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Cumbria Archive Service Annual Report 2008-2009 Cumbriacumbria Archive Archive Service Service Annual Report 2008/09

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Cumbria Archive Service Annual Report 2008-2009 Cumbriacumbria Archive Archive Service Service Annual Report 2008/09 Cumbria Archive Service Annual Report 2008-2009 CumbriaCumbria Archive Archive Service Service Annual Report 2008/09 Contents 3 Highlights of the year 4 Context 4 Front line service activities 6 Collection management 9 Outreach and learning 12 Historical Research Service 13 Records Management 14 Staff 14 Service development and improvements 19 Conclusion 2 Front cover image: oldukphotos.com Cumbria Archive Service AnnualAnnual Report Report 2008-09 2008/09 Highlights of the year On 19 January 2009, construction started on the new Archives Office for Carlisle at Petteril Bank in south Carlisle. This marked the ‘beginning of the end’ after a seven year period of planning and fundraising for the new development. The project, worth £8.2m, is largely funded by a grant from Heritage Lottery Fund of £4.8m, with a substantial £3.3m contribution from Cumbria County Council. Construction is scheduled to finish in early 2010, and the new facility will open in the second half of the year following the removal of the archive collections from our current base in The Castle in Carlisle. North elevation of the new archives office for Carlisle by Austin-Smith:Lord, architects There were many other good features of the year. The service took some important steps towards developing the next stage of its electronic service delivery and setting up digitisation services. Progress was made with cataloguing collections to enable public access, and many more catalogue descriptions were made available online. Interesting records are still being deposited with the service and we were successful in getting grants to purchase the Denton manuscripts and the Pennington manuscripts. In Barrow, the archives and local studies service moved towards a more integrated approach to public service delivery. The Conservation Unit continues to develop its expertise with traditional conservation of paper and parchment, and with more modern media, including its work to preserve a ‘lost’ collection from one of the area’s most famous photographers. We delivered a number of unusual outreach projects designed for young people, life long learning and inter-generational activities. The Records Management Service took the first step towards acquiring an Electronic Document and Records Management System (EDRMS) and contributed to some major Council developments such as Schools Transition and Better Places to Work. All these developments are described in more detail elsewhere in this report. 3 CumbriaCumbria Archive Archive Service Service Annual Report 2008/09 Context Cumbria Archive Service runs four public archive offices in Barrow, Carlisle, Kendal and Whitehaven, and a Records Management Service and Conservation Laboratory in Carlisle. It forms part of the Culture Unit of the Adult and Cultural Services Directorate of Cumbria County Council. The Archive Service contributes to the corporate policy themes of Cumbria County Council. It also works within a legislative framework defined by the Public Records Act (1958), the Local Government Acts (1962 and 1972) and the Freedom of Information Act (2000). In 2008/09 the Archive Service had a net revenue budget of £988,853 (£953,000 in 07/08) with an income target of £112,495 (£114,117) making a gross budget of £1,101,348 (£1,067,117). Archives contribute to democracy and evidence-based decision-making. They are essential supports to a sense of personal, family and community identity. They provide a stimulating way for young people to learn about history, their locality and a range of other subjects, and they contribute to learning for all ages. Front line service activities Cumbria Archive Service is the 6th busiest county archive service for visiting researchers in England. Cumbria’s success in attracting visitors is due in no small part to the long term strategy of providing several access points in different areas of the county to meet the needs of a large rural area with a widely dispersed population and relatively poor public transport infrastructure. Visitor numbers relate solely to archives use in Carlisle and Kendal, but include local studies as well as archives in Barrow and Whitehaven. Family history remains the single most popular topic for visitors (62%). The other main areas of interest relate to local history (27%), house history (5%), formal educational use (4%) and official enquiries (2%). Visitors used nearly 21,000 original archives during the year, supplemented by an estimated 168,000 copy archives and over 38,000 printed and reference sources. 10% of opening hours were lost through the effects of vacancies and other staff shortages. However, visiting is only one way of using archives. Many enquiries are answered over the telephone or by e-mail or post, and much information is now provided via the Archive Service’s website. It is clear that trends in use are shifting towards on-line access to information. In addition, there is a considerable (but un-measurable) indirect use of archives through their use in television and radio programmes, the publication of newspaper articles and books, and the sharing of research amongst family and friends. The work of a few researchers can make the information contained in archives available to a much wider audience. 4 Cumbria Archive Service AnnualAnnual Report Report 2008-09 2008/09 Visitor figures have remained fairly static over the last few years, but increasing use is being made of information on the Archive Service’s website. In particular, the on-line catalogue to archive collections (introduced in late 2008) proved popular, accounting for 31,957 out of 46,632 website users. Overall, use of the archive service is increasing, with 76,059 transactions in 2008/09 compared with 71,089 in 2006/07. 80,000 Levels of use 70,000 60,000 50,000 40,000 30,000 20,000 10,000 0 2006/07 2007/08 2008/09 Website 36,948 37,890 43,632 Remote 15,740 14,433 14,196 Visitors 18,401 18,133 18,231 However, it is clear that in comparison with other county archive services, Cumbria is well behind both with the provision of on-line access facilities for visiting members of the public, and with the provision of digital content which people can access on-line. Plans are in place for the coming financial year to improve our response to the increasing public demand for archives on-line. Amongst the official enquiries dealt with this year, were: • Transcriptions and translations of the Royal Letters Patent (1585) and deed of conveyance (1586) relating to the endowment of St Bees School • Research into Sir John Barrow Monument at Ulverston (The Hoad) for a major restoration project Public satisfaction levels with the service remain high. The last Survey of Visitors to British Archives in November 2007 recorded satisfaction levels of 98% for the helpfulness and friendliness of staff, and the quality of staff advice. Satisfaction with the service overall remained at 96%. CumbriaCumbria Archive Archive Service Service Annual Report 2008/09 Collection management The front line service – answering enquiries and producing archives for public use – depends on a number of essential collection management activities which take place behind the scenes in the Record Offices: • The rescue of archives at risk and the deposit of archives for public use • Appropriate storage and packaging of archives, and conservation treatment • Accessioning to establish rights of ownership, access and intellectual property • Cataloguing and indexing archives to make information available to the public The number of accessions and the quantity of archives deposited can vary considerably from one year to the next. Interesting archives continue to be deposited with the Archive Service. Amongst the 404 accessions received in 2008-2009, the following records reflect the range and variety of information added to the archives: • A fascinating collection of correspondence of the Curwen family of Workington Hall (late 17th century – mid 19th century) relating to foreign holidays, and letters from children to parents • Log books from Longtown Primary School 1917-1999 • Family records of JP Thomson of Liverpool including documentation on the historic Woolpack Inn in Kendal and other Wakefield family properties • Papers of Miss Marion Dobson, with notebooks on the archaeology, natural history and geography of the Urswick area • Account books and other records of Cleator Forge 1877-1963 • Plans of the Cumberland Coalfield prepared for the vesting of these collieries in the National Coal Board in 1947 • Souvenir programmes and other records from the Lakeland Rose Show We were successful in securing grants to make purchases of archives this year. The Friends of National Libraries and the V&A/MLA Purchase Grant Fund supported the purchase of the manuscript diaries of William Fleming of Pennington. The Cumbria Family History Society, Friends of Cumbria Archives (FOCAS), Furness Family History Society and the Kirby Archives Trust also contributed to this acquisition. Heritage Lottery Fund granted £25,000 towards the purchase of three historically important 17th century manuscripts: John Denton’s Description of the County of Cumberland, William Gilpin’s Accompt of the most considerable estates and families in the County of Cumberland and Hugh Todd’s An Historical Account of the City of Carlisle and An Historical Description of the Diocese of Carlisle. Together these documents record the history and antiquities of towns and villages of north Cumbria. This purchase was also supported by FOCAS, the Cumbria Local History Federation and the University of Lancaster. 6 Cumbria Archive Service AnnualAnnual Report Report 2008-09 2008/09 Even though the Archive Service has existed for 45 years, it is still surprising what records turn up and where they come from. Records relating to a court case concerning livestock in Wetheral turned up in a flea market in The Hague, Netherlands. And, rather more worryingly, rate books from Castle Sowerby parish 1896 and 1901 were rescued from a skip by a workman.
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