Annual Review 2006–2007 London: The Stationery Office 5517–HLROReview06_07 v0_3_.indd 1 21/12/07 15:10:01 ANNUAL REVIEW 006–007 Review of the year that ended 31 March 2007 ‘ he Parliamentary Archives has a new name now, to make clear the fact that it is only half ours and half a part of the TCommons. They held special tours and a most interesting exhibition of their work in connection with their anniversary. What a treasure trove of historic materials they hold; it was very interesting to see.’ This generous and unexpected name in the memory of Parliament, business check by Lord Cope of Berkeley in the inefficiencies and weaknesses in corporate Christmas 006 adjournment debate in accountability. the House of Lords provided a welcome Less than ten years ago the business sense of the success of a fortnight of of holding and providing access to our events and activities designed to mark traditional archives was largely self the 60th anniversary of the office, and contained. By contrast a strong theme of the formal adoption of a new name. this review is the essentiality of mutual The name change better reflects the dependencies in the digital age. We see work that the Parliamentary Archives the value and increasingly the necessity of undertakes for and on behalf of both partnership working with our stakeholders, Houses in their core tasks of providing the internal and external collaboration, and public with information and access, and the need to acquire external expertise to maintaining the heritage and collections. supplement our knowledge and skills. The It is a time of opportunity and considerable essential message of “Archives fortnight” challenge for records managers and archivists for parliamentary staff was the influential as Parliament increasingly operates in a role everyone has in managing the records digital environment and enhances its they create; the file in the in tray or the public-facing information and outreach e-mail in the mail box today, may one day services. A continuing responsibility for be a significant part of the historical record, traditional analogue archive resources is but if not, approved procedures for their being joined with the need to sustain access destruction or deletion should be followed. to digital information assets whether born During the year a three year project for digital or digitised from analogue sources creating the Authorised Records Disposal and all sorts of content created for the Practice for Parliamentary records was internet. This annual review describes the signed off by the Clerks of both Houses. steps we are taking to address the future The disposal practice provides guidance management and preservation of digital to staff on when records can be disposed information assets. If we do not take action of either by destruction after a stated to address these issues we risk a black hole time or transfer to the Parliamentary Archives for permanent preservation. 5517–HLROReview06_07 v0_3_.indd 2 21/12/07 15:10:06 ANNUAL REVIEW 006–007 This was a substantial achievement for to considerable media interest a preliminary the records management team, record version of an online resource Parliament and officers throughout both Houses and the British Slave Trade 1600-1807 many other staff who were involved in (www.parliament.uk/slavetrade). extensive consultation. Work is underway Excellent progress was made in the first in connection with the bicameral electronic year of a two year Portcullis II project, document and records management a follow-up to the initial five-year project to adapt the business classification automation project of 000-005, which scheme and other records management is identifying and describing a long tools for full electronic working. term backlog of uncatalogued material Enhancements to our public services and in the Parliamentary Archives. outreach developments have taken place As ever our collective achievements are against a background of increased public mainly due to the hard work, commitment demand for online services and more and creativity of our staff whose readiness to ambitious goals for connecting the work of develop their knowledge and skills enabled Parliament with the public. The Parliamentary us to keep pace with the requirements of Archives has an increasingly coherent focus our users and to take on new challenges. for its contribution to a wider public access agenda and to information and knowledge Future priorities are to: management initiatives as a constituent part • Support the bicameral EDRM Project of the Lords’ Department of Information advising on records management Services. Under the leadership of its requirements for pilots and developing Director, Dr Elizabeth Hallam Smith, the metadata standards. department is utilising synergies in the work of complementary but distinct • Conduct an options appraisal for digital information professionals in developing preservation in Parliament and identify business partnerships and cross-cutting digital records and other assets which working between its component offices, will require long-term preservation. which include the Library and the • Develop a digitisation strategy to Information Office, and across Parliament. support the preservation and The Information Committee, a select accessibility of records. committee of the House, has sympathetic oversight of the work of the combined • Mark the bicentenary of the Abolition services, which also support the Lord of the Slave Trade Act 1807 with the Speaker’s developing outreach role. launch of an interactive microsite, and the tercentenary of the Act of Union Much of the year was spent developing key with Scotland 1707 with an exhibition projects that will materialise in 007/8. to be viewed in the House of Lords and These included detailed preparations for the Scottish Parliament. marking the bicentenary of the Act for abolishing Britain’s slave trade and the • Develop plans for marking the 50th tercentenary of the Act of Union with anniversary of the Life Peerages Act Scotland. On 5 March 007, the 00th 1958 with an exhibition and website. anniversary of the passing of the Bill which Stephen Ellison abolished Britain’s slave trade, we launched Clerk of the Records 5517–HLROReview06_07 v0_3_.indd 3 21/12/07 15:10:06 ANNUAL REVIEW 006–007 Supporting Parliament by safeguarding and providing ready access to its records Aims • providing a records management and • ensuring compliance of the House of archive service for each House of Lords’ administration with Freedom of Parliament and making the archives Information and Data Protection accessible to the public. legislation. Key objectives support delivery of five core tasks: Records management Access and Outreach • to develop, implement and sustain • to provide an up-to-date catalogue of policies for a best practice and corporate the archives conforming to recognised approach to the management of the professional standards. current records of each House of • to provide a public service for the Parliament. inspection and copying of records, and • to develop, implement and sustain the answering of enquiries. policies for compliance of the House of • to promote awareness of the archives Lords’ administration with the Freedom and history of Parliament as a core of Information Act and the Data resource for research, lifelong learning Protection Act. and leisure, and to support public Selection and Acquisition engagement with Parliament. • to ensure that records created or held by e-Delivery Parliament which are worthy of • to deliver services electronically where preservation are selected for the archives, this will provide a substantial benefit and to acquire other records that to users, whether inside or outside contribute significantly to understanding Parliament. of the history and workings of Parliament. Preservation • to preserve the archives in all formats in accordance with recognised professional standards. • to assist preservation of the archives by their conservation and the creation of surrogate copies. 5517–HLROReview06_07 v0_3_.indd 4 21/12/07 15:10:09 ANNUAL REVIEW 006–007 Records management he priority for the Parliamentary records management Tprogramme was to convert policy into sustainable practice. The completion of the Authorised Records being provided to staff. Visits to five Disposal Practice in 006 marked a change departments/offices were carried out in focus for the Records Management between October 006 and March 007. Team; previously resources had been concentrated on the development and roll Raising awareness out of suitable records management policies Amongst events to publicise the renaming and procedures to meet business needs. of the Archives and to promote its services, With the completion of these tools, the the Records Management Team piloted Team was able to devote more attention to floor walking throughout all departments reviewing the effectiveness and consistency and offices in both Houses. The opportunity of records management controls throughout to raise awareness of the programme and to each House, and ensuring that staff receive afford staff support in a more informal the support and guidance that they need for context proved to be popular with staff, the management of records in their area. and bi-annual floor walking has now been Survey and field visits integrated into the Team’s regular programme of work. An eye-catching The Records Management Team undertook poster was displayed across the a survey by questionnaire of all heads of office, record officers