’. visiting us the number of pupils exhibited at BETT 2005. This This praise, coupled with the receiving free school meals was annual event to promote the use positive feedback we regularly above or significantly above the of ICT in education was an ideal receive from our users, national average. Similarly, in forum to show the new Learning demonstrates that we continue to 74 per cent of visiting schools the Curve content to an enthusiastic meet and exceed our audience’s number of pupils from an ethnic audience of educators. We expectations. minority background was above

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or significantly above the national average. We will continue to Quotes from visitors this year: monitor these figures as part of our commitment to ensure that ‘Thank you so much for this National Archives. It certainly we reach out to a wide range of morning’s experience … encourages one to return. … schools and students from across afterwards many [students] The National Archives provides the country. came up to me and said how a fantastic environment in much they enjoyed it. I really which to conduct research.’ thought it was brilliant! …I The workshops cover a wide range Feedback from an A level student on of topics: the Victorians, would really like to do this again an A Level Masterclass Domesday Book, slavery, the First with you next term … London is World War and Bloody Sunday. A a long way away for us, and you ‘Following a Personal Study new initiative this year was three really brought it to life.’ workshop in 2003, Orton online study packs linked to our Feedback from a school in Wales on a Longueville School A2 History most popular workshop topics. Suffragette videoconference workshop students went on to achieve These contain valuable record results in the Individual background material to help ‘When you were talking to us Assignment module of their teachers prepare their students for about the young children course, with two achieving their visit to Kew, and also help to going to prison, I was surprised maximum marks of 90/90, and increase awareness of the wealth … I never knew that Victorians six receiving marks in the of resources available on the wore colourful clothes with 80–89 range.There is no doubt Learning Curve website. lots of layers.’ that the work achieved at the

Feedback from pupils who had taken [National Archives] workshop, ‘Virtual visits’ part in a Victorian Key Stage 2 coupled with the enthusiasm workshop and expertise of your staff, Videoconferencing is proving contributed greatly to the an increasingly important way ‘I found it particularly students’ success.’ of reaching out to schools rewarding to find out how easy Feedback from a school attending an A across the UK, enabling them it is to access documents in The Level Personal Study workshop to study our documents and take part in the same Our A Level workshops continue schools. These are invaluable in activities, just as if they were to prove extremely popular. These raising awareness of our resources visiting in person. This year 30 offer students a chance to carry and helping us to reach out to per cent of the workshops we out research on original new users. We also hosted the delivered used documents and to develop their Independent Association of videoconferencing technology, skills at analysing original sources. Preparatory Schools History supported by the new Schools from as far away as Devon Teachers’ conference in February videoconferencing facilities we and Sheffield visited us to take 2005, at which over 60 teachers installed this year. Once they part in sessions on such diverse enjoyed a variety of practical link with us in this way, many topics as chartism, decolonisation workshops. schools make our workshops and the Russian revolution. In an integral part of their partnership with Villiers Park teaching. One school in Educational Trust, Cambridge, and Suffolk who made contact the University of East London, we with us in September had continue to offer very popular booked 12 workshops within a A Level masterclass study days. couple of weeks! Most of our workshops, including those for This year we offered three training A Level students, adapt very days for teachers at Key Stages well to the videoconferencing 2 to 5, as well as training days for format. groups of teachers from individual

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Reaching new Marketing strategy audiences An important development this year was the publication of Open to All, our new Marketing Strategy The National Archives holds the records of the nation’s for 2005–07. This document unites all our marketing develop- history – and that history belongs to all of us. We are ments in a coherent programme constantly seeking new ways of reaching new aimed at making us a truly ‘national’ archive. It focuses on audiences and of ensuring that we are accessible to • increasing and improving our everyone. range of digital services • actively promoting our work to new and younger audiences Specially targeted projects – online, onsite and in the • creating a global search engine to enable users to search all our community – increase the number of people who use collections simultaneously and enjoy our resources and services. They in turn • digitising many more records including pictures and films, and enrich the records with their own stories. • establishing more commercial partnerships to help to open up record series that are not part of our own digitisation programme. Community projects

This year was one of real success in reaching out to different groups. A record-breaking 32,000 people visited the Museum or Decision Day! Participants from the 'There Be Monsters' project present attended events, and our websites their design ideas to our committee. logged nearly 160 million page

38 ANNUAL REPORT 2004–2005

views. Our efforts were boosted, Our visitor survey showed that the underground with the Prime of course, by the success of the Day was a great success and was Minister should the event have BBC Two series Who Do You Think enjoyed by almost everyone. It occurred. You Are? in the autumn, but also revealed that for most of our improved marketing and publicity visitors (86 per cent) this was their The Secret State was launched for our varied events – and the first trip to The National Archives. with a lecture by Peter Hennessy inherent interest of the programme Many people suggested attended by 200 guests. Sir David – made an important contribution. future events. One very useful Omand, Permanent Secretary and comment was: ‘Please arrange Security Intelligence Co-ordinator Caribbean Family more events like this so many at the Cabinet Office, chaired the History people can have access to the event. information here; some people do Our main outreach event was a not know they would be welcome.’ Movers and Shakers: Geoffrey Caribbean Family History Day. This Chaucer to Elton John provided a was a new venture for us, and a human dimension to our national highly successful one – we could Exhibitions and treasures by looking at the people have filled double the places events behind the documents and available. The aim was to showing how they contributed to encourage families unfamiliar with This year’s exhibitions generated our lives. The exhibition ranged archives to start researching their much media interest and made a from famous figures such as King Caribbean heritage. For adults and real contribution to public debate Henry VIII and the scientist Francis older children we held a range of on contemporary issues. Crick to less well-known but introductory talks – on the black equally influential people, presence in Britain, tips on The Secret State opened in April including Cecily Neville, the interviewing relatives, and sources to a blaze of publicity. Curated by mother of Richard III, and at The National Archives – while Whitehall expert Professor Peter Gertrude Bell, the traveller and younger children enjoyed writing, Hennessy, it presented a behind- archaeologist. Features for children art and storytelling workshops. We the-scenes picture of the corridors included scenes from medieval, also featured one man’s personal of power as the Government faced Tudor and Restoration life, account of his research journey the possibility of a nuclear attack opportunities to dress up in through his Jamaican heritage and during the Cold War.The historical costumes and a family back to his West African roots. exhibition drew together trail. previously top-secret documents In the run-up to the event, the showing how ‘the bomb’ was built, This year’s Open Day had a Day appeared in first place on web what the British Government ‘1940s’ theme to mark the 60th searches for Black History Month. actually knew about the Russians, anniversary of D-Day. Events and who would have gone included storytelling for families, hands-on activities with 1940s A packed audience queues for a welcome taste of the Caribbean! clothes and a chance to sample wartime recipes. Uncut footage of the Normandy landings and some fascinating propaganda films were shown, and visitors were able to meet and talk to veterans from The Royal Star & Garter Home in Richmond.

Events to commemorate Armistice Day included a performance by a costumed interpreter and a lecture by

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‘There Be Monsters’

Since February 2005 a Avis, one of the group that came magnificent sculpture has to Kew, said: ‘The project has occupied pride of place at the provided all kinds of wonderful entrance to The National opportunities which will make Archives. This exciting new us very much more able to cope piece of art, funded by the with all kinds of commissions in Heritage Lottery Fund, is the the future…. I have found this culmination of a successful project absolutely thrilling and I community partnership with am filled with boundless Workshop & Company, which is enthusiasm.’ part of the Central and North West London Mental Health Dr Peter Carter, Chief Executive NHS Trust (CNWL). The project of CNWL, commented: brought people with mental ‘Designing and producing health problems to Kew to look This initiative was a new artwork for a public space has at some of the ornate 17th- departure for us: the first time had a highly positive effect on and 18th-century maps and we had received support from the members of the team and atlas's we hold. Inspired by the Heritage Lottery Fund for a we have seen vast these documents with their community-based arts project improvements in the wealth of illustrations of and our first collaboration with confidence of some service mythical creatures, they a new client group. Workshop & users. We are delighted that The fashioned a 1-metre mosaic Company, our partner, provides National Archives selected globe depicting the world in work rehabilitation projects for CNWL to be involved in such an 1698 when, many people people from West London who exciting project.’ believed, the seas did indeed have experienced mental health harbour monsters. problems.

40 ANNUAL REPORT 2004–2005

Moving Here

Our Moving Here website Here community projects; the were recorded on the website. (www.movinghere.org.uk) website now features 28 explores, records and illustrates projects in all. These projects Throughout the year, Moving why people came to England help to build computer Here facilitated a series of over the last 200 years, and confidence, improve literacy training sessions organised by what their experiences were skills and bring an added the regional divisions of the and continue to be. Although understanding of the Museums, Libraries and Archives the main focus is the experience of migration to the Council to introduce the Caribbean, Irish, Jewish and website. In the words of the website to librarians. The South Asian experience, the site group leader of the Lithuanian touring exhibitions are reaching is growing all the time. Supplementary School in libraries, adult education Nottingham, working with centres and school groups In the year since it opened Moving Here ‘gives people real around the country. Moving Here has firmly pride in their community and a established itself as the main sense of place and belonging’. In support of this unique online resource for documents resource of migration history, and personal stories relating to At the London Mela, a the Heritage Lottery Fund migration. More and more celebration of South Asian awarded the Moving Here people are using the site – the culture, Moving Here recorded a partnership, led by The National number of page views increased snapshot of 270 journeys and Archives, a major grant of by 36 per cent over last year, memories of coming to £772,000. This will be used to and multiple visits rose by 68 England. Bradford Industrial develop online national per cent; 38 per cent of the Museum has included a curriculum teaching materials visitors who completed the dedicated Moving Here in geography, history and online survey were from terminal in its You Are Here citizenship and to run major minority ethnic groups. gallery, and Weston Park community projects in five Museum in Sheffield is planning English regions designed to At the start of the year we a similar facility later in 2005. create new material on launched ten more Moving By March 2005 472 stories migration experiences.

A visitor to the 2005 London Mela uses our map to trace his family journey to England. Moving Here has mounted about 270 snapshots and memories of people’s journeys to settle here. The event was held in Gunnersbury Park, west London, in August 2004; 65,000 people enjoyed a feast of South Asian culture and heritage.

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Professor David Stevenson of the In 2005 the Archive Awareness We are also consulting on setting London School of Economics and Campaign will continue to target up positive action traineeships in author of a new groundbreaking new audiences – especially school archives skills. In a pilot archival study of the First World War. In pupils, university students, and internship project with University December we organised a poetry members of black and minority College London, we are providing workshop for families on the 1914 ethnic groups – through events 10 months’ pre-course experience Christmas truce. and publicity and by developing for a student on its postgraduate new relationships with external course in archives and records We also improved security in the organisations under the theme of management. We hope that this Museum by installing ultrasonic ‘Beginnings’. One major event is a pilot will help us open doors to detectors in the permanent short story competition for population groups that are display cabinets. These are also schoolchildren which will use currently poorly represented in the used for temporary exhibitions. archival material as the inspiration archival profession. for creative writing. Archive Our User Advisory Group continues e-newsletter to provide useful support and Awareness feedback in relation to social inclusion issues on our catalogue The number of subscribers to our Campaign improvement programme, especially monthly e-newsletter is now its usability and the suitability of The continuing Archive Awareness almost 100,000 – up from 75,000 the descriptions. In June 2004 the Campaign, which we run jointly at the start of the year, a tribute Group held its first event, ‘Out of with The National Council on to the growing interest in archives. the Past: Stories from the Archives’, Archives and the Museums, The newsletter continues to be an to promote the publication of Gay Libraries and Archives Council, extremely effective and popular and Lesbian History at the National aims to engage new audiences and way of keeping in touch with our Archives: an introduction.The under-represented groups across users and supporters worldwide novelist Sarah Waters spoke on the the UK. Every autumn local and and bringing them up to date with fictional reinvention of the often- national archives, large and small, news about document releases, invisible history of lesbians and gay public and private, open their events, publications and online men. The resulting publicity doubled doors to hold special events services. Our history-based take-up of the leaflet and drew celebrating the wealth of archival competitions and promotions attention to the digitised treasures. remained popular. One prize – a documents that can be downloaded day’s research into family history free from Documents Online. The The success of Routes to Roots, by Nick Barratt, the resident Group is now planning a Reader’s this year’s campaign, was boosted family historian on Who Do You Guide to Sources on the British by a partnership with the BBC Think You Are? – attracted a record Abolition of the Slave Trade to mark linked to the Who Do You Think number of entries. the 200th anniversary, in 2007, of You Are? programmes. Over 500 the passing of the law prohibiting open days, lectures, exhibitions the slave trade. and family days took place in Social inclusion archive organisations across the action plan Access to Archives UK. Archives across the UK reported a surge in visitor This year we began to implement Use of the Access to Archives numbers and enquiries about the priorities of the Social (A2A) database (see also page family history as a result of the Inclusion Action Plan for The 53) continued to increase series. Our particular contribution National Archives. We are during the year. The online at Kew was the BBC London reviewing the ways we collect questionnaire for new users Family History Day in December, statistics about our users in order shows that 44 per cent of organised with BBC Radio London to ensure that we identify groups A2A’s first-time users had not (see page 28). at risk of social exclusion. previously used archives at all.

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Licensed Internet Associateships

Our Licensed Internet Associateship Programme, launched in December 2002, aims to identify partners who can help us to provide the widest possible access to our records via co-branded online services.

By ourselves we cannot digitise all the records we would like. This scheme enables us to use private- Developing sector resources to make certain popular record series available online, so fulfilling our commitment business to making the widest possible range of records available online. The sale of records on jointly branded sites opportunities generates valuable revenue for us. Our associate retains full responsibility for developing and operating the services, including Our vision for The National Archives is to become ‘the digitisation and transcription costs first place you think of for history’: an essential resource and technical and customer support. We promote the records for the increasingly large UK audience for history. This through links from our website and year saw a significant advance with the launch of our explanatory leaflets. All Licensed Internet Associateship services are first major business partnership. Three 19th-century accredited to The National Archives censuses are now available online, enabling researchers and are licensed to carry our logo as a mark of quality. and family historians to access this highly important resource for a modest fee. In December 2004 we launched the first such service with MyFamily.com, which trades in the Our commercial activities generate useful revenue for UK as Ancestry. For the first time, fully searchable indexes and scans The National Archives. Equally important, by providing of original documents from the content to publishers, designers, broadcasters and 1871, 1881 and 1891 censuses for England and Wales are available internet companies worldwide, they are a key method by on our website (see page 25). which we promote ourselves and our holdings. This exciting initiative has made it The first of our Licensed Internet Associateships was launched on 1 even easier for people to trace December 2004 and is operated by MyFamily.com Inc. on its Ancestry.co.uk their families online. It is also a website. It offers free searches of individual census databases for England landmark development in terms of and Wales, 1841–1891; access to the digital images is provided on a pay- accessibility and inclusion. The per-view basis. ease of online access makes

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census research a truly national – Commercial sales and loans of images even international – experience, open to anyone anywhere in the Our image library has continued properties, and documentary UK and the world. to license the use of our images makers such as 3BM, Mentorn to a range of commercial clients, Films, Tiger Aspect Productions This year we launched the second including book and magazine and Wall to Wall produced phase of the programme to seek publishers, television companies, programmes in which partners to put online the merchandisers and giftware documents from our holdings passenger lists of people leaving the suppliers, and to supply high- were discussed. In the USA, UK by sea between 1890 and 1960 quality copies of our images Kurtis Productions used copies of (class BT27) and the documents of for individual customers. In all, documents from the High Court First World War soldiers in the WO the image library handled of Admiralty files in a 363 and 364 classes. Detailed approximately 800 paid orders documentary on Captain Kidd, negotiations were in progress at the last year, with requests ranging the pirate and privateer. end of March 2005. from a single image to several hundred. During the summer we produced a new brochure for the image Licensing and Many major publishers, including library with 60 images, and a new merchandising The Folio Society, HarperCollins, CD-ROM with over 700, to Penguin and Weidenfeld & coincide with the relaunch of the The design community continues Nicolson, used our images in image library’s pages on our to draw inspiration from our their books, often also relying on website. All these initiatives pictorial holdings. Our images our expert staff to research the enable us to showcase our appear on merchandise of many images they required. English stunning holdings to greater different kinds, including Heritage and Historic Royal effect and have resulted in a chocolates and confectionery Palaces requested copies of plans significant increase in commercial from Past Times and aprons and and documents relating to their interest in our images. tea towels from Cally and Co. We also have licensed National Archives images to Create-a-Gift Data licensing services to their customers. Several for use on a website that allows new licences were concluded this customers to create calendars, gift Our licensing policy is to make our year: with Cenquest for the cards and other stationery. material available as widely as 1841–1891 censuses for Wales; possible. We have continued to with the Oxfordshire Family History Once again we were present at develop relationships with Society for the 1841–1891 the Brand Licensing Fair in publishers and data providers who censuses for Oxfordshire; and, October 2004, and are now use images of our genealogical perhaps most notably, with pursuing the 100 expressions of records on a non-exclusive basis to 1837online.com for the 1861 interest we received. provide both online and CD-ROM census.

Vintage advertising images used on chocolates produced by House of Dorchester for Past Times. They feature Victorian and Edwardian advertising posters from The National Archives COPY1 collection, reproduced under licence.

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Digital preservation

Our digital archive preserves selected electronic records of government; the records of royal commissions and of several high- profile public inquiries; digital images of development plans for Whitehall in the late 1860s and the 1970s; and departmental websites. Original electronic records were created in an enormous variety of formats, including office-suite documents, A resource for applications, databases, virtual- reality models and audio-visual material. In addition, we digitise future generations and index the most popular paper records to provide online access through Documents Online. Our records are essential source material for One important accession this year understanding and interpreting the collective national was the electronic records of the story. A central part of our work is to ensure that they public inquiry into the sinking of the bulk carrier Derbyshire in remain a resource for future generations. Old and September 1980. (The Derbyshire increasingly fragile paper and parchment materials need is the biggest British-registered merchant ship ever to have been to be stored in carefully controlled conditions and, if lost; 44 people died.) The records necessary, restored to permit public use. We are also of the investigation into the tragedy include 128 hours of developing new ways of preserving digital records – web underwater video footage and a pages, multimedia resources, databases – for the benefit video reconstruction of the events leading to the sinking. This of future generations. represents the largest single accession of electronic records to date.

This year we made the contents of the digital archive system available on the terminals in our reading rooms and cyber café at Kew. Visitors can search and view the records of the system free of charge, and order electronic copies for a small fee. The National Digital Archive of Datasets and our archive of UK government websites are already freely

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Award for The National archives.gov.uk/preservation/ renew the contract for a further Archives webarchive/?source=ddmenu_ three years until March 2008. search5 We were delighted and We have continued to develop honoured to be awarded the We are one of the founder PRONOM, our File Format first-ever Digital Preservation members of the UK Web Archiving Registry. PRONOM provides a Award in June 2004. This new Consortium, which was launched database of information about the award, funded by the Pilgrim in June 2004. The consortium, technical components required to Trust and the Digital whose other members are the access electronic records, and is a Preservation Coalition, British Library, the Joint vital element of our digital recognises leadership and Information Systems Committee preservation service. This year we achievement in digital (JISC), the National Library of made it available on the internet preservation. It was presented Scotland, the National Library of as a resource for the international by Loyd Grossman at a Wales and the Welcome Trust, is community. The database has ceremony at the British Library. developing an innovative system been significantly enhanced to for archiving key websites so as to provide greater flexibility and to ensure that invaluable scholarly, allow much more detailed cultural and scientific resources technical information about available on the internet; next remain available for future individual file formats to be year we also plan to make the generations. The consortium will recorded. We have also developed records in the digital archive run for an initial period of two a software tool to identify file available online, allowing access to years, during which approximately formats automatically. This is our readers around the world. 6,000 websites will be collected being made freely available to and archived. This initiative will download from the our website, Archiving provide us with an in-house web and can be automatically updated archiving capability, which will with the latest information from government allow us to respond rapidly to PRONOM. websites changing world events and to develop thematic collections with In a separate project, funded by We continued our pioneering work our consortium partners; these The Joint Information Systems to archive government websites will complement the resources we Committee, we are working with this year. Our partners are the regularly collect via the Internet partners including the University Internet Archive, the world leader Archive. of Southampton and the British in this field, which has preserved Library to integrate the PRONOM much of the world wide web since The National Digital Archive of file format identification tool with 1996. We have an ongoing Datasets (NDAD) is one of our the Eprints digital repository agreement with them to harvest major stores of electronic data. It software, which is used in over and preserve 55 government holds datasets (records managed 130 institutions worldwide. This websites. Since this programme by a computer system and usually will allow other organisations to began in September 2003, over presented in tables) produced by benefit from the innovative work 13 million web pages have been central government from the we are undertaking in this area. collected; the collection is growing 1960s onwards. This valuable at 250,000 pages each week. resource of statistical information During the year we started work We also acquired a copy of the is of great interest to social on several new research projects Internet Archive’s unique scientists and statisticians and is in partnership with a number of collection of 3,500 UK available online together with universities. These are designed to government websites, which dates substantial supporting material. develop innovative tools and back to 1996. These historic The University of London methodologies in the field of websites now form an integral Computer Centre has managed digital preservation, including new part of our website, and can be NDAD since its inception in 1998, methods for assessing risks to accessed at http://www.national and we were pleased to be able to digital collections. Funding comes

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from JISC. We are also contributing digital archiving expertise to the evolving International Standards Organisation (ISO) standard on security requirements for archiving electronic health records. Traditional conservation

During the year we undertook several important collaborative conservation projects, and also, after conservation treatment, Delegates experimenting with instructional material presented at the made accessible a number of 'Leonardo Seminar', an EU-funded project hosted by The National records that could not be used by Archives. our readers because of their physical condition. For example: between Queen Elizabeth I and We undertake, facilitate and • We completed a technical the Dean and Canons of St promote research to assist examination and conservation, George’s Chapel, Windsor, decision and policy-making in in collaboration with the Textile concerning the 13 poor knights. areas that affect the stewardship Conservation Centre at the • We launched the ‘Acorn of the collection. Our current University of Southampton, of a Project’, which aims to raise priority is to develop a materials 16th-century indenture awareness of the unique range science research programme for of patented designs – for parchment, modern materials such Preservation strategy ornaments, fabrics, furniture, as plastics, and digital preservation As part of our long-term wall coverings, sculptures, designed to improve our preservation strategy for broaches, buckles, buttons, understanding of the different electronic and traditional shoes and so on – in our materials found in the collection materials, we commissioned holdings of Board of Trade and how they degrade. We have Dr Robert Waller of the records. Treatment involved also established a materials Canadian Museum of Nature, conserving and microfilming testing programme and a historic whose expertise in risk a representative piece database of materials. To support assessment is acknowledged (BT 43/68) as a pilot for other these projects we are working worldwide, to help us develop material in this collection. with partners in the Netherlands a risk assessment model for • We also made available to and Denmark. In addition, in use with our buildings and readers a number of records collaboration with the National holdings. The aim is to help us that had been withdrawn Archives for Scotland, we agreed to establish priorities in because of their poor physical to support a conservation research resource allocation in condition. Among these were fellowship at the School of preservation and to ensure the four water-damaged Ships’ Optometry and Vision Science at best standards of care of and Muster books 1688–1808 (ADM Cardiff University. continued access to the 36) and several pieces in the IR collection. We have already 30 (Tithe Commission and Representation on external started examining so-called Successors maps) and E179 preservation bodies helps us shape ‘type 1 risks’, i.e. rare but series (The Exchequer King’s policy, share skills, and learn from catastrophic risks such as Remembrancer c.1190–c.1690) colleagues in the same field. earthquakes and flooding. which had been damaged Senior members of staff continue through heavy use. to serve on:

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Preservation copying We continued our programme of copying our most popular records and making the copies available on microfilm readers in the reading rooms or online. This enables us to preserve the originals, to deliver a faster and more cost effective onsite service, and to provide worldwide access to many records.

We microfilmed 517 documents, consisting of just under 300,000 exposures. They included several series much in demand from family historians: • Royal Hospital Chelsea – soldiers’ service documents and pensioners’ records, 1855–1872 • Records of the Office of Registry of Colonial Slaves, 1817–1832 • Admiralty Service Registers, 1774–1886. • the Board of the National paper, supported by the EU’s Preservation Office and its Leonardo da Vinci vocational We also made digital copies of Preservation Advisory Panel training programme 82 individual documents in • the Council of the Society of • training days on maps and on high demand, consisting of Archivists and various preservation awareness, in some 66,000 images, and committees conjunction with the Society of added them to Documents • the Education and Research Archivists Online for internet access. Committee of the new Institute • the Partners Meeting of IDAP Consulting digital copies is of Conservation. (Individual Damage Assessment free onsite but attracts a of Parchment). In this EU- significant income from One staff member co-edits funded project, we are working remote users. Digitisation PapierRestaurierung, a German with five higher education enables us to give rapid access conservation journal. partners from across the EU to to recently opened documents develop tools to assess the which are likely to attract We hosted several practical events degradation of parchment. wide interest, for example designed to share expertise in following media coverage, and conservation. These included: Two students, one from St Helena preserves the originals for • a technical workshop for and one from Italy, spent six future generations. conservators on water and months with us on internships.

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The new National Advisory Service At the end of 2004, the new Standard for Record Repositories was issued for the benefit of the archival community. This replaces the Historical Manuscripts Commission’s Standard for Record Repositories, merging it with the former Public Record Office Standards and Guidance for Places of Deposit for Public Records.The Supporting a wide Standard now constitutes the key benchmark to determine whether record repositories are able to meet best archival practice. It community of builds on the highly regarded Historical Manuscripts Commission Standard by covering archive constitutional, financial, staffing, acquisition, access and storage issues, and provides additional professionals coverage on digital material. The new Standard will form the basis for all the advisory, audit and Our new National Advisory Service is building on the inspection work which we carry expertise, experience and skills of our two predecessor out in relation to the range of existing archives, irrespective of organisations, the Historical Manuscripts Commission their legal status. Meetings to roll and the Public Record Office, to offer support and advice out the Standard to the archival community and to explain how it on the major issues confronting custodians of records. can be used to improve the archival These range from storage, cataloguing and access to health of the nation have been arranged for 2005–06. We will look acquisition and legislation. at the mechanisms for subscribing to the new Standard to ensure that as many institutions as possible work towards implementing it. We will also be seeking endorsement for it from key funding bodies in the grant-giving and academic funding spheres. Staff from our new National Advisory Service. The National Advisory Service unites the advisory services to public authorities, archivists, records The Standard for Record managers and private owners across the country previously offered by the Repositories is supported by the Historical Manuscripts Commission and the Records Management Advisory more detailed and specialised Service. guidance in the supporting

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Framework of Standards which we RecordKeeping magazine have drawn together; this is available on our website This year we brought together (www.nationalarchives.gov.uk/arch the bulletins and newsletters of ives/framework/standards/htm). the Historical Manuscripts Both will be kept under review, Commission, Records Management and the framework in particular Advisory Service and the Records will be amended from time to Management Department in a time as new best practice new publication, RecordKeeping. benchmarks emerge, particularly Published quarterly, RecordKeeping in the developing fields of allows us to tell our stakeholders electronic records management about progress at The National and digital preservation. Archives. Just as important, it is also a place where the archival and records management community Communications can raise awareness of issues and and advice developments affecting the sector. We will continue to develop the Communicating the full range of interesting mix of articles and our services and functions is very updates reflecting activity in important to us, as we can now the domain. bring the added value of all the ‘I very much enjoyed the first constituent parts of the National Initial reactions to edition of RecordKeeping. Advisory Service when advising RecordKeeping were very It was interesting and stakeholders. We recognise that it positive: informative, and an is vital that our traditional excellent way to share your audiences do not feel that their ‘I have found your new experience of some of the concerns are any less important to journal RecordKeeping problems that are facing us as we move forward in this new extremely stimulating and archives around the service and that they too will enjoyable.’ country.’ benefit from the rich pool of John Hodgson, Keeper of Lesley Ferguson, Head of expertise within both the National Manuscripts and Archives, John Collections, The Royal Commission Advisory Service and other Rylands University Library of on the Ancient and Historical departments of The National Manchester Monuments of Scotland Archives. We have created a new ‘I thought that the post specifically to deal with ‘I really enjoyed the first publication was excellent. It communications with a brief to was well-written, issue and think that this continue to develop ways in which informative and contained journal will be very useful we can more effectively engage an excellent summary of key for my students.’ with all our stakeholders. discussion topics.’ Miriam Meislik, Gillian Whichelo, Records Archivist/Photograph Curator, We have continued to service the Management Archivist, Royal Archives Service Center, University work of grant-awarding bodies by Borough of Kingston upon Thames of Pittsburgh, USA giving impartial advice to help ensure that available funding is well used in the national interest. One important development is the which previously provided staff to families and individuals who have transfer of the administration of undertake the work. come to us for advice. These the National Manuscripts include the Bodleian Library, Conservation Trust to our offices We have continued to support a Oxford; the Middle Temple; at Kew from the British Library, range of individual institutions, Queenswood School; SALIDAA

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(the South Asian Diaspora The National Manuscripts Conservation Trust Literature and Arts Archive); and the Centre of South Asian Studies In April 2004 the administration storage conditions. The applicant at Cambridge University. of the National Manuscripts must also be firmly committed Conservation Trust was to continuing good preservation successfully transferred from practice. Allocating the British Library to The archives and National Archives. During the year the trustees awarded nine grants, totalling manuscripts The original aim of the Trust £70,000. Among the manuscripts accepted in lieu has not changed: to advance they helped to preserve were: the education of the public by • A glossed psalter, c.1140, from of tax the providing financial the Chained Library of assistance towards the cost of Hereford Cathedral. The Chief Executive, as Historical conserving manuscripts which, • the Receiver Generals’ Rolls of Manuscripts Commissioner, in the opinion of the trustees, the bishopric of Durham continues to make are of historic or educational (University of Durham) recommendations about the most value. Members of the board of • the Rifeh papyri (Petrie appropriate repositories to which trustees are Lord Egremont Museum, University College archives and manuscript material (chairman), Mr Bernard Naylor London) accepted in lieu of tax can be and Mr Charles Sebag-Montefiore. • the Blairs Letters (Scottish allocated. This year Catholic Archives) recommendations were made in Record offices, libraries and • board minutes of the London the cases of the Brodie of Brodie owners of manuscript material Missionary Society (School of papers and the Sackville archive. that are exempt from capital Oriental and African Studies, The former was allocated to the taxation or owned by a University of London) National Trust for Scotland for charitable trust can apply for • two collections at the Royal retention at Brodie Castle. We funding. Academy of Music, including have also set up new procedures the McCann Archive, which for tendering our advice with the For a manuscript to be contains important music, transfer of responsibility for the considered, the public must have manuscripts and letters from allocation of accepted material reasonable access to it and it early 19th-century composers from the Department for Culture, should be housed in suitable and performers. Media and Sport to the Museums, Libraries and Archives Council (MLA), in the case of England and Wales, but with different MLA/Victoria and Albert Museum previous Historical Manuscripts arrangements for Scotland and Purchase Grant Fund on a number Commission and regional surveys Northern Ireland to reflect of grant applications. In 2004, 804 and further highlighted as a devolved power in these countries. lots or items were notified to 179 national priority in the report repositories as a by-product of of the Archives Task Force. Sales monitoring this work. Two independent funding bodies have now agreed to support this Our sales team continued to important work. monitor the sales catalogues of all Cataloguing major national manuscript dealers backlogs and to refine its procedures to Diversity monitor material offered for sale We explored the prospect of register on websites such as eBay. We used additional funding being made this information, which is held in available to tackle the archival Archives across the country, database form, to advise the cataloguing backlog revealed by ourselves included, are doing an

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increasing amount of work in the Documents Register, although are actively participating in fields of cultural diversity, social the work can only be achieved further initiatives. inclusion, and learning and gradually and through access. Using the strong regional partnerships with other Charities and links built up by the regional institutions to tackle the advisory team of the Historical remaining English counties. voluntary Manuscripts Commission, we During the year, a project started to compile information committee led by Royal Holloway organisations about projects and initiatives in University of London completed We met representatives of this area. We hope that the the automation of the entries for charities and voluntary organis- resulting diversity register will Surrey and Middlesex with the ations and members of the Charity become a valuable resource for help of generous support from Archivists and Records Managers our own staff and for archivists the Marc Fitch Fund. Group of the Society of Archivists generally. Our contacts with to discuss strategic archival organisations such as the Bernie Business matters. Discussions are continuing Grant Trust and the Institute of about the best way forward. International Visual Arts during archives our liaison and advisory work provided useful material for We convened two meetings in Support for the the register. response to the work of the National Council business records sector of the on Archives and The Manorial Archives Task Force. These round table discussions, as they became Public Services Documents known, brought together interested parties to work towards Quality Group Register a national strategy for business records. We nominated a In partnership with the Museums, We are making good progress on designated officer as a contact Libraries and Archives Council and computerising and automating point for enquiries about business other key archive bodies in the the remainder of the Manorial records thought to be at risk and UK, we continued to support the work of the National Council on Archives. Highlights of the NYCRO visit Council’s work this year include: • a programme of support for applications from the archive sector for lottery funding, through the Archive Lottery Advisor post • research on archive users on behalf of the Linking Arms consortium • developing standards and guidelines on digital preservation • running the annual quality forum and national survey of archive users through the Public Services Quality Group • working to support, promote and encourage film and audio National Advisory Service staff meet staff from the North Yorkshire visual archives and community County Record Office who visited The National Archives in January 2005. archives

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• overseeing the national annual conference in Glasgow in We also gave a presentation at a Archive Awareness Campaign September 2004 that presented to session on archive portals at the (see page 42). an archive audience for the first International Congress on Archives time the vision of the Semantic in Vienna: recognition that A2A is Web. A well attended seminar on an international leader. Encoded Archival the implications for archivists of Description the e-Government Interoperability The National Framework (e-GIF) was also This year we continued to support organised. Archives the development of Encoded Network Archival Description (EAD), the international data structure Access to It is seven years since the National standard for archival description. Archives Council on Archives (NCA) We use this key technology within proposed a joined-up archival our own online catalogue and the Although public access is the service with one point of enquiry Access to Archives campaign, and principal focus of our Access to as the logical development for it is increasingly seen as an Archives (A2A) campaign (see archives in the UK. The idea of a important component facilitating page 25), support for professional National Archives Network has the interoperability of information colleagues in archives, libraries and now won broad acceptance as the about archives internationally as museums remains an important realisation, in the archives world, well as nationally. A staff member part of the programme. of a strategic approach advocated continues to sit on the This year we focused on training by policy makers in government, international EAD Working Group contributors. In over 20 sessions by policy-making bodies in the as representative for the UK and across England we delivered archive community and by Ireland, and took part in a key training on national and professional archivists. meeting held in August in the international description and USA, which settled the group’s indexing standards. We also Already in 2005 there is more work programme for the next two provided guidance on submitting archival material available online years. The same staff member also data about, and links to, digital than our predecessors as recently sits on the Research Libraries representations of archives that as 1998 thought possible. Making Group’s international EAD Advisory will appear online in A2A. that material available from a Group and was heavily involved in Alongside this we continued to single easily accessible gateway developing its Best Practice support archives colleagues with through a National Archives Guidelines for EAD; this received day-to-day guidance and advice Network is one way in which the annual Society of American on project management, professional archivists can extend Archivists’ C F W Coker Award. budgeting, publicity and event awareness and knowledge of this organisation. wealth of resources and at the The same member of staff also same time work with new users presented papers about the UK We also continued development and develop new audiences for experience of EAD at this year’s work with the commercial archives. The concept of a single International Congress on Archives suppliers of the archival unified site, already familiar in Vienna and at the European cataloguing systems most through the National Register of Conference on EAD and Encoded commonly used by A2A Archives, Archon, A2A, the Archives Archival Context (EAC) held in contributors to ensure that the Hub and Aim 25, is the logical Paris last October. The National electronic catalogues created as development of the evolution of Archives also provides the Chair of part of the programme can be our archives and the foundation the Society of Archivists’ easily exchanged, thereby on which such a National Archival EAD/Data Exchange Group, which contributing to the interoperable Network will build. ran several events for archive and framework necessary for the related professionals. These future development of the Archivists from across the UK, included a session at the Society’s National Archives Network. including The National Archives,

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have been developing the The Community Access to Archives Project (CAAP) theoretical and technical standards that, by facilitating This one-year pilot project different heritage sectors will interoperability, enhancing designed to encourage social adopt the ‘Best Practice Model’. searching and promoting data inclusion and to take archives to exchange, will underpin the new audiences came to a We led and funded CAAP with implementation of a National successful conclusion in invaluable support from our Archives Network. They also assist October 2004. partners: West Yorkshire Archive archives professionals to maintain Service, Hackney Archives the visibility of online archive One of CAAP’s main outcomes Department, the National resources, emphasise the currency was a ‘Best Practice Model’ for Archives of Scotland, the and utility of archival standards, archives with step-by-step National Council on Archives, and support the processes of guidance and case studies on the National Library of Wales, archival cataloguing in an developing community online the Public Record Office of electronic context. The standards archive projects. CAAP also Northern Ireland, and are coded in various documents: investigated potential funding Commanet (‘the community the National Council on Archives’ for such projects so as to ensure archive network’). We are now Interoperability Protocol (2003, their sustainability. We hope seeking ways to build on this and currently being revised); the that other local or national invaluable initiative for the recent revision of the International archives and organisations from future. Council on Archives’ International Standard Archival Authority Record for Corporate Bodies, Persons and Families (ISAAR CPF); the newly available online UK Archival Thesaurus (UKAT); the implementation of version two of Encoded Archival Description (EAD); and the beta version of Encoded Archival Context (EAC). International activities

During the year senior staff attended several international Representatives of The National Archives, Hackney Archives conferences. These included the Department, Commanet, and the Kingsmead Community History annual conference of the Society Project with Geoff Taylor, Speaker of Hackney Council, at the launch of American Archivists and the of the Community Access to Archives Project in Hackney. International Congress on Archives, which the International achievements. As well as taking Authority File in the UK; and Council on Archives (ICA) part in many round table • appraisal: selection criteria and organises every four years. This discussions, staff gave sampling. event, held in Vienna in August, presentations on the following attracted 2,000 archivists from subjects among others: Under the auspices of the 100 countries and represented a • preserving electronic records, International Council on Archives major opportunity for us to including the appraisal and we made contact with the new develop our professional networks, preservation of websites; Director-General of the National keep up to date with innovation • managing microfilm collections Library and Archives in Iraq, with and best practice in other parts of in the age of digital imaging; the intention of finding out more the world, and showcase our own • developing a National Name about the situation there and 54 ANNUAL REPORT 2004–2005

providing increased support and model requirement (MoReq2) concrete practical assistance in for managing and preserving the coming year. electronic records and for the activities of new EU member A member of staff acts as states in this area at a major secretary of the Association of conference in Budapest in Commonwealth Archivists and October 2005. Records Managers (ACARM). • The creation of an Internet Working in partnership with the Gateway for access to online International Records Management information about archival Trust, the Association has recently holdings throughout the launched several projects intended European Union, based on to promote professional education Encoded Archival Description through workshops and the and other relevant standards. production of materials. • The establishment of a legal watchdog function to monitor European Union directives and European Union regulations with implications for developments archivists and records managers. • The co-ordination of measures We made a significant to prevent damage to archives contribution to drafting and in the event of natural and editing the Report on Archives in other catastrophes and to crack the Expanded European Union. This down on the theft of archives covers all 25 member states and throughout European Union places particular emphasis on the countries. effective exploitation of information and communication A fact-finding mission to the technologies in order to make Bundesarchiv in Berlin enabled us to archives more accessible for all develop very useful contacts. Here European Union citizens. The we observed the work of the national archivists of the member authority that now manages the states agreed the text in August highly revealing and voluminous 2004, since when steady progress archives of the Stasi (the former has been made in gaining the East German Security Service). In approval of senior officials in the January the Chief Executive visited European Commission and the Poland to celebrate the publication culture ministries of the member of Raporty Roczne Ambasady states. It is hoped that the Council Brytyjskiej w Warszawie 1945-1970 of Ministers will endorse the text (Annual Reports of the British in autumn 2005 and that the Embassy in Warsaw 1945–1970), report will then be published published by The National Archives shortly afterwards. Its main of Poland, which provides fascinating recommendations are likely to be: insights into changing British views • Continued support for the of Poland.We also commented on pioneering work of the the proposed website for the Document Life Cycle Reconstruction of the Memory of Management (DLCM) Forum Poland, which will bring together relating to electronic records, information about documentary currently chaired by the UK. This sources presently scattered among a includes in particular support number of central and eastern for the development of a new European archives. 55 ANNUAL REPORT 2004–2005

Developing staff skills

This year we extended our Key Skills Framework to cover 17 areas of key job-related expertise, ranging from archival skills to competence in dealing with our computer systems and technical infrastructure. Besides being used for personal development and career planning, the Framework is now part of our recruitment process. We are making Key Skills an integral part of our career Supporting our development scheme so that we can equip staff with the skills they need to further their careers at work The National Archives and in the wider civil service. We also began the process of identifying longer- This was a demanding year for staff, who coped with a term business and employee benefits. substantially increased workload efficiently and effectively. Freedom of Information legislation required We continued to provide a wide range of training courses and the development of new systems to cope with the seminars – either internally or anticipated increased workload from 1 January 2005. through recognised external providers. Courses have covered And the success of BBC Two’s Who Do You Think You everything from Health and Safety Are? series put our work – and therefore all our staff – Awareness to Management Development. very much in the spotlight. One of the main training topics was the introduction of the Freedom of Information Act on 1 January 2005. Some 605 staff attended a two-hour briefing on the Act. Further, more detailed training was provided for those particularly responsible for dealing with requests for information, and for procurement activity; approximately 140 staff were trained to use the software that logs and tracks all Freedom of Information requests. All this work meant that we were extremely Some staff who qualified this year for our Long Service Award – well prepared to meet the recognising their 25 years’ service with The National Archives challenges on 1 January 2005.

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Diversity and Equality in employment equality of Bands Total Women Ethnic Disabled opportunity Appointments Minorities 1-2 9 5 (55.6%) 0 0 Recruitment to The National 3-4 52 32 (61.5%) 6 (11.5%) 0 Archives is on the basis of fair and 5-6 40 21 (52.5%) 11 (27.5%) 1 (2.5%) open competition and selection on merit, in compliance with the Total 101 58 (57.4%) 17 (16.8%) 1 (1.0%) Recruitment Code laid down by the Office of the Civil Service Commissioner’s Recruitment Code appointment on merit. Because of Commissioners. Our recruitment (5th Edition, March 2004). Eleven this, and also because of the need processes are subject to regular exceptions were for casual staff for these scarce skills, the internal and independent external whose appointments were exception was agreed. We audits to ensure compliance with extended beyond their original followed the Code closely in each the code. In January 2005, contract. This was agreed under case and have kept careful records representatives of the Office of paragraph 2.28 of Part 2 of the of all actions. the Civil Service Commissioners Code – that is, the extension of ran a very instructive seminar for casual staff for a further short- We revised our policy and human resources managers and term period to complete particular statement on diversity and equal staff on recent changes to the jobs – on the basis of their opportunities and continued to Recruitment Code. particular skills and expertise. The work with staff and the trade remaining exception was for an unions to improve our approach to Between April 2004 and March individual who was initially diversity. We started a training 2005, we ran 107 recruitment employed on a short-term programme on diversity and social campaigns and appointed 101 contract; their appointment was inclusion for all senior managers staff. Of these appointments, made permanent on the basis of and customer-facing staff. 58 were women and 17 were from their highly specialised knowledge ethnic minority groups; one (paragraph 2.30 of Part 2 of the As part of our Race Equality person declared themselves to be Code). While the original Scheme, as required by the Race disabled. appointment was not advertised Relations (Amendment) Act, we with the possibility of set out below the information we There were twelve permitted permanency, it was carried out via must publish in connection with exceptions to the Civil Service open and fair competition and the Scheme. These statistics

These statistics are set out as part of our requirement to publish information under our Race Equality Scheme and reflect the ethnic classification used in the 2001 census Ethnic origin Staff Staff Staff suffering Staff Staff Staff in post trained detriment under involved in subject to who ceased performance grievance disciplinary employment assessment procedures procedures procedures Asian 39 31 2 1 2 Black 36 20 1 3 5 Chinese 3 3 Mixed 7 6 1 Other Ethnic Minorities 14 8 1 1 Total Ethnic Minorities 99 68 1 2 5 9 Unknown 38 32 1 16 White 420 322 1 4 8 68 Total 557 422 2 6 14 93

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reflect the ethnic classification through departmental briefings Business used in the 2001 census. across the office. Besides delivering information, TNA Talk improvement gathers views from colleagues at The pay and grading review Staff survey all levels to feed back to The addressed pay and grading This year we surveyed our staff to National Archives management. structures across The National find out their views about working Archives and examined how well at The National Archives. The In spring 2004 we launched our the existing structure is response rate was excellent: 81 newsletter NATTA – National supporting business requirements per cent. The feedback will form Archives Truly Topical Articles. in an electronic environment. The the basis of an action plan during Produced online and in hard copy, it Human Resources Review 2005–06. The results showed that features stories about staff, projects repositioned the Human Resources staff believe that we have and events in The National Archives Department as a strategic excellent diversity and equal in a readable and visual way. business partner in support of the opportunities policies and that organisation and its delivery staff are very committed to The targets. Improvements in both National Archives and the services Working with areas are continuing. it provides. As in all staff surveys, the trade unions employees made suggestions Our electronic records management about how we could do better in The trade unions continue to play system is now well developed to some areas, and we will respond their part in employment matters deal with continuing business and to these over the next 18 months. across the organisation and are cultural changes. A business involved in developing, revising improvement project identified and reviewing human resources business processes to be adapted so Internal policies. Quarterly meetings with that we can use the management the Chief Executive and senior communications system to support staff in achieving managers are an important forum greater business efficiency. This In order to improve internal for communication and discussion. activity also formed part of our communications we initiated a Trade unions played a major part preparation for Freedom of series of monthly briefings. TNA in discussions on our pay and Information as we ensured that our Talk is designed to enable the grading review and in implementing electronic information is up-to-date Executive Committee to share the recommendations from our and available to respond to important updates with colleagues recent Human Resources Review. requests from the public about our activities. Extending knowledge and developing skills Two of our Enquiry Service staff encourages Enquiry Service staff researched and assembled a to extend their knowledge of our Estates small exhibition of records records and their service skills. We recognise how important it is featuring foreign nationals who The two staff visited the Imperial for our users and our staff to work were interned during the First War Museum to compare the in a pleasant and efficiently and Second World Wars. The material available there with operating environment. In records selected provided moving our holdings; some of the addition, our records have to be insights into their very mixed photographs on display came kept in the correct environmentally experiences and the conditions from the Imperial War controlled conditions. Throughout they faced in internment camps Museum’s collection. The the year space planning, and in the community. The exhibition was shown in the maintaining the environment and exhibition was part of our foyer at Kew for two months, addressing Health and Safety Research and Knowledge and later travelled to the issues promptly continued to be Development Programme, which London Jewish Cultural Centre. of great importance.

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59 ANNUAL REPORT 2004–2005

Readers using laptops in our main document reading room. Performance against key Ministerial targets

Ta rget and milestones Outturn

Targets and Outturns 2002–03 2003–04 2004–05 2005–06 Efficiency Unit cost of selecting and preserving £107 £96 £96 £97 the public records per metre £90.92 £89.00 £87.79

Unit cost of giving access to records1 £4.55 £4.04 £3.12

Onsite transactions £8.80 £9.90 £7.22 £8.35

Online transactions £0.15 £0.11 £0.09 £0.07

1 Since 2004–05 there has been one overall access unit cost, with weightings for various onsite and online information transactions, which are published in The National Archives’ corporate plan for 2005–08: www.nationalarchives.gov.uk/about/operate/plans.htm

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Targets and Outturns 2002–03 2003–04 2004–05 2005–06 Quality of Service Achievement of six separate Charter Standard targets for:

Answering letters within 98.5% 98.5% 98.5% 98.5% 10 working days 99.6% 99.8% 99.9%

Record copying services 98.5% 98.5% 98.5% 98.5% 98.78% 99.81% 99.9%

Keeping visitor appointments 98.5% 98.5% 98.5% 98.5% within 10 minutes 98.8% 99.47% 98.7%

Delivering documents to users 90% 90% 90% (90 per cent within 30 minutes on 95.7% 97.7%2 weekdays, 45 minutes on Saturdays)

Specified time targets for making 107.1% 108% 107.6% newly opened records and their catalogues available to users 3

Answering 85 per cent of telephone calls 85% 85% 85% within 20 seconds 90.82% 97.7%

Onsite user satisfaction surveys: 90% 90% 90% assessments of ‘good’ and ‘excellent’ 96.7% 97.1% 95.1% from those expressing a view

To attract new users to the website 25% so that they comprise at least 25 per cent 58% of total users in three online user surveys

Electronic Service Delivery To deliver a specified number 20,000 60,000 100,000 165,000 80,000 of digital record images to users 29,994 103,653 227,018 through Documents Online

2 The outturn for the target on Saturdays was 100 per cent. 3 See Corporate Plan 2005–08 Annex 2: www.nationalarchives.gov.uk/about/operate/plans.htm

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Social Inclusion 2004–05 To raise awareness of The National Archives’ holdings among under- represented groups in our user profile by means of a rigorous social inclusion programme, the chief components of which are:

i. To organise 25 per cent of educational workshops at The National Exceeded: Archives to schools with above average take-up of free school meals 33 per cent of workshops and 40 per cent of these workshops to schools with an above average delivered to schools with above proportion of pupils from ethnic minority backgrounds.4 average take-up of free school meals. 52 per cent of workshops delivered to schools with an above average proportion of pupils from ethnic minority backgrounds.

ii. To complete the first stage of the project to redesign PROCAT Completed: incorporated into the public interface screens in order to improve their usability, partly launch of The National Archives based on the findings of the usability evaluation exercise web service re-brand launch. completed in 2002–03

iii. To produce a draft operational selection policy about records Completed: final published relating to the State and the Citizen and to issue a final version version is available at: OSP 30: after public consultation www.nationalarchives.gov.uk/ recordsmanagement/selection/ ospintro.htm

iv. To increase the proportion of National Archives staff from the Not achieved: the proportion of ethnic minorities to 20 per cent.5 staff from ethnic minorities at 31 March 2005 was 19.1 per cent.

4 This target applies to English primary and secondary schools covered by an Ofsted report; the categories and averages are taken from Ofsted reports. 5 This represented a 2 per cent increase on the estimate of the number of National Archives staff from the ethnic minorities in post at the end of March 2004.

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Raising the Public Profile of The National Archives Key Targets for 2004–05

To raise the profile of The National Archives with the general public by achieving the following: i. To make publicly available the newly redesigned and re-branded Completed: The new website, National Archives website combining the former Public Record Office and Historical Manuscripts Commission websites, was launched under The National Archives brand on 28 March 2004. Searching enhancements introduced and a content management system installed by 31 March 2005. ii. To produce marketing and communications strategies and to Completed: design guidelines for implement annual action plans issuing from these strategies visual identity produced; Family History week organised in May 2004 and BBC London Family History Day in December; public relations agency secured higher profile for exhibitions and events; monthly press events; development of internal communications.

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Social Inclusion Programme Key Targets for 2005–06 i. To begin the implementation of the Moving Here project ‘Routes to the Future’, which will capture and record the experiences of first- and second-generation settlers in England. ii. To implement the ‘Government and People: the interaction of the state with the citizen’ Operational Selection Policy in all relevant records selection work in departments.

Raising the Public Profile of the National Archives Key Targets for 2005–06 i. To implement year one actions in our new three-year marketing strategy, by launching a national promotional campaign to raise awareness of The National Archives and its services; ensuring the specification of the new search engine is consistent with user needs; increasing digitisation of visual material and making substantial additions to our network of Licensed Internet Associate Services. ii. To grow the website user base by a 15 per cent increase in numbers of users visiting the website more than once, taken from respondents replying to at least two surveys on The National Archives’ web services.

Records Management Key Targets for 2005–06 i. To monitor and influence the effectiveness of records management in central government through the introduction of an integrated compliance regime with particular reference to the Code of Practice introduced under S.46 of the Freedom of Information Act 2000. ii. To develop, in collaboration with other government departments, a statement of requirements towards the survival of digital records.

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Documents stored on modern movable shelving in our climate- controlled archive. Resource accounts 2004-2005

The National Archives A Government Department and Executive Agency Foreword to the accounts for the year ended 31 March 2005

Background information from Domesday Book in 1086 to the latest releases of government papers. The National Archives is funded by The National Archives was formed in April 2003 by a a request for resources from Parliament. merger of the Public Record Office and the Historical Manuscripts Commission. The Chief Executive is both Aims Keeper of Public Records and sole Historical Manuscripts Commissioner. The National Archives is a For the year under review the aims of The National Government Department and Executive Agency under Archives were: the Secretary of State for Constitutional Affairs and • to assist and promote the study of the past Lord Chancellor. through the public records and other archives in order to inform the present and the future The National Archives operates the United Kingdom • to advise government on records management, Public Records Acts of 1958 and 1967 and exercises the archive policy and related information policy powers of the Historical Manuscripts Commission in matters relation to other archives. The records that The National • to advise record custodians in the public and Archives preserves and makes publicly available span private sectors on best practice in records and over a thousand years of English and British history, archives management.

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Objectives Purchase Grant Fund, the Heritage Lottery Fund, the New Opportunities Fund, the National Manuscripts For the year under review the objectives of The Conservation Trust and other bodies on grant National Archives were: applications from archive institutions. It also advised the relevant government bodies concerning the • Records Management and Selection: Acceptance of Manuscripts in Lieu (AIL) of tax. Overseeing management of records in government to support government business operations; The Online Services and Strategic Marketing Group selecting and acquiring public records of enduring was responsible for making catalogues, records and historical value for public access. advice available to the public electronically on the internet. The group was responsible for The National • Preservation: Archives’ websites, digitisation programme and e- Preserving the selected public records permanently learning initiatives, and provided various services so that present and future generations can have promoting the archives to readers and remote users. access to them, and promoting similar It organised publicity and marketing activities arrangements for other archives. designed to raise awareness of The National Archives, conducted market research to assist website design • Access: and oversaw the introduction of new design Providing online and onsite access to the public standards. It arranged a programme of activities records, disseminating information about archives including school visits, events and exhibitions, and held elsewhere and promoting the value and use of engaged in publishing, retailing and other income- archives as a national information and educational earning activities such as licensing. resource. The Government and Technology Group was Management and structure responsible for overseeing the management of current records (paper and electronic) in government. It During the year under review the functions and duties guided and supervised government departments and of The National Archives were carried out by four other public record bodies in the selection and groups. transfer of records to The National Archives or other suitable archives and then preserving those records by The National Advisory and Public Services Group ensuring that they are maintained and stored in good was responsible for making the records available to order. It developed special provisions for selecting and the public on site and for developing and promoting preserving electronic records, dealt with relevant high-quality public services. It provided expert advice aspects of government information policy and and other services to readers and remote users advised the Lord Chancellor on the records system in including record copying and provided expert general and specifically on the implementation of the knowledge about the records through the creation Freedom of Information Act (FOI). This group was also and refinement of traditional and electronic finding responsible for the maintenance and development of aids. It provided copying services and was responsible the Information and Communications infrastructure. for the storage of the public records and for making them available to the public and government users. It The Strategy Finance and Resources Group ensured also liaised with other record offices designated as the efficient, effective and proper use of The National places of deposit for public records. It made enquiries Archives’ financial, staff and other resources. It was about the existence and location of records relating responsible for essential support services. These to British history outside the public records, and included the functions of Finance, Human Resources recorded details of those records in the National (Personnel), Staff Training, Procurement, Internal Register of Archives (NRA), enabling users to follow Audit, the Monitoring of Project Controls, Risk up computerised index entries in the NRA by Management and Policy Advice. Security and the consulting the full catalogue series and other finding general management of the estate and of its facilities aids and by seeking additional advice from our expert were also its responsibility. All of these functions were staff. It provided advice to private owners, the V&A in support of The National Archives in meeting its

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business and corporate objectives. The Chief Trades Union representatives in a wide spectrum of Executive’s Office, which was independent of but areas, including Whitley Council, Health & Safety worked closely with this group, was directly Committees and link groups. The National Archives responsible to the Chief Executive for Performance provides a welfare service for its employees. and Communications issues. Statement of payment practice Departmental report The National Archives operates a policy of paying The National Archives departmental report was within 30 days of receipt of goods and services, or the presented to Parliament as part of The Department for invoice, whichever is the later. In 2004-05, 99 per cent Constitutional Affairs - Departmental Report.It were paid by The National Archives within agreed described progress in meeting strategic objectives and credit periods. looked forward to the spending plans of the next three years. The report was published in June 2005. Preparation of the accounts

Pension liabilities The accounts are prepared in accordance with the direction given by HM Treasury in pursuance of Present and past employees are covered by the section 5(2) of the Government Resources and provisions of the Civil Service pension arrangements. Accounts Act 2000. These are explained in detail in note 2 to the accounts. Benefit expenditure for Civil Service Financial Control pensions is borne on the Civil Superannuation Vote. Where The National Archives bears the cost of pension The National Archives is funded through the Supply provision for staff, it is by the payment of an annual Estimates. These are the means by which Government accruing superannuation charge. The charge is shown seeks authority from Parliament for its own spending under “Other pension costs” in note 2 to the accounts. each year. The National Archives’ net total resources for which authority was sought and approved through Employment policy the Supply Estimates was £38.731m. The actual outturn for the financial year was £36.109m, a saving The National Archives is committed to equality of of £2.622m. The cash requirement of The National opportunity for all. Policies are in place to guard Archives is projected on a monthly basis. The net cash against discrimination and to ensure that there are no requirement of £28.012m is £7.644m less than the unfair or illegal barriers to employment or Estimate. The National Archives liaises with HM advancement within The National Archives. Suitability Treasury to enable these funds to be made available for employment is based on qualifications and through the Office of HM Paymaster General (OPG), eligibility of individuals irrespective of race, age, which is The National Archives’ main banking facility. gender, marital status, disability or sexual orientation. It also maintains facilities with the National The National Archives follows the Civil Service Code Westminster Bank to clear retail transactions through of Practice on the Employment of Disabled People, to the OPG and also arranges for electronic which aims to ensure that there is no discrimination transactions (debit and credit cards) to be collected on the grounds of disability. At the end of 2004-05 on The National Archives’ behalf by Nat West The National Archives had 602 employees (559 full Streamline. time equivalents) of whom 287 (47.7 per cent) were women. The 602 employees were made up of 557 Capital expenditure, administration costs and income permanent staff and 45 casual staff. Of the 557 are monitored and reported bi-monthly to the permanent staff, 35 (6.3 per cent) would be Management Board, which considers and agrees recognised as disabled in the context of the Disability actions to be taken as appropriate. Discrimination Act 1995. Of the 519 staff who have declared their ethnic origin, 99 (19.1 per cent) were Audit from ethnic minorities. The National Archives through its senior managers meets regularly with staff and The financial statements have been audited by the

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National Audit Office on behalf of the Comptroller • an online exhibition featuring unpublished art from and Auditor General (see note 3). The National Audit the Second World War Office did not provide any non audit services during • publication of a Learning Strategy the year. • a series of onsite and online launches to mark the 200th anniversary of the Battle of Trafalgar Review of activities • implementation of a content management system • phase 4 of A2A, subject to Heritage Lottery Fund The main activities during the year were: approval • the completion of the setting up and the successful • completion of the digitisation of ADM 188 operation of a research service to answer FOI requests (Registers of Seamen’s Services, 1853-1924) • publishing six quality standards to guide public • online launch of images and transcriptions from record bodies on the selection of records in line Domesday Book with the Acquisition and Disposition Policies • initiation of a project to deliver and present digital • selecting and preserving suitable UK government records to online users websites for preservation in the Digital Archive • completion of a unified event booking system and • the completion of provision of access to digital customer database images of the First World War ‘Medal Rolls Index’ • award of the second Licensed Internet • completion of Access to Archives (A2A) Phase 3, Associateship for digitisation of BT 27 (Passenger incorporating retrospective conversion of paper lists of people leaving the United Kingdom by sea catalogues, interpretative and digitisation projects 1890-1960) • continuing developments of standards for records • online launch of the 1861 and 1851 censuses via management across government the Licensed Internet Associate service with • agreeing contracts with the first tranche of MyFamily.com Licensed Internet Associates (LIAs) and inviting • continuing to meet the high level of FOI inquiries applications from organisations for a second within the statutory deadline tranche of family history content • beginning to develop options to ensure the survival • further developing The National Archives’ digital of electronic records in government departments preservation strategy for electronic records • beginning a major programme to automate the • completing the installation and implementation of selection, preservation and delivery of digital an IT system at Kew and the Family Records Centre records for networking electronic publications • developing a single search engine of all our • continued enhancement of the reading room catalogues and web pages services at Kew, in the light of consultation with readers In 2004-05 the members of the • launching The National Archives standard for Management Board were Record Repositories Chartermark re-accreditation • completing the redevelopment of the online Mrs Sarah Tyacke Museum and the creation of two new pieces of Chief Executive (Keeper of Public Records and content Historical Manuscripts Commissioner) • launching The Secret State exhibition • launching Ancestors, The National Archives’ Dr Elizabeth Hallam-Smith magazine, to the UK news trade. Director of National Advisory and Public Services

Future activities Mrs W. Jones Director of Strategy, Finance and Resources Future activities include: • the completion of provision of access to digital Dr David Thomas images of the Register of Seaman’s Services Director of Government and Technology • implementation of the Marketing Strategy • the implementation of Phase 2 of the 'Moving Here' project

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Mr James Strachan by reference to the Senior Salaries Review Body. Head of Online Services and Strategic Marketing Procedures for termination are as set out in the Civil (from 28 June 2004) Service Management Code.

Mr Chris Cooper The other members of the Management Board Head of Reader Information Services (excluding the non-executive members) were all appointed by competitive recruitment. They are Mr Nick Kingsley permanent employees. The determination of their Secretary to the Historical Manuscripts Commission salaries is through a locally negotiated scheme to (from 21 March 2005) which all The National Archives’ employees, excluding the Chief Executive and other Senior Civil Servants, Dr Chris Kitching are subject. These Management Board members have Secretary to the Historical Manuscripts Commission standard contracts of employment and the (to 5 November 2004) termination of their employment is governed by employment law. Dr David Leitch Head of Performance and Communications Details of the remuneration for the Chief Executive and other Senior Civil Servants are shown in note 2 to Mr David Ryan the accounts. Head of Archiving Services (to 19 November 2004) Events since the end of the Ms Meg Sweet financial year Head of Records Management The 1901 census was made available on the Internet Mrs Alison Webster by QinetiQ under a contract with The National Head of Online Content and Partnership Development Archives. QinetiQ’s income under the contract has been underwritten by The National Archives up to a Mr Nick Worrall maximum of £250,000. As at 31 March 2005 no Head of Financial Services payments were required to be made by The National Archives under this contract. In June 2005, to reflect Mr Barry Glassberg developments in the market since the launch of the Non-executive member service, the contract was replaced with a new contract that deleted The National Archives’ Mr Simon Palethorpe underwriting of QinetiQ’s income from the 1901 Non-executive member census.

Mr Meyrick Vevers Non-executive member

Mrs Sarah Tyacke, the Chief Executive, was appointed Sarah Tyacke in December 1991 by competitive recruitment as Accounting Officer Keeper of Public Records by the Lord Chancellor. Her contract expires on 28 September 2005, but it can 11 July 2005 also be terminated under the standard procedures of the Civil Service Management Code. Her salary is determined by the Lord Chancellor.

The other Senior Civil Servants, Dr Elizabeth Hallam- Smith, Mrs W. Jones and Dr David Thomas, were appointed by competitive recruitment. They are permanent employees. Their salaries are determined

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Statement of Accounting In preparing the accounts the Accounting Officer is required to comply with the Resource Accounting Officer’s responsibilities Manual prepared by HM Treasury, and in particular to:

observe the relevant accounting and disclosure Under the Government Resources and Accounts Act • requirements, and apply suitable accounting 2000, The National Archives is required to prepare policies on a consistent basis; resource accounts for each financial year, in make judgments and estimates on a reasonable conformity with a Treasury direction, detailing the • basis; resources acquired, held, or disposed of during the state whether applicable accounting standards, as year and the use of resources by The National • set out in the Resource Accounting Manual,have Archives during the year. been followed, and disclose and explain any material departures in the accounts; The resource accounts are prepared on an accruals prepare the accounts on the going-concern basis. basis and must give a true and fair view of the state • of affairs of The National Archives, the net resource The responsibilities of an Accounting Officer, including outturn, resources applied to objectives, recognised responsibility for the propriety and regularity of the gains and losses and cash flows for the financial year. public finances for which an Accounting Officer is answerable, for keeping proper records and for HM Treasury has appointed the Chief Executive and safeguarding the Department’s assets, are set out in Keeper of Public Records and sole Historical the Accounting Officers’ Memorandum, issued by the Manuscripts Commissioner as Accounting Officer of Treasury and published in Government Accounting. The National Archives with responsibility for preparing The National Archives’ accounts and for The Accounting Officer is also responsible for putting transmitting them to the Comptroller and Auditor in place reasonable controls to protect the integrity General. of The National Archives’ website. This responsibility includes accurate reproduction and maintenance of the annual audited Accounts documents that are made available to users of the website.

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Statement on Internal • the Executive Committee takes forward this Control 2004-05 strategy and ensures it is implemented; and • the Audit Committee acts in an advisory capacity, 1. Scope of Responsibility taking an overview of the entire risk management framework. 1.1 As Accounting Officer, I have responsibility for 3.2 Strategic leadership at Board and Audit maintaining a sound system of internal control that Committee level is able to draw on the expertise of supports the achievement of The National Archives’ non-executive and independent members with policies, aims and objectives, whilst safeguarding the experience of the private sector and other public funds and departmental assets for which I am government bodies. The Chair of the Audit Committee personally responsible, in accordance with the is a non-executive director and also a member of the responsibilities assigned to me in Government Management Board. Accounting.

3.3 Reorganisation in 2004-05 realigned and 1.2 As The National Archives is a government reallocated responsibilities, so that related activities department, I am accountable directly to Parliament. I are grouped together in a structure which supports report directly to the Lord Chancellor, meeting with the achievement of strategic objectives. him twice a year to review progress and items of significant risk. 3.4 We aim to ensure that staff at all levels are able 2. The Purpose of the System of to contribute to the identification and evaluation of Internal Control risk. In order to achieve this we: • encourage departments to ensure that risk management priorities are given a high profile at 2.1 The system of internal control is designed to departmental meetings; manage risk to a reasonable level rather than to offer a risk management and control training eliminate all risk of failure to achieve policies, aims • module to ensure that more staff (particularly and objectives; it can therefore only provide junior managers) are equipped with skills and an reasonable and not absolute assurance of understanding of corporate governance; and effectiveness. The system of internal control is based provide risk and control information on The on an ongoing process designed to: • National Archives intranet, including the corporate identify and prioritise the risks to the achievement • risk register, information and guidance on of policies, aims and objectives; departmental risk registers and treatment plans, a evaluate the likelihood of those risks being realised • diagrammatic overview of the risk management and the impact should they be realised; and framework, and HM Treasury’s Orange Book. • manage them efficiently, effectively and economically. 4. The Risk and Control Framework 2.2 The system of internal control has been in place 4.1 The National Archives embraces the principles in The National Archives for the year ended 31 March and requirements of good corporate governance. The 2005 and up to the date of approval of the annual culture of the organisation supports responsible risk report and accounts, and accords with Treasury taking. There is a risk management framework which guidance. provides a clear understanding of responsibilities. We 3. Capacity to Handle Risk also ensure that, for all our major projects, we follow a project methodology and develop communications strategies. 3.1 In 2004-05 a top level restructuring created an Executive Committee. Terms of reference cover 4.2 The high level corporate risk register is reviewed strategic governance responsibilities: by the Management Board three times a year. This the Management Board retains the responsibility • provides information on strategic risks. Changes in the for establishing strategic direction; level/impact of all key risks are clearly identified.

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4.3 At lower levels risk registers assess the risks 7. Major Challenges in 2004-05 relating to programme, project and departmental targets and assign responsibilities. 7.1 During the year there have been a number of issues which have been successfully dealt with by 4.4 We have systems to ensure the security of our management. None of these are significant in terms site, our documents and assets, our staff and the of the business as a whole. public, which include: • disaster planning exercises; and 7.2 Freedom of Information presented a major • a comprehensive online security manual, with challenge for The National Archives. Planning had to clearly defined roles and responsibilities. encompass a wide range of scenarios and the level of demand was unknown. Our efforts focused on 5. Review of Effectiveness developing effective systems and the testing of contingency plans which would cope with large 5.1 As Accounting Officer, I also have responsibility volumes of enquiries. We also ensured that staff at all for reviewing the effectiveness of the system of levels were aware of the implications of the Act and internal control. My review of the effectiveness of the the procedures to be followed if they received a system of internal control is informed by the work of request. These preparations were effective, and the internal auditors and the executive managers systems are coping well. We continue to learn from within the department who have responsibility for our experiences post-implementation and aim to the development and maintenance of the internal refine and modify processes. control framework, and by comments made by the external auditors in their management letter and 7.3 Extensive media coverage carries the risk that other reports. Further information comes from demand will exceed our service capacity. The external reviews, checks and accreditations, which are screening of the BBC “Who Do You Think You Are?” detailed in The National Archives’ Strategy for series boosted online and onsite demand. In Obtaining Overall Assurance. I have been advised on anticipation of this The National Archives doubled the implications of the result of my review of the band-width and increased back office capacity. Onsite effectiveness of the system of internal control by the services continued to meet KPI targets, assisted by Executive Committee, the Management Board, and new self-service lockers and overhead scanners. the Audit Committee, and a plan to address Further work will be carried out in 2005-06 to refine weaknesses and ensure continuous improvement of the means of predicting the impact of publicity on the system is in place. resources.

5.2 During the course of 2004-05 we enhanced 7.4 The new website was launched in June. Prior to existing risk management procedures and introduced this there had been two sites, which did not fully a number of additional ones, for example the scoring reflect the structural changes and integration of the risk and business criticality of projects. My developments which had taken place in 2003-04 and review of effectiveness also ensures that there is the early part of 2004-05. Extensive research into continuous improvement of the system of internal user needs, and analysis of activity in the initial control. I am confident that all key corporate months of use, mean that the new site offers an governance processes are in place. enhanced experience for the online user.

6. Significant Internal Control 7.5 We are bringing together skills and expertise to Problems in 2004-05 set up a National Advisory Service. This has involved the integration of team structures, the clarification of 6.1 I am aware of no significant internal control roles and responsibilities, the streamlining of problems that would prejudice my assurance for processes and the prioritisation of stakeholder needs. 2004-05. Further development will be required in 2005–06.

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7.6 Government faces challenges in preserving digital information for future generations. We have worked on a Custody Policy which ensures that there is an agreed approach to long term storage issues. Our Seamless Flow strategy also prepares The National Archives for greater volumes of digital records.

7.7 We aim to raise staff awareness of preservation risks. We launched a Preservation Strategy, and are linking with the research community in order to ensure that we contribute to the development of best practice.

7.8 We worked to promote best practice in electronic records management across government. In support of this, our client managers are expected to have a greater awareness of e-concepts. We now have a training programme to develop the necessary skills.

7.9 Our own move to electronic records management has brought considerable cultural changes. Staff and systems have coped well with the challenges of migration and data clean up. This will help The National Archives deal with FOI requests for corporate records, and data storage issues.

7.10 We carried out a number of enhancements to our IT infrastructure to increase its resilience, availability, security and capacity. Further work will be carried out to provide a standard desktop, which will simplify licensing and support arrangements.

7.11 As our pay and grading system does not reflect organisational changes, we set up a project to review our approach and structures. The benefits of this will not be realised until 2005-06. However, we anticipate that the outcome will be a more transparent system, which will offer development opportunities and encourage staff retention.

Sarah Tyacke Keeper of the Public Records Chief Executive and Accounting Officer Historical Manuscripts Commissioner

11 July 2005

73 RESOURCE ACCOUNTS 2004–2005

The Certificate and Report audited financial statements. I consider the implications for my certificate if I become aware of of the Comptroller and any apparent misstatements or material Auditor General to the inconsistencies with the financial statements.

House Of Commons I review whether the statement on pages 71 to 73 reflects the compliance of The National Archives with I certify that I have audited the financial statements Treasury’s guidance on the Statement on Internal on pages 76 to 98 under the Government Resources Control. I report if it does not meet the requirements and Accounts Act 2000. These financial statements specified by the Treasury, or if the statement is have been prepared under the historical cost misleading or inconsistent with other information I convention as modified by the revaluation of certain am aware of from my audit of the financial fixed assets and the accounting policies set out on statements. I am not required to consider, nor have I pages 82 to 83. considered whether the Accounting Officer’s Statement on Internal Control covers all risks and Respective responsibilities of the controls. I am also not required to form an opinion on Accounting Officer and Auditor the effectiveness of The National Archives’ corporate governance procedures or its risk and control As described on page 70, the Accounting Officer is procedures. responsible for the preparation of the financial statements in accordance with the Government Basis of audit opinion Resources and Accounts Act 2000 and Treasury directions made thereunder and for ensuring the I conducted my audit in accordance with United regularity of financial transactions. The Accounting Kingdom Auditing Standards issued by the Auditing Officer is also responsible for the preparation of the Practices Board. An audit includes examination, on a other contents of the Annual Report. My test basis, of evidence relevant to the amounts, responsibilities, as independent auditor, are disclosures and regularity of financial transactions established by statute and I have regard to the included in the financial statements. It also includes standards and guidance issued by the Auditing an assessment of the significant estimates and Practices Board and the ethical guidance applicable to judgements made by The National Archives in the the auditing profession. preparation of the financial statements, and of whether the accounting policies are appropriate to I report my opinion as to whether the financial The National Archives’ circumstances, consistently statements give a true and fair view and are properly applied and adequately disclosed. prepared in accordance with the Government Resources and Accounts Act 2000 and Treasury I planned and performed my audit so as to obtain all directions made thereunder, and whether in all the information and explanations which I considered material respects the expenditure and income have necessary in order to provide me with sufficient been applied to the purposes intended by Parliament evidence to give reasonable assurance that the and the financial transactions conform to the financial statements are free from material authorities which govern them. I also report if, in my misstatement, whether caused by error, or by fraud or opinion, the Foreword is not consistent with the other irregularity and that, in all material respects, the financial statements, if The National Archives has not income and expenditure have been applied to the kept proper accounting records, or if I have not purposes intended by Parliament and the financial received all the information and explanations I require transactions conform to the authorities which govern for my audit. them. In forming my opinion I have also evaluated the overall adequacy of the presentation of information I read the other information contained in the Annual in the financial statements. Report, and consider whether it is consistent with the

74 RESOURCE ACCOUNTS 2004–2005

Opinion

In my opinion: • the financial statements give a true and fair view of the state of affairs of The National Archives at 31 March 2005 and of the net resource outturn, resources applied to objectives, recognised gains and losses and cash flows for the year then ended and have been properly prepared in accordance with the Government Resources and Accounts Act 2000 and directions made thereunder by the Treasury; and • in all material respects the income and expenditure have been applied to the purposes intended by Parliament and the financial transactions conform to the authorities which govern them.

I have no observations to make on these financial statements.

John Bourn Comptroller and Auditor General

14 July 2005

National Audit Office 157-197 Buckingham Palace Road Victoria London SW1W 9SP

75 RESOURCE ACCOUNTS 2004–2005

Schedule 1 SUMMARY OF RESOURCE OUTTURN 2004-05

2004-05 2003-04 Estimate Outturn Net total outturn compared with Gross A in A NET Gross A in A NET Estimate Prior-year expenditure TOTAL expenditure TOTAL saving/ Outturn (excess) 123 456 7 8 Note £000 £000 £000 £000 £000 £000 £000 £000

Request for Resources 1 5 43,731 (5,000) 38,731 39,720 (3,611) 36,109 2,622 36,484 Total Resources 43,731 ( 5,000) 38,731 39,720 ( 3,611) 36,109 2,622 36,484 Non-Operating-Cost A in A – – – – – – – – Net Cash Requirement 35,656 28,012 7,644 32,728

Summary of income payable to the Consolidated Fund In addition to appropriations in aid the following income relates to the department and is payable to the Consolidated Fund (cash receipts being shown in italics):

2004-05 Forecast 2004-05 Outturn

Income Receipts Income Receipts Note £000 £000 £000 £000

Operating income and receipts – excess A in A4 – – –– Non-operating income and receipts – excess A in A – – – – Subtotal ––– – Other operating income and receipts not classified as A in A – – – – Other non-operating income and receipts not classified as A in A – – – –

Total ––– –

76 RESOURCE ACCOUNTS 2004–2005

Schedule 1 (continued)

Reconciliation of Resources to Cash Requirement Net total) outturn compared) with Estimate) Estimate) Outturn) saving/(excess)) Note £000) £000) £000)

Net Total Resources 38,731) 36,109) 2,622)

Capital: Cash purchase of fixed assets 11 4,592) 1,908) 2,684) Cash purchase of investments –) –) –)

Non-Operating-Cost A in A –) –) –)

Loss on fixed asset disposals 3–) (51) 51)

Accrual adjustments Non-cash items 3 (7,497) (8,274) 777) Changes in working capital other than cash 12 (60) (1,797) 1,737) Changes in creditors falling due after more than one year –) –) –) Use of provision 17 (110) 117) (227)

Net Cash Requirement (Schedule 4) 35,656) 28,012) 7,644)

A Explanation of the variation between Estimate and Outturn (net total resources) The variation is the result of re-scheduling budgeted expenditure for electronic service delivery developments.

B Explanation of the variation between Estimate net cash requirement and Outturn net cash requirement This variation is related to: the variation in net total resources above a re-timetabling of capital developments, all of which are still on target an increase in depreciation and capital charges relating to the increase in valuation of buildings, see note 9 a decrease in debtors (VAT – see note 14), in 2003-04 an additional quarter’s income was outstanding at 31 March 2004

The notes on pages 82 to 98 form part of these accounts.

77 RESOURCE ACCOUNTS 2004–2005

Schedule 2 OPERATING COST STATEMENT for the year ended 31 March 2005

2004-05 2003-04 Note £000 £000

Administration Costs Staff costs 2 18,002 17,852 Other administration costs 3 21,718 23,387

Gross Administration Costs 39,720 41,239 Operating income 4 (3,611) (4,942)

Net Administration Costs 36,109 36,297

Net Operating Cost 6 36,109 36,297

Net Resource Outturn 6 36,109 36,484

All income and expenditure are derived from continuing operations.

Statement of Recognised Gains and Losses 2004-05 2003-04 for the year ended 31 March 2005 £000 £000

Net gain on revaluation of tangible fixed assets 19 13,201 3,244

Total recognised gains for the financial year 13,201 3,244

The notes on pages 82 to 98 form part of these accounts.

78 RESOURCE ACCOUNTS 2004–2005

Schedule 3 BALANCE SHEET as at 31 March 2005

31 March 2005 31 March 2004 Note £000 £000 £000 £000

Fixed Assets Tangible assets 9 105,232 94,911 Intangible assets 10 254 164 105,486 95,075

Debtors falling due after more than one year 14 44 19

Current Assets Stocks 13 361 297 Debtors 14 1,818 3,012 Cash at bank and in hand 15 1,577 1,775

3,756 5,084

Creditors (amounts falling due within one year) 16 (3,908) (3,414)

Net Current (Liabilities)/Assets (152) 1,670

Total Assets less Current Liabilities 105,378 96,764

Provisions for Liabilities and Charges 17 (169) (250)

105,209 96,514

Taxpayers' Equity General fund 18 76,108 79,984 Revaluation reserve 19 29,101 16,530

105,209 96,514

The notes on pages 82 to 98 form part of these accounts.

Sarah Tyacke Accounting Officer

11 July 2005

79 RESOURCE ACCOUNTS 2004–2005

Schedule 4 CASH FLOW STATEMENT for the year ended 31 March 2005

2004-05) 2003-04) £000) £000)

Net cash outflow from operating activities (Note a) (26,104) (29,382) Capital expenditure and financial investment (Note b) (1,908) (3,317) Payments of amounts due to the Consolidated Fund (186) (578) Financing (Note c) 28,000) 32,869) Decrease in cash in the period (198) (408)

Notes: a See the table below giving a reconciliation of operating cost to operating cash flows. b See the table below giving an analysis of capital expenditure and financial investment. c See the table below giving an analysis of financing and a reconciliation to the net cash requirement.

Reconciliation of operating cost to operating cash flows 2004-05) 2003-04) Note £000) £000)

Net operating cost 36,109) 36,297) Adjustments for non-cash transactions 3 (8,325) (7,726) Adjustments for movements in working capital other than cash 12 (1,797) 669) Use of provisions 17 117) 142) Net cash outflow from operating activities 26,104) 29,382)

Analysis of capital expenditure and financial investment 2004-05) 2003-04) Note £000) £000)

Fixed asset additions 11 1,908) 3,317) Proceeds of disposal of fixed assets –) –) Net cash outflow for investing activities 1,908) 3,317)

Analysis of financing and reconciliation to the net cash 2004-05) 2003-04) requirement Note £000) £000)

From Consolidated Fund (Supply): current year 28,000) 32,711) Advances from the Contingencies Fund –) –) Repayments to the Contingencies Fund –) –) Bank balance from HMC –) 158) Net financing 28,000) 32,869) Decrease in cash in the period 15 198) 408) Net cash flows other than financing 28,198) 33,277)

Adjustments for payments and receipts not related to Supply: Amounts due to the Consolidated Fund – received in a prior year and paid over 16 (186) (578) Amounts due to the Consolidated Fund – received and not paid over 16 –) 187) Bank balance from HMC –) (158) Net cash requirement (Schedule 1) 28,012) 32,728)

Amount of grant actually issued to support the net cash requirement = £27,999,922.00 Amount of grant actually issued to support the prior year net cash requirement = £32,710,699.98

The notes on pages 82 to 98 form part of these accounts. 80 RESOURCE ACCOUNTS 2004–2005

Schedule 5 RESOURCES BY DEPARTMENTAL AIMS AND OBJECTIVES for the year ended 31 March 2005

Aims:

• to assist and promote the study of the past through the public records and other archives in order to inform the present and the future

• to advise government on records management, archive policy and related information policy matters • to advise record custodians in the public and private sectors on best practice in records and archives management

2004-05 2003-04 Gross Income Net Gross Income Net Objectives: £000 £000 £000 £000 £000 £000

Selection 3,716 (205) 3,511 3,720 (111) 3,609 Overseeing records management in government and selecting the public records to provide an information resource for our generation and for future generations.

Preservation 11,691 (15) 11,676 12,276 (3) 12,273 Preserving the public records

Access 24,313 (3,391) 20,922 25,243 (4,828) 20,415 Providing access to the public records and promoting their value and use as a national information and educational resource.

Net Operating Cost 39,720 (3,611) 36,109 41,239 (4,942) 36,297

see note 20

Key Ministerial targets 2004-05 2003-04 Outturn Target Outturn Target

Unit cost of selecting and preserving £87.79 £96.00 £89.02 £96.00 the public records per metre

Unit cost per information transaction £3.12 £4.55 N/A N/A with customers onsite and online

Information transactions are all types of service interactions with users. These range from onsite reader visits and delivery of documents to telephone and email enquiries and documents delivered over the Internet.

The notes on pages 82 to 98 form part of these accounts.

81 RESOURCE ACCOUNTS 2004–2005

Notes to the accounts The minimum level for capitalisation of an individual tangible fixed asset is £1,000. 1 Statement of 1.3 Intangible fixed assets Accounting Policies Intangible fixed assets comprise software licences The financial statements have been prepared in purchased from third parties. They are amortised over accordance with the 2004-05 Resource Accounting their estimated useful life of 5 years. Manual issued by HM Treasury. The particular accounting policies adopted by The National Archives 1.4 Depreciation are described below. They have been applied consistently in dealing with items considered material Freehold land is not depreciated. in relation to the accounts. Depreciation is provided at rates calculated to write 1.1 Accounting convention off the valuation of freehold buildings and other tangible fixed assets less their residual values by These accounts have been prepared under the equal installments over their estimated useful lives. historical cost convention modified to account for the Lives are normally in the following ranges: revaluation of fixed assets at their value to the business by reference to their current costs. Freehold buildings 50 years Computers and software up to 5 years 1.2 Tangible fixed assets Office equipment up to 10 years Conservation equipment up to 25 years Tangible fixed assets other than land and buildings Electric trucks up to 10 years consist of computer hardware and software and office equipment. Computer software includes the 1.5 Stocks and work in progress capitalisation of costs relating to the development of databases such as Documents Online. Public records Stocks and work in progress are valued at the lower of and other heritage assets held by The National cost and net realisable value. Archives are not valued and capitalised. The records held by The National Archives span one thousand 1.6 Operating income years and fill about 176 kilometres of shelving. They are held in many formats from medieval vellum and Operating income is income which relates directly to parchment to modern computer disks. They are made the operating activities of The National Archives. It up of a variety of items ranging from traditional principally comprises fees and charges for services paper records to seals, maps, costumes, paintings, provided to external customers, but it also includes films, items of court evidence etc. Most of the records grants from the Heritage Lottery Fund and the New are unique and irreplaceable and have been preserved Opportunities Fund. for their historical, legal and administrative value. In accordance with the Resource Accounting Manual, the 1.7 Deferred income records have not been valued as it would be impractical to do so. This comprises payments in advance for work, which has not been undertaken at the balance sheet date. The National Archives is the beneficial owner of the freehold land and buildings at Kew. 1.8 Administration expenditure

Freehold land and buildings are stated at current cost Administration costs reflect the costs of running The using professional valuations every five years and National Archives as defined under the administration appropriate indices in intervening years. Other cost-control regime, together with associated tangible fixed assets have been stated at current cost operating income. using appropriate indices.

82 RESOURCE ACCOUNTS 2004–2005

1.9 Programme expenditure 1.13 Operating leases

The National Archives does not incur any programme Operating lease rentals are charged to the operating expenditure. cost statement in equal amounts over the lease term. 1.10 Capital charge 1.14 Value Added Tax

A non-cash capital charge, reflecting the cost of capital Most of the activities of the department are outside utilised by the department, is included in operating the scope of VAT and, in general, output tax does not costs. The charge is calculated at the Government’s apply and input tax on purchases is not recoverable. standard rate of 3.5 per cent in real terms on the Irrecoverable VAT is charged to the relevant average of opening and closing net assets employed expenditure category or included in the capitalised except amounts to be surrendered to the Consolidated purchase cost of fixed assets. Where output tax is Fund and cash holdings with the Office of HM charged or input VAT is recoverable, the amounts are Paymaster General, where the charge is nil. stated net of VAT. 1.11 Pensions

Past and present employees are covered by the provisions of the Civil Service Pension Schemes which are described at Note 2F. The defined benefit elements of the schemes are unfunded and are non- contributory except in respect of dependants’ benefits. The department recognises the expected cost of these elements on a systematic and rational basis over the period during which it benefits from employees' services by payment to the Principal Civil Service Pension Schemes (PCSPS) of amounts calculated on an accruing basis. Liability for payment of future benefits is a charge on the PCSPS. In respect of the defined contribution elements of the schemes, the department recognises the contributions payable for the year. 1.12 Early departure costs

The National Archives is required to meet the additional cost of benefits beyond the normal PCSPS benefits in respect of employees who retire early. The National Archives provides in full for this cost when the early retirement programme has been announced and is binding on the department. Prior to 2004-05, The National Archives has settled some of its liabilities in advance by making payments to the Paymaster General’s account at the Bank of England for the credit of the Civil Superannuation Vote. The amount provided is shown gross of any such payments.

83 RESOURCE ACCOUNTS 2004–2005

2 Staff numbers and costs A. Staff costs consist of:

2004-05) 2003-04) £000) £000) £000) £000) Total) Permanently) Others) Employed Staff) Wages and salaries 15,321) 13,358) 1,963) 15,207) Social Security costs 1,014) 1,014) –) 1,007) Other pension costs 1,729) 1,729) –) 1,713) Sub Total 18,064) 16,101) 1,963) 17,927) Less recoveries in respect (62) (62) –) (75) of outward secondments 18,002) 16,039) 1,963) 17,852)

B. The PCSPS is an unfunded multi-employer defined of a panel of four appointed stakeholder pension benefit scheme but The National Archives is unable providers. Employer contributions are age-related to identify its share of the underlying assets and and range from 3 to 12.5 per cent of pensionable liabilities. A full actuarial valuation was carried out pay. Employers also match employee contributions as at 31 March 2003. Details can be found in the up to 3 per cent of pensionable pay. In addition, resource accounts of the Cabinet Office: Civil employer contributions of £1,984, 0.8 per cent of Superannuation (www.civilservice-pensions.gov.uk). pensionable pay, were payable to the PCSPS to cover the cost of the future provision of lump sum C. For 2004-05, employers’ contributions of £1,725,580 benefits on death in service and ill health were payable to the PCSPS (2003-04 £1,712,762) at retirement of these employees. one of four rates in the range 12 to 18.5 per cent of pensionable pay, based on salary bands. Rates will Contributions due to the partnership pension increase from 2005–06, subject to revalorisation of providers at the balance sheet date were £nil. the salary bands. Employer contributions are to be Contributions prepaid at that date were £nil. reviewed every four years following a full scheme valuation by the Government Actuary. The E. The average number of whole-time equivalent contribution rates reflect benefits as they are persons employed, including senior management, accrued, not when the costs are actually incurred, during the year was as follows: and include past experience of the scheme. 2004-05 2003-04 D. Employees joining after 1 October 2002 could opt No. No. to open a partnership pension account, a Selection 79 72 stakeholder pension with an employer Preservation 80 73 Access 389 392 contribution. During 2004-05 employers’ contributions of £2,314 were paid to one or more 548 537

84 RESOURCE ACCOUNTS 2004–2005

F. The salary and pension entitlements and the value of any taxable benefits in kind of the Keeper and Directors of The National Archives were as follows:

Column 1 Column 2 Column 3 Column 4 Column 5 Column 6 Salary Real increase Total accrued CETV CETV Real increase including in pension & pension at age at at in CETV performance related lump 60 at 31/3/05 31/3/04 31/3/05 pay sum at age 60 & related lump sum £000 £000 £000 Nearest Nearest Nearest £000 £000 £000 Mrs Sarah Tyacke – 95-100 0 – 2.5 40 – 45 729 794 31 Keeper of Public Records (2003-04 plus plus 95 – 100) 5.0 – 7.5 125 – 130 lump sum lump sum Dr David Thomas – 70-75 0.0 – 2.5 25 – 30 402 456 33 Director (2003-04 plus plus 65 – 70) 2.5 – 5.0 70 – 75 lump sum lump sum

Mrs Sarah Tyacke and Dr David Thomas did not 2002, civil servants may be in one of three statutory receive any benefits in kind (see note (iii) below). based ‘final salary’ defined benefit schemes (classic, premium, and classic plus). The Schemes are unfunded There were no employer contributions to partnership with the cost of benefits met by monies voted by pension accounts in respect of Mrs Sarah Tyacke and Parliament each year. Pensions payable under classic, Dr David Thomas. premium, and classic plus are increased annually in line with changes in the Retail Prices Index. New Dr Hallam-Smith Consent to disclosure withheld entrants after 1 October 2002 may choose between Director membership of premium or joining a good quality ‘money purchase’ stakeholder arrangement with a Mrs Jones Consent to disclosure withheld significant employer contribution (partnership Director pension account).

The accrued pension of Mrs Tyacke relates solely to Employee contributions are set at the rate of 1.5 per her tenure in the Public Record Office and The cent of pensionable earnings for classic and 3.5 per National Archives. cent for premium and classic plus. Benefits in classic accrue at the rate of 1/80th of pensionable salary for Salary each year of service. In addition, a lump sum equivalent to three years’ pension is payable on (i) ‘Salary’ includes gross salary; performance pay or retirement. For premium, benefits accrue at the rate bonuses; overtime; reserved rights to London of 1/60th of final pensionable earnings for each year weighting or London allowances; recruitment and of service. Unlike classic, there is no automatic lump retention allowances; private office allowances and sum (but members may give up (commute) some of any other allowance to the extent that it is subject to their pension to provide a lump sum). Classic plus is UK taxation. essentially a variation of premium, but with benefits in respect of service before 1 October 2002 Pension calculated broadly as per classic.

(ii) Pension benefits are provided through the Civil The partnership pension account is a stakeholder Service Pension (CSP) arrangements. From 1 October pension arrangement. The employer makes a basic

85 RESOURCE ACCOUNTS 2004–2005

contribution of between 3 per cent and 12.5 per cent pension scheme or arrangement when the member (depending on the age of the member) into a leaves a scheme and chooses to transfer the benefits stakeholder pension product chosen by the employee. accrued in their former scheme. The pension figures The employee does not have to contribute but where shown relate to the benefits that the individual has they do make contributions, the employer will match accrued as a consequence of their total membership these up to a limit of 3 per cent of pensionable salary of the pension scheme, not just their service in a (in addition to the employer’s basic contribution). senior capacity to which disclosure applies. The CETV Employers also contribute a further 0.8 per cent of figures, and from 2003-04 the other pension details, pensionable salary to cover the cost of centrally- include the value of any pension benefit in another provided risk benefit cover (death in service and ill scheme or arrangement which the individual has health retirement). transferred to the CSP arrangements and for which the CS Vote has received a transfer payment Further details about the CSP arrangements can be commensurate with the additional pension liabilities found at the website www.civilservice-pensions.gov.uk being assumed. They also include any additional Columns 4 & 5 of the above table show the member’s pension benefit accrued to the member as a result of cash equivalent transfer value (CETV) accrued at the their purchasing additional years of pension service in beginning and the end of the reporting period. Column the scheme at their own cost. CETVs are calculated 6 reflects the increase in CETV effectively funded by the within the guidelines and framework prescribed by employer. It takes account of the increase in accrued the Institute and Faculty of Actuaries. pension due to inflation, contributions paid by the employee (including the value of any benefits Real increase in CETV transferred from another pension scheme or arrangement) and uses common market valuation This reflects the increase in CETV effectively funded factors for the start and end of the period. by the employer. It takes account of the increase in accrued pension due to inflation, contributions paid The Cash Equivalent Transfer Value by the employee (including the value of any benefits (CETV) transferred from another pension scheme or arrangement) and uses common market valuation This is the actuarially assessed capitalised value of the factors for the start and end of the period. pension scheme benefits accrued by a member at a particular point in time. The benefits valued are the Benefits in kind member’s accrued benefits and any contingent spouse’s pension payable from the scheme. A CETV is (iii) The monetary value of benefits in kind covers any a payment made by a pension scheme or benefits provided by the employer and treated by the arrangement to secure pension benefits in another Inland Revenue as a taxable emolument.

86 RESOURCE ACCOUNTS 2004–2005

3 Other administration costs

2004-05 2003-04 £000 £000 £000 £000

Rentals under operating leases: Hire of plant and machinery 509 386 Other operating leases 637 851 1,146 1,237

Non-cash items: Depreciation Civil Estate 2,402 2,077 Other fixed assets 1,378 1,435 downward revaluation of fixed assets 866 771 loss on disposal of fixed assets 51 70 Cost of capital charge Civil Estate 3,168 2,970 Other Items 362 361 auditor’s remuneration – audit work 62 61 Provisions: Provided in year 36 (19) 8,325 7,726

Other expenditure Accommodation 5,696 6,698 Consultancy 1,030 1,360 University of London 961 973 Microfilming 41 34 Travel, subsistence and hospitality 229 217 Recruitment 390 278 Training 180 210 Digitisation 455 1,101 IT maintenance 673 612 Document moves 41 487 Telecommunications 180 361 Other expenditure 4,083 4,198 Less VAT recovery on contracted out services (1,712) (2,105) 12,247 14,424

21,718 23,387

Note a – the total of non-cash items included in the Reconciliation of Resources to the Net Cash Requirement comprises:

2004-05 2003-04 £000 £000

Total non-cash transactions as above 8,325 7,726 Adjustment for loss on disposal of tangible fixed assets (51) (70)

Non-cash items per reconciliation of resources 8,274 7,656 to net cash requirement

87 RESOURCE ACCOUNTS 2004–2005

4 Operating income

Operating income not appropriated-in-aid is included in public expenditure and that which (transferred to the Consolidated Fund) is analysed for is not (see note 7). In 2004-05, there was no income resource budget purposes between that which classified as non A in A.

2004-05 a) Resource Outturn Operating Cost Statement

Payable to Appropriated Consolidated in aid Fund Income

£000 £000 £000

Operating income analysed by classification and activity, is as follows: Administration income: Fees and charges to external customers 3,488 – 3,488 Fees and charges to other government departments 123 – 123

3,611 – 3,611

2003-04 Resource Outturn Operating Cost Statement

Appropriated Payable to Income included in in aid Consolidated Fund Operating Cost Statement

£000 £000 £000

Operating income analysed by classification and activity, is as follows: Administration income: Fees and charges to external customers 4,692 187 4,879 Fees and charges to other departments 63 – 63

4,755 187 4,942

88 RESOURCE ACCOUNTS 2004–2005

4 Operating income (continued) b) An analysis of operating income from services provided is as follows:

2004-05 2004-05 2004-05 Income Full cost Deficit £000 £000 £000

Record Copying services 1,189 1,639 (450) Information and Enterprises 1,267 1,863 (596) Other 1,155 1,155 –

3,611 4,657 (1,046)

2003-04 2003-04 2003-04 Income Full cost Deficit £000 £000 £000

Record Copying services 1,623 1,833 (210) Information and Enterprises 1,078 1,723 (645) Other 2,241 2,241 –

4,942 5,797 (855) c) The National Archives is required, in accordance d) As a matter of policy, the full cost of services with the Treasury's Fees and Charges Guide, to should normally be recovered. However, it has disclose performance results for its areas of not proved possible in 2004-05 to recover the activity. The segmental analysis is not intended to full cost of services provided. The main reason meet the requirements of Statement of Standard for the increasing deficits of Record Copying Accounting Practice 25: Segmental Reporting. and Information & Enterprises is the share of infrastructure costs, such as IT investments and accommodation developments, which The National Archives has undertaken. These developments will continue in 2005-06.

5 Administration cost limits

The outturn within the administration costs control regime shown against individual administration cost limits is as follows:

2004-05 2003-04 Outturn Limits Outturn Limits

£000 £000 £000 £000

Request for resources 1 36,109 38,731 36,484 38,806

89 RESOURCE ACCOUNTS 2004–2005

6 Reconciliation of net operating cost to control total and net resource outturn

2004-05 2003-04 £000 £000

Net operating cost (Note a): 36,109 36,297

Consolidated Fund – 187 Extra Receipts (CFERs)

Net resource outturn (Note a) 36,109 36,484

Note: income which are subject to parliamentary a) Net operating cost is the total of expenditure approval and included in the department’s and income appearing in the Operating Cost Supply Estimate. The outturn against the Statement (Schedule 2). Net resource outturn is Estimate is shown in the Summary of Resource the total of those elements of expenditure and Outturn (Schedule 1).

7 Analysis of net resource outturn by function and reconciliation to Operating Cost Statement

2004-05 Net Total Outturn Gross compared Other resource with Admin. Current Grants expenditure A in A Net total Estimate Estimate £000 £000 £000 £000 £000 £000 £000 £000

Request for Resources 1 Records registrations and surveys 39,720 – – 39,720 (3,611) 36,109 38,731 2,622 Total 39,720 ––39,720 (3,611) 36,109 38,731 2,622 Resource outturn 39,720 – – 39,720 (3,611) 36,109 38,731 2,622 Reconciliation to Operating Cost Statement Non A-in-A operating income – – Gross operating expenditure 39,720 Operating income (3,611) Net operating cost 36,109

2003-04 Net Total Outturn Gross compared Other resource with Admin. Current Grants expenditure A in A Net total Estimate Estimate £000 £000 £000 £000 £000 £000 £000 £000

Request for Resources 1 Records registrations and surveys 41,239 – – 41,239 (4,755) 36,484 38,806 2,322 Total 41,239 – – 41,239 (4,755) 36,484 38,806 2,322 Resource outturn 41,239 – – 41,239 (4,755) 36,484 38,806 2,322 Reconciliation to Operating Cost Statement Non A-in-A operating income (187) (187) Gross operating expenditure 41,239 Operating income (4,942) Net operating cost 36,297

90 RESOURCE ACCOUNTS 2004–2005

8 Analysis of capital expenditure, financial investment and associated A in A

2004-05 Outturn Capital Compared expenditure Loans, etc. A in A Net total Estimate with Estimate £000 £000 £000 £000 £000 £000

Request for Resources 1 Records registrations and surveys 1,908 – – 1,908 4,592 2,684

Total 1,908 – – 1,908 4,592 2,684

2003-04 Outturn Capital Compared expenditure Loans, etc. A in A Net total Estimate with Estimate £000 £000 £000 £000 £000 £000

Request for Resources 1 Records registrations and surveys 3,317 – – 3,317 5,184 1,867

Total 3,317 – – 3,317 5,184 1,867

9 Tangible fixed assets

Freehold IT land and including buildings Equipment databases Total (non dwellings) £000 £000 £000 £000

Cost or valuation At 1 April 2004 99,027 8,069 6,561 113,657 Additions 167 109 1,461 1,737 Disposals – (177) (577) (754) Revaluation 15,078 281 (857) 14,502

At 31 March 2005 114,272 8,282 6,588 129,142

Depreciation At 1 April 2004 13,865 2,042 2,839 18,746 Charged in year 2,402 255 1,042 3,699 Disposals – (147) (556) (703) Revaluation 2,108 60 – 2,168

At 31 March 2005 18,375 2,210 3,325 23,910

Net Book value at 31 March 2005 95,897 6,072 3,263 105,232

Net Book value at 31 March 2004 85,162 6,027 3,722 94,911 a) Freehold land and buildings were valued on Limited. Their valuation was carried out in 25 March 2002 at £84.5m on the basis of accordance with the Appraisal and Valuation depreciated replacement cost by an external Manual issued by the Royal Institution of firm of Chartered Surveyors, Atis Real Weatheralls Chartered Surveyors.

91 RESOURCE ACCOUNTS 2004–2005

10 Intangible fixed assets

Software Licences £000

Cost or valuation At 1 April 2004 236 Additions 171

At 31 March 2005 407

Depreciation At 1 April 2004 72 Charged in year 81

At 31 March 2005 153

Net Book value at 31 March 2005 254

Net Book value at 31 March 2004 164

11 Reconciliation of cash flows to fixed asset additions

£000

Cash flows for tangible fixed assets 1,737 Intangible fixed asset additions 171 Cash flows for total fixed assets 1,908

12 Movements in working capital other than cash

2004-05 2003-04 Notes £000 £000

Increase/(Decrease) in stocks 13 64) (35) (Decrease)/Increase in debtors 14 (1,169) 914 (Increase) in creditors 16 (692) (183) Adjustments for HMC – (27)

(Decrease)/Increase in Supply working capital (1,797) 669

13 Stocks

2004-05 2003-04 £000 £000

Reprographic materials 28 24 Work in progress 68 41 Publishing and shop stocks 265 232

361 297

92 RESOURCE ACCOUNTS 2004–2005

14 Debtors

2004-05 2003-04 £000 £000

Amounts falling due within one year: VAT 850 1,730 Trade debtors 145 172 Other debtors – 50 Deposits and advances 33 30 Prepayments and accrued income 783 1,023 Prepayments - early retirement 7 7

1,818 3,012

Amounts falling due after one year: Prepayments and accrued income 37 6 Prepayments - early retirement 7 13 44 19

1,862 3,031

15 Cash at bank and in hand

2004-05 2003-04) £000 £000)

Balance at 1 April 1,775 2,183) Net cash outflow (198) (408)

Balance at 31 March 1,577 1,775)

The following balances at 31 March are held at: Office of HM Paymaster General 1,574 1,769) Commercial banks and cash in hand 3 6)

1,577 1,775)

The balance at 31 March comprises: Cash due to be paid to the Consolidated Fund: Consolidated Fund extra receipts received and due to be repaid to the Consolidated Fund – 187) Amounts issued from the Consolidated Fund for Supply but not spent at year end 1,577 1,588)

1,577 1,775)

93 RESOURCE ACCOUNTS 2004–2005

16 Creditors

2004-05 2003-04 £000 £000

Amounts falling due within one year Trade creditors 689 309 Accruals and deferred income 1,642 1,330 Amounts issued from the Consolidated Fund for supply 1,577 1,588 but not spent at year end Consolidated Fund extra receipts received and receivable – 187 and other due to be paid to the Consolidated Fund

3,908 3,414

17 Provisions for liabilities and charges

Early departure costs £000

Balance at 1 April 2004 250 Unwinding of discount 36 Provisions utilised during the year (117)

Balance at 31 March 2005 169

Early departure costs The National Archives meets the additional costs of estimated payments discounted by the Treasury benefits beyond the normal PCSPS benefits in respect discount rate of 3.5 per cent in real terms. In past of employees who retire early by paying the required years The National Archives paid in advance some of amounts annually to the PCSPS over the period its liability for early retirement by making a payment between early departure and normal retirement date. to the Paymaster General's Account at the Bank of The National Archives provides for this in full when England for the credit of the Civil Service the early retirement programme becomes binding on Superannuation Vote. The balance remaining is the department by establishing a provision for the treated as a prepayment.

94 RESOURCE ACCOUNTS 2004–2005

18 Reconciliation of Net Operating Cost to changes in General Fund

2004-05 2003-04 Note £000 £000 £000 £000

Net Operating Cost 6 (36,109) (36,297) Surrender of excess appropriations in aid and CFERs 6 –) (187)

(36,109) (36,484)

Historical Manuscripts Commission opening balances – ) 195)

Net Parliamentary funding 28,000) 32,711

Transferred to general fund in respect of realised element of revaluation reserve on depreciation 19 630) 293

Consolidated Fund creditor for unspent cash 16 (1,577)) (1,588)

Settlement of previous year creditor for unspent cash 16 1,588) 1,605

Notional charges: 3 cost of capital charge 3,530 3,331 auditor's remuneration (notional) 62 61 3,592) 3,392

Net (decrease)/Increase in General Fund (3,876) 124)

General Fund at 1 April 2004 79,984) 79,860

General Fund at 31 March 2005 76,108) 79,984

19 Reserves

Revaluation reserve) £000)

At 1 April 2004 16,530) Arising on revaluation during the year 15,369) Transfer in respect of realised depreciation (2,168) Transferred to general fund in respect of realised (630) element of revaluation reserve

Balance at 31 March 2005 29,101)

The revaluation reserve reflects the unrealised element of the cumulative balance of indexation and revaluation adjustments (excluding donated assets). There were no donated assets in 2004-05.

20 Notes to Schedule 5

The National Archives' capital is employed exclusively Administration costs and income have been attributed for administration purposes. Its distribution amongst to objectives in accordance with the department's objectives is therefore not markedly different from the normal management accounting practices. proportion of the related gross administration cost.

95 RESOURCE ACCOUNTS 2004–2005

21 Capital commitments

A contract for the upgrading of a lift totalling £0.35m was partially complete at 31 March 2005. There were no other major capital commitments at 31 March 2005.

22 Commitments under operating leases Operating leases

Commitments under operating leases to pay rentals during the year following the year of these accounts are given in the table below, 2004-05 2003-04 analysed according to the period in which the lease expires. £000 £000

Obligations under operating leases comprise: Land and buildings Expiry after more than 5 years 629 663

629 663

Other

Expiry within one year 74 195

Expiry between two and five years 142 174

845 1,032

23 Other commitments

The National Archives has a service contract ending charge will be increased with indexation for 2006-07 on 31 March 2008 with the University of London for and 2007-08. The National Archives has not entered the preservation of government datasets (UK into any other non-cancellable contracts other than National Data Archive for Datasets). The service the one disclosed above. charge for 2005-06 will be £0.82m. This service

24 Contingencies

There were no contingent assets or liabilities at 31 March 2005.

25 Related party transactions

None of the board members, key managerial staff or other related parties has undertaken any material transactions with The National Archives during the year.

96 RESOURCE ACCOUNTS 2004–2005

26 Financial Instruments

FRS 13, Derivatives and Other Financial Instruments, Liquidity Risk requires disclosure of the role which financial The National Archives’ net revenue resource instruments have had during the period in creating or requirements are financed by resources voted changing the risks an entity faces in undertaking its annually by Parliament, as is its capital expenditure. activities. Because of the largely non-trading nature of The National Archives is not therefore exposed to its activities and the way in which it is financed, The significant liquidity risks. National Archives is not exposed to the degree of financial risk faced by business entities. Moreover, Interest Rate Risk financial instruments play a much more limited role in The National Archives is not exposed to any interest creating or changing risk than would be typical of the rate risk. listed companies to which FRS 13 mainly applies. The National Archives has very limited powers to borrow or Foreign Currency Risk invest funds and except for relatively insignificant The National Archives’ exposure to foreign currency forward purchases of foreign currency, financial assets risk is not currently significant. and liabilities are generated by day-to day operational activities and are not held to change the risks facing the department in undertaking its activities.

27 Accountability

No exceptional kinds of expenditure such as losses disclosure because of their nature or amount and special payments that required separate were incurred.

97 RESOURCE ACCOUNTS 2004–2005

28 Analysis of debtors & creditors to show government balances

Debtors within Debtors after Creditors within Creditors after 1 year 1 year 1 year 1 year £000's £000's £000's £000's

Balances with other central 1,042 – 1,603 – government bodies

Balances with local authorities 150 – 2 –

Balances with NHS Trusts – – – –

Balances with public corporations – – 35 – and trading funds

Balances with bodies external 626 44 2,268 – to government

At 31 March 2005 1,818 44 3,908 –

Balances with other central 2,164 – 1,873 – government bodies

Balances with local authorities 138 – – –

Balances with NHS Trusts – – ––

Balances with public corporations – – – – and trading funds

Balances with bodies external 710 19 1,541 – to government

At 31 March 2004 3,012 19 3,414 –

98 ANNUAL REPORT 2004–2005

Mission Statement

The Independent Complaints Reviewer will be fair and impartial in the review of complaints made by individual members of the public or organisations.

The Independent Complaints Reviewer aims to seek a fair resolution to complaints made against The National Archives by its customers. We also try to make a difference to the service provided to future Independent customers by recommending the consideration of changes and improvements that have Complaints been highlighted as being necessary during reviews. Reviewer to The We ensure that complainants are aware of our role and how we go about our work from their initial contact with us. National Archives We communicate with people in a clear and courteous manner that meets their needs and preferences. To this Annual Report 2004–2005 end, upon request, we can Seeking a fair resolution provide information leaflets in a number of languages and formats. Jodi Berg is the Independent Complaints Reviewer for Complainants can expect The National Archives, Land Registry, the Charity from us: Commission and the Housing Corporation. She is also • Courtesy • Honesty Independent Case Examiner for the Child Support • Respect Agency and the Northern Ireland Social Security • Accessibility • Objectivity Agency. Mrs Berg is a solicitor and a Fellow of the • Flexibility Chartered Institute of Arbitrators. The Independent • Use of plain language • Openness to suggestions Complaints Reviewer is not a civil servant, or an and comments. employee of The National Archives or of any other public body.

99 ANNUAL REPORT 2004–2005

Foreword manner in which it imparts customers who have justifiable information. This means that the complaints of this kind. I am pleased to present my annual archives are now accessible not Additionally, it is important to report as Independent Complaints only to those with specific learn from the problems that have Reviewer for The National interests, but as an educational aid arisen for the benefit of future Archives. My office is available to for children and adults in the UK customers. Again, I can report that anyone who is unhappy with the and abroad. The National Archives resolved all way The National Archives has its customers’ concerns internally dealt with them and remains This year The National Archives and was able to draw some dissatisfied after receiving the had to meet the challenge of valuable lessons to reduce the final response to their complaint. implementing the changes to its likelihood of such a situation I try to resolve complaints by service brought about by the occurring again and to enable it to agreement. When this is not Freedom of Information Act 2000, manage such problems more possible, I can investigate and which came fully into effect from efficiently. This is a testament to adjudicate upon the issues raised. 1 January 2005. People are now the strength of its complaint- If necessary, I can make able to apply to The National handling processes. recommendations aimed at Archives for access to its own providing redress to complainants administrative records and to the During the year, I am able to such as an apology or a records that it holds from other monitor the service given to consolatory payment. I can also government departments. In the complainants and I receive recommend procedural changes in past, on occasion The National updates of information on the order to improve the standard of Archives faced complaints from numbers of complaints and service given to others in the people unhappy with the then compliments received. I am able future. The National Archives is prevailing ’30 year rule’. With the to visit both The National Archives committed to implementing the Act in operation, the rule does not at Kew and the Family Records recommendations that I make and apply and information is assumed Centre at 1 Myddelton Street, has always done so. to be available unless it is London, speak to staff and witness withheld because it falls within at first hand the popularity of the In last year’s report I congratulated one of the limited exemptions set service with its visitors. The The National Archives for its out in the Act. Unsurprisingly, dialogue between my office and assiduous commitment to people have been interested to The National Archives is always customer service and I am pleased obtain information that may not constructive and I am grateful to to be able to do so again this year. previously have been available as a the Chief Executive, Sarah Tyacke, In fact, in the reporting year matter of right and requests for and her Board for the positive way 2004–05, The National Archives information have risen. The in which they approach was able to resolve all the National Archives has again taken independent review. complaints made by its customers, this in its stride. so that people did not find it I hope that you will find my report necessary to take the extra step of However, even in the best both interesting and informative. referring them to me. organisations problems occur from time to time. This year, a technical The last few years have seen a glitch with the Documents Online surge in the change and service instigated a flood of development of The National enquiries and comments as some Archives, as it has expanded the customers failed to gain access to ways in which information can be images for which they had already Jodi Berg obtained from its records to reach paid a fee. This resulted in the Independent Complaints Reviewer a new worldwide audience. receipt of 735 emails in a single Anyone who visits the website month. The test of an organisation cannot fail to be impressed by its is in how it handles difficult clarity and by the user-friendly situations and responds to

100 ANNUAL REPORT 2004–2005

The year in detail In my last annual report, I an explanation or an apology if commented on the surprisingly things have gone wrong. In the reporting year 2004–05, The low number of compliments The National Archives and Family National Archives recorded. I am In cases where resolution is not Records Centre between them pleased to note, therefore, that possible or appropriate, we agree received: while the number of internal a summary of complaint with the • 284,874 reader visits complaints has remained stable, complainant which sets the • 80,996 telephone enquiries the number of compliments framework for our investigation. • 64,858 letters (answering 99.9 recorded increased by 11 per cent Once agreed, a copy of the per cent of them within its 10- to 275. This is a welcome step summary is sent to The National day target). forward in obtaining customer Archives, which then sends all the feedback, which demonstrates relevant documentation to us. Given this level of direct customer that a more proactive approach A detailed chronology is drawn contact, it is unsurprising that not can achieve results. up from the files and from the everyone was satisfied with the information provided by the service they received. However, Making a complaint to complainant. The Independent The National Archives’ Public the Independent Complaints Reviewer then decides Services Development Unit was Complaints Reviewer whether she is able to issue her asked to respond to only 50 report immediately, or whether complaints, ranging from the The Independent Complaints further enquiries (such as grievance of a neighbour who was Reviewer is able to look into interviews with members of staff) kept awake by its floodlights to complaints about the service are necessary before she can do so. criticisms over perceived provided by The National Archives omissions in its archives. The at Kew, at the Family Records The Independent Complaints rigour of the internal complaints Centre and online. Although the Reviewer may make procedure is demonstrated by the Family Records Centre is jointly recommendations within her fact that, after receiving The run by the General Register Office reports. These may be specific and National Archives’ response, none and The National Archives, she is aimed at resolving matters by of these complainants sought to only able to investigate specific providing redress to the escalate matters and refer their complaints about The National complainant, such as an apology complaints to my office. This is an Archives, as the General Register from The National Archives’ Chief exceptional achievement. Office does not offer this service Executive or a consolatory to its customers. payment (up to a maximum of The National Archives takes £5,000) in recognition of the customer service seriously and People can refer their complaints anxiety and distress caused by its actively looks for ways in which it to the Independent Complaints maladministration. The can be improved. In 2004–05, it Reviewer by telephone, post, fax or Independent Complaints Reviewer introduced a number of initiatives email or in person. The first thing can also make ‘systemic’ designed to achieve this objective. that we do is consider whether it recommendations aimed at These included provision for self- will be possible to negotiate an improving The National Archives’ service photocopying, allowing the agreement between The National procedures for the future. use of digital cameras (and the free Archives and its customer. In cases loan of camera stands on which to where this appears likely, we will In cases where the Independent mount them), and the introduction liaise with the complainant and The Complaints Reviewer has made of self-service document lockers National Archives to see whether recommendations, The National and seat selection, which resulted there is any immediate action that Archives has undertaken to in the reduction of queues for both can be taken which will resolve the implement them immediately and the collection and return of complaint. For example, this may has always done so. However, if documents and the allocation be an agreement to take certain The National Archives were to of seats. steps, the provision of information, decide not to do so, it must

101 ANNUAL REPORT 2004–2005

provide a written explanation for • Discrimination or injustice proceedings, matters of law or this. Finally, the complainant is • Excessive delay government policy, or complaints always informed of their right to • Not answering complaints fully that have been or are being ask their MP to refer their and promptly investigated by the Parliamentary complaint to the Parliamentary • Failure to apologise properly for and Health Service Ombudsman. and Health Service Ombudsman if mistakes or provide appropriate they remain dissatisfied and wish redress. I welcome feedback on my to pursue the matter further. No report. Should you require any one has chosen to do this. The Independent Complaints further information you can Reviewer cannot investigate contact my office at: The Independent Complaints complaints if The National Reviewer reviews complaints that Archives has not been given the The Independent Complaints The National Archives has acted opportunity to deal with the Reviewer maladministratively. matter first or if it is referred New Premier House Maladministration is a failure to more than six months after The 150 Southampton Row deal with matters properly or National Archives has given its London WC1B 5AL fairly and may involve: final response. The Independent Tel: 020 7278 6251 • Failure to follow proper Complaints Reviewer is also Fax: 020 7278 9675 procedure unable to look into matters that Email: [email protected] • Discourtesy are the subject of legal Web: http://www.icrev.demon.co.uk What is the Independent complaint referral form, (www.bioa.org.uk). We promote Complaints Reviewer explains our role. The leaflet is the work of the office through service? available from The National external bodies such as the Archives and the Family Records Citizens Advice Bureaux and the The Independent Complaints Centre, direct from our office, Consumers Association. Reviewer service was established and online on our website in 1998. The National Archives (www.icrev.demon.co.uk). Our The Independent opted to become one of the website also contains Complaints Reviewer team public bodies within its remit in information about our work and 2000, thereby offering the copies of past and current Team members are civil service to customers dissatisfied annual reports. In addition it servants. They are either with its response to their has links to the websites of permanent staff at the concerns. People can refer their other complaints-handling and Independent Complaints complaints to the Independent ombudsman services. Reviewer’s office or are Complaints Reviewer once they seconded for a limited time have received a final response Complainants can contact us by from other public bodies, from The National Archives. telephone, fax, email, or in including those for which Jodi The service is managerially writing. The National Archives is Berg is the Independent independent of The National required to signpost our service Complaints Reviewer. Archives and operates from in its final response to a offices in Southampton Row in complaint. It also provides Senior Investigations Officer central London. Its staff are information about us on its and Office Manager bound by strict principles of website (www.nationalarchives. Andrew Robertson fairness and impartiality. The gov.uk). service is free to complainants. Investigations Officers You can find out about us and David Davies Finding out about us other complaints-handling Joe Scott organisations by visiting the Fiona Stevenson Our leaflet Seeking a Fair British and Irish Ombudsman Resolution, which includes a Association website

102 ANNUAL REPORT 2004–2005

Much of the Council’s year, in common no doubt with that of most other parts of the public sector, has been dominated by preparations for the introduction of the access provisions of the Freedom of Information Act 2000 on 1 January 2005. We were impressed by the thoroughness and attention to detail with which The National Archives approached this. The changes to the public records system are profound, and we have only just begun to see Advisory Council what impact they will have. Freedom of Information on National Records Under the Public Records Act before it was amended and partly replaced by the Freedom of and Archives Information Act, the Council had three principal functions relating to access to records: Second Annual Report • It advised you on applications from government departments 2004–2005 for the extended closure of documents. You and your predecessors did not sign an To the Right Honourable the Lord Falconer of extended closure instrument Thoroton, Lord High Chancellor of Great Britain before we had considered its contents. We are proud that and Secretary of State for Constitutional Affairs there was rarely an instrument put to you for signature to which we had not contributed either by having items removed (and therefore released) or by having some periods of closure reduced. These extended closure provisions have been entirely replaced by the access provisions in the Freedom of Information Act. The increase in public access to historical material under the Freedom of Information regime makes the gains under the Public Records Act appear insignificant, but at the time they were very real.

103 ANNUAL REPORT 2004–2005

• It advised you on applications The matters on which the Advisory means of panels of three from government departments Council on Public Records may members who are sent the for the retention of public advise the Lord Chancellor include papers and who give their records beyond the 30-year matters relating to the advice on behalf of the Council. deadline for their transfer to application of the Freedom of During the three months since The National Archives or an Information Act 2000 to the beginning of 2005, two approved place of deposit. This information contained in public panels considered eleven function continues unchanged, records which are historical applications. although the Council has records within the meaning of Part • To advise you on applications approved new criteria for VI of that Act. for access to information retention, to align them more contained in transferred closely with the Freedom of We have given a lot of thought to historical records on which Information Act. the Council’s new duty to advise there is disagreement between • It heard appeals from members you on matters relating to the The National Archives and the of the public for access to application of the Freedom of responsible department as to records when departments had Information Act to historical whether an exemption applies. declined to release closed or public records (those over 30 The very first panel formed as retained material. The Council years old), alongside its continuing described above was asked to heard several such appeals each duty to advise you on the consider one such application. year, and is glad that it retention by departments of normally managed to enable historical records. Following the Cases considered by panels of applicants and departments to changes, the Council’s new Council members included the reach a compromise under functions in connection with following: which some form of access access questions are: • Applications for personal tax was allowed. • To advise you on applications information on living and from departments to ‘designate deceased individuals. The panels The statutory function of the records as closed’ under s66 of concluded that a duty of Advisory Council on Public the Freedom of Information Act. confidence applies to such Records, a constituent part of the This is a very similar process to information even after the Advisory Council on National that for extended closure, and individual’s death and that Records and Archives, has changed. gives The National Archives a there was no significant public The relevant passages of the guide to how to consider interest in their release which Public Records Act 1958 (s1(2, applications for access to would be sufficient as a defence 2A)) now read as follows: transferred records which are to an action for breach of not open on transfer. confidence. There shall be an Advisory • To advise you on applications • Applications for information Council on Public Records to for access to exempt about or received from the advise the Lord Chancellor on information contained in governments of other states. matters concerning public transferred public records and The panels accepted that records in general and, in retained historical public records release could harm international particular, on those aspects of on which the responsible relations and be a breach of the work of the Public Record department has decided that confidence, but one panel asked Office which affect members of the public interest in non- that the overseas government the public who make use of the disclosure is greater than the concerned be consulted. facilities provided by the Public public interest in release. Since • Applications for information in Record Office.The Master of the there is a prescribed timetable police files on unsolved Rolls shall be chairman of the said for the handling of these murders. In each case the panels Council and the remaining applications which does not concluded that personal members of the Council shall be permit us to wait for the next information about witnesses appointed by the Lord Chancellor meeting of the whole Council, and suspects should not be on such terms as he may specify. we have to consider them by disclosed. They also concluded

104 ANNUAL REPORT 2004–2005

that the release of other on how to handle applications for Lord Bingham, who was its information could prejudice any such records. chairman as Master of the Rolls in future prosecutions, but advised 1993 and who has continued to that the likelihood of any such Access under the press for release of the notebooks prosecution should be taken Public Records Acts ever since. At our request, The into account when a request for 1958 and 1967 National Archives investigated the access was being considered. fate of earlier notebooks and Until December 2004, the Council discovered that they had been The guidance prepared by the continued to consider applications destroyed after the Cabinet Department for Constitutional and appeals under the old public conclusions had been agreed. Affairs on the application of the records provisions, always bearing exemptions contained in the FoI in mind the impending changes. A member of the public who was Act is extremely full and useful. We achieved some successes in preparing a biography of a Second The Council recognises however securing public access, including World War intelligence officer, that it was prepared before the one after years of effort. Vera Atkins, sought access to a Act came into force. We look retained file at the Ministry of forward to seeing case law In 1981, the report of the Wilson Defence which contained material develop and the revision of the committee (on which the Council on the death in Crete of Vera guidance as appropriate. We was represented), Modern Public Atkins’ fiancé Richard Ketton- remain concerned in particular Records: selection and access Cremer. A member of the Council about the exemption relating to (Cmnd 8204), drew attention to went to view the file, and we are confidential information, since the the existence of notebooks of most grateful to the Ministry of decision on whether a breach of Cabinet discussions, kept by Defence for agreeing to allow confidence is ‘actionable’ is always successive Cabinet secretaries to supervised access to those parts going to be a difficult legal one, assist them in drafting the formal of the file relating to Ketton- and an error in either direction Cabinet conclusions. They have Cremer, as recommended by our could lead to legal penalties. been preserved since 1942. In representative. 1993, the Government decided to There is one area where we had continue to retain these The Council was asked to assist serious worries about the notebooks on the grounds that with two appeals relating to the application of the Freedom of release would reveal the individual Security Service. One was for the Information Act. This concerned contributions made to Cabinet release of items extracted from private papers deposited on loan discussions by ministers, which the Second World War diaries of in an archive which is an would undermine the principle of Guy Liddell, a senior Security authority, or part of an authority, collective responsibility. At the Service officer, the other an appeal under the Act. Many owners of Council’s urging, this policy was for access to retained papers on such papers deposited them on reviewed during 2004 and the Vera Erikson, a German agent conditional terms, notably that Council was very pleased to learn captured in Scotland in 1940. their approval be sought before that those notebooks which are Since in each case only material access is permitted to some or all over 30 years old are to be identifying individual agents had of the material, before copies are released. Release is to be delayed been retained, we were unable made and before extracts from it until January 2006 for the earliest to help. are published. We understand that notebooks; they will be released each case is likely to be different, annually in batches covering about The Council regretted the need depending on such factors as the five years thereafter until only to keep many files of Special precise ownership and custody those less than 30 years old Operations Executive personnel arrangements and the nature of remain. When released they will closed, in the absence of the information contained within be accompanied by transcripts of information confirming that they the records. We are grateful for the contents since, we understand, had died. It considers that these the advice issued to archivists and they are very difficult to read. The records could provide valuable owners by The National Archives Council wishes to pay tribute to research evidence, for instance

105 ANNUAL REPORT 2004–2005

on the long-term effects of Work of the Historical and the Commissioner on torture. We plan to return to this Manuscripts decisions which need to be taken, issue. The Council also Commission we are grateful to Mrs Tyacke for considered the Chatham House giving the Council’s members the Rule, which provides (as you The Council was pleased to see the opportunity to discuss matters know) that while discussions are report of the Archives Task Force, with her more informally. not confidential the identity of established by the Department for any person expressing a Culture, Media and Sport to Work of The National particular view is. It concluded analyse and review the state of Archives that, although the keeping of archives in the UK. We had hoped notes of a meeting held under that the resources devoted to the We considered a draft custodial the Chatham House Rule was work of the Task Force and to its policy for the preservation of not in itself likely to be in lengthy report reflected the digital records. The Council breach, the publication or release Government’s intentions to devote recognises the importance of of those notes would be. It is funding to implementation of its selecting and safeguarding apparent that it could at times recommendations. In the event we electronic records much earlier in be difficult to find an FoI were disappointed that no their life than was necessary for exemption which could continue additional funding is to be made paper-based records, since they to protect such information. available. We believe that the are transitory and dependent on implementation of the the maintenance of relatively The Ministry of Defence sought recommendations of a short-lived software. We look approval to retain records which government-appointed body forward to seeing evidence that were stored in a place where they deserve government funding. electronic records held in might have become contaminated We were very pleased to learn that departments are being cared for by asbestos. It appeared possible two independent funding bodies to appropriate standards. at one stage that it would be had nevertheless offered to make necessary to destroy the records, resources available for the As usual the Council considered but the Council was impressed by cataloguing of uncatalogued the draft corporate and business the efforts taken by the Ministry material in archives around the UK, plans and draft fees regulations of Defence to find a solution and we are most grateful to them. for The National Archives, and which is affordable and which congratulated the Keeper and preserves the original records. The The Council was concerned to see Commissioner on the innovative Council is firmly of the view that that the fate of records held by projects undertaken alongside the the preparation and transfer to several significant bodies, provision of traditional services. The National Archives of scanned including the Science Museum and We regretted the need for copies of the records should only Equitable Life, has come into substantial changes to the fee be considered if the cost of doubt during the year. These structure, but noted that only decontaminating the originals is problems give force to the minor increases in fees had been very significantly higher. Council’s conclusion last year that introduced since 1999, and that legislation is needed which gives the changes represented an overall The Department of Transport statutory protection to archives. rise of about 8 per cent, which sought approval for the extended was similar to inflation over those closure of reports of air accidents, Those members of the Council six years. citing Civil Aviation regulations of who were especially interested in 1996 which require that such issues of concern to the Historical Membership of the records be closed for 100 years. Manuscripts Commission attended Council The Council believes that there is a meeting with the Keeper in her a public interest in access to capacity as Commissioner. While The Council learned with sadness records of this kind and has asked the Council is keen to ensure that of the death during the year of the Department to review the it continues to debate major Professor the Earl (Conrad) Russell. closure period. archival issues and to advise you He represented the Liberal

106 ANNUAL REPORT 2004–2005

Democrats on the Council for retired, formerly British • Mrs Anne Hanford, film librarian several years, and gave us the Ambassador to Moscow and and consultant in the benefit of his wide experience and Chairman of the Joint management of media his wisdom. On the other hand, Intelligence Committee collections (retired December we were delighted to be able to (appointed January 2005) 2004) congratulate Mr Ted Rowlands on • Professor David Cannadine, • Professor Angela John, retired, his elevation to the peerage. Queen Elizabeth The Queen formerly Professor of History, Mother Professor of British University of Greenwich (retired The Council has also said farewell History, University of London December 2004) to Dr Chris Kitching, Secretary of (retired December 2004) • Dr Dorothy Johnston, Keeper of the Historical Manuscripts • Sir Charles Chadwyck-Healey Bt Manuscripts and Special Commission and well known DL, retired, formerly academic Collections, Hallward Library, especially to those members of publisher University of Nottingham the Council who were previously • Sir John Chilcot GCB, retired, • Professor Rodney Lowe, commissioners. We wish him a formerly Permanent Under Professor of Contemporary long and happy retirement. We Secretary of State, Northern History, University of Bristol look forward to meeting his Ireland Office (retired December (retired December 2004) successor, Mr Nick Kingsley, in 2004) • Professor Heidi Mirza, Professor the summer. • Ms Else Churchill, Genealogy of Racial Equality Studies, Officer of the Society of University of Middlesex The Council has said goodbye this Genealogists (appointed January (appointed January 2005) year to nine members. Professor 2005) • Professor Lord Renfrew, Disney David Cannadine, Sir John Chilcot, • Professor Peter Clarke, retired, Professor of Archaeology, Mrs Anne Hanford, Professor Emeritus Professor of Modern University of Cambridge (retired Rodney Lowe and Mrs Shahwar British History, University of December 2004) Sadeque all retired at the end of Cambridge • Dr Michael Riley, Senior Lecturer their second three-year term, • Sir Patrick Cormack, in History, Bath Spa University while Mr Vic Gray, Professor Conservative MP for College (appointed January Angela John, Lord Renfrew and Staffordshire South 2005) Professor Chris Smout all retired • Professor Harry Dickinson, • Rt Hon the Lord Roper, Chief before the end of their terms, Richard Lodge Professor of Whip for the Liberal Democrats being unable to combine British History, University of in the House of Lords commitment to the Council’s Edinburgh and President of the (appointed January 2005) affairs with retirement from other Historical Association • Lord Rowlands CBE, retired, work. We are most grateful to all (appointed January 2005) formerly Labour MP for Merthyr of them for their contributions to • Rt Hon the Viscount De L’Isle Tydfil the Council’s deliberations. The MBE DL, owner of the De L’Isle • Mrs Shahwar Sadeque, eight new members whom you and Sidney family papers educational and information appointed with effect from 1 • Miss Rosemary Dunhill OBE, technology consultant (retired January, and whom we welcomed Archivist of Jesus College, December 2004) at our meeting in February, have Oxford and formerly County • Dr Elizabeth Shepherd, Senior brought the Council to its desired Archivist of Hampshire Lecturer in Archives and Records complement of 20. • Sir David Durie KCMG, retired, Management, University College formerly Governor and London The members of the Council Commander in Chief, Gibraltar • Mr Andreas Whittam Smith CBE, during the year were: (appointed January 2005) journalist, First Church Estates • Professor Caroline Barron, • Mr Peter Fox, Librarian, Commissioner Professor of the History of Cambridge University Library • Professor Christopher Smout London, Royal Holloway, • Mr Vic Gray, Archivist, CBE, Historiographer Royal of University of London Rothschild Archives (retired Scotland (retired December • Sir Rodric Braithwaite GCMG, December 2004) 2004)

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• Ms Catherine Maxwell Stuart, owner of the private family and estate archive at Traquair House, Innerleithen, Peeblesshire • Ms Stephanie Williams, author, journalist and user of archives (appointed January 2005)

The Secretary of the Council is Mr Tim Padfield.

At all our meetings we had the benefit of the advice of Mrs Sarah Tyacke CB, Keeper of Public Records and Historical Manuscripts Commissioner. She was variously accompanied Dr David Thomas, director of Government and Technology, Dr Elizabeth Hallam Smith, director of National Advisory and Public Services, Mrs Wilma Jones, director of Strategy, Finance and Resources, Dr Chris Kitching CBE, secretary of the Historical Manuscripts Commission, Ms Meg Sweet, Head of Records Management, and Mr Howard Davies of the Records Management Department, all at The National Archives.

On behalf of the members

Lord Phillips of Worth Matravers Master of the Rolls Chairman

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