| Access
Policy and Principles
Introduction
The service aims of the Glamorgan
Record Office as set out in the Statement of Purpose include making
its collections accessible to the public and this is a central function
of all its staff. The access policy focuses on the underlying principles
which will ensure all stakeholders in the Glamorgan Record Office are
clear about their rights and responsibilities. The stakeholders are
the community served by the record office, its users both actual and
potential, its researchers both on-site or remote, its depositors, staff
and funders.
Legislation, government policies (UK, national and local) and priorities
for the service’s funding authorities have impact on various points
relating to access. The Record Office aims to meet all these in its
services.
General Principles
The Glamorgan Record Office
subscribes to the principles of the Standard for Access to Archives
– a working document (PSQG)1.
- To serve its community
as effectively and efficiently as possible.
- To seek to serve all of
its community, devising a range of services appropriate to the community’s
stated or implied needs.
- To aim to encourage as
much access by users to primary source material as is compatible with
the permanent preservation of unique and irreplaceable material. There
should be a presumption of openness and any restrictions should conform
to tightly defined criteria.
- To define the objectives
it is seeking to achieve and consult with stakeholders to develop
and review that definition. The satisfaction of users shall be amongst
its primary objectives.
- To plan explicitly to
achieve these objectives and consult with stakeholders in developing
that plan.
- To have systems to measure
its performance against its plans.
- To have user feed back
mechanisms and complaints procedures and clear channels of communication
to and from other stakeholders.
- To respond explicitly
in its plans to over- and under- performance and to stakeholder feedback
to maintain an appropriate balance of resources over the full range
of objectives.
- To communicate to stakeholders
its definition of stakeholders, its objectives, its plans, its performance,
the means of communicating with it, and its response to feedback.
- To function through processes
in which the user is an active participant and in which the user has
responsibilities as well as rights.
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Principles
of Good Practice
It is clear who the Record Office is intended to serve and what it is
intending to achieve in providing access to its collections.
- To achieve equity the
Record Office aims to satisfy users in its community and does not
discriminate against any member of its community.
- The Record Office has
open, effective, two-way communications with its community and its
policies are available for scrutiny and comment.
- The Record Office is responsive,
dealing effectively with comments and complaints from users, regularly
reviews its performance and makes improvements and its policies reflect
the views and interests of its stakeholders.
- The Record Office is managed
to meet its aims effectively and efficiently, innovates to deliver
better services while actively managing risk and regularly reviews
the effectiveness of its actions.
- It is clear who has managerial
responsibility for the service and how they can be contacted.
- All staff participation
in delivering the right service to users is guided by clear standards
of service with most service delivery problems resolved by staff at
the interfaces.
- All staff providing services
are individually identifiable and are fully trained for their jobs,
or are supervised trainees.
- Users’ responsibilities
in helping to ensure the preservation of archival materials, in their
courteous treatment of staff and respect for other users are made
clear.
- Information on services
of Record Office is known by the community it serves, including those
with a potential Interest and also users are aware of their rights
of access.
- Information on practical
arrangements for access to services is available, that the services
can be easily located and are available at times when the community
requires them.
- Users have reasonable
access for the consultation of finding aids, are able to find specific
records and items of interest and where enquiries cannot be answered,
staff do their best to refer them accurately to an appropriate source.
- Users have a choice of
means of access through a range of services including educational
and outreach work.
- Restrictions on access
are clearly communicated to users.
- Users are able to obtain
copies of relevant materials or given clear reasons where restrictions
apply.
- The Record Office allows
researchers to make full use of its services with confidence and the
minimum of formalities.
- Researchers are able to
access on-site services, and are accommodated in an environment for
consulting documents, appropriate to the nature of the material.
- Service processes and
standards are clearly explained and readily intelligible to the user.
- Remote access to services
including information on content will be provided and developed to
widen access and to establish new audiences.
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Access
Strategy
Our
service aims and objectives
The Glamorgan Record Office
aims to make its holdings available to the widest audience possible
while taking account of its stakeholders, as defined in its Access Policy.
Access is made possible through a range of services offered by the Record
Office including on-site access for individuals and groups in the public
searchrooms, remote access through correspondence and electronic means
with individuals and official agencies, and through outreach activities
in partnership with others.
This strategy relates in
the main, to on-site access. Separate strategies which focus on outreach
and ICT have been devised and should be referred to in conjunction with
this access strategy.
Access is a fundamental function
of the Record Office as stated in the Access Policy and Principles and
is reflected in the targets relating to access set out in the three-year
and annual business plans of the Record Office. The office undertakes
to address issues of equality and social inclusion and physical access
to its services. All opportunities will be taken to communicate with
users, seek their views and opinions on services through feedback forms
and surveys. Where possible the office will respond and make improvements
to reflect the interests of its stakeholders. The office manages resources
to provide the best services possible while seeking to innovate and
consider the effectiveness of its work.
Some restrictions relating
to on-site access are a result of the current location of the Record
Office and its storage areas. In particular, opening hours, reader facilities
and document delivery times are affected. However, every effort is being
made to relocate in order to improve access on these points, and to
maintain and develop the services generally.
What you can expect from us
• There is wheel
chair access for on-site users.
• The website is compliant with guidance for the visually impaired
and the information is updated quarterly.
• All leaflets, forms and website information are available
in English and Welsh.
• A response to all enquiries, comments and complaints received
in writing or by email will be made within 10 working days.
• Trained staff will be available to advise on procedures and
resources when users visit the searchrooms or contact the office.
• All staff are identified by name and position and will treat
all users courteously.
• Up to date information and advice about facilities, sources
and services is available on-site, in information leaflets and on
the office website.
• Enquiries can be made by e-mail, telephone and post as well
as by personal visit.
• Clear signposting to on-site and remote access points.
• Appropriate opening hours matched to the pattern of use.
• Information about newly acquired collections will be published
quarterly, collection level descriptions will be available on-site
within 10 working days and demand will be a factor in evaluating collections
for detailed listing.
• Information leaflets will be compiled and training sessions
offered on popular topics of research.
• All finding aids will conform to archival standards and where
possible be available in automated and hard copy formats.
• Procedures will be kept as simple as possible and explained
clearly to all new users.
• Photocopies are supplied on the day ordered, colour copies
and digital photographs within 5 working days and photographs within
a month of the order being placed.
• Facsimile materials are available on a self serve basis.
• Secure arrangements are provided for personal belongings.
• Power points are provided for the use of laptop computers
• Electrical equipment is maintained and in good working order.
• Documents in outstores will be available with a maximum of
5 working days notice.
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What we expect from you,
the user
• Your comments and
suggestions on improving the service by filling in a feedback form
and participating in our user surveys.
• Follow the written instructions in Handling of Records, Books,
Documents and Photographs and the advice of staff on the careful handling
of archival materials to ensure the preservation of these unique resources.
• Read and observe the regulations set out in the Searchroom
Rules.
• Show respect and consideration for other users and the staff.
• Register as users of the service when first visiting the Record
Office by completing the form and bringing proof of identity.
Access Restrictions
Access Restrictions
• Because of limited
capacity users are advised to book before visiting the Record Office.
• Original records can be consulted in the supervised searchrooms
only.
• While every effort will be made to accommodate users there
may be insufficient space for all first choice bookings.
• Statutory closure periods for Public Records.
Other reasons why users may not be able to see collections include:
• Confidentiality and Data Protection Act
• Permission required by depositor
• Restrictions imposed by donor or depositor
• Physical condition of material
In some cases, specific
information from documents closed to full public inspection can be
made available. Staff will explain the circumstances and the reasons
for the restriction.
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Outreach
Strategy
It is the intention of Glamorgan
Record Office to focus its Outreach at the highest possible level and
to work, wherever possible, in partnership with agencies which cover
at least one authority. Outreach targets have been identified under
specific headings:
Education
Schools
- INSET days arranged through
ESIS and Cardiff Schools Advisory Service.
- Teachers’ placements
arranged through Mid Glam Education Business Partnership and General
Teaching Council for the preparation of teaching resources.
- Network through CMW to
link with museums and libraries education services.
- Work-experience placements
through Careers Wales to include schools and FE institutions eg. Coleg
Glan Hafren.
Higher Education
- Attendance at careers
fairs of local institutions.
- Support for First Friday
Group.
- Courses arranged by request
for specific academic departments.
- Assistance with final
exams by arrangement.
Life-long Learning
- In-house lecture programme
arranged and promoted through Cardiff University’s LEARN.
- Training librarians for
grassroots information provision arranged through SETC.
Social
Inclusion
- Work with groups in Communities
First areas:
- Betws school project
- Butetown History and
Arts Centre
- Dowlais History Fair
- Expert advice and executive
membership of Archif Menywod Cymru
- Contact umbrella groups
eg. Race Equality First, Rainbow Alliance
User consultation
- Attendance at Glamorgan
Family History Society Executive Council meetings
- Membership of local interest
groups eg. South Wales Record Society, Capel
- Participation in annual
PSQG visitor survey
- Feedback forms and web
site comments section
Profile
- Press releases timed for
quiet news periods eg. Christmas, August, and aimed at both newspapers
and Radio Wales.
- Single large exhibition
each year themed to match external requests, eg Greenham anniversary,
Crime and Punishment for Magistrates Courts Open Day, Building of
a Capital, to capitalise on publicity and potential use.
- Participation in radio
programmes, eg. Look up your genes
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ICT
Strategy
The GRO recognises the great
opportunities offered by ICT for the improvement of the services it
delivers and aims to make use of ICT wherever it is advantageous to
do so.
In the short term the GRO
will concentrate on:
-
establishing intellectual control over collections through the use
of proprietary archive management software.
- providing information on services
via its website, www.Glamro.gov.uk
-
managing electronic records so that they are available now and in
the future
-
providing information on collections to remote users content provision
The last two will initially
be achieved through participation in collaborative projects such as
Archives Network Wales, the Mine of Information, Gathering the Jewels,
Cymryd Rhan and Cardiff: The Building of a Capital. Information on certain
commonly used classes of records will also be mounted on Glamro.gov.uk.
In the medium term the priorities
will be:
-
providing access to the professional advice at the Record Office through
electronic means
- providing electronic copies
of commonly used records
- providing access to ICT for
members of the public visiting the Record Office
Partnerships and collaborative projects will be the preferred means
of achieving these goals.
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