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Operational policy for collections information

This policy outlines how Tower Hamlets Local History and Archives (THLHLA) creates and documents information about its collections. It is underpinned by:

  • British Standards Institution Code of practice for cultural collections management PAS 197:2009

It is in line with the Council’s Information Governance and retention policy.

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

2.1 Archives

Tower Hamlets Local History Library was established in 1965 on the creation of the London Borough of Tower Hamlets. It became known as Tower Hamlets Local History Library and Archives in the 1980s. The collection was formed by combining three local collections. They were held by the public library services of the three former metropolitan boroughs of Bethnal Green, Poplar and Stepney. Each of these collections contained archive and library material.

Tower Hamlets Local History Library did not appoint a qualified archivist until 1986. No systematic accession records were kept before this time - it has however been possible to establish provenance of some archives.

Until 1986 cataloguing of archives was as arranged according to manuscript “series”:

  • Bow
  • Bromley
  • Poplar
  • Stepney
  • Bethnal Green
  • Deeds

Loose papers were often distributed according to subject in the Library’s cuttings files. Archival maps were placed in the Library’s map collection. Photographs from archives were removed from their original context and placed in the general image collection.

The archivist in 1986 introduced accession numbers and accession records which were used for cataloguing purposes. In the 1990s a hierarchical classification scheme was introduced and is still in use today. This arranges collections from the creating person or organisation down to individual files and items. Collections are arranged into the following management groups and reference numbers:

B: Business

C: Central Government

I: Institutions

L: Local Authority

M: Moving Images (introduced in 2013)

O: Oral History (introduced in 2012)

P: Personal

S: Societies and Associations

W: Places of Worship

Before 1999 access to the archives was by typed catalogue lists and card indexes. In 1999 CALM collections management software was procured. All new cataloguing was undertaken using this. A programme of migrating manual finding aids to digital began. This was enabled by successful funded projects from New Opportunities Fund/Access to Archives. The public online catalogue was made available in 2015.

2.2 Local History Library

The Local History Library continued after establishment of the archives in 1980s to include photographs, pictures, maps, films, sound recordings and museum objects. Access was provided via card catalogues and indexes.

Books and pamphlets, photographs and cuttings and ephemera are catalogued using a bespoke library classification scheme. This was created in the 1960s and is based on the Dewey Decimal system. Cataloguing onto a database commenced in 1999 after the CALM collections management software was introduced. Since 2015 holdings have been searchable online through the same interface as the archives.

Library and Image material have the following prefixes for catalogue reference numbers:

  • LC – General library collection including books, pamphlets, films and videos
  • LCP – Periodicals
  • LCX – Cuttings and ephemera
  • LCM – Maps
  • LCS – Sound recordings
  • P – Main image collection
  • Initials – Named image collections

2.3 Digital formats

THLHLA receives and catalogues archive and library material in digital as well as hardcopy format. These can be born-digital files and digitised files from scans of hardcopies.

Digital formats are kept on a server which is regularly backed up each night. In March 2022 a digital preservation system, Preservica, was set up and a programme of transfer and upload to the system began. The system stores and manages files to digital archive standards. See the Digital Preservation Policy for further details.

Since April 2020 accessioning of archives and retrospective updates to existing descriptions is carried out in accordance with THLHLA’s Accessioning and Cataloguing Manual.

3.1 Point of deposit

For material taken by gift or long-term loan into the Archive, Image Collection, Museum Collection and Library, a Deposit Agreement form is completed.

Information captured in the agreement forms includes:

  • deposit type (gift/loan)
  • depositor’s name and address
  • legitimacy to deposit records
  • copyright
  • scope of collection

For loans, the form records:

  • the length of loan
  • statements re terms and conditions
  •  

If the material is acquired the result of an internal transfer from a Council department, an Internal Transfer Form is used instead.

3.2 Depositor register

Details of each depositor are added to a register of depositors. This is the ‘Depositors’ database within the CALM Collections Management software.

3.3 Accessions register

Each accession is assigned an accession number and details are entered in ‘Accessions’ database of CALM Collections Management software. Cross-references are made to the ‘Depositors’ register.

The information recorded includes the following:

  • Date of receipt of accession
  • Name and contact details of depositor /donor
  • Accession number, title and summary description of deposit
  • Extent of deposit
  • Accession category (Gift, Loan, Purchase, Transfer etc.)
  • Any access restrictions
  • Any copyright restrictions
  • Any administrative and custodial history
  • Any material in a fragile condition
  • Location of accession

3.4 Digital Asset Register

Information about digital material is recorded in an Excel spreadsheet. This register helps to facilitate the ongoing preservation of digital items, such as monitoring

  • file formats
  • associated risks with older information carriers like floppy disks

Collections staff update the register when material is accessioned. The register includes non-digital formats that require digitisation for them to be accessed, such as videos and cassette tapes.

The register records:

  • Title
  • Catalogue or accession reference number
  • Description of material
  • Location (physical and/or digital)
  • Extent or file size
  • Personal data
  • Access restrictions
  • Information regarding shared access to drives
  • File formats
  • Any risks/impacts that need to be monitored
  • Details about whether the material is a key asset

4.1 Archives

  • Archives are catalogued according to the International Council on Archives’ International Standard of Archival Description, ISAD (G).
  • Cataloguing is undertaken using the ‘Cataloguing’ database of CALM Collections Management software.
  • Since April 2020 cataloguing of archives and retrospective updates to existing descriptions is done according to THLHLA’s Accessioning and Cataloguing Manual
  • Archives are catalogued to file level. Occasionally to item level, for example every photograph or page in a book.
  • Small deposits under three files are generally catalogued soon after receipt by core staff. External funding is sought to support larger cataloguing work.
  • Uncatalogued archive accessions are entered onto a Cataloguing Backlog Assessment spreadsheet. It records the extent, priority, and complexity factor of each accession. This enables staff to prioritise collections. It also helps identify accessions which are suitable for volunteers or a funded project.

4.2 Local History Library

All Local History Library materials, including the main image collection, are classified using a bespoke system based on Dewey Decimal Classification. This us regularly reviewed, with the latest edition produced in 2021.

Up to 2021 Library materials were catalogued on CALM Collections Management System in accordance with AACR2 (Anglo-American Cataloguing Rules, Second Edition). Since 2021 cataloguing is according to RDA (Resource Description and Access). Where possible older catalogue records have been updated to bring them in line with RDA standards.

Card indexes have gradually been superseded using CALM Collections Management software. This enables searches on the online catalogue. Subject index terms use a locally adapted version of the UNESCO Thesaurus. Terms are added to all library records. Most archive descriptions at collection or fonds level include subject keywords.

The National Council on Archives, Rules for the Construction of Personal, Place and Corporate Names (NCA rules) are used for the purposes of personal name indexing. No place name indexing is in place.

Catalogues are published online at www.THcatalogue.org.uk .

They are also searchable on the Library Catalogue.

Some descriptions are also available via The National Archives Discovery online catalogue search. Details of new accessions are sent annually to The National Archives where they are added to Discovery.

7.1 Collections include records subject to certain access restrictions. These may be determined by:

  • Data Protection legislation relating to personal information in the records. Closure periods are added for the life-times of individuals recorded.
  • Poor condition
  • Obsolete formats such as film where no digital copy is available
  • advice and guidance from The National Archives and the Information Commissioner's Office
  • imposed by the depositor

Tower Hamlets Council’s Information Governance officers provide guidance and advice about access to data.

7.2 THLHLA reviews existing catalogued collections to ensure that sensitive or personal information is not released. Accession and catalogue entries include information about restrictions on access. Customers are made aware of any restrictions and their rationale.

7.3 Since April 2020 staff consult a copyright guidance manual to assist with cataloguing, publication and licensing activities.

8.1 THLHLA maintains up-to-date information on the locations of collections in its care. The primary method is via the location field and locations database of CALM Collections Management software. A list of missing archives is maintained.

8.2 Depositors wishing to withdraw their archives temporarily must complete and countersign a form prepared and signed by staff. Similar documentation is used for the loan of material to other institutions for exhibition or other purposes.

8.3 Movement of archival material for use in the reading room or for internal displays or events is recorded on duplicated slips. These ensure material is returned to its correct location. Slips are used to record general usage for statistics. They are retained for a period of three years.

On deposit, THLHLA captures depositors’ permissions to destroy or transfer to another repository any material which will not be retained. For archive accessions disposed of by withdrawal, transfer or destruction a note is made. Details are recorded and retained in the accession record on CALM Collections Management software.