SCOTTISH COUNCIL ON ARCHIVES. Minutes of Meeting held on 2 March 2006 at National Archives of Scotland, Edinburgh.

Transcription

1 SCOTTISH COUNCIL ON ARCHIVES Minutes of Meeting held on 2 March 2006 at National Archives of Scotland, Edinburgh. Present: Irene O Brien(Chair); Patricia Whatley (Secretary); Johanna King (Press and Publicity); Katherine Byrne, Scottish Executive; Kevin Wilbraham, Archivists in Scottish Local Authorities Working Group (ASLAWG); Stephen Bruce, Scottish Executive; Sarah Chubb, Society of Archivists Scotland; Alex Ritchie, The National Archives; Murray Simpson, National Library of Scotland; Ian Hill, National Archives of Scotland; George Mackenzie, National Archives of Scotland; Hector McQueen, Scottish Records Advisory Council. SCA 183 Apologies: Janet McBain, Linda Ramsay, Sam Henry, Lesley Richmond, Fiona Watson, Patrick Cadell, Tom Devine, Siobhan Convery, Alice Stewart, Ian Levitt, Ruth Savage SCA 184 Minutes of Previous meeting The minutes were approved with no amendments. Proposed by Ian Hill, seconded by Sarah Chubb. SCA 185 Matters arising SCA 157 Family Symposium report finalised by Irene O Brien. Will be mounted on web site. SCA 173 (2)Educational Symposium. Discussion postponed till next meeting. SCA 174 History in curriculum. Activity in Press and Scottish Parliament website noted. 18 Jan online debate. SCA 178 Future action re supporting archives via legislation, possible petition was noted. SCA 180 VA Leith Building: no further progress or feedback from Scottish Executive. SCA 181 Australian user survey: discussion postponed to next meeting. SCA 186 Archive Cuts: Serious concern was expressed regarding the retrenchment of a number of local authorities regarding their archive provision: 1. Dumfries & Galloway During discussion a change in convenorship was noted which may be followed by a resultant change in policy. NAS wait for more information. Concern was raised that as local government face great cuts over next few years this may be a poor signal to other authorities. It was also noted that the removal of an archivist from a one-man office decimate the service. Potentially very serious for other local authority services. 2. Argyll & Bute: In Argyll, two posts are being merged into one. Murdo McDonald, long-standing archivist has retired and a Trainee Archivist (in the early stages of a training

2 programme but not yet qualified or very experienced) to carry out duties of both posts. Archive service only receives a small proportion of the clerical assistant s time very serious. 3. Edinburgh: After 30 years of low investment the Executive of Edinburgh City Council have decided to have an integrated Archives and Records Management Service and advertise for a senior post. Formal decision taken on 15 February elected members to visit National Archives of Scotland for advice. A note of concern was raised that the new senior post might have been put back. Records Management will require new additional resources. SRAC/SCA can make representations in annual reports, etc. Very poor publicity for archives. General points: All three councils have completely failed to manage their archives; a more pro-active approach from National Archives of Scotland was encouraged. 4. Inverclyde: It was reported that the Records Manager resigned. Concern was expressed that some posts, which are advertised as professional posts, have little professional content, no records and minimal, if any, contact with archives. 5. Midlothian: It was noted that they might outsource archive and records management services and asked if any other Local Authority Services used outstorage or prepared to take on responsibility for them. Some evidence of possibility of re-organisation/local arrangements. Local Government Bill may be possibility to tighten legislation and there is no prospect of archives legislation in foreseeable future. National Archives of Scotland likely to move to a new department, Tourism, Culture and Sport, where Museums & Galleries reside. Patricia Ferguson, Minister, announced 20m for cultural activity. It is not clear if archives can participate in the push towards increased cultural entitlement: what citizens can expect re cultural access etc. SCA to write to MSPS and list MSPs of Argyll & Bute, D&G, Edinburgh. Action: Irene O Brien ASLAWG need to provide an update report on state of health of Scottish Local Authority archives. Action: Kevin Wilbraham. SCA 187. Cultural Committee Report: The report of the Cultural Commission was published in June Little impact on Archives, except, the NAS proposed move to Tourism, Culture and Sport. SCA 188. Scottish Executive report and funding proposal update. A Draft of the Funding proposal, for agreement in principle, was sent to the Scottish Executive at the end of February. More detailed work will be carried out on the proposal following feedback from the Executive. Freedom of Information review happening. A public consultation is being carried out; responses due by March. Irene O Brien is arranging meeting with Commissioner to discuss issues. Authorities are encouraged to respond, to clarify position throughout

3 Scotland. Kevin Dunion has expressed concern re public authorities ignoring requests for information. Charging issues is a concern; there is little indication that position will change. It was noted that it is Katherine Byrne s last meeting. She was thanked for her contribution to business plan and sent best wishes for the future. SCA 189. Mac2a proposal: It was noted that the project will not proceed till money in place from Scottish Executive. A Global Search pilot will be available on The National Archives website shortly. The National Archives website has been reorganised; feedback should go to the to project group at NAS. The Scan site has also been reorganised. SCA 190. Press & Publications/Website: A report of the Documents event is on the SCA website. It was noted that Rachael Taylor is on maternity leave. Many thanks were given for Rachael s help in establishing the web site; assistance will be sought from another location. SCA 191. Esmée Fairbairn Foundation: Funding decisions have been made and announcements are pending. Total bids were IM. Over 400k of bids were submitted from Scotland and c. 75K of the available 200K 5 bids was awarded within Scotland. Feedback to unsuccessful proposals will be provided. It was recognised by the awarding body that cataloguing is one of the core activities for which funding is required. A collaborative approach to collection cataloguing is supported by The National Archives of Scotland. A meeting re a scoping exercise for funding will be held in the National Archives of Scotland Action /IOB/PW/IH/HMcQ. SCA 192 Joint Forum MLA: PW attended the Marketing Committee Meeting. IOB to attend the next meeting in June. SCA 193 AOB The next meeting, the AGM, will be held on Thursday 1 June. papers/nominations for the nominations of officers will be distributed. Action PW The Annual Report will be prepared. Action PW/JK/IOB. Siobhan Convery will be approached re hosting the meeting.

4 SCOTTISH COUNCIL ON ARCHIVES Thursday, 1 June 2006 Minutes of meeting held at Marischal Museum, Aberdeen. Present: Irene O Brien (Chair); Patricia Whatley (Secretary); Ruth Savage, National Council on Archives; Stephen Bruce, Scottish Executive; Neil Murray, Scottish Association of Family Historians in Scotland; Murray Simpson, National Library of Scotland; Sarah Chubb, Society of Archivists, Scotland; Ian Hill, National Archives of Scotland; Fiona Watson, Health Archives in Scotland; Kevin Wilbraham, Archivists in Scottish Local Authorities Working Group; Siobhan Convery, Scottish Universities Special Collections and Archives Group SCA 194 Apologies: Hector McQueen, Linda Ramsey, Tom Devine, Alice Stewart, Alex Ritchie, Lesley Richmond, Johanna King, Janet McBain SCA 195 Minutes of previous meeting The minutes were approved as written, proposed by Siobhan Convery, seconded by Sarah Chubb. SCA 196 Matters arising 1. SCA 185 VA Leith Building Suggestion that it may be converted for use as a Cultural Hub. The importance of regeneration element was noted. 2. SCA 188 Freedom of information review IoB will forward information to Olive Geddes, NLS Action: Irene O Brian 3. A meeting was held with Kevin Dunion attended by SCA representatives including George Mackenzie, Irene O Brien, Kevin Wilbraham,Lesley Richmond and Alice Stewart. Issues raised: 1. Codes of Practice; Records Management and the Model Action Plan. Irene O Brien will provide Stephen Bruce with feedback on working of code. 2. SIC view was that the three local authorities which have recently made cuts were obviously not complying with the new legislation. It was suggested that the Keeper could trigger concern if it was considered appropriate. The Keeper will also re-visit the Model Action Plan It was agreed that Kevin Wilbraham would prepare a two page report based on research project using FOI. Action: Kevin Wilbraham 3. Impact of FOI on Records Management. SIC will be reactive but will not police the development of records management as he does not consider this to be his role. 4. Impact of FOI on archives. Serious concern has been expressed by local/family historians (c. 70,000 individuals) about the impact of FOI. SAFH to write to Minister and local MSPs. The possibility of a petition, similar to the NCA petition, which had 2.5K responses, has been raised. 4. The National Archives (TNA) is developing a self assessment questionnaire for archives to help inspection regimes and advocacy which can be amended for Scotland. The results will be sent to Patricia Ferguson, Minister for Tourism, Culture

5 and Sport. NAS will progress this and all sectors will be included. It is hoped that TNA will have the final product by the end of Action: TNA SCA 197: Incorporation of SCA A draft Memorandum of Association was by distributed by Irene O Brien. It will be finalised by discussion. The terms of office are Member of Council - 3 years; Officer - 2 years A maximum of 3 terms is recommended. The Officers of Council are Chair, Vice- Chair (from Sept 06), Secretary, Treasurer (from Sept 06) and Press and Publicity Officer. Representatives of the member bodies will be circulated to confirm membership. PW will establish a jiscmail discussion list. Action: Pat Whatley SCA 198: Archive cuts: update 1. Dumfries and Galloway: The post will remain frozen for 1 year. No changes proposed regarding accommodation. The NAS have expressed discontent as D & G Council are not making suitable arrangements for archives. Records held under Charge and Superintendence are also a concern. NAS has written to the Convener but has received no reply. 2. Argyll and Bute: Murdo McDonald s replacement, currently undertaking a professional qualification by distance learning, works three days per week. The Archive also has limited services of a part-time clerical assistant. Once qualified the trainee will work c. 4-5 days per week but concern was expressed over the time until the post replacement was qualified. The NAS is unsatisfied with the lack of proper arrangements. The situation is being taken forward by A& B who are developing a recovery and development plan. 100,000 from another project may be retained for the archive service. 3. Edinburgh: No change in the situation or response from written enquiries by NAS. 4. Inverclyde It was noted that with the resignation of the Records Manager and no records management or archive service in place the situation was causing concern. 5. Midlothian The situation has improved with the appointment of a full time archivist with responsibility for records management has been appointed, together with a part-time assistant. SCA 199: Education Symposium Discussion was postponed till the next meeting SCA 200: Scottish Executive Funding proposal update No reply to date from the Scottish Executive. A reminder to be sent to Minister requesting an update on progress and an agreement in principle. Similarities are to be stressed with SLIC. Action: Irene O Brien SCA 201: Press and Publicity website 1. The website is up to date and is currently being hosted by the Society of Archivists, until other funds become available.

6 2. BBC 2 St Andrews programme. Officers to meet with TMD requesting collaboration. Irene O Brien and Johanna King are to get back in touch with Margaret Shankland to press for a high profile in the programme for archives. Action: Irene O Brien/Johanna King SCA 202: Report National Council of Archives Ruth Savage reported: 1. The resignation of Lucy Fulton as AAC Officer: the post vacancy will be advertised. 2. An agreement with the Historical Association to launch a joint Archive Awareness and Local Community History month. 3. Plan for the establishment of a Sound Archives UK Forum. NCA will lobby UK MPs and a simultaneous lobby in England, Wales and Scotland was suggested. SC/JK will develop content and circulate a draft to Council. The finished text will be sent to RS at NCA. Action: Johanna King/Siobhan Convery. 4. Digital preservation/advocacy report has been produced. TNA/NCA will reprint and distribute throughout England and Wales. The National Archives in Northern Ireland will pay for reprints there. The Keeper was asked if money was available within Scotland for reprint. Ian Hill suggested a symposium for Chief Executives in Scotland in tandem with the launch of the report in Scotland. It was agreed that this would be very useful if the National Archives of Scotland could help with the funding. 5. NCA held its last meeting in the National Archives of Scotland. Reports for sectors produced. SCA 203: Update MLA Joint forum The next meeting is to be held in Belfast in mid June. No further information was available. SCA 204: Report Scottish Executive Due to the shift to culture the responsibility for legal and Parliamentary services will shift to the Education Department. Stephen Bruce may not be a member. SB was thanked for his support during his membership of the Council, and thanked the council in return. SCA 205: AOB 1. The Scottish Museums Council has re-located to The Stack, Papermill Wynd, McDonald Road, Edinburgh EH7 4QL Telephone: inform@scottishmuseums.org.uk. Scottish Executive Health Department HDL 2006/28 SCA 206: Date of next SCA meeting Thanks were expressed to Siobhan Convery who hosted the meeting and for providing lunch. The next meeting will be held on Thursday 31 August at the University of Dundee. The meeting is being held one week early due to the Society of Archivists conference

7 SCOTTISH COUNCIL ON ARCHIVES Thursday, 31 August 2006 Minutes of meeting held at University of Dundee, Dundee Present: Irene O Brien(Chair); Patricia Whatley (Secretary); Johanna King (Press and Publicity); Gavin Burn, Scottish Executive; Alex Ritchie, The National Archives; Murray Simpson, National Library of Scotland; Ian Hill, National Archives of Scotland; George Mackenzie, National Archives of Scotland; Hector McQueen, Scottish Records Advisory Council. Siobhan Convery, Ruth Savage, Sam Henry, SATHS; Alice Stewart, Records Management, Lesley Richmond, BACS SCA 207 Apologies: Janet McBain, Fiona Watson, Tom Devine, Kevin Wilbraham, Neil Murray SCA 208 Welcome: The meeting opened by welcoming Gavin Barrie of the Culture and Policy Division of the SCA to the Committee of the SCA. SCA 209 Minutes of previous meeting: The minutes were approved at the proposal of Siobhan Convery, seconded by Murray Simpson subject to the following amendment: SCA 196/4 Impact of FoI to resolve dual use of 196/4. SCA 210 Matters arising: 1. SCA 196/1 Some progress has been made by the Scottish Executive re the VA Leith Building. 2. SCA 196/3.1 IO B tabled feedback. 3. SCA 196/3.3 draft questionnaire tabled, produced by KW, to assess impact of S.61 Code of Practice under FoI(S)A on RM practice in Scottish Public Authorities. Suggested that this is sent as a FoI request to ensure response. Results will be circulated and sent to the Scottish Executive. Susan Graham may be approached and asked to conduct a survey under the auspices of the RM Group of the Society of Archivists. A meeting is to be arranged between IO B, AS, KW and AB to revise the questionnaire, then circulate and collate responses. Action: Kevin Wilbraham KW was thanked for producing the paper. 4. SCA 196/4 TNA s self-assessment questionnaire has been postponed until October when comments will be invited for revision. Consideration should be given to An Archival Account of Scotland pt2 to take a snapshot of the current situation in Scottish Archives. 5. SCA 199 Sam Henry to establish a group to progress the Education Symposium. IH Suggested Margaret McBain may be able to offer some support. Action: Sam Henry 6. SCA 202/4 The need to add Scottish examples to the Digital Preservation/Advocacy report of TNA/NCA was noted. IH will check the position of NAS. Action: Ian Hill

8 7. SCA 204 With the shift in responsibility for Stephen Bruce at the Scottish Executive it was agreed that a letter be sent to the Minister to commend the work done on SCA by SB and to express the hope that progress would soon be made on public records legislation in Scotland Action: IoB SCA 211 Memorandum and Articles of Association: A draft was distributed by IO B and amendments were suggested. IO B to amend and table new draft at next meeting. Action: Irene O Brien SCA 212 Archive cuts : update 1. Edinburgh: The board has sat for the new post and the position have been offered. There is a commitment in the job description to professional standards and a staff of 3 professional archivists. 2. Dumfries and Galloway: The Keeper has visited the Council. KRS has made clear that the post should be filled by the end of the year or the situation will be reported to the Minister. Another meeting is due to take place in November between IH/KRS and the Director of Corporate Services which should establish whether there is an intention to fill the post. 3. Argyll: 100,000 has been earmarked to develop the Archive Service. 4. Inverclyde: Nothing to report since last meeting. Situation being monitored by SCA, ASLAWG and the SRAC. 5. Proper Arrangements Paper: Purpose of paper to clarify terminology of section 53 of Local Government (S) Act Paper distributed electronically to members. Comments to IH. SCA 213 Education symposium Addressed under SCA 210/5. SCA 214 Press and publicity/website 1. Web Site; JK reported that the website is up to date. 2. St Andrew Night: Meeting held in the Mitchell Library re SCA event between IO B, PW, TMD and Margaret Shankland, producer, Caledonia TV. Further meetings are to be arranged. SCA 215 Scottish Executive 1. The five national collections are to be brought under one Ministerial brief (culture) with separate boards but scope for collaboration. 2. c 20 million has been earmarked for culture as a result of the Cultural Review. SCA has written to the Minister asking what proportion would be earmarked for archives but to date has not received a response. Suggested that c 500,000 may be made available to Archives. Papers will be sent to the Minister asking for confirmation of this shortly. SCA 216 Report NCA 1. Elise Oliver has been appointed as Archives Awareness Officer and will be based in Kew. 2. The House of Commons Select Committee for Culture Media and Sport has considered the Caring for Our Collections enquiry which is a follow-on from Protecting and Preserving our Heritage. The focus appears to be the built environment. Briefs are being prepared for the UK Parliament by NCA and will

9 also be printed and submitted to the Scottish Executive. IO B will liaise with JK over SCA role in this. Action: Irene O Brien SCA 217 Report Joint Forum on MLA Progress has been on the Gathering Evidence project. The next meeting of the forum will be in Scotland and SCA members have been asked to look for Scottish examples to contribute. More information is available at section Action: All SCA 218 COSMIC IO B attending meetings on behalf of SCA. SCA 219 LLUK PW attending meetings on behalf of SCA SCA 220 Members Round Robin Briefing papers from each constituent body to be circulated on SCA jiscmail list prior to the next meeting. Action: All SCA 221 AOB 1. Nomination papers must be submitted to PW prior to the next meeting by Friday 1 December. Action: All 2. The SRA conference will take place 4 November at the University of Dundee and the SCA will have a stall. 3. The Institute of Conservators is meeting 30 November at the Royal Society of Edinburgh. Their first annual report is expected by the end of the year. ICON (Scotland) is being planned and will be launched at an event at Holyrood.