SOCIETY OF ARCHIVISTS, SCOTLAND
Minutes of the Meeting held at Dundee City Archives
Saturday, 20th October 2001
ATTENDEES:
Irene O’Brien (Glasgow City Archives), Helen Taylor (West Lothian Archives and Records Management Service), Craig Geddes (Renfrewshire Archives), Siobhan Convery (Aberdeen City Archives), Alice Stewart (Strathclye Police), Ruth Smith (Royal Bank of Scotland), Dagmar Hinz (SCAN), Ian Murray (Clackmannanshire Archives), Fergus Harris (Scottish Episcopal Church Archives), Claire Harrington (Glasgow City Archives), Richard Cullen (Dundee City Archives), Iain Flett (Dundee City Archives), Frances Shaw (NAS), Laura Mitchell (NAS), David Brown (NAS), Virginia Russell (NAS), Leah Sander (NAS), Rosie McLure (NAS), Morag Fyfe (NAS), Michael Bolik (University of Dundee), Sarah Chubb (University of Dundee), Patricia Whatley (University of Dundee), Rachael Hart (University of St. Andrews), Claire Johnson (University of Glasgow), Caroline Brown (SCAN), Steve Connolly (Perth and Kinross Council Archives), Judith Cripps (Aberdeen City Archives), Alistair Tough (Glasgow Health Archives), George Mackenzie (NAS)
APOLOGIES FOR ABSENCE:
Tristram Clark, John Brimms, Claire Brimms, Bruno Longmore, Linda Ramsay, Ian Hill, Jane Hill, Jo Peattie, Richard Hunter, Margaret McBryde, Margaret Fox, Charles Kelham, Andrew Thomson, Ann Simpson, Pam McNicol, Stefanie Davidson, Carol Parry, Rachael Third, Pam Cranston, Alan Cameron, Fiona Flett, Allison Cunningham, Mary McHugh, Joanna Baird, Athol Murray, Alan Borthwick, Arnott Wilson, Olive Geddes, Shona MacDonald, Helen Redmond-Cooper, Rosemary Harris, Carolynn Bain, Vicky Wilkinson, Jennifer Tait, Lisa Strachan, Elspeth Reid, Carloline Schaftenberg, Martin Tyson, Fiona Flett
SRM 532 PRESENTATION BY ALISTAIR TOUGH
Alistair Tough gave a presentation on BS 15489, the recently issued Records Management Standard. The Standard was important because it recognised records management as a separate discipline, distinct from information management. The origins of the standard lay with the Australian Records Management Standard AS4399. The British version of the ISO standard had the addition of a model policy statement and a retention schedule.
The essential features were the use of a records continuum approach with a functional thesaurus. This encouraged a proactive approach with records managers designing the records keeping systems, and there was a strong emphasis on the use of metadata standards which was essential for electronic records. The section on the design and implementation of record keeping systems stressed the need to analyse the business functions, record keeping requirements and current record keeping systems in order to set up recommendations for changes to records keeping. However, the functional thesaurus was very oriented to the Australian model, which was not always applicable to the UK and each organisation would require its own thesaurus.
In conclusion, the standard was an opportunity for records managers to regain lost ground. One area of caution would be Electronic Document Management Systems, which should conform to the specifications in section 9.4 and the PRO model. The SoA, S recorded its thanks to Alistair Tough.
SRM 533 MINUTES OF THE PREVIOUS MEETING
The minutes were approved by Laura Mitchell and Frances Shaw subject to the following amendment:
Item SRM 530 should read Fiona Watson not Fiona Walker.
SRM 533 MATTERS ARISING
1)SRM 531.4 It was reported that Perth and Kinross Council have now appointed an archaeologist.
2)SRM 531.2 Frances Shaw reported that she was not aware of the current situation regarding water records. Helen Taylor added that she had been asked by staff based in Livingston to take in some plans from which otherwise may be destroyed. George MacKenzie agreed to look into this issue.
3)SRM 531.5 It was agreed to arrange a mailing to obtain nominations for the SRAC.
SRM 534 SECRETARY’S BUSINESS
- Alan Borthwick asked for the Historical Association’s Local History Week to be publicised. This would run from 4th to 12th May, 2002 and there was a possibility of HLF funding for any associated projects. It was agreed that this should be publicised through Scotarch.
- It was suggested that mailings could be sent electronically where possible, as this would be cheaper and faster. It was agreed that a request should be made for members’ e-mail addresses with the next mailing.
SRM 535 ASLWAG
Craig Geddes reported on the recent ASLAWG meeting held on 18th September. Judith Cripps had contacted Sue Healey regarding standard closure periods under Data Protection Act but had not yet received a reply. It was important that there were clear guidelines on closure periods and that the lead body for this within the council should be the archivist. Work was still ongoing on standard retention schedules for local authorities.
Several issues relating to charge and superintendence had been raised, in particular listing, conservation and copyright. The problem of unrepresented authorities and strategies for how to get more archivists appointed was also discussed.
SRM 536 COUNCILLOR’S REPORT
Claire Johnston explained that she had been unable to attend the last Council meeting because of problems with plane travel. She would pass on the minutes once these were available.
SRM 537 COMMITTEE FOR THE REGIONS REPORT
Laura Mitchell reported on the meeting held on 17th May. The A2A project, which was under the auspices of Re:source, was having a lot of success. There had been problems encountered in getting information disseminated from the regional archive councils.
The Irish region had changed their name to the Society of Archivists, Ireland. A Records Management Conference was planned for 2002, which was aimed at involving the wider business sector as well as archives.
In Wales there was the possibility of setting up a Welsh equivalent of Re:source, and the Welsh Assembly was considering setting up a Concordat with Re:source. Welsh archives had encountered problems in recruiting staff, which was a UK wide problem. Concern had been raised over the future of the course at Bangor University once the tutor retired. Aberystwyth University also estimated that there was a shortfall of 40 newly qualified staff for each job advertised and had put in an HLF bid for funding for a review on archive training.
On a national level, Re:source would be launching archive publicity events in London in February 2002, but Scotland would not be officially involved. Siobhan Convery agreed to contact Nicholas Kingsley to assess how Scottish archives could be involved. Re:source also had given a target date of 1st April, 2004 for regional agencies to be in place. It had also been agreed that regional representatives should be paid expenses by the Society for attending Regional meetings.
SRM 538 TRAINING COMMITTEE
A report by the Training Committee was tabled. Alice Stewart explained that the forthcoming courses in Scotland would be on Good Housekeeping, EAD, electronic records and a two day course on archives and records management for paraprofessionals. A course on photographs was also envisaged for next December.
A questionnaire had been circulated by Rachael Third on what people wanted from SCAN training. There had not been a good response, and as a result it may not go into the next training bulletin. The problem in getting members to sign up for courses in time was discussed as the courses needed a certain number signed up for them or they were cancelled. Copyright and social inclusion had been suggested as topics for talks for forthcoming Society meetings.
Irene O’Brien noted that the HLF were happy to subsidise training on descriptive standards for SCAN participating archives.
SRM 539 PUBLICITY OFFICER’S REPORT
Siobhan Convery explained that she had recently put together the response for the Scottish Archives Forum and Re:source and had sent out a press release for Alistair Tough’s presentation. She also noted that the Scottish response to Re:source had not been acknowledged. George Mackenzie explained that some other responses had also not been formally acknowledged because they had been received just on the deadline.
The possibility of setting up a Publicity Committee to help spread the workload was discussed. Sarah Chubb and Helen Taylor agreed to serve on this, and it was also agreed that a message should be put out on Scotarch asking for more volunteers.
SRM 540 SCOTTISH ARCHIVES FORUM
Irene O’Brien reported that by the next meeting the Scottish Archives Council constitution and membership should be agreed. The suggested membership included representatives from the NAS, SRAC, ASLAWG, Health and Business archives and users. The Keeper and members of SLIC, Resource, SMC, COSLA and Scottish Executive could attend as observers.
It was agreed that a list should be posted on Scotarch for comment.
SRM 541 RE:SOURCE
- Concordat
Irene O’Brien reported on her meeting with Neville McKay and it was agreed to write to the Scottish Executive stressing the need for a concordat with Re:source.
- Scottish Cultural Strategy
George Mackenzie noted that he had contacted the Scottish Executive regarding the exclusion of archives.
- Learning and Access Strategy
This was posted on the Re:source website. Reponses were due in November, and Carolynn Bain had offered to draft a response, and it was agreed that Jennifer Tait and Siobhan Convery should also assist.
- Archive Action Plan
Pat Whatley explained that she had met with Justin Frost, and had stressed that Scottish archives do want to work with Re:source and supported a Concordat with the Scottish Executive.
It was agreed that A2A should be discussed at the next meeting.
SRM 542 SCAN
A summary of the current situation was in the Chair’s report, which had been circulated. The new Director would be announced shortly.
SRM 543 NATIONAL ARCHIVES OF SCOTLAND
George Mackenzie reported that he hoped to make more posts available to open competition. However, this was controlled by Scottish Executive personnel rules. A recent recruitment drive had recently been completed.
The NAS had recently been restructured and Ian Hill was now the head of the External Relations Branch and would have overall responsibility for charge and superintendence. A survey of what was held in local archives was to be carried out and until this was completed there would be no new charge and superintendence agreements. Private Records Branch was now responsible for church records. Copyright would remain with the NAS not the holding authority. It would be difficult to deal with all the conservation requests for charge and superintendence records and other sources of grant funding may need to be used by local authorities. It was also unlikely that the records could be microfilmed before being sent out.
It was agreed that a summary of the consultant’s review of the NAS should be posted on Scotarch with a paper copy to the Secretary for mailing.
It was agreed to write to the Scottish Executive regarding external recruitment to the NAS.
SRM 544 FREEDOM OF INFORMATION
The Bill was now published and available on the Scottish Parliament website. It was noted that only the NAS had an exemption and this had not been extended to other archives. This needed to be raised with the Scottish Parliament.
It was agreed that Irene O’Brien and Frances Shaw should draft the reply.
SRM 545 AOB
- Society of Archivists Website
It was noted that the Scottish section was out of date, and this should be chased up.
- Records Management
Pay Whatley reported on the workshop on PD0008 Code of Practice for Legal Admissibility of Electronic Records. She suggested that a training day could be set up to look at functional analysis through Dundee University.
Helen Taylor noted that she would be attending the forthcoming meeting of the Records Management Society Local Government Group to find out what was being set up in England on the management of electronic records. It was agreed that a working group comprising of Helen Taylor, Laura Mitchell, Claire Johnston, Alice Stewart and Pat Whatley should be set up to discuss this issue.
SRM 546 FORTHCOMING MEETINGS
The next meeting would be held at the National Archives of Scotland in January, 2002. The Society recorded its thanks to Iain Flett for his hospitality.