1. Draft: Archives Accreditation Scheme
The UK standard for archive services
January 2012 v.2
This document is intended as a DISCUSSION draft only and does not represent a completed
standard. It is intended to enable the discussion of format, content and efficacy at the co-
creation stage. The final document is intended to be used as an digital document, with ”
learn more” and “evidence” text boxes being pop-ups or similar.
To enable the close cooperation of the two schemes, the archives accreditation draft has
been built on the basis of the Museums Accreditation 2011 standard module headings and
objectives, as decided in Stages 1&2 of the accreditation preparation work. These headings
and objectives were then supplemented to meet the needs of archive services using the
existing archival standards and guidance documents. We have further supplemented this
with a few examples of how a system of grading or levels might work. E.g. 1.4

2. Archives Accreditation Co-creation Draft January 2012
Requirements for Accreditation
Module 1: Organisation Health
‘Accredited archive services are responsible, responsive and
resilient’
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3. Archives Accreditation Co-creation Draft January 2012
1.1 Clear statement of purpose
Objective: All work and policies are aligned to the archive service’s statement of purpose,
and it is consistent in what it does and how it does it.
Standard: The archive service is guided by a statement of purpose that defines why the
service exists, who it is for and which services it aims to provide. It should be approved by
the governing body and understood by its workforce.
1.2 Acceptable constitution for the governing body
Objective: The archive service is a long-term organisation that exists to benefit the public
and protect the collections
Standard: The archive service has an appropriate and acceptable constitution for the
governing body
1.3 Appropriate management arrangements
Objective: The interests of stakeholders and collections are served through the
responsible management of the archive service.
Standard: The archive service is an effective organisation that is well managed and able to
provide evidence of the requirements outlined below.
1.3.1 The service has a satisfactory management structure from the governing body to the user
1.3.2 There are effective relationships within the management structure which enable the
appropriate professional influence on decision making and policy
1.3.3 The governing body has delegated powers to the most senior position within the archive
service to manage the repository and approve documents such as forward plan and
collecting policy.
1.3.4 Approved agreement under which a separate organisation runs or shares the archive
service
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4. Archives Accreditation Co-creation Draft January 2012
1.4 Effective Forward Planning
Objective: The archive service has a clear, agreed objective directing its current and
future work
Standard: The archive service plans effectively for long-term success and to make sure it
can adapt in a changing environment in order to survive.
Its approved forward plans should include or cover the following:
1.4.1 the archive service’s statement of purpose
1.4.2 a review of the preview forward plan (if applicable)
1.4.3 an analysis if the environment in which it exists
1.4.4 its key aims
1.4.5 the specific objectives beneath each key aim
1.4.6 how it will achieve its objectives
1.4.7 a resource plan showing the people and money available to meet its objectives
1.4.8 the date the plan will be reviewed
Requirements for level 1
Example: The plan includes a consultation and analysis of users and non-users
1.5 Secure occupancy of all premises containing collections
Objective: A secure and long-term future for the archival collections has been
established.
Standard: The terms under which the archive service occupies the buildings or sites are
be long-term (at least 5 years) and sufficient to keep collections secure and enable
effective forward planning.
1.6 Demonstration of financial basis
Objective: The archive service has a sound financial basis and is fully accountable
Standard: The archive service is able to show that it is financially stable and that it meets
the relevant financial regulations or constitution. It has enough funds available to operate
effectively, and collections should not be used as security for a loan.
Requirements for level 1
Example: The archive service has a distinct budget
Requirements for level 2
Example: The archive service has an endowment
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5. Archives Accreditation Co-creation Draft January 2012
1.7 Appropriate workforce
Objective: The interests of an archive service’s collections and stakeholders are met by an
appropriate workforce
Standard: The archive service has an appropriate workforce, in numbers and experience,
to run it effectively, including both paid and unpaid/volunteer colleagues. It has effective
employment procedures and roles in place to meets its responsibilities.
1.7.1 The archive service demonstrates that an appropriate workforce - commensurate with the
extent, nature and intensity of use of the records held - exists to deliver the full operation
of the archive service. Where the service does not employ an archive professional to meet
these needs, it should demonstrate that it seeks regular advice and guidance from an
archive professional or organisation.
Requirements for level 1
Example: The archive service employs one professional archivist and has access to conservation
expertise
1.7.2 Each member of the workforce needs to have a clearly articulated agreement, outlining
their roles, responsibilities and expectations
1.7.3 The service needs formal induction procedures for new recruits to ensure that all
members of the workforce have basic information about the archive service and
understand their role in it
1.7.4 Workforce development is essential to ensure a broad base of the requisite skills and
knowledge. Applicants should provide information about the development opportunities
provided and planned for the workforce.
Requirements for level 1
Example: Every member of staff attended at least one day’s professional/external training
in the past year
Requirements for level 2
Example: The service has a paid post for a pre-qualification intern
1.7.5 Volunteers are a valuable part of the workforce and should be provided with the
appropriate level of responsibility, training and development opportunities.
Requirements for level 1
Example: The archive service has a Volunteering Policy
Requirements for level 2
Example: The service uses volunteers to work with users and not just documents
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1.8 Clear, workable emergency plan
Objective: The archive service is able to respond to emergency or disaster situations and
protect its workforce, visitors and collections
Standard: The archive service is able to respond effectively to emergency or disaster
situations. It should have an emergency plan, relating to all buildings that house
collections and services.
The plan should refer to:
1.8.1 arrangements for the workforce, visitors and collections
1.8.2 risk assessments of threats
1.8.3 information about how you authorise, maintain, communicate, tests and
provide access to plans for staff and emergency procedures
1.8.4 evidence of how the archive service works with emergency services, and of any other
relevant emergency plans
1.8.5 and effective procedure for reviewing the emergency plan
1.9 Organisational approach to environmental sustainability
Objective: The archive service minimises its impact on the environment
Standard: The archive service is guided by a policy statement about its approach to
environmental sustainability. The policy statement is appropriate to its statement
purpose.
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❷Collections
‘Accredited archive services manage collections effectively and
make them available to everyone’
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2.1 Satisfactory arrangements for the ownership of the collections
Objective: The ownership and legal status of collections is assured.
Standard: The archive service has procedures in place for obtaining written evidence of
the ownership and intellectual property rights of collections transferred to the archive
service.
Requirements for level 1
Example: Archive services keep in contact with depositors in relation in order to maintain
accurate copyright holder information and ensure later accruals are deposited with the service.
Collections management policies
2.2 Collections development policy
Objective: The archive service is guided by a clear policy setting out what material it
should collect and why
Standard: The archive service has an approved collecting policy for developing collections.
The policy should include:
2.2.1 a statement of purpose
2.2.2 an overview of current collections
2.2.3 themes and priorities for future collecting
2.2.4 themes and priorities for future rationalisation and disposal
2.2.5 information relating to the legal and ethical framework for acquisition
and disposal.
2.2.6 if records in different media are to be acquired, that the repository is in possession of, or
has plans to acquire, the necessary equipment to allow their consultation
Requirements for level 1
Example: The archive service assesses where there are gaps in the current holdings and actively
solicits material to ensure that their collections are an accurate reflection of its history and/or
locality.
Requirements for level 2
Example: The archive service is establishing relationships with key potential depositors and
advising on the care of their record, both paper and electronic, with a view to their final deposit
with the service
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2.3 Preservation and conservation policy
Objective: The long-term preservation of physical collections is ensured.
Standard: The archive service has an approved policy statement to guide its approach to
the preservation and conservation of its physical holdings
2.4 Digital preservation policy
Objective: The long-term preservation of digital records is optimised
Standard: The archive service has an approved policy statement to guide its approach to
the preservation and conservation of its digital records
Collections management plans and strategies
2.5 Collections cataloguing plans
Objective: Access to collections is improved through the significant reduction in
cataloguing backlogs
Standard: The archive service has plans in place to improve access to its uncatalogued
collections.
Requirements for level 1
Example: The archive service has reviewed the backlog and prioritised collections for cataloguing
based on its likely demand for access and the service’s conception of its historical significance.
Requirements for level 2
Example: The archive service has assessed its existing finding aids and is undergoing a programme
of retrospective improvement
2.6 Preservation and conservation strategy
Objective: The archive service has strategies in place to manage the preservation and
conservation of its physical collections
Standard: The archive service has plans to help deliver improvements to collections care
and conservation in line with the preservation and conservation policy
2.7 Digital Preservation Strategy
Objective: The long-term preservation of digital collections is optimised
Standard: The archive service has a strategy to help deliver the preservation of digital
collections
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Collections management procedures
2.8 Accessioning procedures
Objective: The archive service holds detailed, pertinent information on record about all of
its collections
Standard: An accession register is kept (either manual or computerised) in which essential
accession information is recorded.
The following information should be available for inspection on request:
date and terms of transfer
name and address of depositor
collection reference
location
brief collection scope and content
any Data Protection, copyright or other access implications
Requirements for level 1
 90% of accessions are completed within the recommended times prescribed by the
archive service.
2.9 Cataloguing procedures
Objective: Collections are made accessible through consistent and accurate finding aids
Standard: All records are clearly described in publicly available finding-aids. All new
catalogues should be adhere to national and international standards
Requirements for level 1
Example: An in-house cataloguing manual has been produced for the workforce to ensure
consistent catalogue descriptions
Requirements for level 2
Example: Catalogues exist for 95% of its holdings
2.10 Expert assessment of security arrangements
Objective: Collections are secure at all times, irrespective of their location
Standard: The archive service obtains expert security advice for stored collections at least
every five years, and earlier if needed. It should plan to act on the advice over time
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11. Archives Accreditation Co-creation Draft January 2012
Storage and preservation
2.11 Storage provision
Objective: The standard of storage is sufficient to ensure the long-term preservation of all
its physical collections
Standard: Buildings inhabited by repositories, whether single occupancy or shared,
broadly conform to PD 5454 in the following elements:
• The storage environment for archival materials
• Storage repository site
• Storage repository construction
• Fire precautions
Requirements for level 2
Example: 100% of a service’s storage conforms to PD5454
2.12 Conservation arrangements
Objective: The long-term preservation of collections is ensured through access to
conservation expertise
Standard: Suitable provision is made either within the repository, or by appropriate
arrangement elsewhere, for such conservation as the records may require.
2.13 Digital preservation
Objective: Procedures are in place to help deliver the preservation of digital archival
material
Standard: Where a repository retains electronic records, archives ensure that they are
preserved in line with the appropriate standards and guidelines, including BS 4783 and BS
ISO 17799.
The repository should be able to demonstrate:
appropriate choice of storage media
robust back-up and concomitant storage regimes have been established
migration procedures are in place which capture the appropriate metadata
all systems are fully auditable for actions carried out on electronic records, including:
Requirements for level 1
Example: The archive service is actively involved with key depositors at the creation stage. This
includes providing advice where necessary and contributing to electronic records management
policies
Requirements for level 2
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Example: The archive service has a dedicated team member concentrating on electronic records
management and preservation issues.
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13. Archives Accreditation Co-creation Draft January 2012
❸Users and their experiences
‘Accredited archive services are welcoming and accessible. They
enable access to information and provide innovative and
engaging learning experiences for a broad range of users’
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14. Archives Accreditation Co-creation Draft January 2012
3.1 Good quality service development and provision
Objective: The archive service provides a stimulating experience for its users
Standard: The archive service offers and develops good-quality, stimulating services for
users and potential users, in order to get the best out of its collections and resources.
3.1.1 The archive service is able to demonstrate an understanding of its users and non-users
Requirements for level 1
Example: The archive service surveys its physical users on an annual basis via user/focus groups
and open meetings
Requirements for level 2
Example: The archive service tries to gain a better understanding of its remote/online users
through a variety of methods
3.1.2 The archive service evaluates and analyses information to assess users’ needs
Requirements for level 1
Example: Results of analysis are disseminated to appropriate bodies within the governing body
3.1.3 The archive service devises plans to broaden its range of users
Requirements for level 1
Example: The results of consultation exercises form part of published plans and strategies aimed
at developing its audiences
Requirements for level 2
Example: The service implements changes of service to meet needs of physical and remote users
3.1.4 There is a culture of customer care, with arrangements in place to make sure all users are
treated with courtesy and care
Requirements for level 2
Example: The archive service has achieved customer service excellence
3.1.5 The service is guided by a policy statement setting out a commitment to give access to its
services, collections and facilities
3.1.6 Respond to tourism and local priorities where appropriate
3.2 User-focused experience
Objective: All visitors are able to access and use the appropriate archival services and
facilities
Standard: The archive service provides a welcoming, accessible environment, with
appropriate services and facilities.
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15. Archives Accreditation Co-creation Draft January 2012
3.2.1 The archive service has adequate and accessible facilities to service the anticipated range
and number of users, including a designated study area sufficient to satisfy normal demand for
records and suitable for their inspection under constant invigilation. The opening hours of the
service should endeavour to take account of their users.
Requirements for level 1
Example: The service is open at least one evening a week
Requirements for level 2
Example: The service is available at least two evenings a week
3.2.2 Users should be able to easily able to locate and travel to the archive service.
Requirements for level 1
Example: The service is located near a busy transport link, such as a bus or tram stop
Requirements for level 2
Example: The service is located at the heart of a city, town or community with a variety of
transport links close by
3.2.3 The service communicates effectively with users and potential users through a range of
accessible marketing and promotional activities, linking with other sectors where appropriate e.g.
tourism
3.2.4 Responsibilities surrounding the use of archival material should be clearly communicated to
users.
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3.3 Positive user experiences
Objective: Users are able to access the information they need
Standard: Enabling access to information is a core purpose of an archive service. This is at
the heart of all service provision and reflected in all elements of the service’s work.
3.3.1 The archive service ensures that practical information relating to service provision is made
available to users
3.3.2 The archive service ensures that users feel confident when using the service, particularly
users visiting for the first time
Requirements for level 1
Example: There is a regular programme of introductory sessions on how to use the archive
service
3.3.3 The archive service provides access to the collections for research purposes and other forms
of engagement by means of accurate finding aids
Requirements for level 1
Example: There are collection level descriptions for all its holdings
Requirements for level 2
Example: The majority of the service’s holdings have finding aids which conform to national and
international standards.
3.3.4 The archive service provides facilities for making copies of records in accordance with
copyright legislation. This facility can be provided on site or by appropriate arrangement
elsewhere
3.4 Effective and engaging learning and outreach experiences
Objective: Users have engaging and stimulating learning experiences
Standard: Archive serves deliver engaging and innovative learning experiences to learners
of all ages.
3.4.1 Archive services demonstrate that they exhibit collections using a variety of interpretative
methods
Requirements for level 1
Example: The archive service mounts occasional profession level interpretative displays for
specific events
Requirements for level 1
Example: The archive service has a regular programme of professional level interpretative
displays
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3.4.2 The archive service provides learning opportunities, for both schools and adult learners,
either directly or jointly with one or more other services
Requirements for level 1
Example: The archive service has established a regular programme of educational outreach
events with schools in the community, which are targeted at Key Stages within the national
curriculum
Requirements for level 2
Example: At least one of the staff involved in providing our educational service has an educational
qualification.
3.5 Service provision for remote access.
Objective: Users are able to access the majority of services remotely
Standard: Archive services ensure that their remote service provision is being maintained
and developed to satisfy a broader range of users
3.5.1 The archive service defines and publicises its service provision for remote access
3.5.2 The archive service has an ongoing, regularly updated web presence
Requirements for level 1
Example: The website includes online catalogues
Requirements for level 2
Example: The website includes online exhibitions
3.5.2 Archive services should endeavour to digitise key archival collections, particularly those
for which there is a proven high demand
Requirements for level 2
Example: The archive service operates a digitisation on demand facility on demand,
3.6 Legal obligations in relation to access
Objective: The archive service meets its legal obligations in relation to access
Standard: Archive services ensure that they manage archival records in accordance with current
legislation governing access to information legislations. Any restrictions on access should be
clearly conveyed to its users
3.6.1 The archive service has prepared policy statements on restrictions based on access to
information legislation
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3.6.2 Repositories ensure that records are managed in accordance with current Data Protection
and Freedom of Information legislation. Any restrictions on access should be clearly
communicated to users.
Requirements for level 1
Example: Catalogue entries have been amended to reflect the requirements of the Data
Protection Act 1998 and Freedom of Information Act 2000.
3.6.3 Archive service ensure that they meet the requirements of the Environmental Information
Regulations 2004
3.6.4 Archive services ensure that copyright legislation is adhered to when providing copies of
deposited records and that the appropriate
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