Posted on behalf of Emma Andrews, Heritage and Culture Warwickshire:

Heritage and Culture Warwickshire are seeking a consultant to review collection and storage policies at Warwickshire County Record Office. Please see below for a full brief on the consultancy work and information on how to apply.

The closing date for applications is Monday 28th January 2019


Warwickshire County Record Office

Brief for Consultancy work

Background

Heritage and Culture Warwickshire (HCW) provides a wide range of services that help local communities and visitors connect and engage with their local heritage and culture. HCW safeguards Warwickshire’s archives, natural history and natural sciences, protects its historic and natural environment and provides high quality arts and cultural opportunities for everyone in the County and beyond.
The archive collections of Warwickshire County Record Office date back to the 12th century and contain information about all aspects of life and work in Warwickshire. The collections include parish and non-conformist records, records of local courts, hospitals and schools, records of local families and estates, local businesses (including solicitors) as well as those of local community groups and private individuals.

Warwickshire County Record Office is an accredited service and is appointed as a place of deposit for public records outside The National Archives. WCRO is recognised by the National Archives: Historic Manuscripts Commission as meeting the Standard for Record Repositories, and by the Master of the Rolls as a repository for manorial and tithe documents under the provision of section 144A (7) of the Law of Property Act 1922, section 36(2) of the Tithe Act 1936, and section 7 (1) of the Local Government (Records) Act 1962.
WCRO has been designated by the Bishop of the Diocese of Birmingham as diocesan record office for those Anglican parishes lying within the Diocese of Birmingham (but not the city of Birmingham parishes), the County of Warwickshire and the Metropolitan Borough of Solihull. WCRO has been designated by the Bishop of the Diocese of Coventry as diocesan record office for the Anglican parishes lying within the Diocese of Coventry and the County of Warwickshire. WCRO acts as official place of deposit for those Anglican parishes which fall within the Diocese of Gloucester and the County of Warwickshire by arrangement with the Diocese of Gloucester and Gloucestershire Record Office.

WCRO achieved Archive Service Accreditation in March 2015 and successfully retained it in July 2017.

Over the past 8 years, HCW has faced a significant process of organisational change. The ongoing reduction of core funding from Warwickshire County Council (approximately 65% cut in budget for HCW as a whole over that period) has impacted on service delivery - with the resultant reduction in opening hours at the WCRO and reduction in staffing across the service as a whole. At the same time HCW – and the WCRO in particular – have moved to supporting revenue generating opportunities, including contracts with Find My Past, Ancestry etc.
Alongside ongoing budget and service reductions, a more pressing issue in terms of ongoing records storage space has been identified. A previous expansion to the strong rooms was completed in 2003. The bid at that time was based on providing storage space for 25 years from the point the bid was drawn up in 1998. On this basis the strong rooms were projected to be full in 2023. Property rationalisation, WCC records management record retention schedules referencing WCRO, charges for storage at Iron Mountain and the introduction of the 20 year rule for accessing public records have all increased demand on the service and hence space has filled more quickly than forecast.

WCRO has reached a position where a number of urgent issues regarding the future of the service have been identified:
1) The current on-site strong room storage is forecast to be full by 2021. This forecast needs to be robustly evidenced so that there is a clear basis for recommending new/alternative storage. Current storage needs analysis and associated options appraisal work is not robust enough.
2) In exploring the potential for additional strong room space, it has become apparent that there is a degree of lack of understanding of the role of WCRO, its legal basis and role within WCC as a statutory place of deposit and this needs addressing. If this is not done this could delay the work on storage moving forward.
3) The current Collections Policy was last formally reviewed in 2004, which has been raised as a concern by WCC senior officers.

Areas of work required as part of this consultancy:

This consultancy will include four key areas of work:
1. To understand the work of the WCRO within the context of WCC Services as a whole, including its legal basis.
2. To review existing policies in relation to collections and storage and develop three key areas of documentation: WCRO Collections Policy; Legal basis for WCRO; Review of need for increased strong room storage.
Much of the documentation for the legal basis for public records in relation to the WCRO already exists. The consultant will be expected to review these documents and with an understanding of other Archives Services across the UK present the information in a clear and coherent way for the benefit of WCC senior officers and Members.

3. To review the documentation already created in relation to the storage issues at the WCRO, including storage projections and capacity, options appraisal for potential storage solutions, cost-benefit analysis.
4. To consult with Managing Director, Assistant Director, Portfolio Holder ,WCRO and HCW staff and stakeholders as part of this process as appropriate

The Brief

We are looking for a consultant who will work alongside the Assistant Director and HCW’s Management team to develop a number of key outputs:

Work to be undertaken

1 Review of WCRO Collections policy, in consultation with WCRO staff and relevant stakeholders
Output: Reviewed/updated WCRO Collections Policy
2 Review of Legal basis for WCRO documentation, drawing on experience from other Archive Services within the UK in terms of how to ‘make the case’ for Archives (within the context on reducing local Authority funding)
Output: Document to provide clarity to WCC senior officers and members regarding the role and responsibility of WCRO within WCC
3 To review the documentation already created in relation to storage at the WCRO, including storage projections and capacity, options appraisal for potential storage solutions, cost-benefit analysis. Creation of final written report addressing these issues and recommendations to be presented to WCC senior officers and Members.
Output: Report outlining 1) Current position of WCRO storage and likely date for end of accruals within current facility (to include potential impact of any changes within reviewed Collections Policy) 2) Options appraisal for ongoing/future storage, including cost-benefit analysis 3) Recommendations for future storage management


We are particularly looking for a range of outputs which can be viewed as having been reviewed and produced independently of the WCRO, to provide WCC senior officers and Members with a subject matter expert, an ‘independent voice’ to ensure any future decisions reading ongoing collections and storage have been fully explored and evidenced.
The following skills and experience are required:
• Experience and understanding of UK archive service delivery, including an understanding of the legal basis and background to public records collection and management
• Experience of reviewing and developing archival collections policies.
• Excellent communication skills, both verbal and written, with an ability to advocate for archives in a clear, independent and straightforward way
• A practical understanding of archival storage needs, with a view to being able to review WCRO’s current storage needs with authority – and ability to present an independent, expert view
• Proven track record of working with archive staff and stakeholders in the delivery of policy and advocacy work

Timescale

Work to be undertaken during February 2019, with reporting complete by the end of March.

Reporting and decision-making

Day to day reporting will be to the Development & Operations Manager. The consultant will present final report to the Managing Director and Assistant Director as well as the HCW Management Team.

Costs

Consultants are requested to provide an estimate of costs associated with the work, including a breakdown of the number of days to complete the work.

This is to include all fees, travel and reimbursements.

Making an Application

To apply for the work please send:

- a short proposal outlining your approach to the Brief
- Details of recent experience in this area, and how you meet the skills and experience required by the Brief
- An indicative breakdown of days/costs associated with delivering the Brief


Closing date for Applications - Monday 28th January 2019
Informal interviews to be held in Warwick on Thursday 31st January

For an informal discussion regarding the work, please call Emma Andrews, Development & Operations Manager.


Emma Andrews
Development& Operations Manager
Heritage & Culture Warwickshire
Market Hall Museum
Market Place
Warwick
CV34 4SA
Tel: 01926 41 2492/8127
Mob: 07920 071195

Email: [log in to unmask]
http://heritage.warwickshire.gov.uk/

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