This document discusses managing archives within museums. It begins with defining archives as materials created or received by an organization that are preserved for their enduring value. It notes that museums may have archives as part of their collections or as separate collections, including the museum's own records. The document discusses challenges and opportunities around digital archives, including digitization projects, online catalogs, and new ways for users to interact with archives online. It also covers standards, benefits of accreditation for archive services, and challenges around interpreting archives for users.

1. Managing archives within
Museums
Janice Tullock
Archives and Heritage Consultant
www.janicetullock.co.uk
Museums and Heritage Show 16 May 2012

2. Introduction
• Qualified and registered archivist
• Background in local government archive
services
• Experience as Archives Development Officer
for MLA NW
• Archives Fellow on the Clore Leadership
Programme 2005/6
• Director of Janice Tullock Associates since
2006

3. Definition of archives?
“Materials created or received by a person, family or
organisation, public or private, in the conduct of
their affairs and preserved because of the enduring
value contained in them or as evidence of the
functions and responsibilities of their
creator, especially those materials maintained using
the principles of provenance, original order and
collective control; permanent records.”
(Society of American Archivists)

4. Archives in museums
• Archives in museum collection – either mixed
in with collections or treated as stand alone
collections
• Archives of the museum itself – records of
business, donations, correspondence, researc
h etc.

5. Digital
• Reaching greater number of people more easily
• Digitisation is a core activity
• Digital provides new channels and methods to reach
users
• Online catalogue provision is reaching a new level of
maturity
• Digital is now being used to allow volunteering projects
and participation
• Archivists are more confident in managing born-digital
materials and ensuring digital preservation.

6. Partnership Digitisation projects

7. Digital Users
• West Yorkshire archive service:
– 7,000 onsite visitors
– 19,000 off-site contacts (phone/email/post)
-6 million views of images on Ancestry
- 12 million views of metadata
30,000 image views over 24-26 December

14. Catalogues

16. Joint networking projects

19. Next steps for catalogues?
Linked data?

20. Social Networking

21. Participation – making connections
between collections and people
• Crowdsourcing work
• Contributing expert/personal knowledge
• Adding to collections
• Remixing and reusing the archives
• Involving the public in the organisation
• See Kate Theimer Archives Next Blog

23. Digital Preservation
4.4 Collections preservation
The Library believes that no single approach is likely to guarantee the long term survival of
the Library’s digital material and consequently, a mixed strategy – focusing on, format
migration and normalisation – is preferred. Acceptable preservation formats may include
text, XML or an ‘open’ format such as the Open Document Format. Other formats, such as
films or commercial digital products, will be dealt with in a way appropriate to the needs of
the material. The Library will respect intellectual property and other rights in materials when seeking to
preserve commercial and private digital materials in its collections.
The Library has two approaches to this issue,
1. Rights secured – for digital archival materials donated or loaned to the Library we will
seek permission from the donor/lender at the time of donation to carry out any
preservation activity, immediately or in the future, that may be required to preserve
the material for future use, eg migration and/or normalisation.
2. Commercial rights – Where possible and practicable for digital commercial products
acquired by the Library we may seek permission to undertake necessary
preservation actions to ensure the future use of the material, eg migration and/or
normalisation.
Wellcome Library Preservation Policy 2007

24. Standards
• BS5454 replaces by PD5454, supported by
PAS197 and 198
• Archive Service Accreditation – due for
publication in June 2013

25. Benefits of Archive Service
Accreditation
Benefits
Professionalism
Performance
People
PatronagePartnerships
Profile
Planning

26. Archive Service Accreditation
• Three modules:
1. Organisational Health
2. Collections
3. Stakeholders and their experience
Requirements under each module:
- 1. Mission, governance, planning and resources (premises, finance
and workforce)
- 2. Policies, plans and procedures for collections
(development, information and care)
- 3. Access for the service’s identified community and stakeholders

27. Collections
2.1 Collections
management
2.2 Collections
development
2.2.1 Policies on
collections
development
2.2.2 Collections
development plans
2.3 Collections
information
2.3.1 Policies on
collections
information
2.3.2 Collections
information plans
2.3.3 Core collections
information
procedures
2.4 Collections Care
and Conservation
2.4.1 Policies on
collections care and
conservation
2.4.2 Collection care
and conservation
plans
2.4.3 Procedures for
routine collections
care
2.4.4 Procedures and
plans for disaster and
recovery

28. Interpretation of collections
• Not something archivists have been
traditionally comfortable with
• Not something that archives have traditionally
undertaken

29. Archives+

31. Marks and Spencer archive exhibition

41. More information?
• Web page www.janicetullock.co.uk
• Records Management for Museums and
Galleries by C Brunskill and Sarah Demb
• http://www.museuminfo-records.org.uk/
• http://www.nationalarchives.gov.uk/archives-
sector/