This is just a reminder to list members that anyone involved in moving to a new archive (refurbished or new build) is welcome to join the Major Archive Projects Learning Exchange (MAPLE) http://www.nationalarchives.gov.uk/information-management/projects-and-work/major-archives-projects-learning-exchange.htm



The group provides a lively forum for organisations to share their experiences and knowledge around planning and delivering capital projects via a discussion list and meetings at new/refurbished archive services.



If you would like to join the group then please email me and I will sign you up!



Louise Ray 

Programme Manager (Development Advice)

Telephone +44 (0)20 8392 5347  

The National Archives, Kew, Richmond, Surrey TW9 4DU

nationalarchives.gov.uk

My usual working days are currently Monday, Wednesday - Friday.   



-----Original Message-----

From: Archivists, conservators and records managers. [mailto:[log in to unmask]] On Behalf Of Drew Westerman

Sent: 20 February 2012 13:25

To: [log in to unmask]

Subject: Re: Moving archives



Dear Clare (and anyone else who may be interested),



The Ceredigion Archives is currently undertaking a similar project to move our collections; to a repurposed building rather than a new build it must be admitted, and on a separate, but very close, site to our current location. 

At the moment we are still in the Collections Audit stage of the project, ensuring that our collections are all accounted for and identifying those that need attention, be it for repackaging, conservation, cataloguing, fixing the mess, or just accessioning those things that didn't get accessioned when they first arrived! The details of exactly how we are going to move the collections are still being discussed, but will, as far as i am aware, be either an in-house affair to save on costs, or outsourced to a specialist moving company to ensure the best safety and security of the collections (the latter is currently the preferred option).



In terms of my own experiences of the audit stage of the project, there are some areas that i would recommend you look at early on in the project.

Firstly; collections that are in a mess! While it may sound very unprofessional to admit that our archives have collections that are in serious need of attention, it is also true that some archives have them. When it comes to a project like this identifying them early and getting people working on them quickly will be more beneficial in the long run. As we have found somewhat to our detriment in that we now have several collections in need of work and very few people available to work on them.

Secondly; and this is something i think we have managed to do quite well, is to plan out how you want to structure your collections in the new premises. Whether that is in terms of types of collections being stored together, eg. Minor Deposits being stored together; Local Authority Collections being stored together, etc.; in terms of frequency of use; or in terms of the space needed for certain types and sizes of packaging. This allows you to really tailor your strongrooms to your exact requirements, and saves you the hassle of trying to figure out how to fit everything together at the end, it instead become an integral part of the Audit process.

And lastly, do not underestimate how long it takes to go through box after box of archives. It is longer than you think!



Drew Westerman

Project Officer -Making the Move.

Archifdy Ceredigion/Ceredigion Archives



-----Original Message-----

From: Helen Palmer

Sent: 16 February 2012 12:15

To: Drew Westerman

Subject: FW: Moving archives



Over to you I think !

H



-----Original Message-----

From: Archivists, conservators and records managers. [mailto:[log in to unmask]] On Behalf Of Clare Sexton

Sent: 16 February 2012 12:01

To: [log in to unmask]

Subject: Moving archives



Dear all



We are about to embark on a project to move the archive and local studies collections to a new purpose built store. This will involve re-boxing and then moving a substantial amount of material of varying formats and sizes from one building to another located on the same site. It would be great to hear the experiences of other professionals who have undertaken similar projects. 



Many thanks,





Clare Sexton

Assistant Archivist

Barking and Dagenham Archive and Local Studies Centre



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