Archive policies submitted for TNA Accreditation by Suffolk Record Office December 2018

Mrs Felicity Fine made this Rhyddid Gwybodaeth request to National Archives

This request has been closed to new correspondence from the public body. Contact us if you think it ought be re-opened.

National Archives Nid oedd gan y wybodaeth y gofynnwyd amdani.

Dear National Archives, for the Accreditation department

I write to request a copy of the archive policies submitted by Suffolk Record Office to you for their TNA accreditation application in December 2018. These policies have never been publically accessible in paper or an electronic format yet Suffolk Record Office say they "are used by the service" and were "required for the service to apply for National Archive Service Accreditation at the beginning of December 2018" so they need to exist as part of their accreditation application as mentioned by the named staff Kate Chantry in the EIA (Equality Impact assessment). This EIA was dated 23 January 2019 and is an updated version of 23 August 2018.

The only way a member of the public can find that these policies exist is from this site: https://pandp.suffolk.gov.uk/?fbclid=IwA... and then put in Suffolk Record Office in the top box and then Press search documents. These policies appear to exist somewhere but not for the public to ever view them on the Suffolk Archives website or the SCC website. Once you search the link using the above information then the EIA will come up dated 23/01/2019 with Policies and Procedures, but these policies again are only a list, there are no policies in any format. Below is an excerpt of what you will see in the EIA in the link provided above:

"Regarding the Specific Suffolk Record Office (SRO) policies required for the service to apply for National Archive Service Accreditation at the beginning of December 2018 were developed with advice from an external consultant and using examples from other record office services that have gained accreditation.
Some of the policies required have a greater impact on people with protected characteristics e.g. the Collections Access, Information and Rights Management Policies, whereas others are more concerned with management of the collections e.g. Conservation Policy. The following [policies] have been developed: - Collecting, Collection Development, De-accessioning, Collection Information, Collection Access, Conservation, Digital Preservation, Digital Surrogates, Effects on the Environment, Rights Management, Media use of archives.

Suffolk County Council (SCC) policies are also used by the service and will be part of the accreditation submission i.e. on volunteering and social media. Further polices have now been developed on the following topics: Charging and Fundraising, Exhibitions and Displays and Loans . The considerations made in the EIA in August 2018 are also relevant to these policies. It is expected that any further policies will also be covered by the considerations set out in this EIA. Should a policy potentially result in different impact then a new EIA will be undertaken" This EIA is again mentioned in the search results to be updated in Spring 2019 yet none have ever been publically available to search or view.

If you have any further questions please contact me. I've tried to be very clear and concise.

Yours faithfully,

Mrs Felicity Fine

Dear National Archives,

I have not received an email reply from you acknowledging my above request and asking for classification. Please could you confirm this request is being considered.

Yours faithfully,

Mrs Felicity Fine

foienquiry, National Archives

Dear Mrs Fine,

 

Thank you for your enquiry of 19^th February 2019 regarding a copy of the
archive policies submitted by Suffolk Record Office for their The National
Archives accreditation application in December 2018.

 

We are handling your request under the Freedom of Information Act 2000 and
have given it reference number F0056126.

 

We will respond to you by 19^th March 2019 in accordance with the 20
working-day time period laid down by section 10 of the Act.

 

You can find out more about Freedom of Information on our website:
[1]www.nationalarchives.gov.uk/foi/

 

Yours sincerely,

 

 

FOI Assessor           

Freedom of Information Centre

Programme Management Office

The National Archives

If you would like to contact us again regarding
this request, please contact the helpdesk:

via e-mail: By replying to this e-mail
or (020 8876 3444)
Remember to quote your call reference number: F0056126 in any
correspondence, as this will assist us in providing you with a
quick response.

[2]www.nationalarchives.gov.uk

Please don't print this e-mail unless you really need to.

dangos adrannau a ddyfynnir

References

Visible links
1. http://www.nationalarchives.gov.uk/foi/
2. http://www.nationalarchives.gov.uk/

foienquiry, National Archives

Dear Mrs Fine

 

Thank you for your enquiry of 19^th February 2019, in which you asked for
the following information about the archive policies submitted by Suffolk
Record Office to The National Archives in December 2018.

 

Your request has been handled under the Freedom of Information (FOI) Act
2000. The FOI Act gives you the right to know whether we hold the
information you want and to have it communicated to you, subject to any
exemptions which may apply.

 

I can confirm that The National Archives holds information relevant to
your request. A full list of the policies attached to Suffolk Record
Office’s accreditation application is listed below.

* Access Policy

* Collection Policy

* Collections Development Policy

* Deaccessioning Policy

* Collections Information Policy

* Conservation Policy

* Charging and Fundraising Policy

* Digital Surrogates Policy

* Exhibitions and Displays Policy

* Loans Policy

* Rights Management Policy

* Micro Collecting Policy

* Digital Preservation Policy

* Media Use Policy

* Effects on the Environment Policy

 

This information is already available in the public domain and is
therefore exempt under section 21 of the FOI Act. Section 21 does not
oblige a public authority to provide information if it is already
reasonably accessible by other means. In this case, the exemption applies
because the information is available on the Suffolk Record Office website
at [1]https://www.suffolkarchives.co.uk/about-...

 

You may be interested to know that Suffolk Record Office also cite two
other policies within their Accreditation application, but these are
wider, Suffolk County Council polices and are both available online

* Suffolk County Council Social Media Policy
[2]https://www.suffolk.gov.uk/assets/About/...

* Suffolk County Council Volunteer Policy
[3]https://www.suffolk..gov.uk/assets/commu...

 

 

 

If you are dissatisfied with the handling of your request or the decision
that has been reached, you have the right to ask for an internal review.
Internal review requests must be submitted within two months of the date
of this response and should be addressed to:

 

Quality Manager

Programme Management Office

The National Archives

Kew

Richmond

Surrey

TW9 4DU

[4][email address]

 

Please mark your complaint clearly. You have the right to ask the
Information Commissioner (ICO) to investigate any aspect of your
complaint. However, please note that the ICO is likely to expect internal
complaints procedures to have been exhausted before beginning her
investigation.

 

Yours sincerely,

 

 

FOI Assessor

Freedom of Information Centre

Programme Management Office

The National Archives

 

EXPLANATORY ANNEX

 

Your request in full

 

Dear National Archives, for the Accreditation department

 

I write to request a copy of the archive policies submitted by Suffolk
Record Office to you for their TNA accreditation application in December
2018.  These policies have never been publically accessible in paper or an
electronic format yet Suffolk Record Office say they "are used by the
service" and were "required for the service to apply for National Archive
Service Accreditation at the beginning of December 2018" so they need to
exist as part of their accreditation application as mentioned by the named
staff Kate Chantry in the EIA (Equality Impact assessment). This EIA was
dated 23 January 2019 and is an updated version of 23 August 2018. 

 

The only way a member of the public can find that these policies exist is
from this site: 
https://pandp.suffolk.gov.uk/?fbclid=IwA...
and then put in Suffolk Record Office in the top box and then Press search
documents. These policies appear to exist somewhere but not for the public
to ever view them on the Suffolk Archives website or the SCC website.  
Once you search the link using the above information then the EIA will
come up dated 23/01/2019 with Policies and Procedures, but these policies
again are only a list, there are no policies in any format.  Below is an
excerpt of what you will see in the EIA in the link provided above:

 

"Regarding  the Specific Suffolk Record Office (SRO) policies required for
the service to apply for National Archive Service Accreditation at the
beginning of December 2018 were developed with advice from an external
consultant and using examples from other record office services that have
gained accreditation.     

Some of the policies required have a greater impact on people with
protected characteristics e.g. the Collections Access, Information and
Rights Management Policies, whereas others are more concerned with
management of the collections e.g. Conservation Policy.  The following
[policies] have been developed: - Collecting, Collection Development,
De-accessioning, Collection Information, Collection Access, Conservation,
Digital Preservation, Digital Surrogates, Effects on the Environment,
Rights Management, Media use of archives.

 

Suffolk County Council (SCC) policies are also used by the service and
will be part of the accreditation submission i.e. on volunteering and
social media. Further polices have now been developed on the following
topics: Charging and Fundraising, Exhibitions and Displays and Loans . The
considerations made in the EIA in August 2018 are also relevant to these
policies. It is expected that any further policies will also be covered by
the considerations set out in this EIA. Should a policy potentially result
in different impact then a new EIA will be undertaken" This EIA is again
mentioned in the search results to be updated in Spring 2019 yet none have
ever been publically available to search or view.

If you would like to contact us again regarding
this request, please contact the helpdesk:

via e-mail: By replying to this e-mail
or (020 8876 3444)
Remember to quote your call reference number: F0056126 in any
correspondence, as this will assist us in providing you with a
quick response.

[5]www.nationalarchives.gov.uk

Please don't print this e-mail unless you really need to.

dangos adrannau a ddyfynnir

References

Visible links
1. https://www.suffolkarchives.co.uk/about-...
2. https://www.suffolk.gov.uk/assets/About/...
3. https://www.suffolk.gov.uk/assets/commun...
4. mailto:[email address]
5. http://www.nationalarchives.gov.uk/

Mrs Felicity Fine

Dear foienquiry,

Thank you for your recent reply. I would just like to say these documents were not in the public domain when I made the FOI request to yourselves. There was a delay in your clarification response to me and this allowed you time to communicate with Suffolk Record office / Suffolk County Council to get these policies in to the public domain so you could respond back to myself that they were already in the public domain. These policies were not available for any member of the public to see until this FOI was requested via What do They Know. At least the public can now access these policies that have been kept from them, which should have been public in the first place.

Yours sincerely,

Mrs Felicity Fine