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UNDEPOSITED RECORDS in OXFORDSHIRE: Identification and Preservation of Privately Owned Records

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UNDEPOSITED RECORDS in OXFORDSHIRE: Identification and Preservation of Privately Owned Records UNDEPOSITED RECORDS IN OXFORDSHIRE: identification and preservation of privately owned records STAGE 2 Report: survey and analysis of local history groups and community archives in Oxfordshire Clare Cowling 12 July 2021 Funded by the Department of Laws, University College London https://www.ucl.ac.uk/ UNDEPOSITED RECORDS IN OXFORDSHIRE: identification and preservation of privately owned records Project patron and Co-Director, Legal Records at Risk project: William Twining, Quain Professor of Jurisprudence Emeritus, UCL Project researcher: Clare Cowling, Associate Research Fellow, Institute of Advanced Legal Studies, IALS Archivist and Co-Director, Legal Records at Risk project STAGE 2 Report: survey and analysis of local history groups and community archives in Oxfordshire For the Stage 1 Report, published online in August 2019, see https://ials.sas.ac.uk/library/archives/legal-records-risk-lrar-project/lrar-research-surveys Acknowledgements Our thanks to University College London (UCL) Department of Laws for funding this project and to the many archives, community groups, researchers and local historians who helped, co-operated or made suggestions about content. Contents Acknowledgements ............................................................................................................... 2 Executive summary ............................................................................................................... 4 Acronyms and abbreviations ................................................................................................. 6 Glossary of terms .................................................................................................................. 7 Introduction .......................................................................................................................... 8 Part 1: Collecting background data ........................................................................................ 9 1.1 Exclusions .................................................................................................................... 9 1.2 Issues .......................................................................................................................... 9 1.3 Local history societies ................................................................................................ 10 1.4 Local and community archives and museums ............................................................ 11 Part 2: Undertaking the survey ............................................................................................ 13 2.1 Contacting local history groups and community archives/museums .......................... 13 2.2 Organisations questioned .......................................................................................... 13 2.3 Findings ..................................................................................................................... 13 Part 3: Current assistance for community groups and archives ........................................... 15 3.1 Available guidance ..................................................................................................... 15 3.2 Practical help ............................................................................................................. 16 Page 2 of 53 3.3 Funding ..................................................................................................................... 17 Part 4: Project conclusions and recommendations .............................................................. 19 4.1 The importance of developing and maintaining relationships between established archive sector and community archives........................................................................... 19 4.2 The need for continued interaction between archive professionals and local communities ................................................................................................................... 20 4.3 The importance of recording the impact of Covid-19 for posterity............................. 21 4.4 The socio-legal implications of the changing role of traditional archives .................... 22 4.5 The importance of recognising the socio-legal significance of local societies/community archives. ........................................................................................ 23 4.6 Ethical and practical issues around the preservation of privately owned records ...... 24 4.7 The need for long-term, consistent commitment to maintain community archives and museums......................................................................................................................... 26 The Way Forward ................................................................................................................ 26 Appendix I: Local History Societies contacted in Oxfordshire ............................................... 28 Appendix II: Community Archives contacted in Oxfordshire ................................................ 32 Appendix III: Individuals and interested groups contacted .................................................. 36 Appendix IV: Questionnaire................................................................................................. 37 Questionnaire 1: Oxfordshire Undeposited Records project - questions for local history societies .......................................................................................................................... 37 Questionnaire 2: Oxfordshire Undeposited Records project - questions for community archives and museums: ................................................................................................... 38 Appendix V: Table of responses – local historical societies and community archives/museums .............................................................................................................. 40 Appendix VI: An imaginary project on how to identify privately held, locally relevant records of potential archival significance ......................................................................................... 44 Appendix VII: Published guidance by the archives sector aimed at community archives, local history groups and local historians ...................................................................................... 48 Guidance on collecting and managing local archives ....................................................... 48 Guidance on managing digital information ...................................................................... 49 Guidance on managing collections and gathering evidence during the Covid-19 pandemic ........................................................................................................................................ 49 Appendix VIII: Websites of stakeholder organisations ......................................................... 51 Bibliography ........................................................................................................................ 52 Page 3 of 53 Executive summary The Oxfordshire Undeposited Records Project was a small scale project with a limited budget and time frame, funded by UCL Faculty of Laws, to design a model methodology for identifying privately held records of value which have not been deposited in an established archives by investigating records in one designated area, Oxfordshire. It followed on from, and was associated with, the Legal Records at Risk (LRAR) project, (2015- date), which concentrated on identifying and locating privately held legal records at risk, finding out why they are at risk, prioritising the categories most at risk and seeking both practical and strategic solutions. The Oxfordshire records project was run in two stages: • Stage 1 sought to develop a methodology for doing this work and establish contact with stakeholders, including both established and community archives, local history associations and interested researchers. A comprehensive report on our findings was completed in August 2019 and published on the Institute of Advanced Legal Studies’ Archives website here: https://ials.sas.ac.uk/library/archives/legal-records-risk-lrar- project/lrar-research-surveys. • Stage 2 comprised a survey and analysis of the situation of Oxfordshire local history groups (including some unlisted) and community archives and their problems, with recommendations, some of which were identified in Stage 1, such as the need for funding to assist local history groups and local archives; issues around access to and sustainability of such archives; guidance already existing and new guidance required. We also sought to provide some practical suggestions as to how these issues can be, if not solved, at least understood and mitigated. The long-term aim of the project was to help to make previously inaccessible or little-known primary resources available to the public, so that new research can be carried out by both amateur and professional historians. We believe that our Oxfordshire findings and recommendations can be applied to any area in England and Wales (and perhaps beyond). Specific aims: • To extend the earlier highly localized project to cover the whole of Oxfordshire selectively, mainly by means of: (i) a basic survey of all Oxfordshire local history groups (80+) and community archives (number unknown), with detailed case studies of a few selected groups. We expected to find a remarkable variety among these entities. (ii) a critical examination of guidance to local historians, history
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