Anglesey Archives Service Access Policy

Transcription

1 1. Introduction Anglesey Archives Service Access Policy This Access Policy will be subject to review. It should be seen as a working document and may be subject to modification before the formal review period has elapsed. The next formal review will take place in December The principal duty of Anglesey Archives Service is to preserve the rich documentary heritage in its care, ensuring that it will be available for future generations to enjoy, whilst at the same time enabling and promoting access to the collections today. In pursuing this objective the Archives Service aims to protect the documents in its custody from any loss or physical damage and to store them in a safe and secure environment. The Service will actively collect material in accordance with its acquisition and disposal policy. Anglesey Archives Service aims to make its holdings available to the widest audience possible while taking account of its users and depositors. Access is made possible through a range of services offered by the Archives Service including on-site access for individuals and small groups, remote access through correspondence, telephone and electronic means with individuals and official agencies, and through outreach activities. Every effort will be made to define and act in the interest of potential depositors and future users. Legislation, government policies (UK, national and local) and priorities for the Service s funding authority have an impact on various points relating to access. The Archives Service aims to meet all these in its service. Access is a fundamental function of the Archives, and is outlined in the principles of the NCA(National Council on Archives) PSQG(Public Services Quality Group) Standard for Access to Archives The Archives Service undertakes to address issues of equality and social inclusion and physical access to its services. Every opportunity will be taken to provide equality of access to reflect the diversity of users, including future users and eliminate discrimination on the grounds of age, disability, gender, race, religion and belief. All opportunities will be taken to communicate with users and seek their views and opinions on services. Where possible the Service will respond and make improvements to reflect the interests of its users and depositors. The Service manages its resources to provide the best services possible while seeking to innovate and consider the effectiveness of its work.

2 Some restrictions relating to on-site access are due to the current building, in particular reader facilities. However, every effort is made to improve access, and to maintain and develop the service generally. This policy will be implemented within the context of the bilingual nature of the county and in line with the Isle of Anglesey County Council s commitment to equality and diversity. As such, we recognise our statutory duty to eliminate unlawful discrimination and we are committed to promoting equality of opportunity across all aspects of our service On-site Access If you visit our search room we will: As far as is possible ensure that the building is accessible for all customers. A stair lift and desk hearing loop is available and a ground floor room is available for people who cannot use the stair lift. Provide a suitable environment for the consultation of original, facsimile or surrogate records e.g. microfilm and digital and photo copies, free of charge and provide items such as suitable weights and supports for the consultation of documents. Provide a range of opening hours including 2 late nights a month. These will be monitored and reviewed on a regular basis. Provide lockers for the safe keeping of personal belongings which are not allowed into the search room. Provide detailed catalogues and indexes which conform to current archival standards to help customers identify, use and understand the records they need. All users will receive courteous, timely and effective help on how to find the information they require. All staff will have received customer care training and will receive training in appropriate skills and knowledge of the collections and where to refer customers to if the sources are not held by the record office. Provide a fast and efficient retrieval service, aiming to produce records within 10 minutes of their request (this is measured). Provide advance information for people intending to visit on parking, public transport links, address and contact details, information for people with disabilities, booking, CARN, rules, charges, opening hours and name of responsible person. This will include the registration and booking system in place as part of security measures. The record office is a member of the CARN readers ticket system and a one-off day ticket will be available for a first visit without suitable identification. Because of limited capacity users are strongly advised to book equipment before their visit. Equipment such as microfilm/fiche readers provided will be regularly maintained and tested. Procedures will be kept as easy as possible and explained clearly to all new users. Introductory courses will be offered for potential new users.

3 Provide copies of documents wherever possible in accordance with the copying policy and current charges. Make performance targets, policies and summaries of survey results available in hard copy. Protect your personal data in accordance with the Data Protection Act. Anglesey Archives Service closes its public service for essential behind the scenes work in the first full week of November each year Remote Access If you telephone, , fax or write to us we will: Respond in a warm and friendly manner. Be professional and courteous at all times. Try to answer all enquiries as fully as possible. Respond fully to all enquiries within 1 working days of receipt (this is measured). Suggest other avenues of research if we are unable to help. Protect your personal data in accordance with the Data Protection Act Online resources The website is compliant with guidance for the visually impaired and the information is updated regularly. Access to content through the website will be created and enhanced to meet different user needs. Performance targets and survey results will be published on the website. Lists of collections will be on the website and regularly updated. Item level descriptions of Public Records are on the A2A site and collection level descriptions on ANW (Archives Network Wales). The latter will be updated for newly received collections. A paid research service will be available. FAQs (Frequently Asked Questions) will available be on the website. 3. Your responsibilities Show respect and consideration for our staff and other customers. Bring your reader s ticket with you each time you visit. Sign our visitor s book as you enter and leave the Search room. Read and observe the regulations set out in the Search room Rules and the Good Handling Guidelines. Follow the advice of staff on the careful handling of archival materials to ensure the preservation of these unique resources.

4 Help us to improve standards by telling us what we do well and not so well. Complete any customer surveys, including the annual PSQG one. Results will be available in hard copy and on the website. 4. Outreach Every opportunity will be taken to raise the profile of the work of the Archives Service, through the press, the website, libraries, groups, etc. Ask your archivist sessions will be held annually in every library on the island in order to reach out to members of the community who might not otherwise visit the record office. An archive access point with microfilm copies of some of the archival documents for the area has been established in Holyhead library. Talks will be given to groups. 5. Education The Archive Education Service aims to provide learning resources, from our collection, for all those involved in any type of formal learning. Whilst working within the guidelines of copyright and other restrictions we provide copies of items from our collections on paper or digital format. The service receives requests on all kinds of topics relating to the national curriculum and also offers themed packs based on specific subjects within the curriculum related to Anglesey. 6. Consultation Customer satisfaction is one of the primary objectives of the Service. Every opportunity will be taken to consult with stakeholders and users. The Service will take part in the annual PSQG survey of users. A summary of the results will be available in hard copy and the web and will be used when deciding on priorities for service development. 7. Cataloguing and Access Restrictions The Service has an Acquisition and Disposal Policy which is reviewed every 5 years which clearly states the boundaries of the collecting policy. The policy also states The Archives Service will not seek to represent any particular historical, sectarian or other viewpoints in its acquisition of records, but to reflect as objectively as possible all aspects of Anglesey s past and present.

5 The Archives Service recognises that cataloguing is essential to enable access to collections. All newly received archival collections will be catalogued and acknowledged within 14 days (this is measured). Any new collections will be added to ANW and listed in the newsletters of the Anglesey Antiquarian Society and Gwynedd Family History Society and published on the website. Whilst most archives held by Anglesey Archives Service are available for inspection and study, some records may be closed to the public for a number of reasons. In all cases such restrictions will be clearly indicated in the catalogue, with the document itself and reasons for the restriction given. In some cases, specific information from documents closed to full public inspection can be made available. Staff will explain the circumstances and reason for the restriction. For example: o o o Confidentiality and Data Protection Act Physical condition of the documents Restrictions have been imposed by donor or depositor 8. Staff Regular meetings of all staff will discuss access, planning services, improvement of service delivery and standards for the Service. 9. Customer service A comments and suggestion book is available in the Record Office and is regularly monitored and discussed in regular staff meetings in order to improve services. If you wish to comment on or are unhappy with any aspect of our service please let us know. You can write to either: Anne Venables, Archivist, or Pat West, Principal Officer Anglesey Archives Service, Museums, Culture and Archives, Shirehall, Oriel Ynys Môn, Llangefni, Rhosmeirch, LL77 7TW Llangefni, LL77 7TQ avxed@anglesey.gov.uk pwxed@anglesey.gov.uk.

6 If you feel that your complaint has still not been resolved please ask for an official Isle of Anglesey County Council complaints form. Thank you Anglesey Archives Service 2009