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The Lilleshall Project

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The Lilleshall Project The Lilleshall Project Final report Shropshire Archives, August 2005 – December 2007 The Lilleshall Project was launched to secure public ownership of and transform access to the records of the Lilleshall estate, one of the most important of Shropshire’s estate collections that covers 800 years of the county’s history. As well as purchasing the archive, the project catalogued, conserved, microfilmed and digitised selected series of the collection. The catalogue is now online and contains over 400 images of records. Estate map of Kynnersley and the Weald Moors, 1587, undergoing conservation treatment (SA ref 972/7/3/3) January 2008 Page 1 Contents Page 1. Introduction...................................................................................................................3 2. Project Budget ..............................................................................................................3 3. Project Aims and Objectives.........................................................................................4 4. Project progress ...........................................................................................................4 4.1. Project management .............................................................................................4 4.2. Cataloguing ...........................................................................................................5 4.3. Conservation .........................................................................................................7 4.4. Microfilming ...........................................................................................................8 4.5. Digitisation and online catalogue...........................................................................8 4.6. Promotion and Publicity.........................................................................................9 4.7. Monitoring and Evaluation ...................................................................................10 5. Conclusion..................................................................................................................13 6. Acknowledgements.....................................................................................................13 7. Appendix 1 : Financial Information .............................................................................14 8. Appendix 2 : Publicity Materials.................................................................................15 9. Appendix 3 Volunteer evaluation ................................................................................17 10. Appendix 4 Lilleshall Collection Catalogue Structure.................................................19 11. Appendix 5 Exhibition evaluation...............................................................................23 12. Appendix 6 April 2006 Event evaluation ....................................................................24 Page 2 1. Introduction The opportunity to purchase the records of the Lilleshall estate, part of the Dukes of Sutherland’s English estates, in 2005 presented a rare opportunity for Shropshire Archives to develop a multi disciplinary project to improve both the physical and intellectual accessibility of this important collection. Shropshire Archives was awarded a grant of £349,500 from the Heritage Lottery Fund towards the project. Additional financial support came from The National Manuscripts Conservation Trust, the MLA/V & A Purchase Grant Fund, the Friends of the National Libraries, the Friends of Shropshire Archives and the Walker Trust. The collection, comprising approximately 2.5 cubic metres, or 250 archive boxes, had been deposited with the then Shropshire Record Office in the 1950’s. The collection includes important material relating to the abbeys of Lilleshall and Shrewsbury and other religious houses. Deeds relating to land formerly held by Lilleshall abbey include property in Derbyshire, Warwickshire, Devon and Norfolk as well as many areas in Shropshire and Staffordshire. The estate maps within the collection are also very significant, including some outstanding very early maps dating from the late 16th to the early 17th centuries, when the art of creating estate maps was in its infancy. The collection is an essential source for the local history of Shropshire, and a very valuable resource for the study of medieval life including the religious houses. It is of local and regional significance. The remaining archive of the Dukes of Sutherland’s English estates is held by Staffordshire & Stoke on Trent Archive Service. The Staffordshire service developed a parallel project to purchase and improve access to their collection. An online resource has been developed in partnership with them, and a joint conference to celebrate the completion of both projects will be held in July 2008. The project involved volunteers at all levels in the conservation, cataloguing, research and digitisation of the collection. The benefits of making the collection accessible are already apparent. The collection has been extensively used by school children working as part of the Telford Culture Zone project. 2. Project Budget The overall cost of the project was estimated at £426,388 broken down as follows: • £ 349,500 grant from the Heritage Lottery Fund • £ 76,888 from Shropshire County Council and other contributors. The projected costs were as follows:- Capital costs including purchase of the collection £ 201,400 Revenue costs £ 202,065 Contingency and other costs £ 22,923 Total £ 426,388 Further financial information about the project is included in Appendix 1. Page 3 3. Project Aims and Objectives The project aim was to secure access to and to ensure the continuing preservation of the Lilleshall archive collection, through the purchase, conservation, cataloguing and digitisation of the collection. The project objectives were to: • Secure the purchase of the Lilleshall collection by Shropshire County Council • Conserve the collection to defined and consistent standards, to ensure its complete accessibility and long term preservation. • Microfilm the collection to support long term preservation and to improve access to it. • Catalogue the collection to international standards and add the information to online learning resources. • Digitise selected areas of the collection to create an online learning resource, building on the success of previous projects. • Support and encourage local history and community groups and individuals to further their research and develop their skills. • Use the collection to provide formal and informal learning opportunities for all ages. 4. Project progress The planned work for the Lilleshall Project was based around the above objectives. These formed the basis of reports to HLF throughout the project. The following report describes the progress of the project. 4.1. Project management The Project Manager was the Senior Conservator at Shropshire Archives and a team of temporary project staff and volunteers was recruited to work on the various aspects of the project. This approach proved successful in ensuring continuity of management, a quality sometimes found wanting in short term projects. 4.1.1 Staffing and Volunteers Rôle Appointment Date Full or Part Time End of contract Project Support Officer August 2005 Part time post. December 2007 Archive Cataloguer August 2005 Full time post. February 2007 Cataloguing Assistant August 2005 Full time post February 2007 Archive Conservator August 2005 Full time post December 2006 Senior Technician August 2005 Full time post June 2007 Digitisation Assistant June 2006 Full time post June 2007 The original project plan included a photographer post. This assumed that a microfilm camera owned by the service could be refurbished to be used for microfilming the Page 4 collection. This proved to be impossible, so resources were transferred to allow for an external microfilming contract to be arranged. Recruitment to the posts was successful, though, particularly with the Archive Conservator post, there was a very limited field of qualified candidates with suitable experience. This meant that the Project Manager spent a great deal more time supervising and supporting the conservation and digitisation team than had been planned for. The Archive Cataloguer post was filled by a secondment from a permanent post at Shropshire Archives. Inevitably this did cause some difficulties for the remaining permanent staff as they lost an experienced member of the team. However, the post allowed an individual to secure her first professional post and provided her with a very valuable opportunity for professional and managerial development. As the cataloguing work took longer than had been estimated the contracts of the Archive Cataloguer and the Cataloguing Assistant were extended. Additional technical support with digitisation and support for the website was provided by the Reprographics Officer at Shropshire Archives. Turnover of staff was generally not an issue for the team, except for the post of Project Support Officer which was occupied by 3 individuals over the course of the project. The project recruited a wide range of volunteers. 28 individuals from school children to retired people took part and contributed 332 days work to the project. They were involved in a variety of tasks including conservation, cataloguing, research and digitisation. Volunteers with skills in Medieval Latin worked to transcribe and translate over 100 of the medieval deeds. Evaluation from the
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