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operational-policy-of-collections-management

Operational policy of collections management

This policy refers to how Tower Hamlets Local History Library and Archives manages its collections. It is underpinned by the:

  • British Standards Institution Code of practice for cultural collections management PAS 197:2009
  • requirements of the Archive Service Accreditation Standard, 2018
  • current government policies Archives for the 21st Century (2009), and Libraries Deliver: Ambition (2016).

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

ISSUE DATE: August 2023

NEXT REVIEW DATE: April 2025

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

Tower Hamlets Local History Library and Archives is the sole provider of archive services to Tower Hamlets Council under sections 224 and 226(5) of the Local Government Act 1972. This requires councils to make proper arrangements for documents which:

  • belong to them
  • are in their custody
  • are still in active use
  • are now inactive

THLHLA exercises the council's powers in respect of historical records under the terms of the Local Government (Records) Act, 1962, as amended by the Local Government Act 1985. This enables facilities for the preservation and public access to records of local interest, acquired by purchase, gift or loan.

THLHLA operates under the terms of the Public Libraries and Museums Act (1964). This stipulates that

  • it is “the duty of every library authority to provide a comprehensive and efficient library service”
  • with access to materials “sufficient in number, range and quality to meet the general requirements and any special requirements both of adults and children”.

THLHLA collects records which it is authorised to collect by law. It does not collect Church of England parish records covered by the Parochial Registers and Records Measure, or public records under the terms of the Public Records Acts, 1958-1967.

3.1 The geographic area of the London Borough of Tower Hamlets, as created on 1 April 1965. However, the collections include material relating to areas outside this. This is due to

  • changes in borough boundaries over time
  • principle of keeping collections intact

Regional to international reference material is stocked in the Local History Library as long it is relevant to Tower Hamlets.

3.2 The total extent of the collections is 778.7 m3, as of March 2022.

3.3 The subjects include social, economic, political history as well as current communities:

  • Information on an individual level, such a biographies and personal memories of people living within the borough
  • Activities of groups, businesses and other organisations

Collecting priorities are to reflect the high diversity within Tower Hamlets, to include sources on the Bengali, Jewish, Somali, Chinese, and other immigrant communities as well as LGBTQ+ (Lesbian, Gay, Bisexual, Transgender, Queer +) people.

3.4 Formats

THLHLA is a joint archive and library service. It collects material regardless of format, hardcopy and/or digital.

3.5 Archives

THLHLA holds 457.7 m3 of records, as of March 2022. They include records of:

  • Tower Hamlets Council and its predecessors
  • Individuals and families
  • Institutions
  • Businesses
  • Societies and associations
  • Places of worship, excluding the Church of England
  • Oral histories

3.6 Library

Library material is managed according to the following collections:

  • Books and pamphlets
  • Periodicals
  • Cuttings and ephemera
  • Printed maps
  • Films, videos, and sound recordings which do not belong to specific archive collections
  • Images, primarily photographs with some engravings and illustrations. This collection was largely accrued by former librarians. It is kept separately to the library and archives. The images are generally copies and are classified by subject rather than creator. Any new images which are not part of a wider archival collection are added to the collection.

Library 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

3.7 Museum objects

THLHLA holds around 700 museum pieces. These were mainly acquired by the former boroughs of Poplar and Stepney, both of which had museums. There is no museum dedicated to the history of Tower Hamlets. THLHLA is not actively adding to this collection. In some instances it will accept items which closely relate to other collections.

3.8 Paintings

THLHLA holds a collection 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.

3.9 Relationships within other collecting institutions

There are other organisations collecting material relating to Tower Hamlets. The most significant are:

THLHLA adopts a policy of co-operation with such institutions, for example exchanging information about collections and their access.

4.1 Archive collections are managed in accordance:

  • with approved operational policies
  • within The National Archives framework of standards and best practice
  • following the International Council on Archives Code of Ethics as expressed through the Code of Conduct of the Archives and Records Association (UK and Ireland).

The Library collections are managed according to the:

  • Chartered Institute of Library and Information Professionals’ Ethical Principles
  • Code of Professional Practice for Library and Information Professionals.

4.2 THLHLA selects and acquires unique archives of historical significance to the London Borough of Tower Hamlets in accordance with its Collections Development Policy and plans.

4.3 THLHLA accepts transfers of material from Council departments in accordance with retention schedules and proactively where material is at risk of loss.

4.4 THLHLA offers facilities for organisations and individuals to donate or loan archive collections for safekeeping and for the benefit of research. THLHLA prioritises archive collections which reflect the communities in the borough.

4.5 THLHLA provides information about the archive collections in accordance with its Collections Information Policy. Cataloguing is carried out by qualified staff as well as through specific volunteer projects, under the direction of the Archives and Heritage Managers. All collections are catalogued using CALM collections management software. They are made available online. More detail on this can be found in the Information Policy.

  • Archive catalogues are made according to the International Council on Archives’ International Standard of Archival Description General, ISAD(G).
  • Library material is catalogued according to RDA standards (Resource Description Access).

4.6 THLHLA preserves, cares for and commissions conservation work on the collections in accordance with its Preservation Policy. It follows the guidance in BS 4971: 2017 Conservation and care of archive and library collections, and BS EN 16893: 2018 Conservation of Cultural Heritage.

4.7 Conservation work is contracted out to trained and qualified staff at the National Conservation Service.

4.8 THLHLA provides access to the collections in accordance with:

  • Collections Access Policy and Standards
  • Equality Act 2010
  • Freedom of Information Act 2000
  • Data Protection Act 2018
  • Environmental Information Regulations
  • Copyright legislation.

THLHLA provides public access to its collections free of charge in its Reading Room. It is staffed to assist visitors to find the information they need and to interpret the collections. THLHLA requires visitors to register to sign up to the Reading Room guidelines and for security reasons.

4.9 THLHLA aims to meet the standard for public access provided by Archives and Records Association (UK and Ireland): PSQG, A Standard for Access for Archives 2008. It is committed to providing equality of opportunity in all aspects of the service.

4.10 THLHLA recognises the value of displaying material from its collections as well as the risks of exhibiting it. It aims to fulfil the requirements of BS 4971: 2017 Conservation and care of archive and library collections. Individuals and organisations are welcome to exhibit material from the collections. Request must comply with terms and conditions for loan and sign the Exhibition Loan Agreement. THLHLA requires at least six months’ notice for original items to be loaned.

4.11 THLHLA is committed to ensuring born-digital material selected for permanent preservation is available to future generations. Born-digital records are documents created in digital format, such as a .pdf file or an email. It welcomes deposits of born-digital records alongside paper and other formats. For more information about this, please read the Digital Preservation Policy.

5.1 There are seven full-time equivalent members of staff, including the Heritage Manager. Two members of staff are on duty in the Reading Room during opening hours to assist users and retrieve material. Everyone who works onsite is given handling instructions and an overview of how collections are managed. Staff working with complex collections will have a professional qualification in Archives and Records Management or Librarianship. Other staff, volunteers and placements will be trained on the job and via appropriate external trainers.

5.2 THLHLA recognises the importance of developing skills to meet the demands of digital preservation. THLHLA will provide internal or external training for staff members to manage, preserve and make accessible digital collections.

5.3 Facilities Management and THLHLA jointly manages the health, safety and wellbeing of all staff and volunteers working with the collections. This in accordance with the Health and Safety at Work Act 1974 and the COSHH (Control of Substances Hazardous to Health) Regulations 2002.

6.1 The strategic aims for managing THLHLA’s collections are reflected in the service’s annual Team Plan. The plan aligns with the Council’s current strategic objectives.

6.2 There are a range of associated policies which have an action plan linked to them.

6.3 Collections Management is a standing item on the agenda at the fortnightly team meetings.