City of York Archives: how to become a civic asset

City of York Archives: how to become a civic asset

Gradual decline• Civic archives moved from Guildhall to Central Library

& opened to the public in 1957.• Relocated to unused wing of Art Gallery 1979/80 –

collecting overdrive• PRO report “condemns” premises 2000 • Borthwick offers partnership 1999-2000• No consensus on way forward, campaign against

change• Request for alternative proposals 2003-04• Scrutiny Committee 2005• Service out to tender 2006-07

The First Lesson

• How to let fear of change lose you influence• Pyrrhic victory – archives now bad news

BUT• Market research counters propaganda• External validation gives a bigger context• Don’t be frightened of costings• Negatives can be turned into positives:

TNA Inspection report Emotion shows interest, not indifference

Trust, or the lack of one, 2007-2013

• Borthwick partnership discussions ended• Former city archivist retired 2008• Transfer to a Trust seen as the last remaining option• Richard Taylor seconded from NRM to carry out a

study on future options 2008• Report rejects Trust, recommends restructure• Report adopted Dec 2008, implementation 2009-

ongoing!

Study Remit• To identify a new governance structure for the City

Archives that will unlock additional funding and greatly increase user numbers and other outputs.

• Information analysed using SWOT techniques guided by these principles:– No raking over the coals about past decisions and

actions.– The simplest solution is the best. Elaborate

solutions have no inherent value.– We must address the situation faced by the

Archives today, not in the past.

STRENGTHSThe size, depth and continuity of the archive, and its relevance to all citizens.The Archive offers hands-on access to history in the city centre.The enthusiasm and passion of the staffThe current organisational structure is logical and delivers city strategies.The Archives has an active user support base

WEAKNESSESThe Archive is too small to benefit from stand-alone status.Archives service is currently separated from the Local History LibraryCurrent Archives building threatens the survival of the archive.The current Archives Collecting Policy is not sustainable

OPPORTUNITIESObtaining external funding is a realistic aspirationThe Archive has potential to generate more income to seed-corn developmentThe Archive has real potential to increase its user numbers.There is significant potential for partnerships with other York archivesOpportunities offered by the proposed “Cultural Quarter”Opportunities offered by Council records management needs

THREATSExternal funding is not guaranteedLocal authority lending library services are not eligible for HLF funding.Existing users have previously been hostile to change

Way forward

• Significant development potential, but no leadership, management or financial capacity to allow it to unlock that potential.

• The Archive is relevant to every citizen and to the city strategies of a thriving city, an inclusive city, a learning city, and a cultural city

• The Archive’s Unique Selling Proposition is its continuity as the record of civic life and accountability for 800 years, and this USP should be reinforced.

The Second Lesson

• Start from clean sheet if at all possible• What’s the USP? Local ecology?• Again - don’t be frightened of costings• Quality of the collections counts• Perceived weaknesses can be strengths• Poor usage stats in isolation look bad – but

comparators can turn these into an asset

Cementing the USP

• The objective of the department is to maintain a permanent publicly accessible record of the heritage and culture of the City of York and its people as an historical and educational resource, and as a focus for promoting civic pride, local identity, and active citizenship.

• We will give the highest priority to collecting a comprehensive archive documenting the decision-making processes and the most significant activities of the City of York Council and its predecessors in law.

Collecting policy

• We will collect..from individuals and organisations in both public and private sectors who have made a significant contribution to the city, its citizens or its neighbourhoods through active participation in the community, civic or business life of the city.

• We will collect...to represent, as far as possible, the full range of activities, cultures and viewpoints within the City of York. We will regularly review the collections in conjunction with our stakeholders to identify any gaps in their coverage and take all practicable steps to address any weak areas.

Advocacy tips and tricks

• Identify key relationships to build and ensure visible presence of you and the archive

• Relevance bombs• Keep your research up-to-date and ask the right

questions• Be aware of opportunity costs• Create alliances and deliver through others• Self-conscious constant promotion• Ask forgiveness not permission• You are good news

13Base: all respondents who answered the question (n= 950) Base: all respondents who answered the question (n= 950)

Q35: Which of the following statements apply to you?Q35: Which of the following statements apply to you?

14Base: all respondents who answered the question (n= 785-943) Base: all respondents who answered the question (n= 785-943)

Q36: How strongly do you agree or disagree that each of the following would encourage you and / or Q36: How strongly do you agree or disagree that each of the following would encourage you and / or your family to visit the City Archives?your family to visit the City Archives?

The rewards The rewards