This policy outlines what material Tower Hamlets Local History Library and Archives (THLHLA) collects. It explains how collections are acquired, the collecting priorities, and how de-accessioning and disposal is managed.

AUTHORS: Tamsin Bookey, Richard Wiltshire, Robert Jones, Annette Mackin

ISSUE DATE: August 2023

NEXT REVIEW DATE: April 2025

APPROVED BY: Raj Chand, Director of Customer Services, 17 May 2023

Library collections

The Local History Library collections cover:

2.1.1 Book and pamphlets

2.1.2 Periodicals

2.1.3 Cuttings and ephemera

2.1.4 Maps

2.1.5 Films and videos

2.1.6 Sound recordings

2.1.7 Images

The library collections, excluding maps and periodicals, are organised according to the same in-house classification scheme. This increases findability and ease of browsing for both staff and users.

Where possible THLHLA aims to fill any gaps and keep up to date with new and live publications.

2.1.1 Books and pamphlets

There are over 12,000 printed books and pamphlets dating from the 1500s to the present day. These provide extensive coverage of the history of Tower Hamlets. Many books are small press publications or currently out of print. The pamphlet collection also contains rare items not available elsewhere.

2.1.2 Periodicals

There are around 1,800 titles. These cover a wide range of local topics dating from the early 1700s to the present day. They include bound, loose, microfilm, and digital copies of newspapers, magazines, newsletters, annual reports, directories, and other serial publications. Many titles have gaps. Collecting focus is currently on local newspapers and on small publications produced by groups within or relating to the borough.

2.1.3 Cuttings and ephemera

THLHLA holds over 350 boxes of newspaper and periodical cuttings, articles, and printed ephemera. Most cuttings and ephemera are mounted and arranged in folders according to their class numbers. Larger classes are subdivided by date range or subtopic. Active collecting of cuttings and ephemera ceased in 2010. New items are however acquired. These are being catalogued by interns, volunteers and placements.

2.1.4 Maps

The map collection consists of over 2,000 maps and plans: mostly printed maps dating from the 1600s to the present day with copies of maps from 1500s. The collection includes large-scale Ordnance Survey maps, street plans and some parish and estate maps. Most non-Ordnance Survey maps are catalogued.

Formerly all maps were part of this collection. Handwritten maps and plans are now catalogued as archives.

2.1.5 Films and videos

THLHLA holds over 200 films and videos. These include commercially released films, as well as rare and unique footage of the borough. Most are catalogued. Some has been digitised by London’s Screen Archives and is available to watch in the Reading Room.

Most original film and video recordings are stored in special environmental conditions at The London Archives.

2.1.6 Sound recordings

Most sound recordings are catalogued. All original sound recordings are held onsite. Some have digital access copies.

2.1.7 Images

The library holds about 40,000 photographs including prints and engravings. These have come from a variety of sources, including Tower Hamlets Council and its predecessors.

There are over 80 boxes of street scenes arranged alphabetically. The rest is arranged by subject within the library classification scheme.

There are also collections arranged by photographer or collector. The largest is that of the Island History Trust which consists of nearly 4,000 images relating to the Isle of Dogs.

2.2 Archival Collections

THLHLA is a recognised place of deposit for the following:

• The records of the London Borough of Tower Hamlets and those of its predecessors: the Metropolitan Boroughs of Bethnal Green, Poplar and Stepney; and civil parishes
• Records of individuals, organisations and activities relevant to the history of the London Borough of Tower Hamlets.

The archival collections are arranged into the following management groups and reference numbers:

• B: Business
• C: Central Government
• I: Institutions
• L: Local Authority
• M: Moving Images
• O: Oral History
• P: Personal
• S: Societies and Associations
• W: Places of Worship

Formats include handwritten and printed documents, born-digital and digitised files, audio-visual and photographic material.

THLHLA works with other collecting institutions to ensure the suitable placement of archives. This aims to avoid conflicts of interest, and to prevent splitting of collections.

2.3 Museum Collection

There are over 700 museum objects in the collection. This includes ceramics, pottery, medals, signage from demolished buildings, and architectural models. Most of these were donated to the former Stepney and Poplar Metropolitan Borough museums.

The service has never employed a professional curator to manage the museum collection. A qualified museum curator volunteering for THLHLA catalogued, photographed and repackaged many of the objects. Some are available on request.

2.4 Paintings Collection

This collection consists of over 400 paintings. Many are of local views. Most were collected in the 1970s and 80s when a special fund was set up for this purpose. THLHLA is not actively adding to this collection. In some instances it will accept items which closely relate to other collections.

An art consultant has catalogued these and conservators de-framed items for storage.

Many additional unframed prints, paintings and drawings are in oversize drawers and uncatalogued.

3.1 Library collections

THLHLA actively collects material according to the following:

3.1.1 Collecting remit

Geographical

The geographic area of the London Borough of Tower Hamlets, as created on 1 April 1965. Material about London or the East End in general, or neighbouring areas will be considered if it incorporates information relevant to Tower Hamlets.

Subjects

These include

• social, economic, political history as well as current communities
• biographies and personal memories
• groups and businesses.

THLHLA is committed to reflect the diversity of community publishing in Tower Hamlets. These include African and African Caribbean, Bengali, Jewish, Chinese, Irish and other people of migrant heritage. Also LGBTQ+ (Lesbian, Gay, Bisexual, Transgender, Queer +) people.

Donations

Donations are welcome according to these requirements. Material in poor condition that needs conservation treatment will only be accepted if costs are met or funding is available. Donations of personal libraries are subject to selection with assistance from the donor.

Duplicates

Only one copy of a book or pamphlet is acquired.

Creative literature

The Library collects significant works of fiction, drama and poetry by local authors as well as material set within the borough. These offer personal insight into the history of the borough and the way it was viewed by others.

General reference

The collection includes reference such as on genealogical research. Some is available online via the Idea Store website.

Dissertations

Dissertations which offer new perspectives on subjects that are not already well represented are welcome.

3.1.2 Acquisition methods

Library items are acquired by gift, bequest, or purchase. Suggestions about acquiring items are welcomed. Purchase of items is subject to availability and resources.

3.2 Archive collections

3.2.1 Collecting remit

Geographical

The geographic area of the London Borough of Tower Hamlets, as created on 1 April 1965.

Collections include material relating to elsewhere, due to:

• changes in borough boundaries
• where items of local people or organisation relate to regional to international activities
• principle of keeping collections intact

Format

Archives can be digital format and/or hardcopy. In most cases originals are accepted.

Copies are welcomed under special circumstances, for example where:

• originals no longer exist
• circumstances mean the originals are inaccessible to the public
• digitised reference copies can widen access
• items are agreed as part of a heritage project or partnership.

3.2.2 Acquisition methods

Archival records are acquired by THLHLA by: transfer; gift, bequest; long-term loan or purchase.

Transfer:

Records are transferred by the Council departments. Retention policy, retention schedules and intranet advice help Council staff identify core records for transfer. THLHLA actively contacts departments to encourage transfers.

Gifts, Bequests and Long-term Loans

THLHLA usually receives records as gifts. This helps maintain ownership in the longer-term.

Loans are also welcome. THLHLA usually seeks funding from the depositor for such records and costs if they are withdrawn. It cannot allocate substantial resources to records on loan

Potential depositors offering records are welcome to contact THLHLA. It is helpful to include a summary including

• background or context
• descriptions
• extent
• dates
• format(s)
• condition

Contact will sometimes be followed up with a meeting in person, depending on the nature, size and complexity of the records. The submission of unsolicited material is not encouraged. Such material may be refused or returned.

Once records are accepted, an agreement form will be completed. This is signed by the depositor who has authority as owner and the archivist handling the deposit. Arrangements for the transfer of the records are met by the depositor.

Purchase

Offers of records for sale are usually considered unless items

• complement archives already held
• help fill gaps

Purchases are subject to the availability of funds.

3.2.3 Records which will not be acquired

• Church of England parish records determined by the Parochial Registers and Records Measure 1978. These are covered by the appointed Diocesan Record Office which is The London Archives
• Public records as defined by The Public Records Acts such as archives of courts, hospitals and prisons
• Records which are more appropriately deposited elsewhere
• Records which are offered by persons who have no legal right to donate, deposit or sell them
• Records which require prior major specialist care, conservation and treatment before they can be accepted. For example extensive mould or films on nitrate and acetate.
• Records still in use. For example material with personal data or sensitive information still needed. These may have historic value in the long-term and offered at a later stage.
• Archives which have become separated from another collection. THLHLA may recommend that these are reunited with the prior deposit held elsewhere.

 3.3 Acquisitions to the museum and paintings collections

There is no professional art or museum curator employed within the service, and limited facilities to support, develop or manage these collections.

Artworks and museum objects are not actively collected unless in exceptional circumstances. This will be at the Heritage Manager and Archives Manager’s discretion.

4.1 Library and Archives

THLHLA aims to ensure that the collections represent activities of all local communities. This includes filling gaps in the recent record and ensure relevance to people today.

4.2 Opportunities to ensure representation of Tower Hamlets and its people

THLHLA will identify aspects of the borough's history and communities which are not sufficiently represented in its collections. It will do this by:

• Increasing and improving information held about its existing collections, for example, by cataloguing
• Analysing information in accessions and catalogue data
• Maintain documentation on potential deposits
• Consulting with key stakeholders: local group and people, researchers and depositors of archives.
• Enhancing capacity to receive born-digital records through digital preservation management software.

Annual plans include specific targets for acquiring material based on a proactive work. For example coinciding with a funded project or community partnership.

To improve the chances of such acquisitions being made, THLHLA will:

• Offer advice on good record-keeping and the option of depositing material to individuals and organisations
• Promote collections care
  • online including social media channels
  • targeted outreach events
  • leaflets and posters
  • direct contact with organisations and individuals
    
    
• Revisit potential deposit documentation. At risk or unrepresented material will be prioritised in re-establishing contacts to encourage deposit
• Develop partnerships with local community groups to collaborate on heritage projects together. One of the objectives of such projects would include deposit or digitisation of material to be added to the collections.

Some material after it is received may, after review, fall outside of the collecting remit. De-accessioning refers to the process of removing a collection in full or in part from the holdings.

De-accessioning of archives is aligned to The National Archives' Deaccessioning and Disposal: Guidance for archive services, 2015.

THLHLA will make appropriate arrangements for de-accessioned records if they are better placed with another collecting institution, or need to be returned to their owner. Details about de-accessioned records will be retained.

Items on gift which THLHLA has the right to destroy, will be disposed of securely.

When a deposit of records is accepted, a funding contribution will normally be sought for packaging and cataloguing of the collection and charges on any future request by a depositor for withdrawal.

Records presented as gifts will normally be maintained at THLHLA’s costs. However, if records require considerable expenditure on conservation, donors may be expected to meet costs.