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Hi Many thanks to everyone who responded to my query of 28 Jan re closure periods, especially re documents containing addresses. Here is a paraphrase of our responses - I will post another email when we have come to final decision on our own records. Natalie Walters, Archives Project Manager, Wellcome Library - Same generic 100yr etc closure rule as LMA and TNA Addresses not routinely considered sensitive - same info can be found elsewhere - also to close every document containing addresses would massively affect access Pamela Birch, Service Manager (Archives and Records), Bedfordshire Archives and Records Service - Likelihood of the same person living at an address decreases over time - need to ask 'what else does the record tell us about a person?' Rate books should be kept open - membership lists of political groups should be closed Use a 'possibly subject to restrictions' rider on catalogue if unsure Meic Pierce-Owen, Perth and Kinross Council - Use generic 100 yr rule Do not worry about correspondence files in corporate records - all professional info More picky about personal papers Susan Graham, records manager and data protection officer at University of Edinburgh - Should be careful with material containing addresses - do not know for sure if they have moved Opening records containing addresses may lead to 3rd parties contacting individuals who do not know their details are in the public domain Claire Harrington, Principal Archivist, Flintshire Record Office - Operate on a case by case basis, liaising with their authority's DP Officer Do not close if a document contains only a name and address If rate books include records of payments, they would close Faye Mcleod, Archivist, Jaguar Heritage Trust Archive, British Motor Museum - Cautious re correspondence files Alison Cable, Archivist, Medway Archives and Local Studies Centre - Close rate books for 30 years Ask depositors re sensitive info in records - require 5 days' notice to assess new collections on DP issues Close MPs' correspondence for 30 years; Anglican registers closed for 30 years Private records closed for 30 years Would rather be too strict than risk a case being brought against the service Kevin Mulley, Senor Adviser, 20 Years Programme (NHS and DEFRA), Archives Sector Development, TNA (unofficial advice) - No such thing as a rigid closure period - simply an administrative convenience Can choose to be flexible even after an initial judgement on closure DP provisions apply definitely to structured material (easier to access), less so to unstructured material If data processed before 1998 was open, it can continue to be open If material breaches the 8 principles of DP, how far should we be processing it at all? Make judgement on whether it is fair to close records - take into account fairness towards those who require access To some extent, decisions will be risk-based Nicola Avery, Principle Archivist, Archive Systems, London Metropolitan Archives - Use generic 100 yr rule for records which contain info about multiple individuals Do not close correspondence files or letters just because they contain addresses - assess on actual DP issues Names and addresses in membership lists, visitors books, etc are structured - close these All the best -- Paul Davidson Assistant Archivist Hillingdon Local Studies, Archives and Museum Service Level 6 Central Library 13-14, High Street Uxbridge Middlesex UB8 1HD tel: 01895 250702 -- Hillingdon Council routinely monitors the content of emails sent and received via its network for the purposes of ensuring compliance with its policies and procedures. The contents of this message are for the attention and use of the intended addressee only. If you are not the intended recipient or addressee, or the person responsible for sending the message you may not copy, forward, disclose or otherwise use it or any part of it in any way. To do so may be unlawful. If you receive this email by mistake please advise the sender immediately. Where opinions are expressed they are not necessarily those of the London Borough of Hillingdon. Service by email is not accepted unless by prior agreement. Contact the list owner for assistance at [log in to unmask] For information about joining, leaving and suspending mail (eg during a holiday) see the list website at https://www.jiscmail.ac.uk/cgi-bin/webadmin?A0=archives-nra