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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 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 template (see 'Useful Documents' in the left-hand frame). The following information is required for each item (document wallet, 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. I.e. 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 (a) the length of time that you anticipate the record will be required for reference by your department, and (b) any legislation that you know to affect the retention of the record. For guidance see: Legislation affecting destruction date. Cite any legislation that you know to affect the retention of the record (see notes re 'Destruction date', above) Location. To be completed by the Archives Destroyed. To be completed by the Archives
Save the transfer list with a title consisting of (a) the name of your department, (b) the abbreviation ‘CON.’ (‘CONSIGMNMENT’), (c) the current year, and (d) the number of the transfer made that year (e.g. ‘FINANCE CON. 2007.1’).
NB: you need only produce one transfer list per consignment, irrespective of the number of boxes in which the records are contained.
2. As far as physically possible, pack the records in standard archive boxes measuring no more than 290 mm. in height and 450 mm. front to back (so that they will fit on the Record Store shelves), and label each box with (a) the title given to the transfer list and (b) the reference codes of the records that the box contains (e.g. ‘FINANCE CON. 2007.1/1-10). 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.
Requesting deposited records
Records of medium-term value (i.e. those ultimately destined for destruction) may be called up for consultation in the archives and manuscripts area of the Library reading room or be taken away from the Library for consultation in your department. Records of long-term (i.e. archival) value may be called up for consultation in the archives and manuscripts area of the Library reading room but may not be removed from the Library. However, the Archivist may be able to supply copies of archival records for consultation in your department.
To request deposited records, please contact the Archivist with the consignment and item numbers of the records you wish to consult (the Archivist will not be able to locate the records without the consignment and item numbers), state when you would like to see them, and, in the case of records of medium-term value, state whether you wish to consult them in the Library or in your department. If you wish to consult deposited records of medium-term value in your department, you will be required to sign them out and make any arrangements necessary for their transportation from the Library to your department.
When you have finished with borrowed records, please contact the Archivist to make arrangements for their return.
If you would like to have copies of archival records for consultation in your department, please make arrangements to examine the records in the Library before making a request for copies (request slips are available in the Library).