Invitation to Tender
LONDON'S SCREEN HERITAGE
‘Finding London’s Screen Heritage’ Phase 3: Enriched Catalogue
May 2010 – May 2011
A Revitalising the Regions (RtR) Screen Heritage UK Project
Introduction
Film London, representing London’s Screen Archives: the regional network (LSA), is
seeking to recruit a consultancy with specialist knowledge of cataloguing moving-image material,
particularly archival film and video, and a knowledge of, or demonstrable interest in, the social
and political history of 20th Century London, or 20th Century urban Britain. Between May 2010
and May 2011, the consultant(s) will be required to deliver catalogue notes for c100 hours of
moving image held in c40 different repositories across London.
This project builds on the inventory-level listing of moving image material held in London’s local
authority repositories delivered by BEADY CONSULTING in 2008 – 2009, ‘Finding London’s
Screen Heritage – Mapping and Inventory Project’ (FLSH), funded by Renaissance London
through MLA London and the London Museums Hub.
Background
Unlike other English regions, London has no publicly funded audiovisual archive focussing
specifically on the capital and its communities. Instead, fascinating material is held across a range
of museums, libraries, archives, colleges, businesses and community groups. Much resides in the
major national collections of film and video, based in the capital.
Film London is the capital’s film and media agency. It sustains, promotes and develops London as
a major international film-making and film cultural capital. Since 2003, Film London has been a
key player in the development of London’s Screen Archives: the regional network (LSA). LSA is
a regional network for organisations that collect and preserve moving image in all its forms. Its
aim is to become a ‘virtual archive’ which helps researchers and the general public locate and
enjoy our city’s wonderfully evocative screen heritage and to support the preservation of this
rich and fragile resource.
LSA is run by a steering group of representatives from Birkbeck College, the British Film
Institute, Film London, Hackney Archives, Imperial War Museum, London Film Archive Trust,
London Metropolitan Archive, Museum of London and MLA London. The steering group meet 4
– 6 times annually to agree strategy and priorities, with project work delivered through
individual organisations and working groups. Secretariat services are provided by Film London.
For further information about the network and its activities see the website:
www.filmlondon.org.uk/screenarchives
In October 2007 the DCMS announced a £25million investment in the UK's Screen Heritage
(SHUK). An extensive national programme is now underway to increase access to national and
regional moving image heritage, and support the organisations that create this access. As part of
the Revitalising the Regions (RtR) programme within SHUK, Film London and London’s Screen
Archives have secured £247,000 for an 18-month programme to care for and make accessible
key elements of London's moving image history. Working across the LSA network and in line
with LSA strategic priorities, this programme will deliver an expanded inventory of London's
holdings; descriptive cataloguing information for key titles; a central storage solution for fragile
film prints and video; a collections care toolkit; and digital access copies of around 20 hours of
'unseen' material. This work will be carried out in line with nationally-agreed SHUK standards
for documentation, collections care and digitization and with maximum cost effectiveness. The
programme concludes in June 2011.
The ‘Enriched Catalogue’ project forms one element of this ambitious programme.
The Project
In 2008 – 2009 FLSH phases I & II delivered an inventory-level listing of the moving image
holdings of 32 London local authority organisations. This inventory lists key basic information –
format, title, director, production company, length, rights – and simple notes on content when
available. In this third phase of FLSH, viewing copies of the most significant material inventoried
will be created (where not already available), making the material accessible for fuller
cataloguing. The precise format of this enriched catalogue will be determined by the consultancy
in collaboration with LSA, informed by SHUK documentation standards and the requirements of
the Union Catalogue of all film archives in the UK. It is envisaged, however, that each record will
include as a minimum a short objective/technical synopsis, plus “further information” covering
additional technical, filmographic, historical, contextual or aesthetic details as available, but with
an aim to capture an item’s cultural meaning as fully as possible. As a guide to the format and
level of detail required, please have a look at the cataloguing of films with an IWM reference
number on www.iwmcollections.org.uk.
The consultant(s) will be required to work closely with LSA and Film London to develop a
methodology for the cataloguing process. This will include arranging viewings of DVD copies (or
of original materials in some rare instances) with the assistance of the London Screen Heritage
Project Coordinator; consulting with the source archives, typically including site visits; and
researching relevant information on each item, verifying data from curatorial or technical
specialists or secondary sources, as necessary. A long list of items to be catalogued will be
provided, from which the consultants will create a working short list as the project progresses
and viewing copies become available, prioritising work according to availability of materials, their
potential significance and their potential for public exhibition.
We are ideally looking for a consultancy who can provide expertise in moving image cataloguing
and with experience of doing contextual research, but we will also consider the merits of
applicants with good subject-specific knowledge of twentieth century London or twentieth
century urban Britain who can demonstrate an ability to master the technical and filmographic
elements of the work required. The consultant(s) will play an ambassadorial role for LSA,
working to engage the considerable knowledge and resources of the source archives in the
cataloguing process and demonstrating an awareness of how this project can open up new
avenues of use and value for this precious material.
Additional advice, support and information will be available from individual members of the LSA
Steering Group, the Film London/LSA London Screen Heritage Manager and the London Screen
Heritage Project Coordinator, who will manage the source archive recruitment process in
collaboration with the consultancy.
The funding available for this piece of work is £25,000. Within this budget the consultancy will
be required to deliver by May 2011:

An agreed format for each enriched record, in accordance with guidance from LSA and
SHUK and the requirements of the Union Catalogue

Development of and testing a working methodology for the cataloguing process across
c40 archives, including viewing, consultation and research.

Enriched catalogue records for a minimum c400 films / c100 hours of footage. These
records to be in spreadsheet format or Microsoft Access database, to be agreed in
advance with Film London, and for the data to be cross-referenced to the existing LSA
inventory. All data entry must be undertaken according to approved standards and
guidelines and within given deadlines.

A presentation on the project and recommendations arising from it for participating
collection holders.

A final report on the project including details of methodology used, key research
resources, and recommendations for future work.

Cooperation with other consultants engaged on FLSH / RtR projects as required,
including contributing to c3 meetings of an advisory group for the toolkit on film
archiving for non-specialist archives.
The consultancy will also be required to act as ambassadors for London’s Screen Archives and
the RtR programme.
Project timetable
5pm Monday 10th May
W/c 17th May
May 2010
June –July 2010
July 2010 – April 2011
Deadline for written tenders.
Interviews
Commissioning meetings with successful applicant, FIlm
London and LSA advisory group
Agree cataloguing format and pilot cataloguing process
Ongoing cataloguing of significant material from c40
London repositories; presentation to contributing
archives.
30 May 2011
Deadline for submission of all deliverables outlined above
Costs
The cost of this work must not exceed £25,000. 20% of the total cost will be paid upon
commissioning, three further instalments of 20% upon receipt of satisfactory progress reports,
and the final 20% on receipt of deliverables in December 2010.
Budgets for this tender should include expenses but exclude VAT.
Management and reporting structure
The Film London/LSA London Screen Heritage Manager will manage this project, supported by
the London Screen Heritage Project Coordinator. The consultancy must provide regular
progress updates to the project team at weekly or otherwise agreed intervals, either verbally or
by email. Advice and guidance will be provided by the LSA steering group, with whom the
consultancy team will meet at commissioning and report stage and as the project requires.
The consultants’ skills and knowledge
The consultant or consultancy team will be required to demonstrate:
 Knowledge of the London museum, library and archives sector and the context in which
moving image collections are held and made accessible by London repositories
 Expertise in cataloguing, ideally with a moving image specialism, with experience of
carrying out contextual research AND/OR subject specialist knowledge in twentieth
century London or urban Britain with a demonstrable ability to apply this to the project
and rapidly acquire the necessary technical and filmographic aspects of the work
 A positive, proactive approach and ambassadorial capacity
 A strong track record in delivering projects to time and to budget and in working
effectively with a range of project partners
 A clear grasp of the importance of delivering greater access to London’s screen heritage
and of its potential for engaging a wide audience
APPLICATION:
We require:
 Confirmation that you would be able to offer all the deliverables outlined above for the total
fee of £25,000 but excluding any VAT
 A clear outline of what your approach to the project would be
 A list of the personnel that you would use (either one consultant or a small team), a full
description of their experience in this field and a breakdown of the number of days you
would expect the consultant or each member of the consultancy team to spend on the
project
 The day rate for the consultant or each member of the consultancy team
 The names and contact details of two referees (individuals or organisations) with whom we
can discuss your previous work in this area
 A sample film summary and catalogue description of any film currently showing at
www.youtube.com/londonsscreenarchive, excluding those originating at the BFI.
Submissions will be assessed using the following criteria:
 Proposed methodology
 Relevant previous work, skills and experience

Cost and value for money
Please submit your application by 5pm on Monday 10th May 2010 by email to:
Rebekah Polding, London Screen Heritage Manager:
screenheritage@filmlondon.org.uk
We hope to hold interviews by arrangement week commencing 17th May 2010 at Film London.
Please indicate you availability during that week or suggest alternative dates.
For further information on this project:
Rebekah Polding, London Screen Heritage Manager
rebekah.polding@filmlondon.org.uk