User Advisory Group Minutes
Title:
User Advisory Group
Date of Meeting:
15 September 2015
Location:
The National Archives
Staff
Caroline Ottaway-Searle (COS) – Director of Public Engagement (Chair)
Lee Oliver (LMO) – Head of Public Services Development
Tom Gregan (TG) – Head of Document Services (for item 3)
Delia Brooks (DB) – Strategic Business Change Manager (for item 3)
Roger Kershaw (RK) – Head of Audience Delivery, ARK (for item 4)
Caroline Kimbell (CK) – Head of Licensing (for item 7)
Foluke Abiona (FA) – Customer Intelligence Manager
Emily McIntyre (EMc) – Customer Intelligence Officer (minutes)
Delegates
Carol Beardmore (CB) – County/External Archives
Kristina Bedford (KB) – Map Room Users
Nell Darby (ND) – Online Users
Howard Llewellyn (HL) – Diversity and Inclusion
Susan Moore (SM) – Map Room Users
Margaret O’Sullivan (MO’S) – County/External Archives
Anne Samson (AS) – Onsite Personal Interest Users
David Shiels (DS) – Early Careers Academic research
Graham Woolgar (GW) – Onsite Personal Interest Users
Nigel Browne-Davies (NBD) – Diversity and Inclusion
Martin Farr (MF) – Academic Users
Professor Grace Ioppolo (GI) – Academic Users
Apologies
Jo Pugh (JP) – Student Users
Rosemary Morgan (RM) – Independent Researchers
Jacqui Kirk (JK) – Independent Researchers
Else Churchill (EC) – Family History Societies
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Item
Action
1.
Minutes, Matters arising and general updates
1.1
COS welcomed delegates to the meeting.
1.2
COS mentioned that it was the final meeting for GW, EC, GI and SM and thanked
them for their contribution as ‘founding’ representatives to the work and
development of the UAG.
1.3
COS thanked the UAG delegates who had been involved in the interviews for the
Space programme.
1.4
COS highlighted that the UAG recruitment process was now live. SM’s blog is
now online and UAG members should spread the word.
1.5
(Item 1.3 06/15) COS updated on the London Probate Search rooms closure,
stating that the indexes are most likely in storage. TNA was not offered the
Probate indexes and would have been unlikely to accept them as they are exempt
from the Public Records Act.
1.6
(Item 1.2 06/15) GI mentioned that she is working with Hannah Crumme and Katy
Mair on a Shakespeare Study Day with 3 guest speakers which will be held at
TNA.
1.7
(Item 4.7 06/15) LMO updated that there has been a minor amendment to the
Terms of Reference as suggested.
1.8
(Item 6.6 06/15) LMO updated that the webinars in general have received good
feedback.
1.9
(Item 6.9 06/15) LMO updated the UAG that in response to GW’s questions
regarding War Office records, LMO replied to all of them via email.
1.10
(Item 1.4 06/15) GW commented that 17,000 Royal Naval cards have not been
digitised, there is a meeting on 2 October to discuss this.
1.11
(Item 1.10 06/15) GW requested whether there was any further information about
WO 416.
LMO replied that no there is not, TNA are awaiting a response from MoD.
2.
Accessibility - update
2.1
LMO highlighted that there are more lamps within the Map Room.
SM replied that they have requested more, 1 per person not per table.
LMO replied that this is budget dependent, but he would take this away.
2.2
LMO commented that there will be a change to provision for UV lamps. They are
currently looking into a way to use UV that will be more compliant with Health and
Safety regulations.
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LMO
SM asked if they would work the same.
HL mentioned that the guidelines for the current UV lamps are in very small print,
stating that you should only use them for a short amount of time.
LMO responded that it is intended that there will be an automated turn off after a
certain amount of time, as some UV lamps are booked out all day, which poses a
risk to both users and documents.
SM replied that she does this when she uses them.
2.3
LMO mentioned that there is improved guidance about the heights of the reading
room lockers on the advanced ordering form. Seat numbers have also been
added to the seating plan. LMO added that the height of monitors is fixed, but
there are electric height adjustable tables. Chairs will always be a matter of taste,
but we have chosen a type that is robust and flexible, and simple to operate.
SM asked if that applied to the Map Room computers as well.
2.4
LMO replied that those are fixed height. They have not had any feedback
regarding the Map Room.
2.5
LMO added that the same day ordering is currently only via telephone. TNA wish
to have this online in the long term. The ‘About Us’ pages are currently in the
process of being updated. The TNA website has a separate update.
3
New Record Copying service
3.1
COS introduced TG and DB who presented on a brief update on the new Record
Copying service.
3.2
TG outlined the reason for the proposed change, the current system is being
updated and there will be a change to the practices that currently exist. Hopefully,
these changes will take place by February 2016.
3.3
DB gave an explanation of the process of the Record Copying service. She
highlighted that the service was in place for people who can not visit. DB stated
that there are two stages: the first is where the customer provides information to
find the document and whether the document can be copied, which is not always
a simple process. The second stage is to provide the customer an estimate of the
cost for either a digital or paper copy. There is currently no fee for this estimating
service. DB highlighted that there is a disconnect between the free estimates
given (40,000) and the amount of Record Copying orders placed (13,000).
3.4
DB highlighted that there is currently a bias towards paper copies, as a digital
copy costs three times more than that of a paper one. The record copying system
is also based on outdated technology and hard to update software.
3.5
DB outlined the plan to charge a nominal cost for checking the documents, which
would in turn reduce the costs of digital copies and so encourage users to order
digital copies.
The software will also be redeveloped, to ensure that it is easy for customers to
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see in Discovery what they want to order. They will provide more help and
guidance, producing a video to show the complexity and the work involved in
finding information and providing an estimate..
3.6
HL asked whether previously digitised records could be used instead of
rescanning documents.
DB replied that this is planned for a later stage of the project, if a whole piece is
digitised then it would be put online. COS added that firstly they must test the new
system out before developing the service further.
GW asked if the nominal cost would be a set fee.
3.7
COS replied yes it would be.
ND asked how much.
DB replied that the initial stage was yet to be agreed, but we were looking at
around £8 based on recovering costs.
3.8
CB highlighted that Discovery may be the issue as it is not necessarily seen as
very user friendly.
DB replied that customers may prefer to use other services more appropriate to
their needs.
3.9
SM asked whether more accurate estimates would be given because of this. She
then related to a previous issue she had for a copy at piece level.
TG replied that the reference may include other documents than just the one
particular requested item.
MOS commented that these issues are not unique to TNA.
TG highlighted that some users request free estimates to find out if a document is
there, this will change when there is a fee.
3.10
HL replied that £8 seems a lot of money.
LMO replied that there is a statutory obligation to recover costs.
GI highlighted that private archives charge a lot more than this for the service.
ND said that if you are encouraging people towards digital, then why is it still the
same cost.
DB replied that it is all in the Cost Recovery Model.
SM asked whether the orange slips for copies at the Record Copying desk and
their costs would change.
DB replied that these will remain the same costs as the remote user. The
amendments in costs would be for the paper and digital but as onsite users have
the references and know they are there; there is no need to charge a search fee.
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CB asked what impact this might have on orders.
3.11
DB replied that it is expected that estimates will drop but the conversion rate
would be more similar to the amount of requests.
CB requested a report back in 3 or 4 months regarding an update on the costs
and numbers.
AS mentioned that a way of cutting down on speculative estimates would be to
improve cataloguing descriptions within Discovery, as her colleagues are
researching from Africa and do not know what is in the files other than the brief
description.
4.
Red Lists – update
4.1
RK summarised that there are 16,000 lists for series on paper, which have not
been updated for several years. RK highlighted that as time has progressed
information contained within them has become less accurate. The new metadata,
cataloguing, new series, new accessions are not added to the Red Lists. RK
noted that some Red Lists contain additional finding aids which are not available
on Discovery.
4.2
4.3
4.4
There have been 2 stages of removal over the last 3 years. Currently half of the
second stage Red Lists have been removed, and these lists can be requested by
users. The criteria for removal is that there must be less than a thousand entries
and relies on the popularity of the series.
Positives of the removal of the lists have resulted in staff and readers having
improved knowledge of Discovery. RK highlighted the ‘Using Discovery’ best
practice sessions running from October to December.
Once this phase is completed, there will be no further large scale removals unless
the Discovery results download limit is increased from the current 1,000.
GW asked whether there was any desire from ARK to have this number
increased.
4.5
RK replied that an increase in the download limit was desirable from ARK’s point
of view, but currently it is not possible. The additional information at the front of
the Red Lists is beginning to be scoped and with the use of OCR technology, will
be uploaded to Discovery within the next 12-18 months.
SM requested that the Map Room Lists should remain where they currently are.
4.6
RK replied that there are no plans to remove any Map Room specific lists.
PowerPoint presentation provided by RK. Please see supporting documents.
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TG/DB
5
Space Programme – update
5.1
LMO recapped that at the last UAG he gave an update regarding the Space
Programme. Since then they have been through the tender process and had a
long list of architects that have worked within the archives and cultural sectors.
The AOC have been appointed as our design partner, they have previously
worked on the Wellcome Trust’s new Reading Room.
5.2
The AOC have been very active and have been on 5 tours, attended everyday of
the week to see the services at different stages and days, conducted 21
interviews and had telephone conversations. They have now come back with their
first thoughts, which were reflected in a 174 page PowerPoint to reflect what TNA
wants to achieve. They are a team of 7 including an architectural specialist and
engineer. They will now research further ideas for next month, focusing on piloting
and testing.
5.3
LMO mentioned that with the Cyber Café and the restaurant ceiling no longer in
place, the potential to consider changes has been recognised.
SM mentioned the need for a sign to state what was happening and let people
know.
LMO replied that there was a large poster in place for a month, recently removed.
AS seconded this, adding an enquiry into whether small posters were an option.
LMO replied that he will look into this. COS added that the lighting would be
supported with additional temporary lighting for the winter as the ceiling is dark.
LMO added that transmitting information and signage was being looked at by the
designers as well.
5.4
MOS questioned whether this was advisable around the Comprehensive
Spending Review.
LMO replied that there has been a deliberate structured brief, to allow for a
phased delivery, dependent on future funds.
MOS replied that it was a pragmatic approach.
A discussion then followed regarding what will be included in these plans. GI
mentioned the need for a large lecture space, LMO replied that this was in the
plans, COS added that lectures, conferences and education were always
challenges when TNA provided events. LMO mentioned the large costs in moving
existing furniture for events.
5.5
SM asked whether TNA are still open to feedback. LMO responded that yes, they
are.
A discussion then followed regarding TNA having a presence in Central London
and vice versa. LMO highlighted that this is something that they are exploring
through installations and exhibitions. COS added TNA are having a presence in
London through our Shakespeare commemorations without the permanency
element. It was then mentioned that there is perhaps a perception issue of the
archives for the general public.
5.6
The Map Rooms name was mentioned as perhaps needing renaming, SM
suggested Rolls Room. LMO highlighted the issue of what did that mean to
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LMO
people. ND added that a name like that was more limiting to its audience.
6
Delegate Submitted Items
6.1
DCS enquired about the 20 year rule implementation, release of records and an
update. COS read email feedback regarding this, mentioning that the Record
Transfer Report is online.
DCS highlighted that when looking up documents it was ambiguous as there are
no guidelines to how long retained items will take to be made available.
Full text email responses to be sent out after meeting. Please see Appendix 1.
6.2
FA
JK asked for a progress report regarding the TNA website revamp.
Website redesign handout provided by Emma Allen. Please see supporting
documents.
COS replied that Emma Allen has offered to attend the December meeting.
6.3
SM asked for the Map Room statistics, as the Tuesday and Thursday users have
increased. These had been provided by LMO.
SM suggested that Wednesday become a late night closing as well. LMO replied
that even with late openings on Tuesday and Thursday coach parties still went
home at 4pm, therefore closing time is not necessarily a factor.
AS highlighted that she had been placed in the Map Room when previously
always on the First Floor due to the size of her documents. KB mentioned that she
could not get a seat in the Map Room.
LMO replied that it is usually the size of the documents, not the amount of people
that determined the Map Room’s fullness and that she could get a seat number to
order documents if she used the First Floor numbering system.
6.4
GW mentioned the Wi-Fi in the Reading Rooms and enquired into the reliability of
downloads being improved. LMO replied that they could not say when this would
be, COS added that it was our intention to resolve this.
RM asked whether there can be more publicity for the newly accessioned/ recatalogued series/materials.
6.5
Email response from Jone Garmendia regarding the re-catalogued material.
Please see Appendix 2.
LMO outlined the way to search Discovery for newly opened records from the
previous day and older. Discovery > Advanced Search > Search The National
Archives > Record opening date (at the bottom of the page).
6.6
As previously mentioned KB mentioned the need to rename the Map Room to
reenergise the room. SM added that since Chancery Lane’s closure, the name
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FA
has stayed the same.
LMO reiterated that any name must mean something to people.
CB requested the wish to have an update on the Archive accreditation scheme
and what is expected, from a user's perspective. MOS added that an update on
the ASD team and recruitment in general, would be good.
FA
6.7
HL asked CK whether other categories can be catalogued, as commercial
partners only do the names of people.
6.8
CK replied that the Licensing Internet Associateship (LIA), projects are place and
person searchable and you can narrow down by date.
HL asked when PROB 6 was going to be digitised
CK replied that it was due to be done in 2016.
GW asked whether the TNA references could be added to the series held within
Find My Past and Ancestry’s catalogues, perhaps making it mandatory.
LMO replied that in the case of WO 97, the old finding aids would not match up
online as they were previously catalogued by the Friends who captured the order
of papers in boxes which have since been heavily used and that order disturbed.
CK added that catalogue data is provided to licensees, and all LIA contracts
mandate the display of TNA catalogue reference in online services.
7
Separate confidential minute.
8
Any other business.
8.1
GI mentioned that the costs of licensing reproductions for academic publications
have always been cheap in comparison to other places, has this changed.
CK replied that it is £40 for 20 records for academic publications.
8.2
GI highlighted that delegates should post the UAG recruitment on their Twitter
accounts.
8.3
AS mentioned that the Imperial War Museum catalogue does not find any
documents, so Discovery is bliss in comparison.
KB replied that London Metropolitan Archive was in the same state with the
catalogue not working for the last month.
Next meeting: Tuesday 1 December 2015, 12:00-14:30
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ALL/FA