SOCIETY OF ARCHIVISTS, SCOTLAND
Minutes of the Meeting held at the National Archives of Scotland
Wednesday, 16th January, 2002
ATTENDEES:
Irene O’Brien (Glasgow City Archives), Helen Taylor (West Lothian Archives and
Records Management Service), Alison Rosie (NAS), Frank Rankin (South
Lanarkshire Council), Fiona Flett (Scottish Borders Council), Richard Hunter (City of
Edinburgh Council), Tristram Clarke (NAS), Linda Ramsay (NAS), Audrey Wilson
(NAS), Frances Shaw (NAS), Steve Connolly (Perth and Knross Council), Laura
Mitchell (NAS), Dagmar Hinz (SCAN), Andrew Jackson (SCAN), Jan Merchant
(Dundee University Archives), Jennifer Tait (Dundee University Archives), John
McLintock (NAS), Peter Anderson (NAS), Alison Horsburgh (NAS), Jan Jamieson
(NAS, Alan Borthwick (SCAN), Vicki Wilkinson (Royal Bank of Scotland), Pat
Whatley (Dundee University Archives), Virginia Russell (NAS), Helen RedmondCooper (HBOS), Ann Jones (Heriot-Watt University), Susan Corrigall (NAS),
Seonaid McDonald (HBOS), Grant Buttars (NAHSTE), Alan Bell (National Library
of Scotland), Rachael Third (NAHSTE), Jenny Cutts (SCAN), Gillian Mapstone
(NAS), Kirstene Lang (Glasgow City Archives), Alison Lindsay (NAS), Bruno
Longmore (NAS), Rachael Watson, Patrick Cadell, Claire Johnson (University of
Glasgow), David Powell (University of Glasgow), Victoria Peters (University of
Glasgow), Robert Urquhart (SCAN), Caroline Brown (SCAN), Margaret Fox
(SCAN), Hazel Robertson (NAS), Fiona Watson (Northern Health Services
Archives), Richard Cullen (Dundee City Archives), Alan Simpson (Scottish National
Gallery of Modern Art Archives), Arnott Wilson (Edinburgh University Library),
Alison Gardiner (Edinburgh University Library), Jenny McDermott (Edinburgh
University Library), Lynda Smart (Glasgow University Library), Moira Rankin
(Glasgow University Archives), Margaret McBryde (NAS), Elspeth Reid (Falkirk
Council), Olive Geddes (National Library of Scotland), Pam Cranston (St Andrews
University Library), Alice Stewart (Strathclyde Police), Cathlin Macaulay (School of
Scottish Studies), Caroline Scharfenberg (NAS), Ruaraidh Wishart (NAS), Fiona
O’Brien (Royal College of Nursing Archives), Andrew Thomson (Edinburgh
University Library), Ishbel MacKinnon (Aberdeen University), Kirsty Forbes (NAS),
George Mackenzie (NAS).
APOLOGIES FOR ABSENCE:
Sarah Chubb, Michael Bolik, Lesley Richmond, Lisa Strachan, Pamela McIntyre,
Brian Kelvin, Alan Cameron, Bob Steward, Martin Tyson, Marion Stewart, Craig
Geddes, Helen Chavez, Rab Jackson, Huw Pritchard, Siobhan Convery, Iain Gray,
Judith Cripps, Rosalyn Rennie, Jean Crawford, Johanna King, Andrew Dowsey,
Maggie McDonald, Iain McIver, Karl Magee, Fergus Harris, Jan Hill, Alison
Diamond, Joanna Baird, Carol Parry, Phil Astley, Allison Cunningham, Iain Flett,
Norman Reid, Rachael Hart, Meic Pierce Owen, Sian Yates, Ruth Smith, John
Brimms, Christine Lodge, David Iredale, Andrew Fisher, Jo Peattie, Stefanie
Davidson, Pam McNicol, Alison Fraser, Charles Kelham, Kevin Wilbraham, Andrew
Broom
SRM 547 PRESENATION BY FIONA FLETT
Fiona Flett, Records Manager with Scottish Borders Council gave a presentation on
the impending Scottish Freedom of Information legislation and the implications for
public authorities and the archives profession.
SRM 548 MINUTES OF THE PREVIOUS MEETING
The minutes of the previous meeting were approved by Laura Mitchell and seconded
by Claire Johnson subject to the following amendments:
Under Item 537 should read the meeting was held on 20th September. The last
sentence in the third paragraph should read “that there was a shortfall of 40 newly
qualified staff for each year…”. The last sentence in the fourth paragraph should read
“It had also been agreed to recommend to Council …”
SRM 549 MATTERS ARISING FROM THESE MINUTES
1)
2)
3)
4)
5)
SRM 533.1 It was agreed that the issues raised by Alex Murdoch of the
Scottish Local History Forum regarding archaeology should be pursued.
SRM 533.2 Richard Hunter reported that he received some nineteenth century
plans from East of Scotland Water, but overall they had not shown an interest
in looking after their historical records. Frances Shaw noted that there was a
growing awareness within the Scottish Executive about problems with record
keeping in QUANGOs. It was agreed that this issue should be raised at the
next ASLAWG meeting.
SRM 533.3 Vicki Wilkinson, Royal Bank of Scotland Archives offered to
serve as the business archives representative. It was agreed to have a ballot
between Judith Cripps and Marion Stewart for the local authority
representative.
SRM 534.1 It was noted that SCAN had suggested to scan one volume for
each participating archive and place this on the SCAN website.
SRM 534.2 The agenda had been posted both electronically and in hard copy.
An electronic mailing was cheaper and faster, but not all members had e-mail
access.
SRM 550 NAS UPDATE
Dave Brownlee, who had originally been with GRO, had recently been appointed as
Deputy Keeper. The NAS had been restructured with a Records Services Department
under Peter Anderson and a Corporate Services Department under Dave Brownlee. A
summary of the consultants’ report on the NAS was available to members on request.
Negotiations were ongoing with DS on purchasing CALM 2000. A retrospective
conversion project for the existing paper lists was planned. The backlog in
cataloguing was also being tackled.
The issue of external recruitment was being discussed with Personnel and the Unions.
Although further external recruitment was supported by the NAS, this was a sensitive
issue. The SRAC was planning a promotional event on DPA and FOI. An education
project was also being developed where a teacher would be recruited for a year to
help develop education packs, in both hard copy and web-based, for secondary
schools.
SRM 551 SCAN UPDATE
Only 22 archives had taken up the offer for a CALM license. The HLF had agreed to
provide money for this and Irene O’Brien agreed to contact participating archives to
clarify interest. It was noted that some archives had already purchased CALM, or had
committed to other software packages. Training would still be available for those
archives which had already bought CALM. SCAN could also offer help on any
technical enquiries which should reduce annual maintenance costs.
A timetable had been set up for the completion of the collection descriptions. The
HLF could extend the money for an additional three months after the set completion
date. The HLF were also interested in using teachers to develop the educational
aspect of the Knowledge Base and getting more input from participating archives.
SRM 552 SECRETARY’S BUSINESS
A request had been received for the anticipated budget requirements for 2002-2003.
It was agreed to contact the SoA,S Officers regarding anticipated projects for the next
financial year.
SRM 553 COUNCILLOR’S REPORT
Concern was raised over the decision not to continue with the Diploma
correspondence course. In particular, this had been made without consultation with
the Regions, the decision had not yet been posted in the Newsletter and many tutors
had not yet been officially told the course was to cease.
It was agreed to write to the Society expressing concern over the way this decision
had been reached.
SRM 554 COMMITTEE FOR THE REGIONS
There had not been a meeting since October. However, it was agreed that the issue of
the Diploma course should be raised at the forthcoming meeting.
SRM 555 TRAINING COMMITTEE REPORT
Alice Stewart reported that the recent events on Good Housekeeping and EAD had
been very well received. Forthcoming events on electronic records, photographs and
para-professional training had been set up. Also, future possible topics for training
events were social inclusion, copyright, EAD and FOI. It would be helpful to have
feedback on what would be popular to help prioritise.
The SoA,S recorded its thanks to SCAN for supporting the EAD workshop.
SRM 556 PUBLICITY OFFICER’S REPORT
Nicholas Kingsley had been contacted regarding Scottish input into the planned
publicity event in Westminster. He was still interested in receiving any “archives
changed my life” stories. Fiona Scharlau, Angus Archives and Alma Topen, Scottish
Brewing Archive had recently appeared on TV documentaries.
SRM 557 SCOTTISH ARCHIVES FORUM/SCOTTISH COUNCIL ON
ARCHIVES
The Scottish Council on Archives would be launched on 2nd May hopefully by
Glasgow City Council Director of Culture and Leisure. The NAS had provided
funding for publicity leaflets, and it was anticipated that a webpage would be hosted
by the Society.
SRM 558 ELECTRONIC RECORDS
A report from the group was circulated. The main findings were that electronic
records should be managed according to the same principles as paper records.
Although there were guidelines on electronic records management on the PRO
website, no advice had been issued from the Society. The group had agreed to contact
the RMG about this and compile a list of useful websites and publications. A
questionnaire was also being compiled for use by any organisation that was
contemplating setting up Electronic Document Management Systems.
SRM 559 RE:SOURCE
Both SoA,S and the KRS had contacted the Scottish Executive regarding establishing
a concordat with Re:source. Meetings with SLIC and SMC were also ongoing.
SRM 560 A2A
The A2A project in England had been very successful, and extending this to Scotland
would build on the work begun by SCAN. It was noted that SUSCAG had already
discussed this issue. The KRS suggested setting up a brainstorming session convened
by the NAS.
SRM 561 SCOTTISH POSTGRADUATE ARCHIVAL TRAINING PROJECT
Frank Rankin reported on the progress to date. An interim report had been presented
on 6th December, 2001 to Higher Education institutions. This could be made
available on request. The findings were positive, that there is a shortage of archivists
and records manager. However, there is a shortfall in the UK training offered and
many potential students were lost to the profession as a result. There was a debate
over the delivery model, whether a traditional course or incorporating distance
learning options. The next meeting would be held in February.
SRM 562 FREEDOM OF INFORMATION
It was agreed that the SoA,S needed to lobby the Scottish Parliament regarding
amendments. A group of Frances Shaw, Irene O’Brien and Frank Rankin was set up
to assist the Publicity Officer in this.
SRM 563 DATE AND TIME OF NEXT MEETING
The next meeting would be the AGM in April/May, date and venue to be agreed.