York Minster

Records management for Minster departments

York Minster Archives is responsible for the management of the Minster’s records. Of all those that are created, only some become archives, that is, are selected for permanent retention.

The process of deciding which records are to be kept for what length of time is the combined effort of the creating departments and the Archives, and relies upon a consideration of the future usefulness of the records to the departments, any legislation affecting the records, and the usefulness of the records to future researchers.

Below are given instructions for Minster departments to follow when they wish to transfer non-current records (i.e. records that are no longer used in their day-to-day work) into storage.

Transferring non-current records into storage

1. Before making a transfer, please produce a list of the records to be transferred using the supplied Excel template (see Useful Documents in left-hand frame). The following information is required for each item (i.e. file, volume, etc.):

• Reference code: If your records do not have reference codes, number them consecutively starting at 1.

• Title or description: Please be sure to use consistent terminology (e.g. always describe ‘Chapter minutes’ as ‘Chapter minutes’).

• Format: e.g. document wallet, ring binder, volume, etc.

• Date(s): The year or years that the record was produced is usually adequate but in some instances you may wish to specify months and days.

• Destruction date: Set a destruction date (year) based on (i) the length of time that you anticipate the record will be required for reference by your department, and (ii) any legislation that affects the retention of the record. For guidance see :

  -National Archives advice on Retention and disposal schedule

  -Records Management Society's Retention Guidelines for local government

  -Records Management Society's Tool Kit for Schools

• Legislation affecting destruction date: Cite any legislation that affects the retention of the record.

• Location: To be completed by the Archives.

• Destroyed: To be completed by the Archives.

Save the transfer list with a title consisting of (i) the name of your department, (ii) the abbreviation ‘CON.’ (‘consignment’), (iii) the current year and (iv) the number of the transfer made that year (e.g. ‘FINANCE CON. 2008.1’).

NB You need only produce one transfer list per consignment, irrespective of the number of boxes in which the records are deposited.

2. As far as is possible/economical, pack records in the archive boxes that have been custom made to fit our shelves (available in Church House attic) and label each box with (i) the title of the transfer list as above and (ii) the reference codes of the records that the box contains (e.g. ‘FINANCE CON. 2008.1/1-10). Please do not use Post-it Notes.

3. Send the transfer list via email to the Archives (archivist@yorkminsterlibrary.org.uk), keeping a copy for your own reference. The Archives will arrange for the collection of the records and send a receipt via email once collection has been made.

4. A list of records due for destruction will be sent to each head of department once a year. He or she will be required to authorise the destruction of the records or set new destruction dates for them as per 1. above.