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
Berwick Borough Cultural Strategy
By providing residents and visitors with opportunities to enjoy and learn about the culture and history of the area as well as about their individual ancestors
Northumberland Cultural Strategy
As above. Working with “Woodhorn” to promote culture and heritage throughout Northumberland
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.
Friends of Berwick & District Museum and Archives
The Friends support the Archives in two ways. They provide financial support by purchasing or providing small grants for the Record Office. A number of the Friends also do voluntary work in the office indexing and transcribing various documents, including parish registers. The transcripts are then made available on the open shelves and make it easier for visitors to undertake their research.
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.
J4B
Identifying sources of potential grants
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
IT
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
Heating, lighting and telephones
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
See notes below
It is unusual for an authority of this size to have an Archive service and so it is difficult to compare it to neighbouring authorities and other services further afield. I have been unable to access the CIPFA statistics for archive services as this would mean buying a report costing £85.However, the following statistics suggest that the Service is Value for Money :
The Service is run by 1.2 FTE staff – Borough Archivist and Archives Assistant – who undertake to run a public service as well as participate in and organise various outreach and educational events and other activities. In relation to its resources, particularly in staffing, the service achieves as much or even more than other archive services in the area with more staffing (professional and assistants) and resources.
In 2006/7, the Record Office dealt with 1762 visitors on its public days, was involved in outreach and educational events attended by 2,613 people, answered over 1729 e-mail and postal enquiries and dealt with over 1300 telephone enquiries. Each enquiry is dealt with on an individual basis and can involve a lot of research and time. This provides the Council with Value for Money as it equates to £4.47 per enquiry answered.
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.
CALM
Avoids duplication of work as catalogues are automatically uploaded onto the web.
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
The Service works with and supports all departments and Councillors with enquires of an historical nature. It either carries out research for them or helps individuals find the information they require.
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.
Project Name:
Promoting the Archives
Project Manager:
Linda Bankier
Project Id:
Unit:
Regeneration
Project Brief
Provides a firm foundation for the initiation of the project and will form the basis of the Project Initiation Document (PID). This document is to be used for ALL projects, simple and complex, whatever the funding source, including all capital projects.
Select the funding source for this project:
Revenue
ü
Capital
☐
External
☐
Other
☐
Please specify:
1. Short Description of Project
Enable the Record Office to undertake more Outreach and Education Work by having extra capacity to undertake the following tasks
• Digitising and preparing resources for exhibition work
• Preparing resources for education work
• Preparing information and leaflets for inclusion on the Archives section of the website
• Converting the Record Office’s transcripts to PDF files so that they can be sold on CD instead of microfiche.
This all helps to raise the profile of the Service and to ensure that users can access information easily and in a suitable format.
2. Outline Business Case :
At present the work of digitising and preparing material for exhibitions and education work is undertaken by the Archives Assistant. However, because of the reduction in the post’s hours from 22 to 17 in 2007/8, it is very difficult to fit in all the core work of the post as well as this important part of our Outreach work. The Archives Service Outreach programme enables us to reach a wider audience of people who cannot necessary visit the Archives. The Record Office has put together and mounted a number of exhibitions in the last couple of years and it has been an excellent way of making people more aware of the service and what it offers – over 1,000 people looked at the exhibition which was on display at Glendale Show this year. The Service needs to continue and expand this work to ensure that it reaches a wide audience.
Education Work (School children and Lifelong Learning) is also another important facet of the Record Office’s work. As this work is tailored to individual schools and their needs, we are continually create resources which children can consult in the Office during their visits.
More people are using the Internet and computers to access and find out information about Archives and Family History. Although the Archives Service has some information on the Internet, it is very limited and does not give potential visitors and others users a good indication of the sources kept in the Office. The addition hours would be used to prepare leaflets on holdings of family history resources which would be mounted on the web. With the growth of interest in Family History and tourists coming to the office as part of their holiday, it is essential to provide them with as much information as possible before they arrive so that they can make the most of their visit.
The Record Office has a large number of transcripts which, at present, it sells to the public on microfiche. Orders for microfiche copies are now declining as Family Historians now prefer to purchase transcripts on CD. The Record Office therefore needs to covert its transcripts to PDF files. As some of the files are in different formats, it will take a lot of time to produce a master set which can then be sold to the public.
2.1 Objectives and Corporate Strategy Priorities
The above project fits in with the following Council Priorities :
Continuous Service Improvement
Developing Town Centres
Enhancing Tourism
Making Services More Accessible
Enjoying diverse and exciting cultural opportunities
2.2 Outcomes and details of how they will be measured and by when
Production of 3 Exhibitions in 2008/9 - success will be measured by the number of visitors
Production of Sources to be used with
More information about the Record Office on the Internet – including lists of Transcripts, Newspapers and Microfiche holdings - to be completed by end Aug. 08. To be measured by number of hits to this part of the site (if this can be measured)
Conversion of transcripts to PDF format – 6 to be completed per quarter in the financial year with aim to produce 26 in 08/09. Measure – uptake by the public of purchasing transcripts on CD.
If the archive service was to cease it would mean that
provision would have to be made to ensure that the documents were properly stored elsewhere and were made available for consultation
no public service or access to archives could be provided at Berwick
no archive presence in North Northumberland or anyone locally to provide advice and support to local groups
loss of a visitor attraction and tourist revenue - people visit the area specifically to come to the archives
loss of expertise and easy access to Council's own records
the Council would not be fulfilling its statutory right under various Local Government Acts, including the 1962 Act, which require the Council to make proper arrangements for teh care of their own records and predecessor authorities, to collect historic records relating to their administrative area and to make them available for public consultation
Cessation of a 500 year tradition which has ensured that the Berwick Borough Archives have always remained in the town - only removed to ensure the granting of royal charters
Public perception of the Council - the service is well supported by the local community who appreciate its existence and its support (cf reaction to teh closure of Berwick Borough Museum)
Loss of support from regional and national funders supporting heritage and culture
Conflict with policies or other initiatives which are promoting the importance of culture and heritage within the area
Impact Assessed as:
Measures of Impact
The measures of impact are :
suitable provision would have to be made for the removal of the archives to other accommodation which would need to meet BS5454
stocktake would need to be undertaken to ensure all documents are there before removal
all depositors would need to be contacted to seek approval to move their records - most items are placed here on "longterm loan" and not gifted
documents would have to be prepared and transported in a suitable manner to another site
As the Record Office is recognised as a place of deposit for local public records by The National Archives, they would need to be informed of the Council's decision and agree to the ultimate place of deposit of those records
informing users of the archive that a public access service will no longer be available at Berwick
the Archivist and her assistant would need to be employed for a further 6 months to ensure that the above were carried out correctly and that the documents were moved in the correct manner to another place of deposit.
Discussions with Northumberland County Council re the future of the Borough Archivist post - service funded 50/50
Financial costs - salary (21,500); Redundancy (6000 - Archivist has been in post for over 16 years); Equipments costs, including archival boxes and storage materials (2000); Transport (2000) - these are all rough figures
Critical
Budet Code
Archives
Risk Assessment
Scenario
Reduction of 3%
Assigned To
.
Risk Factors
.
Likelihood Assessed as:
Financial Cost
£715.00
High
Potential Effect
A reduction of 3% in the Archives budget would have the following effects - a) Services of the Archives Assistant to the value of £715 would have to be offered to another department. b)The Borough Archivist could provide advice and assistance to the Council on the storage and retention of its current records to the value of £715. c) Reduce the Conservation Budget by the above amount
Impact Assessed as:
Measures of Impact
A 3% reduction in the budget would have the following effect on the Archives Service :
Added pressure on the service, making it difficult to carry out its core work
Inadequate staffing for the service offered
Loss of income if Archive Assistant's hours are reduced - reduced capacity to undertake photocopy and digital work to generate income.
Loss of income by having to cease the paid Genealogical Research Service
Unable to provide assistance and advice to local community groups undertaking project work - could lead to loss of income
Loss of conservation budget would lead to reduced marks in The National Archives Self Assessment for Local Authority Archives - Services awarded star status
Public dissatisfaction with the Council for the reduction of a high profile service used by the local community and visitors
Would have to be agreed with Northumberland County Council who fund the service 50/50
Significant
Budet Code
Archives
Risk Assessment
Scenario
Reduction of 10%
Assigned To
.
Risk Factors
.
Likelihood Assessed as:
Financial Cost
£2,382.00
High
Potential Effect
To achieve the above savings, the Archives Service would have to do the following : a) Reduce the hours of the Archives Assistant significantly or offer the equivalent hours to another department b) Remove the conservation budget - saving of £1140 c) Reduce the Borough Archivist's post to a part time instead of a permanent fulltime post - £2382. d) conflict with regional and national bodies promoting heritage, culture and tourism. e) conflict with local strategies and the Masterplan Please note : If a) and c) were implemented, the Service would have to reduce it public access days to 1 day a week.
Impact Assessed as:
Measures of Impact
If the budget was reduced by 10% , it would have the following impact :
Public dissatisfaction with the Council for halfing the period that the public service could access the Archives
Added pressure on the service on the one day it would be open to the public
Reduced service to the local community in the amount of help and advice which could be offered
Loss of income, particularly if assistant's hours were cut - reduced ability to generate income from photocopies and digital work.
Reduction in Archivist's hours would mean that the service could no longer offer its paid Genealogical Research Service leading to loss of income.
No support for local groups undertaking project work which is done on a paid basis
Would have to be agreed with Northumberland County Council who fund the service 50/50
Reduced scoring in the National Archives Self Assessment for Local Authority Archives as teh service would be unable undertake what is expected of it.
Reduced availability of a tourist attraction which brings people to the area
Archivist would be unable to undertake exhibition work in locations throughout the Borough - at present these make people more aware of the service and provide an vadditional visitor attraction for the venues.
Critical
Please note that there is no financial slack in this Service and budget. Any cuts will have a detrimental affect on it.
Proposals to reduce Cashable resource requirement by 3%
No
Description of Proposal
Value (£)
Timing
1
Offer the Services of the Archives Assistant to another department
715
2008/9 – at times to be agreed with Archivist
2
Provide advice and assistance by the Borough Archivist on storage and retention of records
715
2008/9 – at times to be agreed with Archivist
3
Reduce the Conservation Budget
715
2008/9
Proposals to reduce resource requirement by 10% (Cashable or Efficiency Effect)
No
Description of Proposal
Value (£)
Timing
1
Reduce the hours of the Archives Assistant or offer the equivalent hours to another department
2382
2008/9 – at times to be agreed with the Archivist
2
Remove the Conservation budget
1,140
Loss of budget in 2008/9
3
Reduce the Borough Archivist’s post to a part time instead of a permanent full time post
