SOCIETY OF ARCHIVISTS

STRATEGIC PLAN

2003 - 2007

HISTORY

The principal aims of the Society of Archivists - to promote the care and preservation of archives and the better administration of archive repositories, to advance the training of its members, and to encourage relevant research and publications - are achieved both through the work of the Society's Council and its various Committees, Groups and Regions, and by its position as representative for the profession, submitting evidence and comment on matters of professional concern to any official body which seeks advice or whose activities affect archives.

The Society is a professional body and operates as a Registered Company (limited by guarantee) as well as a Registered Charity. The Society is governed by its Memorandum and Articles of Association which set outs its objectives - to foster the care and preservation of archives in the public interest and to promote the better administration of archive repositories; to advance the professional education and training of archivists, archive conservators and records managers and those engaged in related activities; to commission and support research into the creation, use, administration and conservation of archives and the development of new techniques and the publication of the useful results of such research.

The function of the Society is to develop transparent processes of communication as well as to promote awareness of the profession including the employment of professional archivists. It also works in co-operation and partnership with other relevant organisations throughout Britain and Ireland including the Archives Council Wales, British Records Association, Heritage Council, National Council on Archives, Resource and the Regional Archives Councils (including the emerging Single Regional Agencies), and the Scottish Archives Council – to name but very few. It also attempts to sustain and develop partnerships with comparable bodies in the European Union as well as internationally

The Society takes its leadership from its Council which, through its elected membership, devises policy and strategy for the whole Society. Vital work of the Society is to maintain and develop its role in promoting the professional developments of those involved in the care, conservation, management ands preservation of archives and records. This is ensured through external training accreditation, internal professional training.

It is a priority for the Society to review continuously its own structure and policy in order to ensure best services to members. It is also devoted to maintaining and raising professional standards in all aspects of archives and record work by means of its annual Conference and Conservators Training Conference, through its programme of publications as well as through its own Code of Conduct and Code of Ethics.

A consultation exercise has not been carried out by the Society in recent years. As it enters into a new decade as well as a new millennium it is timely for the Society to assess its achievements, it role and its future responsibilities.

The basis of the present Strategic Plan is the responses sent in by Committees, Sub-committees, Regions, Special Interest Groups and individuals. The Strategic Plan is to see the Society forward for the years 2003 until 2007. It sets priorities for the Society which are measurable and, hopefully, achievable. The Strategic Plan will develop alongside the Business Plans which will be annual and will contain the Aims and Objectives of each Executive Committee, Sub-Committee, Region, Special Interest Group, Boards and Working Parties.

HISTORY

Among the issues addresses in the Programme of Objectives of the Society of Archivists for the years 1990 – 4 were :

Principal Objectives

  • To develop the Society as the central professional association for those working in archives and records management in the United Kingdom and Ireland
  • To develop the role of the Society as the central agency for professional development of those involved in the care and conservation of archives and records
  • To work for the improved understanding of the practices and problems of archives care, conservation and the management of information through records
  • To promote and undertake publications in the fields of archives and records management and conservation
  • To sustain and develop a leading position in the field of archive conservation
  • To explore and, where appropriate, to pursue the benefits of increased contact with related professions
  • To increase contacts with similar groups throughout the world, with a view to greater co-operation

Areas for Development

Corporate ActivitiesLegislationExternal Relations

Conditions of ServiceProfessional DevelopmentArchives in Education

PublicationsRegistrationProfessional Methodology

Many of these objectives remain the same for the years 2003 – 2007. They are stressed again as they remain valid and it is unnecessary, as well as unwise, to change or delete them. Of the priorities the Society set itself in the period 1990 – 1994 only the attainment of Chartered Status remains unachieved – and this for reasons beyond the control of the Society.

The programme for the years 2003 – 2007 is no less ambitious. Yet the Society must only take on those aspirations on which it is ABLE to deliver. The Objectives must be possible within the financial and personnel constraints of the Society. They must also be cost effective. The Society must be certain that its limited resources being put to the most efficient use and that the Society is getting the best return from its expenditure.

The Strategic Plan is drawn up so that in five years time we may be able to review it in terms of measurable, quantifiable and deliverable success. This is intended to be an enabling Strategic Plan. The challenge for each member will be to assist in its delivery.

MISSION STATEMENT FOR THE SOCIETY OF ARCHIVISTS

To continue to maintain and develop the Society as the central professional association for those working in archives and records management in the United Kingdom and Ireland

To represent the full constituency of the Society

To ensure that our members come first in everything which the Society of Archivists does and to promote a professional identity amongst its members

To maintain and develop the programme of continuing professional development of the Society

AT THE END OF 2007 THE SOCIETY OF ARCHIVISTS WILL

  • Be recognised as the central professional voice of archivists, conservators and records managers
  • Be able to direct professional archival policy
  • Have analysed its potential membership and expanded it
  • Have established the Society’s role and interests in the archives sector and developed its capacity to deliver
  • Have embrace IT developments and established a professional IT policy

STRATEGIC PLAN FOR THE SOCIETY OF ARCHIVISTS

2003 -2007

To seek to speak for, and further the professional interests of, the full constituency of the Society of Archivists and to continue to maintain and develop the Society as the central professional association for those working in archives and records management in the UK and Ireland

To create the capacity to develop policy that reflects the changingroles of professionals within the sector

To develop and maintain transparent processes of communication andinvolvement with the Society, both internally and externally

To work in consultation and partnership with relevant organisations

To sustain and develop relationships with comparable bodies in bothan EU and international context

To maintain and develop the role of the Society in promoting theprofessional development of those involved in the care, conservation andmanagement of archives and records

To review continuously the structures and operation of the Societyto ensure the best services to members

To maintain and raise professional standards in all aspects ofarchive and records work

Objective 1

To seek to speak for, and further the professional interests of, the full constituency of the Society of Archivists and to continue to maintain and develop the Society as the central professional association for those working in archives and records management in the UK and Ireland

1.Raise the profile of the Society and start speaking out more on issuesMC / Councilimmediate

2.Consider whether the Society could afford a press officerMC / Council

3.Raise awareness of archives, conservation and records management as recognised and PACC / CfRimmediate

respected professions

4.Promote work in archives, conservation and records management as potential careersPACC / Cfr

5.Make better contact with new and prospective archival professionals to encourageMembership Cmte / CfR

membership of the Society

6.Review membership categories (including Affiliate membership) with a view to anyMembership CmteBy 2005

alterations being effective by 2005

7.Increase membership in all categories to increase the Society’s role as the voice of theMembership Cmte / CfR

domain’s professional workers

8.Work for better communications with similar professional bodies to develop jointPACC / CfR2003

aims and responses to issues relevant to all

Objective 2

To create the capacity to develop policy that reflects the changing roles of professionals within the sector

1.Consider the employment of a full-time, professional ChairmanMC / Council

2.Institute a Policy / Strategy Sub Committee to seek out and address issues within the sectorMC / Councilurgent

both present and future, and establish priorities for the Society

3.Ensure submission of considered responses to all external policy consultationsChairmanOngoing

4.Encourage and contribute to discussions leading to appropriate archival legislationLegislation S.C.

5.Establish the Society as the ‘recognised voice’ of the sector for all external agencies,MC / CouncilUrgent

including the press

6.Maintain an ongoing audit of professional concerns and developments, and report internallyPACCUrgent

on any need for changes in policy direction or scope

Objective 3

To develop and maintain transparent processes of communication and involvement with the Society, both internally and externally

1.Review the present structure of the Society, whether it is working, where boundariesMC / CouncilUrgent

between Management Committee / Council / Committees lie, and whether the current

structure works

2.Assess how lines of communication with membership can be strengthenedPACC / CfROngoing

3.Consider encouraging membership involvement and wider participation at all levelsMembership Cmte / CfR

4.Consider the payment of expenses for Regional OfficersCfR

5.Ensure the holding of annual meetings between Officers, Regional officers and SIG officersMCAnnual

6.Co-ordinate and publish a list of all Council, Committee, Regional and Group meetingsHon. Secretary ?2003

7.Organise a time table for Society Officers to attend regional meetingsHon. Secretary ?2003

8.Maintain and develop the Society’s website, encourage the publication of all Society PACC / WAG2003

documents, minutes, etc thereon

9.Continue to develop the Society website to encompass the demands of its members PACC / WAG2003

and promote the work of the Society, including the creation of an e-mail discussion list

10.Review members access to e-mail and the InternetMembership Cmte2003

11.Maintain and develop ARC and promote the wider availability of Committee minutes, Hon. Secretary / Publications S.C.

with summaries for inclusion in ARC2003

12.Encourage a culture of sharing informationCouncil / CfRUrgent

13.Ensure that the dissemination strategy is balanced so that all members who wish to participateCouncil / CfR

in the processes ofdecision making are given equal opportunity to do so

14.Consider changing the structure of the Society and the role of the Regional Councillors and Council / CfR

review the role of theCommittee for the Regions

15.Reappraise periodically the procedures for communication, including the Society’s websitePACC

Objective 4

To work in consultation and partnership with relevant organisations

1.Invite representatives from other bodies to join the Society’s proposed Policy / StrategyPACC

Sub Committee

2.Ensure that the Society has representatives on committees of other relevant organisationsCouncilUrgent

3.Maintain Society representatives to all relevant organisations and ensure that Council / CfRUrgent

communication via such representatives works both ways

4.Ensure that Society representatives assist in formulating joint policies / responsesCouncil /PACC / CfR

5.Seek strategic and operational alliances with other professional bodies in order to advance CouncilUrgent

issues of common concern

6.Establish an annual meeting between the Chairman of the Society and Chairmen of ACALG /Chairman / MCAnnual

BRA / NCA / RMS etc.

7.Act as a proactive partner with other bodies in obtaining or providing funding and delivering Council

on sectoral projects related to archive and records science and conservation

8.Discuss and develop a co-operative training programme with associatedprofessional bodies ETDC / CfR

based on common training needs at an initial seminar during 2003 and continue formalisedIn 2003

contact thereafterAnnual

9.Continue to play a leading role in the NCA, and Welsh, Scottish and Irish equivalents andCouncilAnnual

define the Society’s special area of expertise in the domain

10.Co-operate with Resource and similar bodies in the United Kingdom and Ireland as theCouncil / PACCAnnual

‘recognised voice’ of the archive professions

11.Work more closely with emerging groups such as the Task Force, the NCCR and the newCouncil2003

National Archives

12.Establish and maintain regular links and meetings, at senior level, with other domainMC / ChairmanAnnual

professional bodies across the domain within the United Kingdom and Ireland

13.Encourage joint initiatives across the domainMC / Council

14.Actively solicit and welcome input from other bodies across the domainEx. Committees

Objective 5

To sustain and develop relationships with comparable bodies in both an EU and international context

1.Make funding available for Society representatives to attend events overseasPACC / International S.C.

2.Provide delegates, where appropriate, to international events and projects, PACC / International S.C.

ensuring full feedback to the widest membership

3.Invite overseas organisations to send representatives to Society eventsConference S.C.

4.Actively solicit and welcome input from other comparable bodiesInternational S.C.

5.Introduce a policy for monitoring overseas legislation relating to archival issuesLegislation S.C.

and a procedure for Society responses to these

6.Play a full role as a member of ICA and other international sectoral bodiesPACC / International S.C.

7.Plan to host a major conference or convention, perhaps jointly with other bodies, at leastConference S.C.5 years

once in the next five years within the Society’s geographical area

Objective 6

To maintain and develop the role of the Society in promoting the professional development of those involved in the care, conservation and management of archives and records

1.Maintain and develop professional registration and accreditation frameworksETDCOngoing

2.Maintain the registers of qualified members, and review criteria for registration quinqueniallyETDC / Registrars5 years

3.Develop and publish a training and development strategy by 2004ETDC / Training Officer

4.Afford all members the opportunity for professional developmentETDC / Training Officer

5.Review and develop the Certificate in Archive ConservationConservation Certificate Board

6.Continue to support students completing the Diploma in Archive AdministrationArchives Diploma Board

7.Monitor the regional differences and requirements of members’ professional development ETDC / CfR

8.Supply additional support for the Training Officer to increase training availableETDC / Finance S.C.

9.Provide an on-line facility for members to record, monitor and plantheir CPDCD S.C. / WAG

10.Formulate a Code of Ethics and set of professional standards which relateto CPDETDC / CD S.C.

11.Review the Society’s CPD policy and promote it so that it is fully understood by itsETDC / CD S.C.

members and the importance of which is stressed to each member

12.Organise, develop and promote a CPD training programme – annually and geographicallyETDC / CDSC / Training Officer / CfR

13.Develop a mentor scheme for all levels of membership and encourage members to useETDC / Registrars

and support it

14.Accredit courses (including post-qualification and distance learning provision) for trainingPACC / Accreditation S.C.

professionals and para-professionals and review such accreditation every five years5 years

15.Review the needs of para-professionals and part-time non-professional archive staff ETDC / CfR

(including cross sectoral) and establish a framework for proceeding to ensure that such

training needs are met

16.Work with the higher education sector to develop archive, conservation and records management ETDC

training at a post graduate level, and to consider the development of undergraduate training

17.Consider the Society’s future role in the provision of initial entryqualifications for archives PACC

and records management

18.Continue to support and develop single modules of training and investigate new mechanismsETDCIn 2003

for delivering subject based module training with a view to commencing provision in 2004 – 5by 2004

19.Consider extending the provision of relevant post qualification training in co-operation with ETDC

PRO / universities etc.

20.Consider liaison with the emerging single regional agencies in England in the delivery ofETDC / CfR

common training both for the archives domain and cross sectorally

Objective 7

To review continuously the structures and operation of the Society to ensure the best services to members

1.Consider the employment of an Office Manager and support staff.Personnel S.C. / Council

2.Consider how to put the Society's Office and support structure on to a firm baseMC / CouncilUrgent

3.Consider the financial implications of future Society plans and developmentsFinance S.C.Annual

4.Re-examine the main Committee and Officer structure and revisit the subject during the MC / CouncilIn 2003

the second year of each chairman’s term of office in response to changing needs or wishesBi annual

5.Consider extending the Chairman’s term of office to three years, and the possible establishment MC / Council

of a second vice chairmanship with specific member-focussed responsibilities

6.Mandate Council to perform an annual audit of all Society Committees, Groups, Panels MC / CouncilAnnual

and other units subsequent upon receiving annual planning documents - to be required

of all groupings - and subsequently take action to fill gaps in activity or utilise available

volunteer resources more effectively

7.Devise a rolling five year action plan noting specific aims and targets, with delegation of MC / Council5 years

responsibility for delivery to appropriate Officers or Committees, with an annual review

reported to the AGM

8.Consider the introduction of regionally elected national Councillors, giving each CouncillorCfR

a constituency and each Region a clear communication route to Council

9.Assess member satisfaction regularly in order to help define the review processMembership Cmte