Library collection development policy
This policy provides a framework for acquisition decisions for the Library collection to ensure it is developed in a balanced and cost effective way as a research resource that supports the needs of its users.
1. Purpose and Scope
This policy outlines the principles and practices guiding the development, management, and preservation of the Library collections at The National Archives. The Library supports inclusive research and scholarship in British official history, including the histories of former British colonies and peoples, the British Empire, and the Commonwealth. It serves a diverse user base including academics researchers, historians, genealogists, legal researchers, students, and the public.
The Policy is intended to evolve and develop in line with the strategic priorities of The National Archives and will be reviewed annually to keep up to date with advances in technology and professional practice.
2. Collection Objectives
2.1 Support the interpretation and use of archival records held by The National Archives.
2.2 Provide contextual and reference materials for and facilitate research on British colonial and commonwealth histories.
2.3 Preserve and provide access to key secondary sources that complement primary archival holdings.
3. Collection Scope
The collection covers British history from 10thCentury to date.
3.1. Subject Areas
The Library collects materials in the following core areas:
3.1.1 British History: Including political, social, military, and administrative history from medieval to contemporary periods.
3.1.2 Colonial and Imperial History: Covering the governance, culture, and impact of British colonial rule and the evolution of the Commonwealth.
3.1.3 Law and Government: British constitutional law, public administration, and legal history.
3.1.4 Genealogy and Family History: Guides, indexes, and directories supporting genealogical research.
3.1.5 Biography: Lives of individuals significant to British and imperial history.
3.1.6 Local History: Resources on counties, towns, and regions across the UK.
3.1.7 Military History: Campaigns, regiments, and service records, especially those intersecting with archival holdings.
3.1.8 Archives and Libraries and records management: archival and library practice, corporate management, conservation and digitisation
3.1.9 Reference Works: Encyclopaedias, dictionaries, directories, bibliographies, and indexes.
3.2 Formats
In relation to collection objectives and scope the Library collects:
3.2.1 Printed books and periodicals
3.2.2 Official publications and directories
3.2.3 Pamphlets
3.2.4 Digital resources, such as electronic journals (eJournals) and books, (eBooks) databases and digital reference tools
4. Acquisition and Selection
4.1 Selection Criteria
Materials are selected based on:
4.1.1 Relevance to The National Archives’ holdings and research priorities
4.1.2 Scholarly value and authority
4.1.3 Demand and usage by library users 4.1.4 Historical significance, especially relating to underrepresented perspectives in colonial and post-colonial studies
4.1.5 Availability in digital formats to enhance accessibility
4.2 Selection Methods
4.2.1 Purchase from academic and specialist publishers
4.2.2 Journal and specialist magazine reviews
4.2.3 Selected websites for rare and out of print books
4.2.4 Staff and Library users’ suggestions
4.2.5 Donations and bequests in accordance with the collection objectives.
4.2.6 All selections and recommendations will be evaluated by Librarians and Subject Specialists, in accordance with the and approval levels:
4.2.7 Where a publication is produced in both print and digital, the digital version will be purchased considering:
4.2.7.1 Cost 4.2.7.2 e-licence
4.2.7.3 Accessibility requirements of requestor
4.2.7.4 Where an electronic version of a journal is available this will be purchased instead of the print copy.
4.3 Acquisition and Supply
4.3.1 Monographs, books and eBooks
4.3.1.1 Acquisition of monographs, books, eBooks and pamphlets will be made via book/eBook suppliers appointed under the current LUPC Print books and eBooks procurement framework or The National Archives Book Shop.
4.3.1.2 Purchases will be made by Purchase order (PO) or the Library’s Government Procurement card (GPC) if items are unavailable from contracted suppliers.
4.3.1.3 Supply times are as set out in the current LUPC Print books and eBooks procurement framework
4.3.1.4 Requesters will be kept informed of all purchasing decisions.
4.3.2 Journals, Ejournals, Serials and digital resources
4.3.2.1 Acquisition of Journals, Ejournals, Serials and digital resources will be made via suppliers appointed under the current LUPC Journals, Ejournals, Serials and digital resources procurement framework
4.3.2.2 Purchases will be made by Purchase order (PO) or the Library’s Government Procurement card (GPC) if items are unavailable from contracted suppliers.
4.3.2.3 Supply times are as set out in the current LUPC Journals, Ejournals, Serials and digital resources procurement framework
4.3.2.4 Requesters will be kept informed by email of all purchasing decisions. Policy for selection and retention of Annual Reports
5. Annual Reports
5.1 Annual reports will be collected for statistical information, benchmarking and information on the acquisition or disposal of archives, manuscripts and other related collections.
5.2 Organisations collection collected include
- Government departments
- National archives or libraries
- National and regional museums
- County record offices
- Policy-making organisations relevant to archives and libraries
- Regional archive bodies
- Organisations relating to preservation and access.
5.3 Only Annual Reports in print form that are deemed of value and interest to the work of The National Archives will be collected.
5.4 Only the most recent 2 years will be added to the Library Catalogue
5.5 Annual reports available online will not be collected or catalogued.
5.6 New reports that are not currently held in the Library will be reviewed by the Head of Library for retention / disposal.
6. Renewal of subscriptions and digital resources
6.1 Digital resources annually to ensure they are being used, provide good value for money and meet the library’s collection objectives.
6.2 Print subscriptions will be reviewed periodically to ensure they meet the library’s collection objectives.
7. Collection Access
7.2 Cataloguing
7.2.1 Resources will be catalogued according to RDA standards, using DDC classification and internal subject terms.
7.2.2 Access to bibliographic records will be via Library’s online catalogue - Koha.
7.2 Access to Digital Resources
Access is via the eLibrary using OpenAthens authentication and via the library catalogue:
7.2.1 Public access will be on-site only via the workstations in the reading rooms
7.2.2 Staff access will be via staff workstations, laptops or mobile devices
7.3 Preservation
The Library ensures long-term preservation through periodic review of:
7.3.1 Environmental controls and secure storage.
7.3.2 Condition and state of physical items.
7.3.3 Conservation of fragile or rare items.
7.3.4 Digitisation or purchase of digital versions of high-use or at-risk materials, in the form of eBooks, ejournals and databases as annual subscription / perpetual access where available and affordable.
7.4 Retention and disposal
Items will be systematically appraised by the appropriate Liaison Librarian and record specialist. Items will be assessed for retention or disposal following the Library’s collections objectives and if:
7.4.1 They are duplicated or superseded
7.4.2 They are in poor condition and beyond repair, in which case a replacement or digital copy will be purchased (see 4.2.7 above).
7.4.3 They no longer align with the collections objectives.
7.4.4 Space is limited and similar subject resources are available.
8. Inclusivity and Ethical Considerations
The Library acknowledges the complex legacies of British colonialism and is committed to:
8.1.1 Collecting materials that reflect diverse perspectives, including those of colonised and historically enslaved peoples.
8.1.2 Supporting critical engagement with imperial history.
8.1.3 Ensuring respectful and accurate representation in cataloguing and metadata.
9. Review and Governance
9.1.1 This policy is reviewed every three years by the Library Team in consultation with subject specialists and user feedback. Amendments are approved by the Head of Library.
Head of Library
November 2025