Archives provide a service to both the Council and the public. These include :
• Safe place of deposit for “archives”, both public and private relating to the area. As part of this process, the archives are now electronically catalogued and indexed to make them publicly available in the searchroom and through the Internet.
• Public access to the Archives two days a week.
• Outreach Service – ensuring the public know about the service by giving talks, hosting visits to the Office, mounting exhibitions and attending events.
• Research Service – running paid Genealogical Research Service as well as general enquiry service by telephone, post and e-mail.
• Education – provides education service to schools as well as running Lifelong Learning Courses.
• Advice to the Borough Council on matters relating to archives and records
• Advice and assistance to local organisations including Local History Societies and the “ Friends”
• Project Work – support ad hoc projects including Bondington Project
• Be involved in and contribute to county and regional initiatives to raise the public profile of archives
• Work with the Northumberland Collections Service based at Woodhorn
Corporate Policy
How Policy Implemented
Equality & Diversity
There is a need to undertake Equalities Impact Assessments but the Service will strive to ensure equal access to the different facets of the services provided by the archives regardless of gender, age, disability, sexual orientation, ethic origin and geographic location within the Borough.
Data Quality
The Service will maintain up-to-date Covalent records relating to Archives
Service Policy
How Policy Implemented
Service Partner Providers
How Partner Supports Service Delivery
Northumberland County Council
This service is provided jointly with Northumberland County Council. Most of the costs are split 50/50 with them. As well as financial support, the Council also provides support through the Northumberland Collections Service at Woodhorn. The Berwick Record Office operates as an integrated part of their service.
IT Systems
How IT System Supports Service Delivery
CALM
This is a bespoke Archives package which assists with cataloguing, indexing and many aspects of archive administration.
Covalent
Enables monitoring of performance indicators against targets.
Achievements: Previous Year & Current Year (to date)
Measure or Milestone
Reference
Target 2006/7
Actual 2006/7
Target 2007/8
Forecast2007/8
Number of visitors on public days
LRA 001
1800
1762
1800
Number of documents produced
LRA002
1500
1427
1500
Number of Outreach activities
LRA003i
5
12
6
Number of participants in Outreach Activities
LRA003ii
1010
2187
1500
Number of hours of education work
LRA004i
30
44.5
35
Number of participants in education work activities
LRA004ii
30
237
250
Number of e-mail and written enquiries answered
LRA006
1600
1737
1650
Continue to work and support local groups undertaking heritage based projects (06/07 and 07/08)
Service Plan - By March 2007
By March 2006 – 3 groups
4
3
4
Submit the supplementary information required by the MLA to support the application for designation of the Berwick Borough Archives as a collection of national interest (06/07)
Service Plan
By October 2006
Information submitted on time but bid was unsuccessful
To continue working with the Council to establish retention and disposal schedules for each department. Assist the Council in implementing a Records Management Policy and ensuring the disposal of records no longer required. (06/07)
Service Plan
Sept. 2006 & March 2007
Some work was done on this project on a temporary basis by the Acting Borough Archivist but work commitments have not allowed this since his departure.
To comply with e-government, ensure that the Accessions register and catalogues of collections are available online through the Northumberland County Archives website to coincide with the opening of their new office at Woodhorn. Carry out all listing using the CALM Archive package (06/07)
Service Plan
March 2007
The new Northumberland Archives Service opened at Woodhorn in Nov. 2006. The e-catalogue is now available through the Internet and includes collections form the Berwick Record Office. All collections are now catalogued in CALM.
Work with Surestart and the Community Safety Officer to support the Heritage Play Trails project
Service Plan 07/08
Throughout 2007/8 -
The Play area in Belford was completed in May 2007. There is still some interpretation work to be undertaken on the site before work will start on another area.
Enter the backlog of Accessions into the CALM database
Service Plan 07/08
Complete by end of March 2008
Work has not started on this because if various teething problems but most of the accessions will be entered by the specified date
Work closely with Experience Northumberland at Woodhorn to provide an integrated Archive Service for all of Northumberland.
Service Plan (07/08)
Work on joint projects, attend events together and hold quarterly meetings with Woodhorn staff
Have provided information for Remembering Slavery Project (by Aug. 07) and attended a Local History Fair at Durham with staff (May 2007)
Complete The National Archives Self Assessment Form for Local Archives Services
Service Plan (07/08)
Complete form by Aug. 2007
Formed completed and submitted to National Archives in Aug. 2007.
Success
How Achieved
Lessons Learnt
Production of month long exhibition entitled Facades of the Fifties in different locations throughout the town as well as day long exhibition of the full exhibition in the Guildhall.
Partnership working with a number of local groups including the BBLSP, Berwick History Society and the Civic Society.
Lot of work involved but it was a subject which evoked a lot of interest amongst local people and visitors to the town. Exhibition in the Guildhall was attended by over 600 people.
War with Russia weekend – production of street theatre production on both days at different locations throughout the town.
Partnership working with the Maltings Youth Theatre Group. Archivist carried out research, members of the group visited the Archives and then helped with historical advice and support.
“Fun” way of introducing young people to archives in a non educational context which we hope to do again. The project as an example of unusual ways of working with young people in a presentation by the Archivist as part of a Society of Archivists Training Event in Edinburgh.
Challenge
How Resolved
Outcome
Some work was done on the Records Management project on a temporary basis by the Acting Borough Archivist but work commitments have not allowed this since his departure.
The Borough Secretary and Borough Archivist have investigated employing a Records Management professional to undertake this work on a temporary basis to undertake this work but limited finances are available and a suitable candidate was not found.
A budget bid was submitted for 2007/8 but was unsuccessful. However, the issue of managing the records and writing the policy still needs to be resolved, particularly in the light of the formation of the new Northumberland Council.
Financial Resources to Deliver Services
Note: This section of the report will be based on information contained in the Budget Book for the current year, in this case 2007/08. The original budget figures for the current financial year will be used as the base line figure for the calculation of cashable and efficiency gains.
Cost Centre
Description
Expense
£
Description of Main Activity & Cost
Employees
22,160
Half of the Borough Archivist’s salary as well as the majority of the cost of the Archives Assistant’s post.
Employees Support
Support Services
980
Service Management
12,840
Please note that this includes a large element for Records Management on which I advise but am not responsible for.
Running Costs
1,660
Describe the main service running costs
Capital Charges
0
Gross Expenditure
37,640
Direct Income - Grants
Direct Income – Fees/Charges
2630
Provision of copies to the public as well as charges for assistance to groups or teaching adult education classes.
Recharge Income
Net Expenditure
35,010
Capital Works
None undertaken
Name
Budget
Current Position
Value for Money Assessment
Efficiency Measure
BBC
Local
National
Efficiency Measure
Reason for Difference to Local / National Trend
Please complete the three following tables (if applicable) indicating how partnership working, IT systems or adherence to / achievement of quality standards have contributed to value for money.
Service Partner Providers
How Partner Supports Service VFM
Northumberland County Council
Funding for the Borough Archivist’s post and some of the costs of running the Record Office are funded 50/50 by Berwick Borough and Northumberland County Councils. Without the partnership funding, it would be difficult for both Councils to sustain the service.
IT Systems
How IT System Supports VFM
Covalent
Enables monitoring of performance indicators against targets.
How Service Links to Council Priorities
This section contains the same information as collected in the previous year’s budget setting process. The priorities will be reviewed by the Members and either modified or confirmed as consistent (remaining the same as last year). The data provided on this document will be summarised and challenged at Corporate Management Team for content and consistency.
Priority
Description of how service contributes to Council Priority
1
The Service strives to improve the range of services offered to people in the Borough and to undertake initiatives to make non users aware of the archives and their contents.
2
Providing a service which encourages residents and visitors to come into Berwick Town Centre and appreciate the area’s heritage and history.
3
4
5
Encourages the development of sustainable archive and heritage based partnerships across the Borough and further afield.
6
Provides tourists with a reason to visit the area – many come to research their Family History – as well as a means of helping others to interpret and explain our history to others.
7
Contributing information to the electronic catalogue which allows the public to access some information remotely. Working with local groups throughout the Borough to encourage them to undertake their own heritage projects
8
9
Working in partnership with other organisations to provide safe and new play equipment based on a heritage theme. Providing individuals and groups with the means of finding out about the history of their own communities and creating pride in them.
10
11
12
Supporting local groups undertaking heritage projects as well as participating in events (film shows,exhibitions, talks) which provide people with the opportunity to enjoy culture in the area.
Contribution to Other Five C’s
Outcome Factor
Description of how service contributes to “C” Factor
Customers
The Record Office provides a public service two days a week where anyone can come in and access the information it holds. In addition it works with various outside groups and schools throughout the area.
Communication
Archives overlaps with other key services such as Culture, Town Centres, Tourism and with external partners such as our customers, our communities, Northumberland Collections Service at Woodhorn , MLA NE and the National Archives.
Cohesion
Archives overlaps with other key services such as Culture, Town Centres, Tourism, Legal and Planning and as such requires effective internal council communication
Culture
Compliance
The Borough Archivist will continuously monitor performance against relevant indicators and the “golden thread” between local delivery and the Council’s policies
Service Proposals for next 3 Years
Measure / Milestone
Reference
Forecast2007/8
Target 2008/9
Target 2009/10
Target 2010/11
Work with other organisations, including national ones to promote archives relating to the area
3
3
4
4
Support Spittal First School in its centenary celebrations
1
1
0
0
Work with other departments and external staff to produce a Records Management Policy and Retention Schedule
1
1
1
0
Seek to raise the profile of the Record Office and make people more aware of its sources by attending and contributing to cultural events in the Borough and beyond.
3
4
4
4
Encourage schools and lifelong learners to use the Archives as a resource for finding out about the area
3
4
4
4
Increase the number of catalogue entries and information available about the Archives Service on the Internet
15
20
22
24
Work with Surestart and the Community Safety Officer to construct further Heritage Play Areas
1
1
1
0
Work with the Tweeddale Press Group to assist with the 200th anniversary of the Berwick Advertiser
1
1
0
0
Complete the annual National Archives Self Assessment Form for local authority archives
1
1
1
1
These targets will feed directly into the Best Value Performance Plan. Once the targets have been established and agreed (in principle) with the Head of Service or Director, an assessment of resources required should be made in the next table.
Measure / Milestone
Reference
Resources Needed
Less
Same
More
Work with other organisations, including national ones to promote archives relating to the area
X
Support Spittal First School in its centenary celebrations
X
Work with other departments and external staff to produce a Records Management Policy and Retention Schedule
X
Seek to raise the profile of the Record Office and make people more aware of its sources by attending and contributing to cultural events
X
Encourage schools and lifelong learners to use the Archives to find out about the area
X
Increase the number of catalogue entries and information available about the Archives Service on the Internet
X
Work with Surestart and the Community Safety Officer to construct further Heritage Play Areas
X
Work with the Tweeddale Press Group to assist with the 200th anniversary of the Berwick Advertiser
X
The achievements of some of these targets will be achievable within existing or reduced resources.
Where service improvements are linked to more resources a ProjectBrief (template available on the Intranet) should be completed and submitted to the Programme Improvement Board.
Where service improvements are linked to less resources, the proposals for savings should be identified in the Proposals to Achieve Cashable & Efficiency Gains section.
