Collection Policy

Archives and Special Collections

Collection Policy

Contents

Vision and Mission

Introduction

Collection Development

Introduction

Collections strengths

Acquisition

Selection procedures and responsibility

Deaccessioning, disposal and transfer

Funding

Collection Information

Introduction

Accessioning of Archival Material

Accessioning of Rare Books and Special Collections

Cataloguing of Archival material

Cataloguing of Rare Books and Special Collections

Future developments

Collection Access

Introduction

Aims

General access arrangements

Loans

Access to information regimes

Collection Management

Introduction

Status

Collections Management

Standards

Inter-relationships

Appendices

Terms and conditions of deposit

Deaccessioning and disposal policy

Cataloguing policy

Loans policy

Document control
File Name	Archives and Special Collections Collections Policy
Original Author(s)	Head of Archives and Special Collections
Current Revision Author(s)	Archives and Special Collections Manager and Archivist
Status	Approved by Collections and Cultural Affairs Task Group 19 December 2022.
Distribution	BU Digital Services and online
Authority	Archives and Special Collections

Review Date: October 2025

Vision and Mission

It is the vision of the Archives and Special Collections to be recognized as one of the finest university archives in Wales - supporting research, teaching and learning, taking part in collaborative ventures and providing an inclusive environment for researchers.

It is the mission of the Archives and Special Collections to collect, preserve and provide access to the unique collections held by the University. The Archives and Special Collections aims to make a key contribution towards improving research excellence, learning experiences, student experience and a bilingual environment – the four pillars that underpin the University’s strategy.

Introduction

The Archives and Special Collections forms part of Digital Services within the University. It is a distinguished archival repository and an essential part of the University’s commitment to the culture, language and history of Wales.

Through its holdings and the expertise of its staff the Archives actively supports the aims within the University’s Strategic Plan

to create an environment in which excellent research actively can flourish
to provide a distinctive high-quality education and deliver an excellent learning experience and environment
to contribute more widely to the cultural wealth of the region we serve

The Archives and Special Collections will achieve these aims by:

Collecting material which relate to existing collections as well as the records of the University, prominent figures associated with it, or material relevant to research in the University
Ensuring that the collections are properly conserved and maintained in suitable accommodation
Providing access to archives and special collections through accessioning, cataloguing and digitisation of key materials

Maintaining search-room access, assisting users and answering general queries (in person and remotely)
Promote and raise awareness of the Archives and Special Collection within and beyond the University
Creating standards of service and adhering to them through monitoring and evaluation

The Archives and Special Collections seeks to provide the highest possible standards of professional stewardship and so will seek guidance as appropriate from professional bodies such as The National Archives, the Preservation Advisory Centre, the National Conservation Service, Harwell and the Arts, Sports and Culture division of the Welsh Government.

The Archives and Special Collections is responsible for non-print and print material that are distinguished from the general stock of the Library and which receive special treatment in terms of storage, cataloguing, consultation, preservation and conservation. The holdings consist of manuscripts, estate and personal archival collections and a diverse range of rare books and printed material.

The term Special Collections is used to describe collections of non-print and print material that have characteristics that set them apart from other types of collections. The material within Special Collections may be rare and may require special handling and storage. A special collection is the accumulation of materials that collectively make up an important resource because of their relevance to a particular topic or individual. e.g. the Penrhyn Papers (non-print), the Owen Pritchard Collection (print) and the R.S. Thomas Collection (non-print and print) are classified as Special Collections.

COLLECTION DEVELOPMENT

Introduction

The purpose of this collections development policy is to provide a framework for the maintenance and development of the Archives and Special Collections, to agree priorities and to promote consistency in future decisions. It is noted that all collection management issues will be subject to external constraints of funding and accommodation.

Collections strengths

Since its establishment in 1884, the University has acquired a great variety of archives and special collections and will continue to serve the organisations, business, individuals and families for which it has acted as archive repository, and to acquire archives from them.

The collections include material principally relating to north Wales, and particularly Caernarfonshire and Anglesey. All of our collections are bound by one common factor, their relevance to the history, people and topography of north Wales.

a. The Archival and Special Collections (non-print)

The subject areas that the archival collections cover are wide ranging and the documents and manuscripts held here are of international and national importance as well as of local historical interest. Our collecting policy is one of enhancing and strengthening our existing collections whether by deposit, gift or purchase.

The Archival collections can be divided into the following categories:

Special Collections : estate collections and personal, family and business collections
General collection
University Records

The collections as a whole contain materials in a variety of formats including, but not limited to:  deeds, maps, plans, surveys, rentals, letters, literary manuscripts, sale catalogues, printed ephemera, pamphlets, registers, printed addresses, minute books, reports, diaries, photographs, scrapbooks, programmes.

Duplicates of existing materials are not collected, except at the discretion of the archivist.  Museum objects are generally not collected, except in limited number for display or interpretation purposes.  Computer disks, DVDs, CDs, video cassettes, and tapes are accepted at the discretion of the archivist. 

b. The Rare Books and Special Collections (print)

Special Collections is the name given to the various collections of printed material held by the University. They quite often, but not necessarily, contain rare books1 and relate to a specific topic or individual. Details of specific printed Special Collections are available online
https://www.bangor.ac.uk/archives/printed-special-collections.php.en

The Special Collections can be divided into the following categories:

Welsh Rare
Main Rare
Science Rare
Welsh journals

Welsh newspapers

Acquisition

The Archives and Special Collections will continue to accept deposits and seek to acquire material that has a thematic, geographical or other connection to the existing holdings and original and unique archival records and special collections which support current or future research, teaching and learning in Bangor University and the wider community. However, it does not normally seek to acquire archives in fields which fall outside the existing strengths of its holdings unless they relate to the research interests of the University.

Records, archives and special collections can be internally transferred, gifted, deposited on long term loan or purchased2. However, Bangor University prefers that all archives and special collections are donated as a gift rather than deposited on short or long term loan. See appendix 1 for “Terms and conditions of deposit”.

In acquiring records, every effort will be made to avoid conflict and competition with other repositories. When advising potential donors or depositors, we will draw attention to the existence of other repositories with similar or over-lapping interests to ensure that material is offered to the most appropriate institution.

Duplicate printed material and collections which are mainly duplicates or copies of material held elsewhere will not normally be accepted.

The Head of Archives and Special Collections reserves the right to refuse to accept material where the quantity is judged to outweigh the quality of the information which the records contain.

He/she also reserves the right to refuse to accept items or collections for which access could never be permitted for reasons of extremely poor condition and where the University would have to spend an amount of money disproportionate to its historic value to make the item available for consultation.

He/she also reserves the right to refuse to accept items or collections where long-term public access is restricted.

He/she also reserves the right to refuse to accept items or collections which do not fall within the remit of this collection policy.

Only documents which, in the judgment of the Manager of the Archives and Special Collections are of sufficient quality for permanent preservation will be accepted. No documents will be accepted without clear title of ownership and it is a condition of acceptance that the documents will be made available for access.

Selection procedures and responsibility

Responsibility for selection of individual items and collections recommended for acquisition will be made by the Head of the Archives and Special Collections. Where necessary, advice and recommendations will be taken into account and sought from University staff and other interested parties.

Deaccessioning, disposal and transfer

Records are acquired with the intention that they shall be preserved permanently but the Archives and Special Collections reserves the right to retrospectively review its holdings against relevant selection procedures and dispose of any archives not deemed to be worthy of permanent preservation at the time of deposit or later. Such material may be returned to the depositor, transferred elsewhere or destroyed confidentially dependent upon the agreement made at the time of deposit.

The Archives and Special Collections accepts the principle that there should be a strong presumption against the disposal by sale of any documents in their ownership.

The Archives and Special Collections aims to maintain the archival integrity of collections. Where it is considered appropriate to split a collection and transfer part to another repository permission of the depositor will be sought.

See appendix 2 for “Deaccessioning and disposal policy and guidelines” for further information.

Funding

The funding of the Archives and Special Collections, in common with other UK University archives, is derived from a combination of core support from its host institution and grant funding from external sources.

The Archives and Special Collections has demonstrated consistently high levels of success in attracting additional funding for project activity. The Archives and Special Collections will seek to identify potential sources of additional funding as appropriate.

COLLECTION INFORMATION

Introduction

Maintaining accurate documentation of our collections of archival and printed holdings is central to the purpose of the Department. In the case of archival material, this information forms two parts: accessioning information and cataloguing information, both of which are collected and stored using a specialist archive software system CALM.

The Archives and Special Collections recognises that good documentation of its collections, through accessioning and cataloguing, is fundamental to collection management and to good public access. We therefore work towards meeting common international standards and principles governing the creation of catalogues for archives and we are committed to working with partners to adopt and employ agreed standards of documentation which ensure maximum interoperability and sharing of metadata.

A procedural manual for CALM guides staff in their collections information work, along with in-house accessioning and cataloguing guidelines.

Accessioning of Archival Material

Recording the provenance of material is a crucial part of preserving the integrity of the archival heritage of north Wales. The department will accession every donation, loan, purchase and bequest of records in order to achieve this. This accession record gives a preliminary indication of the scope, content and creation dates of the collection, records its legal status and any restrictions on access, size (in linear metres), as well as contact details of its source, date of accession and accession number.

This accession information is kept on the CALM database which contains details of accessions from 1999.

No accession register was kept prior to 1999 although files of correspondence documenting large deposits survive.

The full detail of the accession, including depositor or donor’s contact details, will not be made available to the public.3

The ownership status of a number of collections and items deposited a long time ago is unclear because the depositor has not kept in contact or has died. Mindful of such legacy issues, the Archives and Special Collections strives to retain ongoing contact with depositors and actively works to retain contact with depositors of the most significant collections. Our “Terms and conditions of deposit” now actively encourage the notification of changes of address or ownership.

Notice of new acquisitions, including restrictions upon access or use will be made public as soon as possible, annually via our website and through the reporting of new accessions to the National Register of Archives.

Accessioning of Rare Books and Special Collections

Information regarding new accessions of rare, printed material is recorded on the Library Management System in the form of bibliographic and item records which are created to international standards. These include details of whether material is purchased or donated.

A record is kept separately on the Gifts List of donor details, including name and address.

Traditionally, a bookplate with the name of the donor is attached to each item (unless the donor specifies otherwise).

Cataloguing of archival material

Cataloguing the material held is essential to enable staff to effectively manage the information retained for permanent preservation within the department, and to enable public access as appropriate.

All new cataloguing adheres to current professional standards, namely the principles and mandatory elements of the General Standard of Archival Description (ISAD(G)), and the requirements of the CALM database. Older catalogues may not meet these standards and work is ongoing to update and improve these for inclusion in CALM.

Other standards used in the construction of new and revised catalogues include:

The international standard archival authority record for corporate bodies, persona and families (ISAAR(CPF))
The national council on archives, rules for construction of personal place and corporate names

The Library of Congress subject headings
GLAM v2o cataloguing guidelines for literary material

These are all used to guide the consistent creation of index terms providing a wide range of entry points for the public to relevant catalogue descriptions.

New catalogues will be incorporated directly into the CALM database as soon as possible – merging from spreadsheet / word tables / cutting and pasting.

In some circumstances, initial sorting, interim box listing or volunteer cataloguing can provide, more immediately, a means of access to large collections, before they can be fully catalogued by qualified archivists.

In common with many record offices in the UK, the Archives and Special Collections has a growing accumulation of material which is not catalogued. This is not easily accessible to the public and may include material more suitable for transfer or disposal. Its response to reducing this backlog is to:

Regularly assess the significance of collections
Prioritise collections for cataloguing – an active “Cataloguing Priorities” document is managed by the Archivist and Manager of the A&SC
Explore possibilities for internal and external funding to reduce key areas of backlog
De-accession material that no longer meets the criteria outlined under points 3 and 4 above

Paper copies of its finding aids/catalogues will be supplied to depositors.

See appendix 3 for “Cataloguing Policy”

Cataloguing of Rare Books and Special Collections

Special Collections are catalogued using the Library Management System.

Future developments

Accessioning

An accessions register will be created retrospectively to record any deposits received prior to 1999 and all historical correspondence relating to those deposits digitised and stored on the University’s shared drive.

Cataloguing

A cataloguing strategy will be written and implemented

CALM and other online resources

The Archives and Special Collections will continue to import catalogues held in other formats into CALM. Where possible, data will be improved during retro-conversion to meet current standards but this is dependent upon the allocation of resources and other commitments.

Item level descriptions of newly catalogued collections and retro-converted catalogues will be submitted to the Archives Hub portal by BUA&SC via the CIIM as soon as possible.

COLLECTION ACCESS

Introduction

This document sets out the basis for access to archives and special collections held by Bangor University.

The Archives and Special Collections is a customer focussed service, which primarily supports the research, learning, teaching and administrative activities of students and staff across the University, but also provides public access to many of its resources to support academics and the public in their research.

The Archives and Special Collections was awarded Archive Accreditation in November 2016, retained accredited status in November 2019, and will be applying for re-accreditation in January 2023.

The Archives serves the students and staff of Bangor University but its community extends beyond the boundaries of Bangor University.

Users are defined as internal and external users4 and stakeholders include:

Students at the University and elsewhere
Academics at the University and elsewhere
Administration of the University
Senior Management of the University
Archives and Special Collections staff and volunteers

Research centres and institutions within the University
Family and local historians
Community groups
The Museums, Archives and Libraries sector
Schools including work placement pupils

Media and publishers
Solicitors and those using archives as evidence
Depositors
Funding bodies

Aims

The Archives and Special Collections aims to provide an effective, efficient and welcoming service to the whole of its community, on-site, off-site and remotely. We are informed by the Public Services Quality Group Standard for Access for Archives, which will be used as a tool to shape service provision, and to introduce changes and improvements to access for users.

General Access Arrangements

Remote Enquiries

The Archives and Special Collections will provide enquirers with information about the content of the collections, about how to find material and request access to collections and, where appropriate, offers advice on other archives/library services that may be able to better assist.

If the requested information can be simply gleaned from the original this will be provided. Where the request goes beyond providing general information about the collections or requires extensive research, the enquirer will receive advice and be encouraged to consult the documents themselves.

Enquiries in Person

The Archives and Special Collections are open to all. Prior booking is required.

The opening hours of the Archives and Special Collections are:

Monday-Friday

9.30 - 12.00, 13.30 – 16.00

There is a dedicated Reading Room for supervised consultation of documents and rare printed material and quiet study and an Education Room for group visits. Also, a reception area with lockers for the storage of bags, coats and other personal belongings.

Guidance on collections, their access, safe handling and interpretation is given by Reading Room staff.

Users are made aware of their responsibilities when accessing the collections.

In order to look at original archival material and/or rare books, external researchers must apply for an External Library and Archives Card. To obtain an External Library and Archives Card, external researchers must bring two documents with them to show proof of identity and proof of address and complete and sign a “User Registration Form”.

The Archives can be used by staff and students but they must complete a “User Registration Form” on their first visit.

All visitors are required to sign the visitors’ book on entry into the Archives and Special Collections.

Finding Aids

Printed catalogues are available in the Reading Room at the Archives, together with access to online catalogues.

Collection level descriptions, and, in some cases, item level descriptions of archive collections are also available through the Archives Hub website.

Catalogues are available online, with item level descriptions, and are accessible from the Archives’ website http://calmview.bangor.ac.uk/Calmview/

Work is ongoing to increase the coverage of item level descriptions.

The Archives provides the National Register of Archives with annual information on new accessions.

Information regarding rare, printed material can be accessed via the Library online catalogue.

Requesting material

Users wishing to consult archival material are required to complete an “Archival Request Form” (available in the Reading Room).

Users wishing to consult rare, printed material are required to complete a “Rare Book Request Form” (available in the Library and A&SC Reading Room).

Access restrictions

Access to archival material is provided in accordance with the terms of the Data Protection Act 2018 and the Freedom of Information Act 2000. However, some non-statutory access restrictions may apply.

This occurs:

Where owners have negotiated conditions restricting access with Bangor University, provided that unrestricted access is granted after the negotiated period has expired, subject to any legal constraints

Where records are uncatalogued

Where records are unfit for handling

Where records are in the process of being conserved

Where legal enquiries are known to be being made. In such instances, the permission of the Depositor would be necessary before production

Special Collections

Visitors wishing to consult the Special Collections listed below must follow the relevant procedures.

R.S.Thomas Collection
Cathedral Collection
Arthurian Collection
Records of the International Arthurian Society – British Branch
Centre of the History of the Book

Copying Services

The staff of the Archives and Special Collections can provide researchers with copies of documents or rare books in the collection.5 However, this service is dependent on a number of factors, particularly concerning physical condition, size, ownership rights and copyright law. The Archivist reserves the right to refuse permission to make copies of items from the collection.

Use of readers’ cameras in Reading Room

The Archives and Special Collections allows researchers to make digital photographs of documents and rare books in the Reading Room if they have purchased a permit. (Internal researchers and students are not required to purchase a permit and can take photograph at no cost).

All photography must be approved. The Archivist reserves the right to refuse to allow digital photography where this could damage the item, or where copyright or ownership rights would be compromised.

The permit only allows copies to be made for personal and private use. Copies must not be passed to third parties, exhibited, or published in any way (including a website).

Publication

Readers intending to publish or reproduce documents held in the Archives must first seek the permission of the University Archivist.

A publication fee may be charged where reproductions are provided for publication.

Acknowledgements for the use of images should be made to the “Archives and Special Collections, Bangor University” and the full reference of the item(s) should be given.

Loans

The Archives and Special Collections of Bangor University welcomes enquiries and requests for the loan of objects from its collections for the purpose of public display/exhibition in the UK. Loans out are a valuable way of providing access to the collections to new audiences. See appendix 4 for “Loans Policy”

Access to Information Regimes

The rights of access to information held by the University are set out in three regimes: the Freedom of Information Act, the Data Protection Act, and the Environmental Information Regulations.

Each of these three interrelated pieces of legislation applies to different types of information held by the University. The Data Protection Act governs requests for access to personal data; the Environmental Information Regulations contain provisions for access to environmental information; and the Freedom of Information Act administers access to all other types of requested information that fall outside of the scope of the Data Protection Act and the Environmental Information Regulations. One single request may engage in all three regimes. For further information about Freedom of Information, Data Protection and the University Publication Scheme the central contact is the Data Protection Officer.

COLLECTION MANAGEMENT

Introduction

The primary aim of this Policy is to demonstrate the co-ordinated approach taken by the Archives and Special Collections towards Collections Management.

The policies, plans and procedures which drive our work on collections development, collections information and collections care are inter-related with the aim of producing a holistic approach to managing the documentary heritage held and making it accessible to all. Through effective planning and care of the collections, professional cataloguing, appropriate conservation and digitisation, and promotion and outreach activities the staff in the Archives and Special Collections encourage access to and development of the collections.

Status

The Archives and Special Collections is the central place of deposit for the records of Bangor University, its predecessors and affiliated bodies, created and accumulated since its foundation in 1884. 6 The Department was first appointed a recognised repository for public records in 1960 and thus is directly affected by the Public Record Act 1958 and subsequent amendments.
The first professional Archivist to manage, develop and enable access to the collections was appointed in the late 1950s. Prior to 1963 the University did not have an area specifically designated for the archival collections and they were stored in the tower of the University for many years, a space considered inadequate due to its environmental and access issues.

Collections Management

This collections management policy brings together elements, reflected under our “Vision and Mission” and also considers the:

· Development of archive collections through selection, cataloguing, preservation, management and making accessible records of historical value created or acquired by the University

· Support of current University policy towards providing an environment of research excellence, delivering an outstanding student experience and enriching the community and cultural life of Wales and beyond

Standards

The following standards and legislation are applicable to the Archives collections management policies:

BS4971:2017 Conservation and care of archive and library collections
PAS197:2009 Code of practice for cultural collections management
EN 16893:2018 Conservation of Cultural Heritage - Specifications for location, construction and modification of buildings or rooms intended for the storage or use of heritage collections
The Equality Act 2010
The Data Protection Act 2018 (including GDPR)

The Freedom of Information Act 2000
Public Records Act 1958
The Environmental Information Regulations 2004
Archives and Record Association (UK and Ireland) Code of Conduct
ISAD(G) - General International Standard Archival Description 2000

ISAAR(CPF) 2011
Public Services Quality Group Standard for Access to Archives 2008
Dealing in Cultural Objects (Offences) Act 2003

Inter-relationships

Understanding the inter-relationships is the key to understanding the holistic approach to collections management.

· New deposits of records arrive through passive activity and routine accrual. However, as a result of an analysis of the collections, the archive may be developed through more active intervention in certain areas.

· New accessions are assessed for preservation and conservation needs and prioritised for cataloguing. The catalogue backlog is actively managed, seeking opportunities for external funding. Cataloguing and preparation of finding aids is a priority in order to sustain and improve accessibility to the range of our collections and surrogates. The provision of surrogates may be considered to enhance access to certain collections or parts of collections.

· User demand and interest helps to drive cataloguing priorities. User demand and preservation assessments help to drive conservation and digitisation priorities.

· Conservation and preservation issues are addressed in the Collections Care and Conservation Policy alongside the Operational Plan and the Emergency Plan of the Archives and Special Collections.

The individual collections management policies reflect these inter-relationships.