Records Management for Museums and Galleries

List of figures

Acronyms

Acknowledgements

Preface

About the authors

Chapter 1: The history of record keeping in the UK museum and gallery sector

Abstract:

History

Record keeping in museums: roles

Record keeping in museums: record types

Chapter 2: Records management basics

Abstract:

Introduction

What is a record?

What is records management?

The ‘difference’ between archives and records management

Basic records management concepts

Chapter 3: Making a business case for records management

Abstract:

Introduction

Compile a business case

The importance of communication

Chapter 4: Legislation and records management requirements

Abstract:

Introduction

Public Records Acts 1958 and 1967

Local government legislation

Data Protection Act 1998

Freedom of Information Act 2000

Environmental Information Regulations 2004

Other relevant legislation

Chapter 5: The records survey

Abstract

Why conduct a survey?

Pre-survey: the importance of planning

The survey: issues and tips

Post-survey: analyse, summarise and report

Chapter 6: Strategy and action planning

Abstract:

Introduction

Why to plan

How to plan

How to make the plan into a strategy

Planning for required resources

Chapter 7: Developing a file plan, retention schedule and records management programme

Abstract:

Introduction

The file plan

The records retention schedule

Implementing a records management programme

A final word

Chapter 8: Resources

UK legislation and regulations

Spoliation and repatriation

Professional bodies

Discussion lists

Useful guidance and training

Standards

Appendices: policies, forms and checklists

Appendix 1: Risk assessment template and scoring framework

Appendix 2: Business case example

Appendix 3: Sample data protection survey form

Appendix 4: Museum record series commonly containing personal data

Appendix 5: Sample data protection policies

Appendix 6: Sample data protection statements

Appendix 7: Data subject access request form

Appendix 8: Sample records management policy

Appendix 9: Museum record series commonly containing environmental information

Appendix 10: Records survey questionnaire forms

Appendix 11: Supplies checklist template

Appendix 12: Sample records transfer instruction and forms for staff

References

Index

The systematic management of records is an important activity for ‘information businesses’ such as museums and galleries, but is not always recognized as a core function. Record keeping activities are often concentrated on small groups of records, and staff charged with managing them may have limited experience in the field.

Records Management for Museums and Galleries offers a comprehensive overview of records management work within the heritage sector and draws on over a decade of experience in applying fundamental principles and practices to the specific circumstances of museums. It introduces readers to the institutional culture, functions, and records common to museums, and examines the legislative and regulatory environments affecting record-keeping practices. The book is comprised of eight chapters, including: a history of records keeping in the UK museum and gallery sector; the basics of records management; making a business case for records management; requirements of legislation for records management; how to conduct a records survey; strategy and action planning; how to develop a file plan, retention schedule and records management programme; and a guide to useful additional resources.

• Gives practical and tested solutions to real world issues
• Fills a gap in the literature as a handbook in this important sector
• Provides an overview of the sector as a whole

Anyone responsible for records management/keeping in a museum environment