|
|
|
COLLECTIONS MAPPING STUDY FINAL REPORT EXECUTIVE SUMMARY This report describes a mapping survey carried out for North West Museums Service, North West Regional Archive Council and Libraries North West between May and September 2002. The methods used are outlined and the results of the data analysis are set out. The survey was sent to 130 archives, libraries and museums in the Region, asking them to confirm or provide details of major documentary collections held by them. The survey sought details about the collecting policy of the institutions and data about the type and accessibility of each major collection. A major collection was defined as one of regional or national significance. The purpose of the survey was to 52 institutions responded to the survey, supplying details of 441 collections. The analysis of these responses revealed that the Region holds an extremely rich resource, capable of contributing substantially to lifelong learning and social inclusion. The collections covered a wide range of subjects, of which the most frequently occurring were business, localities, societies and voluntary organisations, personal records, estate and family papers, religious records, education and schools, and local government. Although 77% of collections are fully catalogued and a further 13% partly catalogued, the standard, format and accessibility of these is very variable. Where catalogues do conform to a standard, this tends to be AACR2, ISAD(G), modified MAD or SPECTRUM. The most frequently reported catalogue format was paper, reported for 264 collections, followed by a computerised format, for 151 collections. The catalogues for 34% of collections are available outside the institution, the major vehicles for this being a web site or an intranet site. Significant resources will be required to bring up catalogues up to recognised standards. Digital versions exist of only 13% of collections. Digitisation has obvious benefits for preservation and access, but, again, significant resources will be required to digitise all suitable collections. The survey shows that 91% of collections are open to the general public. However, some are available only to members of the holding institution and to bona fide researchers. The survey did not attempt to establish the reasons for this, but concerns about preservation can be assumed to play a part. Digitisation may be the key to increasing access. The report sets out a number of recommendations, designed to increase access to the collections and to contribute to the achievement of the strategic aims of the regional bodies. These are reproduced below.
Recommendations
CONTENTS
1. INTRODUCTION In May 2002, North West Museums Service, North West Regional Archive Council and Libraries North West commissioned research to contribute to the planning and development of library and archive collections in the North West Region. The research consisted of a survey of library and archive collections in all sectors of the three domains which would: The original brief envisaged that the work would also inform the methodology for a future survey of uncatalogued material, but it was decided that this would not be pursued. Instant Library Limited was appointed to undertake this research and work began in May 2002. 2. THE SURVEY 2.1 Information was to be gathered about major documentary collections held by museums, archives and libraries in the region. Although museums were included in the survey, information about artefact collections was not sought as part of this exercise. A major collection was defined as one of regional or national significance, on any subject. The decision as to whether a collection was of national or regional importance was left to the discretion of the institution. The survey was to cover institutions in all sectors.Although the vehicle was to be a questionnaire, it was felt that it would be onerous for the institutions to complete an extensive survey from scratch. It was therefore agreed that institutions would be sent survey forms into which known data had already been entered, requiring respondents to confirm, amend and augment the data sent to them. Blank forms were to be included to allow notification of further major collections. 2.2 It was originally envisaged that the existing data to be entered on to the forms would be gathered mainly from web sites, such as those of the Historic Manuscripts Commission and A to a, as well as those of the institutions themselves. The web sites proved to be very variable in their scope and level of detail, and this approach would not have allowed the identification of major collections. It was therefore agreed that hard copy sources would be used and the survey was based mainly on British Archives and the Directory of Local Studies in North West England, although the latter is now quite elderly.2.3 The survey was to establish a number of criteria for each major collection. These included:The content of the form and the accompanying letter was agreed with the Project Manager. A copy of the survey form appears as Appendix A. A list of collection types, supplied by the project manager, accompanied the forms to assist in classifying the collections. A copy of this appears as Appendix B. 2.4 A list of museums, archives and libraries in the North West Region was supplied and contact details were gathered from British Archives, Libraries in the UK and Republic of Ireland, and Directory of Local Studies in North West England, and a number of web sites. Where none of these produced satisfactory contact details, these were ascertained by telephone.2.5 The questionnaire was sent by e-mail wherever possible and by post where it was not. Institutions were given the option of responding by either means. In the event, most chose to respond by post.2.6 The questionnaire was sent to 130 institutions in the three domains, as shown in Table 1. Table 1 – Institutions to which questionnaires were sent
Table 2 - Responding institutions by domain and sector
Table 3 - Responses by domain
Before considering the areas in which the Region is strong, it is worth making some remarks on the classification of collection types. The collections notified cover a wide range of types and subjects. Institutions were asked to select a collection type from the classification sent to them. This has proved to be a valuable tool in identifying strengths in regional holdings. The usefulness of such a scheme is dependent on:
In this survey, it is apparent that the classification has been applied variably. For example, the scheme includes a type: Public Records: Hospital and Health Records. The returned forms show the following: Public Records: Hospital and health records Public Records: Hospital Records Public Records: Hospitals Hospital Hospitals &Health Records Deposited records: Hospital and Health records. A number of similar examples have occurred. Many institutions have disregarded the high level categories, such as Deposited Records, and have indicated the collection to contain, for instance, Business Records. No systematic attempt has been made to make the responses consistent. As regards identifying total collections on similar subjects, the level of inconsistency displayed has no major consequence in this instance. If further collections are added to the database over time, however, the effects of inconsistency will be magnified.
It is apparent from the responses that the classification scheme does not adequately cover all existing archive collections. For instance: Business records – Aviation Business records – Popular music industry Local Government Precursor of local government records University records Are amongst the terms added by institutions. A number of returned forms bore no collection type at all. The classification was devised for use with archive collections. Libraries have generally found it less applicable to their collections. Some have assigned types of their own, such as Gentleman’s Library and Single plays bound into volumes. Where no collection type has been given, Instant Library has attempted, where the scope of the collection has been clear from the description, to assign one, either from the archive classification or by creating new types. The collection types added are: Books for specific groups, such as children or blind and partially sighted people Books on specific subjects, such as book design and freshwater sciences Locality – this has been applied to a number of library local studies collections and to the documentary holdings of some museums. The collections may include items in a variety of media. The archive collection appears to be based largely on the type of record, such as Public, Official or deposited. Hence, it is possible for a collection on a specific subject to appear in more than one of these high level categories. Library classifications, on the other hand, are subject based, embracing documents from any source. The collection types have been analysed to identify the strengths of the Region’s holdings. In the Table 4, holdings are shown by subject, rather than by the high level categories of Public Records, Official Records, Religious Records and Deposited Records. These represent collections, rather than institutions. An institution with a specific focus may have notified several collections of the same type. Table 4 - Collections most frequently represented by subject, with major sub categories
In addition to these identified collections types, further material on these subjects is undoubtedly to be found in collections with other designations, or with none. For example, two collections were notified as books on textiles, which may or may not have discussed the businesses in the region. Furthermore, some collections mentioned pattern books, without specifying the type. There is no doubt that a consistently applied subject approach to the content of major collections would be enormously valuable in identifying both strength and locations. The existing archives classification, while excellent for identifying collections by type, is of limited value in identifying them by subject. It is also largely inapplicable to library collections. These use a subject classification, usually Dewey or Library of Congress, to identify the subject content of their documents. NWMLAC might like to consider whether a classification scheme applicable to both library and archive collections, and also to the documentary, or even the artefact, collections of museums, would be useful. Such a scheme would have a number of applications. At the very least, it would add value to mapping exercises such as this one. It could act as finding aid, although if a comprehensive finding tool is required, a thesaurus of subject search terms might be preferable. A thorough knowledge of holdings by subject would also inform collection development policies. But perhaps its most valuable contribution would be to the Region’s efforts in encouraging use. There is no doubt that the North West Region collectively holds an extremely rich resource and in publicising this, potential audiences will be delighted to discover the existence of extensive data on the subjects in which they are interested. The usefulness of either such scheme would have to be considered in the light of user needs, both professional and public, and the existing finding tools, such as the HMC and A2A websites. That NWMLAC considers commissioning a feasibility study to assess the need for and the desired type of subject access to major collections in the Region and, if such a scheme is found to be necessary and feasible, commission its creation. It will not be possible to cost this recommendation until the scope of the exercise has been agreed. This recommendation contributes to the fulfilment of several of the North West Regional Archives Council’s (NWRAC) strategic aims, particularly in Themes 1, 2, 6 and 10. It also contributes to Libraries North West’s (LNW) strategic objectives. The collections in all domains embrace a wide variety of media. These include: · Books· Periodicals· Newspapers· Tracts· Photographs· Press cuttings· Minute books· Manuscripts· Braille· Posters· Ephemera· Sound recordings· Films· Parchment· Clay tables· MapsMany collections comprise several media.
Information was sought as to whether or not the collection was catalogued. 402 of the 418 forms returned supplied such information. These showed a large majority of the collections to be fully catalogued and others partly catalogued. A breakdown is given in Table 5. We understand that this issue is to be examined further in the LogJam audit of uncatalogued archives and that this work is intended to produce a method applicable to both libraries and archives. Table 5 - Collections catalogued by domain
3.3.1 Cataloguing standards The standard to which collections are catalogued is extremely variable, ranging from a basic list to AACR2, MDA or ISAD(G). Some are catalogued at item level and others only at collection level. A number appear to be listed, rather than catalogued. It would not be helpful to list all the standards notified as they are very inconsistent. Only a minority are catalogued to any recognised standard. However, the major standards notified are set out below. Table 6 - Cataloguing standards reported
A number of others are listed or catalogued to an in-house standard. 16 archives specifically stated that their collections are not catalogued to ISAD(G). It would be of great benefit if all collections were catalogued to a recognised standard. However, this would be a massive undertaking and many institutions will lack the resources to attempt it. NWMLAC may wish to consider providing grant funding to enable some cataloguing to take place. A possible approach might be to accord the highest priority to those collections that are not catalogued at all. This would involve about a third of collections and would take some years to complete. If it decides to take this course, NWMLAC may like to agree criteria for deciding priorities. 3.3.2 Recommendation 2 That NWMLAC considers establishing a fund to which institutions may make bids to catalogue their uncatalogued collections to a recognised standard. The cataloguing would take place over a number of years and could progress at a rate matching the level of funding NWMLAC chose to devote to it. This recommendation contributes to the fulfilment of NWRAC’s Strategic Aim 3, To make finding aids and collections more widely available through existing and new digital catalogues. It also contributes to LNW’s strategic objective of promoting effective working of libraries in the region.
3.3.3 Format of catalogue The format of the collection catalogues is also very variable and in some cases the catalogue for one collection may be in more than one format. The major formats reported are: Table 7 - Format of collections by domain
Clearly, it would be of great value if all catalogues were digital, as this would facilitate access by other institutions and by the public. If NWMLAC does make grants for the purpose of cataloguing collections, it may wish to stipulate that these should be on computer. NWMLAC may wish to consider making funds available to enable the conversion of existing catalogues to computerised format. Again, this exercise would almost certainly need to be spread over a number of years. 3.3.4 Recommendation 3 That NWMLAC considers establishing a fund for the purpose of converting catalogues to digital format and establishes priorities for granting such funds. This recommendation contributes to the fulfilment of NWRAC’s Strategic Aim 3, To make finding aids and collections more widely available through existing and new digital catalogues. It also contributes to LNW’s strategic objective of promoting effective working of libraries in the region. 3.3.5 Availability of catalogues outside the holding institution A minority of catalogues are available outside the holding institution, as shown below: Table 8 - Catalogues available outside the holding institution, by domain
Museums’ catalogues are particularly unlikely to be available outside the institution. This is surprising, given that a significant proportion of their catalogues are at least partly digitised. In order to increase access, NWMLAC may wish to encourage institutions to make their catalogues more widely available.
The major vehicles for carrying institutions’ catalogues are the NRA and A2A websites, and many are available on both. For those which are not available on these sites, the most favoured host is the institutions’ own website, or that of a parent or associated body. A few are available on a local authority intranet, but not the web. A small number of institutions have made photocopies available at local libraries and two have only printed versions available for purchase. 3.3.6 Recommendation 4 That those institutions whose catalogues are in digital format be encouraged to make them available on the world Wide Web. The cost implications of this recommendation are small. This recommendation contributes to the fulfilment of NWRAC’s Strategic Aim 3, To make finding aids and collections more widely available through existing and new digital catalogues. It also contributes to LNW’s strategic objective of promoting effective working of libraries in the region.
A minority of collections has been digitised, as shown below: Table 9 - Digital images available by domain
It is not clear from the responses what type of material has been digitised, but it is reasonable to suppose that the majority are photographs, maps or other images. This may explain why museums, whose collections include more graphical material, appear to be ahead of the other domains. The availability of digitised images is a great boost to access and preservation, and NWMLAC may wish to consider encouraging institutions to digitise suitable collections by establishing a grant fund for the purpose.
3.4.1 Recommendation 5 That NWMLAC considers establishing a fund for the purpose of digitising suitable collections and making these available on the World Wide Web. This recommendation contributes to the fulfilment of NWRAC’s Strategic Aim 3, To make finding aids and collections more widely available through existing and new digital catalogues, Strategic Aim 4, To improve the standards of preservation and conservation at North West archives by identifying collections at risk and securing resources necessary to counter poor conditions, and Strategic Aim 8, To increase public access to electronic records throughout North West archives. It also contributes to LNW’s strategic objective of promoting effective working of librar | ||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||||
