Survey of Hospital Archives in Ireland Introduction Survey of Hospital Archives in Ireland Approximately 200 locations where records were kept were initially identified by the project team and sanction Funded by the Wellcome Trust granted by the Office of the Director General of the Health Undertaken by the National Archives Service Executive to proceed with the work of surveying. A senior member of National Archives staff, Brian Donnelly; (sanctioned by the Office of the Director General with extensive surveying experience, assisted by a project of the Health Service Executive) administrator, Hilary O’Callaghan, systematically visited each location in order to collect data for the report. These The National Survey of Hospital Archives (hereafter “the findings, including the survey methodology, are presented survey”) was undertaken by the National Archives between in summary form in chapters 3 and 4 of this report. A May 2014 and December 2015 with the objective of conservation professional visited a sample of 7 locations establishing the location, extent, content and condition of to undertake condition assessments of the records in their the archives of hospitals in the Republic of Ireland. The current storage and make recommendations for any survey was made possible following a research resources remedial action required. in medical history award grant of €145,051 from the Wellcome Trust to the National Archives. An academic advisory board was formed of interested and committed academics consisting of representatives of Academics and archivists had long expressed concerns UCC, UL, UCD and Glasgow Caledonian University. This with regard to the permanent preservation of medical and advisory group provided support and expertise from an hospital records and their availability for research academic users’ point of view and have compiled purposes. A limited survey of public hospital records was recommendations to accompany this report. carried out in 1995 in the wider context of a survey of local authority archives and this survey confirmed the wealth of The survey project committee would like to acknowledge hospital records held by individual institutions. In 2012, a the support and co-operation of the Wellcome Trust, the group consisting of representatives of the National Health Service Executive and the Academic Advisory Archives, University College Cork and the University of Board. Limerick, with support from other academic institutions, The members of the Academic Advisory Board were; sought to advance a mutual goal of archival preservation Dr Ciara Breathnach, UL and access. In 2013, the National Archives submitted an Dr Catherine Cox, UCD application to the Wellcome Trust for funding to undertake Dr Laurence M. Geary, UCC a scoping survey of such records. Professor Oonagh Walsh, Glasgow Caledonian University It was envisaged that the survey findings and Ms Harriet Wheelock, Keeper of Collections, RCPI recommendations would provide a basis for the The successful completion of this survey would not have development of policy on permanent preservation and been possible without the staff in the hospitals and access, and facilitate the formulation of a strategy to healthcare institutions, archives and libraries who gave ensure the transfer of all records of permanent value to the generously of their time and knowledge. It is appropriate custody of archival institutions. At present, the records of that they receive due acknowledgement, not only for their hospital and healthcare institutions are not protected by contribution to the survey work, but also for their law. The National Archives Act, 1986, while making dedication to the preservation of the records in their care. provision for preserving the records of central government, did not include hospital records within its scope. There is Brian Donnelly, Surveyor no obligation on the part of hospitals to transfer records to Tom Quinlan, Keeper National Archives archival institutions and records are consequently Hilary O’Callaghan, Survey Administrator vulnerable to loss or damage. There is no statutory Helen Hewson, Keeper, National Archives provision permitting access for research purposes. 1 Survey of Hospital Archives in Ireland Recommendations of the Survey Introduction Recommendation 1 Legal Protection and Mandate to Preserve The records generated by an organisation in the course of Hospital and Healthcare Records its operation contain information. This information serves as evidence of decisions made and functions and activities Government must ensure that full legal protection is performed, facilitating good governance and afforded to the records of hospitals and healthcare accountability, preserving corporate memory and fulfilling institutions by means of primary legislation to provide for the need for organisational knowledge. the preservation of records of historic value, for transfer to archival custody after a designated period and for access The records of hospitals and healthcare institutions to meet the information needs of individuals and for comprise those generated by the discharge of historical research. administrative functions and the provision of medical care. As such they are not only of value to their creating Such legislative provision must assign responsibility and organisations in answering corporate information needs confer the necessary mandate for and enabling legal compliance, but are of direct relevance • the development of a preservation policy to give effect to meeting the information needs of medical staff in the to this legal protection of historic records; delivery of health care and also to the individuals in receipt of medical care. • the development of a strategic plan for the transfer to Given the nature of the functions of hospital and archival custody of historic records worthy of preserva- healthcare institutions, there are therefore compelling tion; and arguments from a corporate and medical perspective for • the formulation of a policy on access to historic managing and preserving records, but also from the records transferred to archival custody. perspective of the individuals who avail of medical care. Opportunity should be taken in the drafting of the Health An integral element in the management of records is the Information and Patient Safety Bill to include specific identification and retention of records of historic value for provision for preservation of historic records. permanent preservation as archives. Preserving historic records ensures ongoing availability Recommendation 2 • to the creating organisation or successor/s as a source Urgent strategic measures required of corporate information and evidence; Given the generally vulnerable position and fragile condition of surviving historic hospital and healthcare • to medical professionals as a source of clinical records, measures must be taken as soon as possible to information and to serve medical research purposes; secure their preservation. Measures must include and • the assignment of responsibility at national level for the • to the wider community as a means of safeguarding function of preserving historic records; individual information needs and for historical research. • as a practical interim measure, the adoption of a volun- tary code of practice by hospitals and archival institutions governing transfer, preservation and access; • the allocation of appropriate facilities for the proper accommodation of historic records; and • the allocation of dedicated resources, both financial and human, to support the function of preserving historic records. 2 Survey of Hospital Archives in Ireland Recommendation 3 Recommendation 4 Immediate Practical Actions Permanent Accommodation The task of preserving historic records must commence Appropriate permanent accommodation must be provided initially with ensuring the proper management of records for historic records. This accommodation must meet pre-dating 1970. Actions in support of this should be internationally recognised standards for the administration carried out in three phases: and storage of archives. 1. Issuing of circular letter to all hospital and healthcare Recommendation 5 institutions to Custody and Access a. alert them to the importance of historic records, b. prohibit destruction of any pre-1970 records; and 1. Hospital archives should be in the permanent custody c. ensure that professional archival appraisal is of designated professional archival institutions as these undertaken on records created after 1970 before are the only bodies which can provide the sustainable destruction. conditions needed for permanent preservation, security and intellectual control. The archival institution 2. Engaging the services of a recognised archival can be local or national, but must be administered in professional in the field of healthcare records to work conformity with accepted standards, including with the Health Service Executive’s National Healthcare standards for storage and archival description. Records Management Advisory Group in revision of the current National Hospital’s Office Code of 2. A national policy on access to hospital archives must Practice for Healthcare Records Management, Part be developed, derived from primary legislation and 5: Retention and Disposal Schedule. based on internationally accepted best practice models. 3. Implementing arrangements for the accommodation of historic records (pre-1970) where there is no provision Recommendation 6 at present. The use of temporary accommodation can