Minutes
Title:
Executive Team Meeting
Date of Meeting:
01 July 2015
Location:
Blue Room, 1st Floor, Kew
Attendees:
Jeff James (JJ - Chair)
Clem Brohier (CB)
Caroline Ottaway-Searle (COS)
Mary Gledhill (MG)
Valerie Johnson (VJ)
Carol Tullo (CT)
TNA
TNA
TNA
TNA
Patrick Mallett (PJM - minutes)
Sam Whaley (SW)
Alison Webster (AW – item 3)
Chief Transformation Officer (item
3)
TNA Emma Allen (EA – item 3)
TNA Engagement Manager (item 4)
Peter Brooker (PB – item 5)
Head of Financial Accounting (item
5)
Writer / Researcher (item 6)
Marketing Officer ( item 6)
David Sawyer (DS – item 8)
Jane Craigie-Payne (JCP - Item 8)
TNA
TNA
TNA
TNA
TNA
TNA
TNA
TNA
TNA
TNA
TNA
TNA
Action
1.0
Minutes and Declarations of conflicts of interest
1.1
The minutes of the previous meeting held on 24 June 2015 were reviewed and
approved subject to a number of minor amendments.
1.2
CT registered a potential conflict of interest relating to item 7 – Public Task.
2.0
The National Archives / British Library annual meeting
2.1
The Executive Team discussed the annual The National Archives / British
Library meeting which occurred on the morning of 01 July 2015.
2.2
JJ noted that the meeting had been positive.
3.0
Agile project management
3.1
MG advised that the Executive Team was asked to note the work done on
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developing the use of Agile project management techniques for delivery of
projects.
3.2
EA stated that the approach developed as a software development methodology
and was now used more widely.
3.3
MG noted that the team had visited a number of organisations in order to learn
how the methodology worked in practice.
3.4
EA said that an important aspect of Agile was to maintain the optimal ratio of
projects in development to resource available.
3.5
CT noted that Agile project management was and would continue to be a useful
tool beyond digital projects.
3.6
Action: EA to set up a physical space in order to show people the techniques
used and to explore the potential redesign of physical space.
3.7
JJ stated that the language used in promoting the methodology was of great
importance to ensure ‘buy-in’.
3.8
The Executive Team noted the work to date and supported plans to roll
out.
4.0
The National Archives and Research Libraries UK
4.1
The Executive Team was asked to note an update on the relationship between
The National Archives and Research Libraries UK (RLUK).
4.1
The Engagement Manager presented on the background to the relationship, the
state of the current relationship and future plans.
4.3
The Engagement Manager noted the benefits of the access available to the
RLUK board and the numerous potential partners.
4.4
The Engagement Manager advised on plans for the, Discovering Collections,
Discovering Communities’ conference: Exploring new digital destinations for
heritage and academia in the autumn.
4.5
Action: The Engagement Manager to provide a biography of David Prosser.
4.6
The Executive Team noted the current position and future plans.
5.0
Revised 2015-16 internal audit plan
5.1
Executive Team is asked to review and approve the revised Annual Internal
Audit Plan for 2015-16.
5.2
PB outlined the suggested alterations. Most issues raised on individual audits
can be ironed out at the scoping stage (particularly for the Sector Leadership
audit) but the more substantive ones were:
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EA
The
Engagement
Manager
5.3
HR Recruitment – JJ suggested 10 days was excessive and queried how the
number of audit days was arrived at. Same issue was raised at the May Audit
Committee.
5.4
Data Sharing Agreements – Needs some clarification as there was a question
over whether this intended to cover things like data created through digitisation
projects.
5.5
20Year Rule Support Fund – CT approved this as long as it was understood that
this is more of a readiness for service review as there would be no worked
examples to assess by Q3.
5.6
Archive Loans - Needs some clarification as there was some concern that this
might cover return of documents to originating departments which is BAU. I
Focus was to be on loans for non-BAU purposes: exhibitions etc.
5.7
Record Copying – After some debate Executive Team agreed for this to be
pushed back to Q2 of 2016-17. This would allow 4 days contingency for the
current year.
5.8
Action: PB to liaise with directors on any actions in section 5.
6.0
Business Plan
6.1
The Marketing Officer outlined plans for the launch of the new Business Plan.
PB
6.2
Action: The Marketing Officer to produce a colour coded grid relating to each of
the audiences.
6.3
Action: Directors to begin the process of producing a ‘strapline’.
6.4
Action: The Marketing Officer to discuss with Isobel Hunter the possibility of
hosting an annual event for the Wider Archive sector at Kew.
7.0
Public Task
7.1
The Executive Team was asked to approve the draft statement of Public Task
ahead of publication.
7.2
The Executive Team discussed the draft document.
7.3
Executive Team requested greater clarity on regulations relating to our role as
the official publisher of all UK legislation and the mechanisms available for
commenting on the statement.
7.4
Action: SW to incorporate suggested changes and publish in accordance with
The National Archives Publication scheme.
7.5
The Executive Team approved the draft statement of Public Task subject
to the agreed changes being incorporated.
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The
Marketing
Officer
All
The
Marketing
Officer
SW
8.0
Vacancy Management
8.1
Executive Team agreed the job proposal for the Head of MEMLEX.
9.0
Any Other Business
9.1
VJ requested that each director send her a research priority by noon on Friday
10 July 2015.
9.2
ET agreed VJ could inform people on the planned structure of the directorate.
9.3
JJ stated that if directors did not attend an Executive Team meeting an agreed
director should provide a cascade for their team.
9.4
There being no further business, the meeting was closed.
Minutes
Title:
Executive Team Meeting
Date of Meeting:
07 July 2015
Location:
Blue Room, 1st Floor, Kew
Attendees:
Jeff James (JJ - Chair)
Clem Brohier (CB)
Caroline Ottaway-Searle (COS)
Mary Gledhill (MG)
Valerie Johnson (VJ)
TNA
TNA
TNA
TNA
TNA
Carol Tullo (CT)
TNA
Patrick Mallett (PJM - minutes)
Jane Craigie-Payne (JCP – item 4)
David Sawyer (DS – item 4)
Isobel Hunter (IH – item 5)
Senior Advisor (Private Archives)
(item 5)
TNA
TNA
TNA
TNA
TNA
Action
1.0
Minutes and Declarations of conflicts of interest
1.1
The minutes of the previous meeting held on 01 July 2015 were reviewed and
approved subject to a number of minor amendments.
1.2
No conflicts of interest were declared.
Page 4 of 11
2.0
Future agenda discussion ahead of July Board
2.1
The Executive Team reviewed the 12 month forward planner ahead of review at
the July Management Board.
2.2
Action – JJ suggested the possibility of an offline discussion with Non Exec
Directors focusing on the forthcoming CSR.
3.0
aob / diary review
3.1
Directors discussed upcoming diary engagements.
3.2
Action: JCP – to clarify the timetable of Future Engage Deliver (FED) leadership
sessions over the coming months.
3.3
Action: JJ to send agenda / focus out for Wednesday’s FED follow up session.
3.4
COS advised that the recent press release had resulted in good levels of media
coverage.
3.5
Action: The Media Manager and Rachael Corver to present a paper at a future
Executive Team meeting on press releases.
3.6
Action: JCP to send the Executive Team outline of timetable for NED recruitment.
4.0
Corporate vacancy management
4.1
Executive Team reviewed and agreed a number of recruitment requests.
4.2
CORE1 – Internal & Stakeholder Comms Officer - Approved
4.3
CORE2 – Security Officer - Approved
4.4
CORE3 – FOI Manager - Approved
4.5
CORE4 – FOI Assessor - Approved
4.6
CORE5 – FOI Researcher - Approved
4.7
CORE6 – Head of Digital Preservation - Approved
4.8
EBC1 – Guidance Manager - To be resubmitted as CORE and reconsidered as
not covered by EBC.
4.9
EBC2 – Subject Matter Expert (technical assistance for digital Tech
Transformation) - Approved
4.10 FUND1 – Project Conservator - Approved
4.11 FUND2 – Project Conservator - Approved
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JJ / PJM
JCP
JJ
The Media
Manager /
RC
JCP
4.12 FUND3 – Project Manager - Approved
5.0
Closure report form the Religious Archives Project
5.1
The Senior Advisor (Private Archives) explained that the Executive Team was
being asked to note this report on work done as Senior Adviser: Religious
Archives in taking forward recommendations of the Religious Archives Survey
and implementing objectives of the Religious Archives Support Plan, October
2012 - March 2015.
5.2
The Senior Advisor (Private Archives) took the Executive Team through the key
aspects of the survey, the support plan and the implementation of the support
plan.
5.3
JJ noted that the RAG action plan did not feature on our website and suggested
this should be rectified.
5.4
JJ requested that the report be redrafted to reflect more inclusivity and to show
that this is the product of part of an organisation and not an individual.
5.5
The Senior Advisor (Private Archives) noted that access to archives could, on
occasion, prove challenging.
5.6
Action: The Senior Advisor (Private Archives) to produce an appendix, in the style
of a Red, Amber, Green (RAG) report, to show the status of each of the
objectives of the support plan. Strategic Projects to provide advice. CB to agree
on behalf of Executive Team.
5.7
The Executive Team noted the report. JJ thanked The Senior Advisor (Private
Archives) for all the hard work invested in this project.
Minutes
Title:
Executive Team Meeting
Date of Meeting:
22 July 2015
Location:
Blue Room, 1st Floor, Kew
Attendees:
Jeff James (JJ - Chair)
Clem Brohier (CB)
Carol Tullo (CT)
TNA Trish Humphries (TH – Minutes)
TNA Sam Whaley (SW)
TNA Paul Davies (PD – item 2)
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TNA
TNA
TNA
The Senior
Advisor
(Private
Archives) /
CB
Mary Gledhill (MG)
Valerie Johnson (VJ)
TNA Darren Austin (DA – item 2)
TNA Malcolm Todd (MT – item 3)
Resource, Finance & Admin
Manager (item 4)
David Sawyer (DS – item 4)
HR Manager (item 4)
FWW Programme Manager (item 6)
Data Protection Officer (item 7)
TNA
TNA
TNA
TNA
TNA
TNA
TNA
Apologies for Absence – Caroline Ottaway-Searle (COS)
Action
1.0
Minutes of Previous Meeting
1.1
The minutes of the previous meeting held on 7th July 2015 were reviewed and
approved.
1.2
There were no outstanding actions.
1.3
No conflicts of interest were declared.
2.0
Procurement
2.1
Facilities Management and Catering Contracts
2.2
A presentation regarding the current situation on contract negotiations for
facilities management and catering was given by PD.
2.3
Executive Team discussed the proposal in some detail. .
2.4
Executive Team agreed that the recommendations be put to Audit Committee
for approval.
2.5
Managed Service Contract Negotiations
2.6
DA outlined the current position of the negotiations relating to the procurement
of a managed network service.
2.7
Executive Team requested more detailed information about the services which
would actually be included in the contract, but acknowledged the progress being
made.
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PD
PD/DA
3.0
Information Commissioner’s Office
3.1
MT joined the meeting to discuss a proposal to amend the Memorandum of
Understanding (MOU) with the Information Commissioner to take account of the
new Public Sector Information regulations.
3.2
MT advised that the transition process had resulted in a number of opportunities
for joint working with the ICO and support would continue.
3.3
Executive Team commended MT on the well written MOU, but queried the
continued references to the Office for Public Sector Information (OPSI) and
Information Fair Traders Scheme (IFTS). CT explained that OPSI was still
regularly used with regard to licensing and delegation of authority and
referenced on a number of websites.
3.4
It was acknowledged that consideration should be given to the substitution of
references to OPSI with TNA, but that it was not appropriate to do so at this
time. However, a review should be undertaken within the next six months.
Action: CT/MT/SW to discuss and review this issue.
CT/MT/SW
4.0
Corporate Vacancy Management
4.1
DSD Headcount
4.2
The Resource, Finance & Administration Manager joined the meeting to present
the monthly report on DSD recruitment and headcount.
4.3
Executive Team noted the report and commended the department on the way it
was managing staff resources.
4.4
Corporate Vacancy Management
4.5
Executive Team reviewed a number of recruitment requests
4.6
EBC 1 – Operation War Diaries Manager - more information requested
4.7
EBC 2 – Digital Transfer Advisor – Approved
4.8
EBC 3 – QA Specialist – Approved
4.9
CORE 1 – Strategic Communications Manager – Approved
HR
Manager
4.10 CORE 2 – Senior Government relations and Policy Manager – Approved
HR
Manager
4.11 CORE 3 – Guidance Manager - more information requested
5.0
Agenda Item 6 – Diversity Bursaries
5.1
The FWW Programme Manager introduced two former recipients of TNA
bursaries, who gave a brief presentation on their study subjects and how the
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bursaries had helped them. Both felt that the funding had given them the
opportunity to take full advantage of all aspects of their courses.
5.2
They were very grateful to TNA for the bursaries and Executive Team were
pleased to note their achievements.
5.3
Executive Team discussed the bursary process in some detail and felt that there
were a number of opportunities which could be explored, such as establishing
closer relationships with bursary recipients to provide support and advice, and
setting up an alumni group.
5.4
Action: JJ to discuss further with COS and JCP.
6.0
Agenda Item 7 - HO 334 – DPA / FOI issues
6.1
The Data Protection Officer joined the meeting to update Executive Team on a
request from an academic research team to received anonymised data derived
from open public records in the HO 334 series.
6.2
Executive Team discussed the request and were advised of the processes
which were being adopted to address any potential data protection risks.
6.3
It was agreed that providing appropriate written assurances around the handling
of the data were provided, Executive Team would be happy to approve the
project.
7.0
Agenda Item 5 – Any Other Business
7.1
VJ advised Executive Team of a conference being held in November on
‘Threats to Openness in the Digital World’. The conference was being
organized by former Advisory Council and TNA members, and it was agreed
that TNA should have representation.
JJ/COS/JCP
Action: VJ to circulate details to Directors
7.2
VJ
VJ advised that a number of staff were interested in attending the ‘Discovering
Collections, Discovering Communities’ Conference. It was agreed that all
expressions of interest be directed to a single point of contact, following which
Directors would make the final decision on who should attend.
Action: VJ to confirm point of contact and ensure all interested staff were aware
There being no further business, the meeting was closed.
Page 9 of 11
VJ
Minutes
Title:
Executive Team Meeting
Date of Meeting:
29 July 2015
Location:
Blue Room, 1st Floor, Kew
Attendees:
Clem Brohier (CB - Chair)
Mary Gledhill (MG)
Caroline Ottaway-Searle (COS)
TNA Patrick Mallett (PJM - minutes)
TNA Sam Whaley (SW)
TNA David Sawyer (DS)
HR Manager - Systems &
Operations
TNA
TNA
TNA
TNA
Apologies: Jeff James (JJ), Carol Tullo (CT), Valerie Johnson (VJ)
Action
1.0
Minutes and Matters Arising
1.1
The minutes of the previous meeting held on the 22 July 2015 were reviewed and
approved.
1.2
There were no conflicts of interest declared.
1.3
22/09/15: VJ advised that a number of staff were interested in attending the
‘Discovering Collections, Discovering Communities’ Conference. It was agreed that
all expressions of interest be directed to a single point of contact, following which
Directors would make the final decision on who should attend.
1.4
Action: VJ to confirm point of contact and ensure all interested staff were aware.
VJ
1.5
PJM to check status of the above action.
PJM
2.0
Diary Review / Any Other Business
2.1
Directors reviewed engagements of note in their diaries.
2.2
The Executive Team noted the outcomes of the Reclosure Panel held on 21 July
2015.
2.3
CB advised that the deadline for the CSR submission was 4 September 2015.
2.4
COS highlighted the upcoming Advice and Records Knowledge (ARK) Showcase
Day on Monday 24 August, a day of events, tours and workshops showcasing the
work of the department. Directors to cascade to teams.
2.5
COS noted that a 24-hour tube strike is planned to begin on the evening of 5
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August, Strike Contingency meetings are planned.
3.0
Corporate Vacancy Management
3.1
Executive Team reviewed a number of recruitment requests.
3.2
CORE 1 – Team Leader, Defence, Maritime & Environment Team, ARK –
approved.
3.3
CORE 2 – Head of Audiences, ARK - approved.
3.4
CORE 3 – Engagement Manager, ASD – approved.
3.5
CORE 4 – Head of Engagement, ASD – deferred.
3.6
QA Specialist – 2 month LPA extension – approved.
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