David raises some interesting points here, especially as those of us in the
public sector move towards implementation of FOI and revised Environmental
Information Regulations.
Any system for handling written enquiries (letters and emails) should
conform to the FOI Act section 45 code of practice. This is available in
draft on the LCD website - here is a link
http://www.lcd.gov.uk/foi/dftcp00.htm
The system should also take account of archives offices' needs (1) to be
able to track progress in dealing with these enquiries so as to ensure the
deadline of 20 working days is met, and (2) to keep a record of action in
the event of a complaint or appeal concerning handling of the enquiry or its
outcome.
In considering fees for doing research for enquirers, bear in mind not only
obligations under FOI (to confirm or deny information is held unless an
exemption applies) but also the FOI Fees Order which will affect how much
can be charged. Here is a link to the draft Regulations:
http://www.lcd.gov.uk/foi/secleg.htm
The Environmental Information Regulations introduce two complicating
factors: (1) they will come into operation before January 2005 and (2) they
will apply to oral as well as written enquiries. They derive from the Aarhus
Convention and apply to archives as well as current information - here is a
link to the Convention:
http://www.unece.org/env/pp/documents/cep43e.pdf
In summary, look now at what you will need for life after implementation of
FOI, taking account also of the EI Regulations.
Susan Healy
PRO
> ----------
> From: David Bishop[SMTP:[log in to unmask]]
> Reply To: David Bishop
> Sent: 15 April 2002 13:21
> To: [log in to unmask]
> Subject: Databases and enquiries
>
> Afternoon all,
>
> Two things: first off, we're currently rethinking our policy towards
> answering
> postal, email and telephone enquiries. In the past, we've restricted our
> research to half an hour, and after this point have recommended that the
> reader
> either visits the archive themselves, or employs a researcher to carry out
> the
> work on their behalf. Recently, we've had some problems with this system,
> most
> especially from particularly persistent readers who contact us repeatedly
> in a
> short space of time with several quite detailed enquiries. I'd be
> interested to
> know what policies and/or systems of charging other record offices have on
> this
> matter.
>
> Second, we're also thinking about changing our database system. CALM is
> obviously one of the first we thought of, and we're going to arrange a
> visit
> from them. However, I'd be interested to know what other systems record
> offices
> are currently using, and whether they were put together in-house or by
> outside
> firms.
>
> If anyone wants feedback on either of the above, I'd be happy to provide
> it. And
> apologies that this email contains no reference to either professional
> ethics,
> or what the fashion-conscious archivist is wearing these days...
>
> David Bishop
> Acting Senior Archivist
> Birmingham City Archive
>
>
>
>
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