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Department of Justice, Equality and Law Reform Department of Justice, Equality and Law Reform Options and recommendations for the better protection, preservation and access to the documents in the Registry of Deeds. June 2006 Department of Justice, Equality and Law Reform Options and recommendations for the better protection, preservation and access to the documents in the Registry of Deeds. June 2006 Company Confidential © PA Knowledge Limited 2006 Prepared by: PA Consulting Group PA Consulting Group Embassy House Herbert Park Lane Ballsbridge Dublin 4 Tel: +353 1 6684346 Fax: +353 1 6681771 www.paconsulting.com Version: 1.3 Department of Justice, Equality and Law Reform 18/7/06 1. Executive summary TABLE OF CONTENTS 1. Executive summary 5 1.1 Assignment Methodology 5 1.2 Key findings 6 1.3 Complication 6 1.4 Key Questions 6 1.5 Proposed way forward 6 1.6 Indicative Costs 7 1.7 Examples of Similar Approaches 8 2. Historical and Cultural Background 9 2.1 King’s Inns at Henrietta Street 9 2.2 James Gandon (1743-1823) 9 2.3 Kings Inns 9 2.4 Historical Background to the Registry of Deeds 9 2.5 Registry of Deeds Time Line 10 3. Requirements for Better Archival Protection 11 3.1 Physical Space Requirements 11 3.2 Public Access Requirements 12 3.3 Building Standards Requirements 12 3.4 Document Accommodation Requirements 12 3.5 Location Requirements 13 3.6 Document Scanning Requirements 13 4. List of Options 15 4.1 Background Considerations 15 4.2 Criteria for Assessing Options 16 4.3 Option 1 - No Change - Baseline 17 4.4 Option 2 - Upgrade current Location 18 4.5 Option 3 - Relocate Operations and Reorganise the Building 20 4.6 Option 4 - Prioritise Key Documents 22 4.7 Option 5 - Scan, Index and Store 24 4.8 Option 6 - Relocate Documents to National Archive 26 4.9 Option 7 - Build a Custom Building 27 4.10 Option 8 - Relocate to Other Existing Building 28 4.11 Option 9 - Relocate to a non-Dublin Location 29 4.12 Option 10 - Combination of Options 30 5. Preferred Option Assessment 32 5.1 Options shortlist 32 5.2 The Perferred Option 33 6. Recommendations and Next Steps 35 6.1 Pragmatic Implementation of the Preferred Option 35 2 Department of Justice, Equality and Law Reform 18/7/06 1. Executive summary 6.2 Alternative use of the Registry of Deeds Building 38 APPENDIX A: Consultees A-1 APPENDIX B: Historical Background to the Registry of Deeds B-1 B.1 Brief Historical Review of Registration. B-1 APPENDIX C: References C-1 APPENDIX D: Building Assessment Report D-1 1. Introduction 3 1.1 Assessment Approach 3 1.2 Scope of Inspection 3 1.3 Use of Report 4 1.4 Consultants Conducting Building Assessment 4 2. General Building Assessment 5 2.1 Roofs 5 2.2 Walls 5 2.3 Windows 6 2.4 External Doors 6 2.5 Ceilings 6 2.6 Internal Patritions and Wall Finishes 6 2.7 Floors 7 2.8 Staircases and Steps 7 2.9 Internal doors and joinery 7 2.10 Fixtures and Fittings 7 2.11 Services 8 2.12 Heating and Ventilation Installation 8 2.13 Lift 8 2.14 Telephone/Data Installation 9 2.15 Security Alarm 9 2.16 Pest Control 9 2.17 Rainwater Disposal and Drainage 9 2.18 External elements 9 2.19 Planning Permission and Building Regulations 10 2.20 Fire Precaution Work 10 3. Assessment of Document Storage Rooms 11 3.1 Criteria used to assess each room 11 3.2 Rooms assessed 14 3.3 Assessment Methodology 15 3.4 Basement Assessment 16 3.5 Ground Floor Assessment 17 3.6 First Floor Assessment 17 3.7 Second Floor Assessment 18 3 Department of Justice, Equality and Law Reform 18/7/06 1. Executive summary 4. Conclusion and Key Concerns 20 4.1 Conclusion 20 4.2 Key concerns 20 APPENDIX A: Henrietta Street, Kings Inns Floor Layouts A-1 A.1 Basement Storage Space Characteristics A-1 A.2 Ground Floor Storage Space Characteristics A-2 A.3 First Floor Storage Space Characteristics A-3 A.4 Second Floor Storage Space Characteristics A-4 APPENDIX B: Notes on Environmental Conditions B-1 B.1 Temperature and Relative Humidity B-1 B.2 Light B-2 B.3 Air Quality B-3 4 Department of Justice, Equality and Law Reform 18/7/06 1. Executive summary 1. EXECUTIVE SUMMARY The Registry of Deeds in Henrietta Street is responsible for the registration of deeds and for the safe protection and preservation of the archive of documents and records maintained in the Registry of Deeds building in Henrietta Street. In the first instance, these documents play an essential conveyancing role in carrying out searches to discover the existence of deeds affecting property. In addition, these documents are of significant historical and cultural importance as they are the last surviving set of records providing information and insight into the last 300 years of Irish genealogy. The loss of all documents housed by the Public Registry Office in Dublin in 1922 has increased the importance of the documents currently stored in the Registry of Deeds from a historical, cultural and genealogical perspective. "Sadly, any publication on Irish genealogy since 1922 has of necessity begun with a statement about the destruction of the valuable records in the fire in the Public Registry Office in the Four Courts in Dublin in that year. Included were the originals of most of the wills, many church records (most Church of Ireland, none Catholic), and Marriage License Bonds and Grants. The census situation is equally dismal, since most of the censuses were pulped during World War I or later. Lost are the censuses for 1813, 1821 (records of a few parishes in five counties exist), 1831 (a few parishes in one county exist [Londonderry: found on CD]), 1841 (one parish, one county exists [also on CD 197 for County Cavan]), 1851 (some parishes in two counties exist), and 1861, 1871, 1881, and 1891. The result of these losses is that Irish genealogy has a not totally deserved reputation for being hopeless!"1 It is imperative that the documents in the Registry of Deeds are protected and preserved and the information contained in these documents is made available in a more accessible manner. 1.1 ASSIGNMENT METHODOLOGY PA Consulting Group were asked to carry out an assessment of the Registry of Deeds building at Henrietta Street, assess it’s suitability for housing the documents maintained by the Registry of Deeds and to identify the options and recommendations for the better protection, preservation and access to the documents in the Registry of Deeds . PA Consulting carried out the building assessment in partnership with Val O’Brien and Associates, Chartered building surveyors. The assessment took the form of a structural review of the building and assessing the building against the British Standard BS 5454:2000 2 “Recommendations for the storage and exhibition of archive documents”. A building assessment report was prepared which details the assessment of the building against a number of criteria and presents an assessment of the suitability of the building to act as a repository for the Registry of Deeds documents and records. The building assessment report is provided in appendix D. 1 Bonnie M. Fountain: "Irish Genealogy in the 1990s," Alabama Genealogical Society Magazine 25 (1993) 2 http://www.bsi-global.com/ICT/KM/bs5454.xalter 5 Department of Justice, Equality and Law Reform 18/7/06 1. Executive summary This document is a final report which sets out the options available to improve the protection and preservation of the Registry of Deeds documents and records and to improve the accessibility of the information contained within the documents of the Registry of Deeds. 1.2 KEY FINDINGS The current situation is that the documents and records held in the Registry of Deeds are deteriorating through a combination of age, public use and environmental factors relating to the building in which they are stored. Certain documents are showing evidence of deterioration through the physical access and use by the users and general public who require access to the documents. For example, evidence was observed where physical page turning have resulted in the natural oil and grease from countless hands has made the text on certain pages illegible, resulting in a loss of the information on that part of the page. Refer to the building assessment in the appendix. 1.3 COMPLICATION Ordinarily, important records such as these would be stored under appropriate archival conditions and access would be carefully regulated and controlled. The complication in this case is that the documents and records maintained by the Registry of Deeds are used on a regular basis by Registry of Deeds official searchers, legal search companies and by genealogical researchers. These users require access to the documents and records to conduct their business and yet it is this very access that is presenting a threat to the protection and preservation of the documents themselves. 1.4 KEY QUESTIONS The key questions to ask are how can the documents and records be better protected and preserved while at the same time provide improved access to the users of the information contained in the documents? 1.5 PROPOSED WAY FORWARD The proposed way forward is for a fully funded programme of scanning and indexing of the documents within the Registry of Deeds combined with the relocation of the documents to an archival repository which satisfies BS5454:2000 would afford better protection and preservation of the documents and records while also allowing the scanned documents to be made available on-line.
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