The Archives are open to everyone and we ask that visitors make an appointment.
Please find below information to help you plan your visit, but please do contact us if you wish to make an appointment or would like to discuss your research.
Booking your appointment
Our reading room opening hours are as follows:
Tuesday 9.15am – 4.15pm
Wednesday 9.15am – 4.15pm
Thursday 9.15am – 4.15pm
All visits to the Archives are by prior appointment - please contact us at archives@swansea.ac.uk or 01792 295021. We ask that readers provide us with details of the materials they wish to consult at least three working days prior to visiting.
The Archives' office is open Monday to Friday for enquiries.
We participate in the Archives Card reader's ticket scheme and if you do not already hold one you will need to apply. We recommend that you apply online in advance of your visit at www.archivescard.com and then bring two forms of ID in to receive your card. The Archives Card is free of charge and valid for 5 years.
How do I order items from the collections?
All items you wish to view will need to be ordered in advance of your visit. You can search our catalogues online at https://archives.swan.ac.uk to find the reference numbers of the documents you would like to access. If you are not sure what you need to look at, send us an email to let us know what you want to find out, and we will advise you.
What to expect on the day of your visit
You will be assigned a locker for your coat and bags, and you must wash your hands before consulting the material. We will have hand gel available but the residue can cause damage to documents so we advise washing your hands with soap and water before handling documents.
You'll also need to bring your own pencils and paper to take notes. Pens are not permitted.
If possible, we recommend that you bring your own laptop or tablet and use our free Wi-Fi to access the internet, including the online catalogue.
A staff member will be present in the search room at all times to answer any queries you have. However, due to limited staff capacity, we will not be able to provide extensive one to one assistance.
Will it be possible to request copies?
It will be possible to request copies, but, copying cannot be undertaken on the day of visit. Charges and all copyright restrictions will still apply.
Self-service photography is permitted in the Reading Room but restrictions apply to some collections. Please see our Self Service Photography Guidance. In advance of your visit, we recommend confirming if self-service photography is permitted for the documents that you wish to consult.
The Archives are on level 1 west of the Singleton Park Library on the Singleton Park Campus of Swansea University. Please see the campus plan for the location of the Singleton Park Library (building 7) and details of how to reach the Singleton Park Campus.
Access to the Library and Information Centre is an automatic entrance on level 3. Public areas within the Library and Information Centre, including the Archives are accessible to wheelchairs.
The Richard Burton Archives is part of the Archives and Records Association (ARA) Archives Card scheme and visitors will need to apply for a card in order to view archival material. The scheme gives you access to all participating archives across the UK.
If you have previously been registered under the Archives Wales readers' ticket scheme, please be aware that this has closed and you will also need to apply for an Archives Card.
To save time on arrival, we recommend that you start your registration online before your visit. If you have already been issued a card by another participating service, please bring the card with you when you visit.
Photocopying can be carried out by Archive staff. Please contact us for details of the current charges for non-commercial purposes / private study photocopying.
Self-service photography is usually permitted in the Reading Room but restrictions apply to some collections. Please see our Self Service Photography Guidance. Flash photography, lighting accessories and personal scanners are not permitted. Please note that some material cannot be photographed, including:
We recommend confirming that self-service photography is permitted for the documents you wish to consult in advance of any visit.
We also offer a high-quality scanning service. Please for details of the charges made for this service, other forms of copying, and for commercial / non-private study requests.
If you have any questions about reprographics or requesting copies of documents please contact us.
A choice of chairs with and without arms are available in the Archives, together with height adjustable tables. If you have any particular requirements please contact us.
Toilets, including an accessible toilet, are located in the library, and other accessible toilet and baby changing facilities are available in other buildings on campus.
The Archives are pleased to receive enquiries by telephone, e-mail or in writing about the collections held. There is no paid enquiry service, so we are not able to undertake lengthy enquiries, but we aim to assist wherever possible. Please provide as much information as is possible (such as names, time and place).
1. Mission Statement
2. Introduction
3. Aims
4. General Access Arrangements
5. Access to Information Regimes
6. Policy Context and Links
7. Review
1. Mission Statement
The Richard Burton Archives is the corporate memory and archive repository of Swansea University and holds material of local, regional and national significance. The Archives selects, preserves and makes accessible to all the records of historical value created or acquired by the University. Through its holdings and the expertise of its staff the Archives actively supports the mission of the University to provide an environment of research excellence, to deliver an outstanding student experience with teaching of the highest quality, and to enrich the community and cultural life of Wales and beyond.
2. Introduction
This document sets out the basis for access to archive collections held by Swansea University.
The Richard Burton Archives is part of Swansea University (SU) Libraries, 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. SU Libraries received the Customer Service Excellence award in March 2013, which was renewed in 2016, 2019 and December 2020.
The Archives serves the students and staff of Swansea University but its community extends beyond the boundaries of Swansea University. Communities include:
• Students at Swansea University and other academic institutions
• Academics at Swansea University and other academic institutions
• Administration of Swansea University
• Senior management of Swansea University
• Family and local historians
• Community groups
• Schools
• Media
• Solicitors and those using archives as evidence
• Depositors
3. Aims
The Archives aims to provide an efficient and welcoming service to the whole of its community.
This policy has been informed by the Public Services Quality Group Standard for Access for Archives, which will continue to be used as a tool to shape service provision, and to introduce changes and improvements to access for users.
4. General Access Arrangements
4.1 Remote Enquiries
The Archives 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.
4.2 Enquiries in Person
The Archives is open to all and visits are by appointment. Current opening hours are available on the Archives website.
There is a dedicated reading room for the supervised consultation of documents, and a lobby with lockers for the storage of bags, coats and other personal belongings. Guidance on collections, their access, safe handling and interpretation is given by staff. Users are made aware of their responsibilities when accessing the collections.
The Archives is one of the participating offices in the Archives Card. Users of original material are required to either produce an Archives Card or to register for one. In signing up to the Archives Card readers agree to comply with the Reading Room Rules.
4.3 Access and Restricted Access
Free access to original documents is provided in the Reading Room within published opening hours to holders of an Archives Card.
Access to the collections is as unrestricted as possible, however, access must be consistent with owner rights, copyright, conservation and security issues. Access to the collections is also subject to certain statutory or legal requirements, notably the Data Protection Act, the UK General Data Protection Regulation (UK GDPR), the Freedom of Information Act and copyright legislation. Where there are restrictions users are provided with an explanation and guidance on access procedures, if appropriate. Documents which may be subject to access restrictions include:
• Documents which contain sensitive or confidential information, subject to the Data Protection Act and the UK General Data Protection Regulation (UK GDPR).
• Documents for which an agreement has been made between the depositor of a collection and Archives restricting access. Restrictions may also apply to copying and publishing material.
• Documents within unlisted and/or inadequately arranged collections where access might affect the integrity of that collection.
• Documents considered by the Archives staff to be physically unfit to be safely handled. Where a surrogate copy (including a digital copy) exists, that copy will normally be produced in preference to the original.
4.4 Finding Aids
Printed catalogues are available in the Reading Room at the Archives, together with access to online catalogues.
Collection level descriptions of archive collections are also available through the Archives Hub. Online catalogues with item level descriptions are accessible from the Archives’ website. Work is on-going to increase accessibility to item level descriptions including participation in projects to develop access to collections held in archive services across Wales.
The Archives submits an annual return relating to new accessions to the ‘Accessions to Repositories’ survey conducted by The National Archives.
4.5 Reprographics
Readers may take their own digital photographs free of charge, subject to the guidelines for self-service photography in the Richard Burton Archives. Other forms of reprography are carried out by staff at the discretion of the Head of Special Collections.
Information derived from the collections and copies supplied must be used in compliance with current copyright legislation and/or guidelines as appropriate, e.g. Copyright Licencing Agency, Intellectual Property Office.
Charges are payable in accordance with the List of Charges displayed in the Reading Room; a fee may be charged where copying is required for publication.
Readers should note that it may not be possible to permit copying or provide copies in all cases, for example where copyright restrictions prohibit copying or where records are particularly fragile.
4.6 Publication
Readers intending to publish or reproduce documents held in the Archives must first seek the permission of the Head of Special Collections. A fee may be charged where reproductions are provided for publication. Acknowledgement should be made in any public work to the Richard Burton Archives, Swansea University.
4.7 Outreach, Promotion and User Involvement
The Archives is committed to making its collections accessible to and to engage with as wide a range of new audiences as possible, in line with University aims and strategies. This is achieved through a variety of means including sessions arranged with academics at Swansea University, other educational institutions and local or specific interest groups, and participation in events and exhibitions.
The Archives will work in partnership with organisations to contribute to projects that involve outreach and the promotion of archives. The Archives will use other means of outreach and promotion as and when appropriate / feasible.
The Archives invites users to contribute suggestions, comments and complaints about the service through comment forms and by talking to staff. Wherever possible, comments, suggestions and complaints are acted upon to improve the service and changes made as a result are communicated to users and to staff.
The Archives participates in regular surveys of personal visitors and distance enquiry users, as part of a national survey of users of UK archives. The results are considered and areas identified for improvement are addressed.
Opportunities for contributions from volunteers, placements and internships are considered in light of other aspects of the service. When appropriate the service works with the Swansea Employability Academy to fill volunteer, placement and internship opportunities which have been made possible through particular projects.
The Archives has webpages via the Swansea University website. This website is used to enable access to catalogues and details about the collections, as well as to provide up to date information about the Archives. The Archives maintain a Twitter account (@SwanUniArchives) and blog but also contribute to Libraries and Collections, Facebook and other forms of social media as and when appropriate.
5. Access to Information
The rights of access to information held by the University are set out in: the Freedom of Information Act, the Data Protection Act, the UK General Data Protection Regulation (UK GDPR); and the Environmental Information Regulations. Each of these interrelated pieces of legislation apply to different types of information held by the University. The Data Protection Act and UK General Data Protection Regulation govern requests for access to personal data; the Environmental Information Regulations contains 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, the UK General Data Protection Regulation and the Environmental Information Regulations. One single request may engage all pieces of legislation. For further information about Freedom of Information, Data Protection, UK General Data Protection Regulation and the University Publication Scheme, together with regulations relating to the Re-Use of Public Sector Information, the central contact is the University’s Compliance Officer.
6. Policy Context and Links
This collections access policy is part of a comprehensive collections management strategy for the Richard Burton Archives. Other relevant policies include:
• Collections Information
• Collections Care and Conservation
• Collections Development
• Collections Management
• Digital Preservation
7. Review
This policy was approved in September 2021. It will be reviewed in September 2024 or earlier if circumstances dictate.
1. Mission Statement
2. Policy Statements of Responsibility
3. Site and Buildings
4. Security
5. Archives Storage
6. Access
7. Conservation and Preservation
8. Digital Preservation
9. Housekeeping
10. Environmental Monitoring
11. Environmental Control
12. Disaster Recovery and Continuity
13. Policy Context and Links
14. Review
1. Mission Statement
The Richard Burton Archives is the corporate memory and archive repository of Swansea University and holds material of local, regional and national significance. The Archives selects, preserves and makes accessible to all the records of historical value created or acquired by the University. Through its holdings and the expertise of its staff the Archives actively supports the mission of the University to provide an environment of research excellence, to deliver an outstanding student experience with teaching of the highest quality, and to enrich the community and cultural life of Wales and beyond.
2. Policy Statements of Responsibility
2.1 The Archives aims to preserve Swansea University’s archive collection and make it accessible for current and future generations.
2.2 The Archives meets the current standards for its facilities as outlined by BS4971:2017 and EN16893:2018.
2.3 The Archives takes measures to slow deterioration and prevent damage to the material it holds.
2.4 The Archives provides systems to monitor, and takes measures to improve, the state of the environments, buildings and the material it holds.
3. Site and Buildings
3.1 The University maintains appropriate levels of care for the building fabric and maintains appropriate levels of insurance.
3.2 Key systems, including water detection, fire and security are regularly tested, inspected and serviced in line with University procedures.
3.3 Public access to the Archives is maintained via the entrance to Singleton Park Library, Singleton Park Campus.
4. Security
4.1 The Archives maintains a high level of the security for the collections. Security alarms and sensors are fitted throughout the buildings. Opening windows are security locked.
4.2 CCTV and security are provided by the University’s Estates and Campus Services security services and are operated 24 hours a day.
4.3 Arrangements exist for restricting entry to designated areas using keypad and swipe card technology. Visitors and non-Special Collections staff must be accompanied by a member of staff from the Archives.
4.4 Back up arrangements are in place for locks in the event of power failure.
4.5 PIR movement detectors are fitted in the reading room, lobby, staff corridor and staff offices.
5. Archives Storage Space
5.1 The Archives storage facilities are maintained in line with BS4971:2017 and EN16893:2018. The strong rooms are purpose-built windowless repositories with high thermal inertia.
5.2 The Archives aims to maintain suitable storage environments for the range of archival material that it contains. At present the Archives does not have specialist storage for photographic, audio-visual and electronic media.
5.3 Appropriate professional advice is taken with regard to the structural fire protection and prevention, protection against water, security, lighting and shelving.
5.4 The Archives aims to provide collection materials with appropriate conservation grade packaging either on accession, or as part of repackaging programmes, as resources become available.
6. Access
6.1 The Archives staff will ensure that all items in the collection are subject to careful and appropriate handling to minimise the risk of physical damage.
6.2 Any items or surrogates (i.e. copies, replicas) of items in the collection are available to members of the public under staff supervision.
6.3 Where necessary Archives staff will undergo appropriate training in handling of archival collections.
6.4 Written handling guidelines are available for all staff and users of the archives.
7. Conservation and Preservation
7.1 The Archives stabilise the items in their care, both physically and chemically, using preventative measures. There is no in-house conservator but a professional conservation service is contracted to provide advice about remedial treatments and on planning of the long term care of collections.
7.2 All conservation treatments are recorded in the documentation system.
8. Digital Preservation
8.1 Digital assets are stored on University servers, which are professionally managed in line with current University practice but does not currently meet the Open Archival Information System Reference Model.
8.2 The Archives will work with colleagues in Libraries and Collectionsand more widely in Swansea University to ensure that there is appropriate security for information and collections held digitally and work towards meeting the Open Archival Information System Reference Model and other relevant standards.
8.3 The Archives will also work in partnership with external organisations, such as the Digital Preservation Coalition and Archives and Records Council Wales, regarding new approaches to digital preservation and management.
9. Housekeeping
9.1 The Archives arranges for housekeeping tasks including cleaning of public and secure areas in order to minimise the threat to collections from pests, pollution and mould.
9.2 The Archives ensures that all areas are kept clean to the highest standards using products that will not have a detrimental effect on collections.
10. Environmental Monitoring
10.1 The strong rooms temperature and relative humidity are monitored by a radio controlled data logger system linked to the network staff computers. A service agreement is in place for the maintenance of the system and calibration of sensors. Log tags are also used to monitor in box temperature and relative humidity.
10.2 A building management system is in place, maintained and monitored by the University’s Estates and Campus Services. Readouts from the building management system monitoring are online and available to the Archives. Should a major deviation from set points occur an alarm email is sent to 24 hour security for action.
10.3 Light levels are monitored using a Lux meter.
10.4 The Archives has an integrated pest management strategy in place.
10.5 Random condition checks on items are carried out by staff to identify any issues such as pest activity or mould growth which may be caused by an inappropriate environment.
11. Environmental Control
11.1 The Archives has set an environmental specification for the collection in line with requirements of EN16893:2018. The aim is to preserve the collections, slowing down the rate of deterioration by controlling the agents of deterioration.
11.2 The environmental control systems are regularly maintained and monitored.
11.3 Natural light sources are kept to a minimum and artificial lighting levels are controlled. Collections are protected from UV by appropriate measures.
11.4 All items are enclosed in boxes where appropriate to provide a degree of protection against the environment.
11.5 The Archives aims to provide collection materials with appropriate conservation grade packaging either on accession, or as part of repackaging programmes, as resources become available so that the risk of pollutants which could have a detrimental effect on collections is minimised.
12. Disaster Recovery and Continuity
12.1 The Archives maintains an up to date Incident Management Plan in line with the University’s Incident Management Plan. The plan outlines an effective emergency response and salvage of collections following a major incident.
12.2 The University will liaise with all emergency services to make them aware of the Archives layout, importance of the collections and the salvage priorities in the event of an emergency.
12.3 Appropriate business continuity planning is in place in Swansea University to ensure overall organisational resilience.
13. Policy Context and Links
This Collections Care and Conservation Policy is part of a comprehensive collections management strategy for the Richard Burton Archives.
Other relevant policies include:
• Collections Information
• Collections Access
• Collections Development
• Collections Management
• Digital Preservation
14. Review
This policy was approved in September 2021. It will be reviewed in September 2024 or earlier if circumstances dictate.
1. Mission Statement
The Richard Burton Archives is the corporate memory and archive repository of Swansea University and holds material of local, regional and national significance. The Archives selects, preserves and makes accessible to all the records of historical value created or acquired by the University. Through its holdings and the expertise of its staff the Archives actively supports the mission of the University to provide an environment of research excellence, to deliver an outstanding student experience with teaching of the highest quality, and to enrich the community and cultural life of Wales and beyond.
2. Aims
The Archives recognise the fundamental importance of good documentation to enable efficient and effective management of and access to the collections. This policy aims to ensure that the Archives responsibly take measures to ensure the security and management of the collections, and access to them. It will describe how the Archives collect, process and disseminate information about its collections, with reference to current legal requirements and professional standards.
3. Collections Information
The Archives captures information at various stages during the processing of a collection and as professional practice and information legislation affecting archives is introduced and modified.
3.1 Point of Deposit and Accessioning
The first accessions register was started in 1969 but it is not a complete record of accessions. Since 1993 all new acquisitions have been recorded in bound accessions registers which are held in the strong rooms when not in use. From 2015 there has been an ongoing programme to transfer information from the bound accession registers to the relevant CALM databases. It is current policy to maintain both the bound accessions registers and the CALM accession database.
Accurately recording the provenance of deposited material is crucial to preserve the integrity of the collections. In order to achieve this, the Archives will appropriately and accurately accession every acquisition (donations, loans, transfers, purchases and bequests) by recording relevant information. The accessions process will include the collation of information including the terms of the acquisition, any access restrictions, scope and content, intellectual property rights and other details as appropriate. This includes recording any information needed to authenticate the ownership and legal status of material.
All new accessions are given a unique identifier.
A deposit agreement form is used to record pertinent information about acquisitions and to formally acknowledge material entering the Archives. The Archives take steps to record the information required to ensure digital materials are preserved and can be retrieved and used. Deposit agreements and depositors’ correspondence files may be used to augment the information found in accession and catalogue records.
Collection level descriptions are created for all new accessions, with supplementary finding aids, e.g. box lists, as appropriate.
The Archives participates in The National Archives' annual Accessions to Repositories Survey.
3.2 Cataloguing
The earliest archives catalogues were provided in bound volumes. These were created to the contemporary standards and provide information to the public in a useable form but do not always conform to ISAD(G). From 1995 onwards cataloguing was undertaken in MODES, and using Microsoft Word and Excel. Since 2007 the Archives has used the CALM cataloguing system, and this remains the basis for current cataloguing and the online catalogue.
The Archives is committed to a standards based approach to catalogue information and is guided by documentation produced in 2009 as part of an all-Wales cataloguing project. More recent cataloguing guidelines were developed in 2018 and are based on work with the Archives Hub for the export of Encoded Archival Description (EAD). The relevant standards that guide the Archives practice in cataloguing include:
The majority of the records held in Archives are catalogued. Uncatalogued material is however a barrier to access and the Archives are developing strategies for addressing the cataloguing backlog. This includes the development of a formal cataloguing prioritisation scheme, which will provide a framework to determine priorities for processing the backlog of uncatalogued material and new acquisitions. Collection level descriptions are created for all new accessions, with supplementary finding aids, e.g. box lists, as appropriate. Detailed cataloguing, particularly of larger collections, may be dependent on project funding. The Archives has attracted both internal and external funding for cataloguing work and will continue to secure funding for future projects including collaborative cataloguing projects. Accruals to existing collections are catalogued separately but linked to previous deposits from the same source.
The Archives holds a number of collections with finding aids that could be improved. There is ongoing work to upgrade and revise legacy catalogues from older systems (e.g. MODES) to ensure they meet current standards and review them in terms of terminology, language, emphasis and omissions. The majority of catalogues only held in paper form have also been added to CALM. Catalogues held in Microsoft Word and Excel have been imported into CALM and the Archives 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.
3.3 Finding Aids
In 2017 the Archives was involved with an all Wales project to open up access to our collections via the Archives Hub, adding item level data to the existing collection level descriptions. During this work the Archives were given advice and assistance on improving catalogue data to meet the standards required for EAD description and export. All newly created descriptions are now exported from CALM and made accessible through the Archives Hub.
Printed catalogues are available in the Search Room. Item level descriptions for parts of the collections are available using the CALM View catalogue which can be accessed through the Archives website, and others are available through the online South Wales Coalfield Collection website and Coalfield Web Materials website.
3.4 Restrictions and Closure Periods
The Archives collections include records subject to certain access restrictions, such as those determined by Data Protection legislation, advice and guidance from The National Archives and the Information Commissioner's Office or imposed by the depositor, although depositors are encouraged not to impose undue restrictions on access to collections. The University’s Legal Services and the University’s Information Compliance Manager may be involved to offer guidance and advice.
The Archives review collections during the cataloguing process as well as assessing existing catalogued collections to ensure that sensitive or personal information is not released.
Users are made aware of restrictions either by reference in the catalogues when this has been noted during the cataloguing process or by staff when requesting access to particular items. The Archives staff follow documented procedures when advising users of the steps necessary to gain access to particular classes of restricted records.
3.5 Location and Movement Control
The Archives maintains a locations index of all items in its care which is updated as appropriate, e.g. on the deposit of new accessions.
Carbon copy document request slips are used to enable document production and the information is also recorded in bound production registers. The slips are kept for a period of seven years and the production registers are permanently retained.
Depositors of archive material deposited at the Archives are free to withdraw material on a temporary basis under conditions set out in the Deposit Agreement. If material is temporarily withdrawn this is recorded in the accessions’ registers and catalogues as appropriate.
All requests for loans are to be made to the Head of Special Collections. A document transfer form will be completed upon transportation of the items, both out of and back to the Archives.
3.6 Review of Collections: De-accessioning and Disposal
The Archives reserves the right to review archives in its custody and to recommend their transfer, disposal or destruction provided that this complies with its aims and objectives and that all relevant consents have been obtained. The Archives follows professional guidance and ethical standards in relation to de-accessioning and disposal1. Where collections are deaccessioned, including cases of permanent withdrawal by the depositor, this is recorded in the accessions’ registers and catalogues as appropriate.
4. Future Developments
The Archives has been successful in securing external funding and participating in partnership projects with regard to cataloguing and will continue to seek similar opportunities.
5. Policy Context and Links
This collections information policy is part of a comprehensive collections management strategy for the Richard Burton Archives. Other relevant policies include:
6. Review
This policy was approved in September 2021. It will be reviewed in September 2024 or earlier if circumstances dictate.
1. Mission Statement
The Richard Burton Archives is the corporate memory and archive repository of Swansea University and holds material of local, regional and national significance. The Archives selects, preserves and makes accessible to all the records of historical value created or acquired by the University. Through its holdings and the expertise of its staff the Archives actively supports the mission of the University to provide an environment of research excellence, to deliver an outstanding student experience with teaching of the highest quality, and to enrich the community and cultural life of Wales and beyond.
2. Policy Aims
The primary aim of this policy is to demonstrate the co-ordinated and integrated approach taken by the Archives towards Archive Collections Management. In line with BS4971:2017 and EN16893:2018, the Archives has a strategic and integrated approach to collections management. Its policies, strategies and planning ‘…lead to the identification of prioritized actions and on-going processes that protect collections, such as environmental qualities, repository management and preventive and remedial treatment projects.’ The policies, plans and procedures which drive the Archives' 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 preservation and conservation, digitisation, and promotion and outreach activities the staff in the Archives encourage access to and the development of the collections.
3. Status
University College Swansea was founded as part of the University of Wales in 1920. It became University of Wales Swansea in 1996. In 2007, Swansea University gained independence from the University of Wales.
The Archives form part of Swansea University (SU) Libraries. The University Library began to accept archive collections in the 1950s. In recognition of the need to look after these, the first professional archivist was appointed in 1965, and since then there has always been a professional archivist to manage, develop and enable access the collections. SU Libraries and the University have a continued commitment to the Archives.
4. Collections Management
This Collections Management Policy brings together elements, reflected in the Mission Statement:
• Development of archive collections through selection, cataloguing, preservation, management and making accessible records of historical valued created or acquired by the University
• Support the University’s current Vision and Purpose and its five key pillars of civic mission; student experience; learning and teaching; research; and enterprise, which are all marked by a commitment to making a difference, maintaining a global outlook, being socially responsible and striving for excellence.
5. Standards
The following standards are applicable to the Archives collections management policies:
• BS4971:2017 Conservation & Care of Archive & Library Collections
• EN16893:2018 Conservation of Cultural Heritage – Specifications for location, conservation and modification of buildings or rooms intended for the storage or use of heritage collections.
• PAS197:2009 Code of practice for cultural collections management
• PAS198:2012 Specification for managing environmental conditions for cultural collections
Relevant legal frameworks and professional and ethical standards will guide the Archives practice in collections development, information, access, decolonisation, and care, including but not limited to:
• The Equality Act 2010
• The Data Protection Act 1998
• The UK General Data Protection Regulation 2018
• The Freedom of Information Act 2000
• The Environmental Information Regulations 2004
• Copyright, Designs and Patents Act 1988
• BS4971:2017 Conservation & Care of Archive & Library Collections
• Archives and Records Association Code of Ethics (2020)
• ISAD(G) - General International Standard Archival Description 2000
• ISAAR(CPF) 2004
• Public Services Quality Group Standard for Access to Archives 2008
• Dealing in Cultural Objects (Offences) Act 2003
• UNESCO 1970 Convention on the Means of Prohibiting and Preventing the Illicit Import, Export and Transfer of Ownership of Cultural Property, ratified by UK with effect from 1 November 2002
6. 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.
• Current catalogues are reviewed in terms of terminology, language, emphasis and omissions.
• The Archives incident plan provides the strategy and operational management for dealing with the various risks associated with records storage and their rescue and preservation, and this feeds into the Libraries & Culture and University Incident Management Plans.
The individual collections management policies reflect these inter-relationships.
7. Policy Context and Links
This collections management policy is part of a comprehensive collections management strategy for the Richard Burton Archives. Other relevant policies and related documents include:
• Collections Development Policy
• Collections Information Policy
• Collections Access Policy
• Collections Care and Conservation Policy
• Digital Preservation
• Forward Plan
• Incident Management Plan
8. Review
This policy was approved in September 2021. It will be reviewed in September 2024 or earlier if circumstances dictate.
1. Mission Statement
2. Introduction
3. Scope and Content Coverage
4. Principles
5. Standards
6. Staff Training
7. Aspirations
8. Policy Context and Links
9. Review
1. Mission Statement
The Richard Burton Archives (RBA) is the corporate memory and archive repository of Swansea University and holds material of local, regional and national significance. The Archives selects, preserves and makes accessible to all the records of historical value created or acquired by the University. Through its holdings and the expertise of its staff the Archives actively supports the mission of the University to provide an environment of research excellence, to deliver an outstanding student experience with teaching of the highest quality, and to enrich the community and cultural life of Wales and beyond.
2. Introduction
The purpose of the Digital Preservation Policy is to provide a statement on Swansea University (SU) Libraries ongoing commitment and approach to preserving its digital collections and ensuring that digital material acquired or created by the Archives remains usable, regardless of inevitable and frequent changes in technology. Without the appropriate preservation measures in place a digital collection can rapidly become inaccessible.
This policy outlines the principles of how the Archives intends to manage, preserve and make accessible digital records selected for long-term preservation because of their enduring cultural, historical, informational or evidential value in a manner that retains the records’ authenticity, integrity, usability and reliability.
This policy is aligned with the Digital Preservation Policy for Wales which was launched in November 2017.
3. Scope and content coverage
Digital material includes:
• born-digital and digitised objects deposited in the RBA.
• digitised objects created from the Archives collections.
The Archives will accept digital records in most file formats (such as text, graphic, image, video, audio, database, website and email) and will apply standard archival appraisal criteria, codes of practice and best practice to determine suitability for preservation.
The Archives will accept digital records held on physical media (such as CD Rom, floppy disc, external Hard Disc Drive, USB flash drives), but, depending on condition and age, cannot guarantee that their contents can be fully extracted.
Digital material not in the scope of this policy includes:
• Records produced in the course of university activities that are ephemeral in nature and content, and which have not been assigned an ‘archive’ retention status by either records management or the person within the Faculty or Department responsible for the management of their university records.
• Non-archival research records, which are not required to be retained longer than the prescribed preservation term by a funding body.
4. Principles
The Archives will take all reasonable measures to ensure digital objects managed and preserved within their systems remain trustworthy and accessible.
• Stakeholders: The Archives will provide donors and record creators with consistent and relevant guidance on short term and long-term preservation of digital records.
• Acquisition and selection: The long-term preservation of any collection is predicated on its relevance to the acquisition policy of the RBA and to the end users. The Collection Development Policy contains clear guidelines regarding selection and acquisitions.
• Accessioning and appraisal: Born digital archive material will be accessioned according to written procedures, using standard terminology and measurements.
• Storage, duplication and backup: Digital objects will be stored on university servers, which are professionally managed in line with current University practice to enable their ongoing preservation and will provide the maximum level of security against corruption, loss and unauthorised access. The Archives will work with colleagues in Swansea University and relevant external partners to work towards meeting the Open Archival Information System Reference Model and other relevant standards.
• Access: The Archives will provide public access to its digital collections, unless subject to restrictions imposed by legislation, contractual restrictions or technological issues that limit accessibility. The Archives will work towards providing access through a digital asset management system. At present, access is provided to some collections via our websites or on a one to one basis. Where users require access in the reading room, this will be facilitated on a case by case basis and we will work to expand this provision as demand grows.
• Preservation and migration: The Archives will aim to preserve master copies as lossless archival quality formats and make a combination of high and medium resolution derivatives. All masters and copies are stored on university servers. We will continue to work with colleagues in Swansea University, ARCW and other stakeholders to develop long-term digital preservation solutions.
5. Standards
The Archives will aim to adopt key standards and best practice for digital preservation and curation. In particular, the Archives will aim to manage its collections in a manner that conforms to the requirements of the Open Archival Information System reference model (ISO 14721:2003). Other relevant standards include:
• Space data and information transfer systems – Producer-Archive Interface Methodology Abstract standard (ISO 20652:2006)
• Space data and information transfer systems – Audit and certification of trustworthy digital repositories (ISO 16363:2012)
• International Standard for Archival Description (General) (ISAD(G))
• Preservation Metadata Implementation Strategies (PREMIS)
• Metadata Encoding and Transmission Standard (METS)
6. Staff training
Digital preservation is a rapidly changing discipline. There will be a commitment to the continuing professional development of staff in this area, and we will take a proactive approach to develop the knowledge and skills of all staff. We will contribute to wider knowledge and skills of the profession through conferences, training and publications.
7. Future plans
Several areas of work have been identified to build on the existing work in this area to ensure Swansea University has the capability to effectively manage the records it creates, and to support future collection development for all its archive collections. These are:
• Continue to develop a linked set of documentation (digital archive management and digital preservation strategy, policy and procedures) that incorporates all digital collections held by SU Libraries including research data, records, archives, and selected digitised content.
• Continue to assess digital archives (including collections on obsolete media) across Libraries & Culture to ascertain current holdings and requirements for any future management.
• Research and develop suitable system(s) for the proactive management of digital archives across SU Libraries that can provide access and undertake preservation actions, in-line with agreed financial investment.
• Work with relevant teams at Swansea University (e.g. IT Services, Compliance, Governance, VCs Office) to assess institutional records held in university digital repositories, to ensure records for permanent preservation are identified and captured.
• Develop a format migration programme for collections held on obsolete external media.
• Work with relevant teams to develop guidance for targeted record creators (e.g. key Swansea University staff, potential donors) on the appropriate management of their content.
• Address issues of access, including sensitive personal data, copyright and other restrictions including the provision of adequate hardware and software.
• Identify sustainable funding for future staffing and activity in this area.
8. Policy Context and Links
This Digital Preservation policy is part of a comprehensive collections management strategy for the Richard Burton Archives. Other relevant policies include:
• Collections Information
• Collections Access
• Collections Care and Conservation
• Collections Development
• Collections Management
9. Review
This policy was approved in September 2021. It will be reviewed in September 2024 or earlier if circumstances dictate.
