Operational policy of collections preservation

1.1 This Preservation Policy provides the following:

• framework to aid managerial decisions on future development
• information for staff who share a common responsibility in caring for the collections
• statement of commitment to archive users and depositors
• supporting document to support funding applications
• benchmark to improve standards and measure performance.

It applies to all collections held at THLHLA including:

• library
• archive
• museum objects and paintings

They can be in any format, for example:

• handwritten and printed books
• photographs
• plans
• maps
• audio-visual material such as films
• digital records: born-digital and digitised scans of hardcopy items

1.2 Archives are records selected for permanent preservation. They include

• evidence of key activities of Tower Hamlets Council and its predecessor bodies.
• activities of individuals and organisations independent of the council.

Library material includes social, economic, and political history as well as current communities.

THLHLA aims to keep this material permanently for:

• the benefit of current and future generations interested in learning more about the history of Tower Hamlets
• to aid council staff in their own research
• to aid the protection of the council’s own corporate memory.

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 THLHLA stores the material within its collections in secure accommodation. The service aims to provide appropriate environmental conditions which are monitored daily.

2.2 THLHLA follows:

• relevant national standards and best practice
• a professional code of ethics in all aspects of collections care and conservation

2.3 THLHLA adopts a proactive approach to collections care and conservation. There is an ongoing programme of:

• surveying
• repackaging
• appropriate remedial action where necessary within budgetary constraints

2.4 THLHLA does not carry out remedial conservation work itself. The work is outsourced to qualified external contractors according to council procurement procedures.

2.5 THLHLA provides free onsite public access to catalogued collections, while ensuring their protection and minimising damage from handling. Visitor registration includes Reading Room procedures which give guidance on handling collections.

3.1 THLHLA is based within secure premises in a detached building. The site is solely used for housing the service, collections and associated events. The building has an intruder alarm which is activated whenever the premises are empty. Collections are mainly held onsite. Exceptions are

• items on temporary loan
• films stored in special conditions in London’s Screen Archive storage at The London Archives.

3.2 Access for visitors is via an intercom system managed by Facilities Management (FM) staff. They are always on duty in the entrance hall. These FM officers control access to the building including:

• the supervision of contractors carrying out work in the building
• the invigilation of exhibitions on display in the entrance hall
• providing support for any events on the premises and external room bookings

3.3 When the Reading Room is open to the public, the space is invigilated by two members of staff. Most books and microfilms are on open access. The rest of the library collections are in staff-only areas and archive material is stored in a locked strongroom and locked stores.

3.4 Visitors using the collections are required to follow the Reading Room procedures including handing guidelines. They consent to do this when registering to use the service for the first time. Users must deposit coats, bags, food, drink and pens in lockers.

3.5 Users of the Reading Room are required to register and provide proof of ID including address at point of registration.

3.6 Facilities Management staff are responsible for the management and maintenance of the building. They carry out regular testing and servicing of the fire detection and intruder alarm systems.

4.1 Tower Hamlets Local History Library and Archives is housed in a historic Grade II listed building. It was built in three phases between 1860 and 1935. Its initial purpose was as a vestry hall for Mile End Old Town. It became Mile End Library in 1902. In 1965 it became the Central Library of the newly formed London Borough of Tower Hamlets. It was at this date that the Local History Library was established in the building.

4.2 Most archives are stored in a temperature and humidity-controlled strongroom. This space was formerly a lecture hall added to the building in 1904. It was converted to become a strongroom opened in 1988, with rolling stacks fitted. It broadly conforms to BS 4971:2017 and BE EN 16893:2018: Exceptions include:

• that water pipes pass through it
• original windows remain
• an original door to the street which is not 4 hour fire-rated

The strongroom is full. This means that collections are also kept in secure, managed ‘overspill rooms’ on-site. These are not designed to house such material. Plans for future improvements through a capital development project account for appropriate preservation needs. Dehumidification equipment has been installed where needed. The temperature and humidity is recorded daily in all storage areas including the Reading Room.

4.3 Library collections are housed across two storage areas. Most items are stored in the Reading Room. Books are on open access and shelved boxed items are retrieved by staff on request. The remaining collections, including most periodicals, are stored in an overspill room within the building.

4.4 Other collections held by the service include:

• a collection of paintings
• museum objects

THLHLA has never been resourced to manage these according to the appropriate professional specialism. They are stored on shelves in an overspill room.

5.1 THLHLA is a member of the National Conservation Service (NCS). They provide expert consultancy on preservation and conservation matters. Quarterly meetings are held with NCS archive specialist conservator. These review preservation priorities and actions. NCS also provides practical assistance and reporting on environmental and pest monitoring of storage areas.

5.2 An air-conditioning system operates in the archive strongroom. Facilities Management maintains the plant which receives annual servicing.

5.3 Environmental conditions are monitored in all storage areas by means of automated data loggers. Data is reviewed and reported by NCS.

5.4 To reduce the risk of damage by UV light, most storage areas have no windows or the windows have been blacked out with curtains. The Reading Room lighting is due to receive a heritage-standard upgrade in mid-2023.

5.5 THLHLA recognises the importance of a safe clean environment.

In the storage areas staff aim to maintain good housekeeping in collections care. THLHLA ensures that regular cleaning takes place. This involves dusting, no chemicals used. Cleaning staff are supervised by Facilities Management staff to ensure the safety and security of the collections.

5.6 When a new hardcopy collection arrives, it is surveyed for dirt, mould and pests such as insects. Any affected material is isolated as appropriate. Large scale issues are notified to depositors and/or specialist conservators at NCS.

5.7 THLHLA has a pest management procedure. This is to mitigate and manage risks to collections from insects which may be present. Pest traps are placed across storage areas and changed quarterly. Staff return traps to NCS to identify and record pests. They flag any concerns of high levels of insects for investigation.

5.8 THLHLA acknowledges the environmental impact the service has through energy use and waste. Current strongroom air-conditioning and dehumidification equipment is required 24 hours to maintain a stable temperature and humidity for the collections. Future decisions around storage improvements will aim to reduce carbon footprint.

6.1 THLHLA is committed to ensuring born-digital material of historic value for preservation is available to future generations. Born-digital material are files created in electronic file formats.

6.2 THLHLA currently stores born-digital material in its collections on the Council’s servers. The folder is backed up nightly.

6.3 Born-digital material includes archival documents as well as publications which form part of the local history library.

6.4 Born-digital material is received and virus-checked before upload. Collections are accessioned on the CALM Collections Management database and added to a Digital Asset Register.

6.5 In March 2022 THLHLA procured a digital preservation system Preservica. This system preserves and enables access to born-digital records. This includes fixity checks to identify any changed or ’broken’ files, the preservation of file formats and creation of new access formats. The objective of this system is for it to eventually be connected to THLHLA’s online catalogue. Digital preservation procedures are carried out in accordance with The National Archives Digital Preservation Workflows guidance, 2020.

6.6 The service recognises that it may only acquire certain collections by means of digitisation. For example, the owner wishes it to be available at the archive but does not want to deposit the originals yet or ever.

Where appropriate, digitised items are created in the high-quality preservable formats. To date these are mainly TIFFs for images and WAV for recordings. These items are managed and stored according to the same principles and procedures as born-digital archives.

For further details see the Digital Preservation Policy.

7.1 THLHLA does not have an in-house conservation unit. External professionals are therefore engaged. Items are sent off-site for conservation treatment.

7.2 Items are prioritised for treatment depending on:

• user demand
• the context of the item within the collection
• its physical condition

7.3 Proper cleaning, packaging and storage reduce the risk of damage to the collections. THLHLA uses the best available conservation products. These meet the technical specifications recommended for archival use including:

• acid-free paper, envelopes and folders
• standard archive boxes
• polyester sleeves for photographs
• unbleached tape

7.4 THLHLA carries out an ongoing programme of re-boxing and repackaging collections which were not prepared to current standards. Original packaging which gives evidence as to former use are retained.

7.5 Collections are stored by format and condition:

• on shelves
• in cabinets and drawers
• boxes as appropriate for their format

8.1 A Disaster Response Plan is reviewed and updated annually. It is also tested by staff with training. This has been developed in consultation with Facilities Management and the council’s Civil Contingencies unit.

8.2 The service also subscribes to Harwell Drying Restoration Priority User Service. In the event of a disaster, they will provide recovery and emergency salvage services.

9.1 THLHLA welcomes everyone to use the collections. The service aims to provide access for everyone in accordance with its Collections Access Policy, both on-site and remotely.

9.2 THLHLA makes original catalogued material available to all users. This is in appropriately controlled and supervised conditions, and in accordance with the current Reading Room Regulations.

9.3 Uncatalogued material or items deemed to be at risk may be produced at staff discretion.

9.4 THLHLA supports the use of surrogate copies and makes them available where:

• the condition of the original material is unstable
• the current or anticipated use will pose a threat to its survival

Researchers are encouraged to use surrogate copies to minimise handling and reduce the risk of further damage to the original. For example, the viewing of newspapers where online or microfilm copies are available.

9.5 THLHLA provides advice to users on appropriate handling of its collections, particularly fragile items. Book rests and page weights are available for users and staff to use in the Reading Room.

9.6 Copying of THLHLA collections is permitted, dependent on

• age
• condition
• format. Large-format material may require specialist equipment
• copyright
  
  

9.7 A self-service colour photocopier is available in the Reading Room. Users making copies from this machine pay at the end of their visit. Staff advise and assist with the copying of material.

9.8 No photocopying is allowed of fragile library items or those which do not fit the copier. For example:

• bound newspapers
• trade directories
• most maps and plans which are large and/or unique
• bound publications over 100 years old

No self-service photocopying of archive material is permitted. Reading Room staff will assist users wishing to obtain photocopies of archives. To protect the items from damage, requests to photocopy may be denied.

9.9 Self-service digital photography is welcomed by users who purchase a digital camera day permit. They complete a copyright declaration.

9.10 A digital scanning service is available for those wishing to obtain:

• digitised photographs from the image collections
• digital scans of small (usually under A3 size), single page items from the collections

Only items that are robust and fit comfortably within a copier can be scanned.

The supply of images and associated costs including reproduction for publication are dependent on the copyright and intended usage. Guidance for is available from staff and on the Idea Store website.

10.1 THLHLA displays material from its collections for in-house exhibitions. Selection depends on a range of factors, including physical condition. Copies of originals is also used as an alternative to displaying original material.

10.2 Items from the collections are also available for loan for external exhibitions, dependent on:

• the physical condition of the items
• any donor/depositor restrictions on the usage of the items for loan
• the existing level of demand/interest in the items from users in the reading room
• display, environmental and security conditions at the site where they would be exhibited

A loan agreement must be signed and the borrower must provide evidence of insurance.

11.1 THLHLA provides advice and guidance on best practice and the importance of collections care to:

• other council services
• external organisations
• community groups
• owners of private archives
• the general public

11.2 THLHLA supports and develops staff to deliver high quality services. All staff and volunteers are trained in handling collections and in safe working practices.

11.3 THLHLA is a member of the National Conservation Service through which it receives expert guidance.

11.3 The service maintains active professional relationships with the archival and preservation communities and organisations. They include:

• Archives and Records Association (UK and Ireland)
• Archives for London
• British Records Association
• Business Archives Council
• London Archives Partnership