Diversity, Equity and Inclusion (DEI) policy

Introduction

This Diversity, Equity and Inclusion (DEI) policy relates to everyone who works at and interacts with The National Archives. Everyone should feel welcome and be treated with respect. The intention of this policy is to give assurances that no individual commits unlawful acts of discrimination (directly or indirectly), or bullies, harasses and/or victimises anyone. The organisation takes a zero-tolerance approach to all forms of discrimination; appropriate action will be taken where necessary.

The National Archives is committed to being an inclusive and supportive workplace where everyone is treated equally and fairly. This obligation is legally set out in the Equality Act 2010 and the Public Sector Equality Duty and forms a core part of the organisation’s strategic goals in becoming an Archive for Everyone.

The organisation values and respects the differences people bring as individuals whether employees or visitors. Becoming a truly inclusive archive involves:

making diversity, equity and inclusion core to ‘business as usual’ aspects of the organisation’s duties, which is key to developing and sustaining a successful workplace that continues to learn.
being a workplace that is inclusive, values lived experiences and embraces difference by attracting, recruiting, developing and retaining diverse, talented individuals to contribute at every level of the organisation.
making sure the services provided are relevant, accessible and welcoming for all.
creating an environment and culture that treats everyone with dignity and respect.
ensuring people feel safe and comfortable being who they are at work.
complying with the Equality Act 2010 and related equalities legislation by providing equal opportunities and workplace adjustments when needs have been identified – for example, in recruitment, and in avoiding unlawful discrimination in both recruitment and in the services the organisation offers.
ensuring that all employees understand their responsibility to promote diversity, equity and inclusion, and to recognise and challenge inappropriate behaviour however it manifests – for example, through inappropriate, discriminatory or ableist language.
tackling unlawful discrimination in all its forms.

Scope

This policy applies to everyone working at The National Archives. This policy also applies to all those the organisation serves or interacts with, including members of the public, commercial organisations, students, volunteers and other government bodies. It also applies to contractors, suppliers and any other individual or organisation that has business with The National Archives.

The National Archives takes any occurrences or allegations of bullying, harassment and discrimination seriously. Where these occurrences or instances arise, they will always be investigated, and appropriate action taken where necessary. The organisation does not tolerate the victimisation of a person for making allegations in good faith nor supporting someone to make a complaint. Victimisation is a disciplinary offence. See the Bullying and Harassment policy for more information about what constitutes inappropriate behaviour and the appropriate actions that will be taken.

It is unlawful to discriminate directly or indirectly in employment or recruitment, or through the services the organisation offers because of a protected characteristic. If any individual or groups of people are found to have committed, authorised or condoned an act of discrimination, harassment, victimisation or bullying, appropriate action will be taken against them including (for those to whom it applies) under our Disciplinary procedures.

If an employee feels they are being discriminated, victimised or harassed, they should raise this with their manager or with a Trade Union representative. You can also approach specific individuals in the People, Inclusion and Change directorate such as the Head of Diversity, Equity and Inclusion and the HR Business Partners. Employees can make a formal complaint through the Making a formal complaint procedure located in the Bullying and Harassment policy.

There is also the option to Raise a Concern which is a highly confidential route which lets colleagues raise incidents of bullying and harassment, suspected fraudulent activity, or anything else that just doesn’t ‘look, feel or sound right’. Colleagues can raise concerns with their manager, HR Business Partners, a Trade Union representative, a Mental Health First Aider, a member of the onsite Security team, and one of the Nominated Officers.

Colleagues can also approach the Intersectional Support Network which comprises the chairs and co-chairs of The National Archives’ staff networks: People (sharepoint.com). These networks are supportive spaces within which holistic approaches to addressing issues can be explored alongside taking more formal routes of action.

For individuals who are not employed at The National Archives, a complaint should be raised via the Comments, Compliments and Complaints process. This process is for all those the organisation serves or interacts with, and for any other individual, group or organisation that has business with The National Archives.

Equality in law

The National Archives is legally tasked with providing a safe and welcoming working environment. The organisation strives to promote a culture which values and recognises difference, proactively tackles barriers to inclusion, and ensures no individual or group is subject to discrimination.

No one should be treated less favourably as a result of having protected characteristics, or because individuals may not consider themselves of a protected characteristic. It is unlawful to discriminate directly or indirectly because of a protected characteristic.

Discrimination means treating someone ‘less favourably’ than someone else, because of:

sex
age
disability
gender reassignment
pregnancy or maternity
race
sexual orientation
religion or belief
marriage or civil partnership.

The above are called protected characteristics. These principles can be extended to other marginalised groups, for example, relating to class and gender identity.

Discrimination can be intentional or unintentional and may occur directly, indirectly, by association, or by perception. See the Different types of discrimination under the Equality Act 2010.

There are also two specific types of discrimination that apply only to disability: ‘discrimination arising from disability’ and ‘failing to make reasonable adjustments’. See the 2 types of discrimination unique to disability under the Equality Act 2010. Disability includes mental health, neurodiverse conditions and other invisible disabilities.

Public Sector Equality Duty

The Public Sector Equality Duty, which is a legal duty contained in the Equality Act 2010, says the civil service and public bodies should take account of equality in their everyday work.

Specifically, public bodies should work to ‘foster good relations between persons who share a relevant protected characteristic and persons who do not share it.’ This means that The National Archives is responsible for making everyone feel they are welcomed and belong, and that the organisation can be held accountable should any discrimination occur by its employees, or anyone engaging with or interacting with the organisation.

Expectations from everyone at The National Archives

Everyone at The National Archives takes personal responsibility for observing, upholding, promoting and applying this policy. The organisation’s culture is made in the everyday interactions between everyone, so creating the right environment is a responsibility that is shared by all.

Cultivating this culture does not happen by accident but requires ongoing commitment and nurturing. The reality is that we live in a world where areas of difference (whether gender, sexual orientation, ethnicity or others) often translate to biases, challenges and barriers that may not be faced by others. The more areas of difference a person brings, the more this effect can be compounded.

Everyone is expected to treat colleagues, visitors, customers and other parties fairly and with dignity, trust and respect. Sometimes, this may mean allowing for different views and viewpoints and making space for others to contribute.

By embedding such values and constructively challenging inappropriate comments or ways of working, everyone can help The National Archives achieve and maintain a truly inclusive workplace culture.

Any dealings that you have with anyone must be free from any form of discrimination, harassment, victimisation or bullying.

Behaviours and use of language deemed inappropriate or offensive is not tolerated.

Appropriate action will be taken against any acts of discrimination, harassment, victimisation or bullying as per our Disciplinary procedures. You should be aware that you can be personally liable for discrimination and harassment.

Responsibility for DEI and this policy – by role

The Chief Executive and Keeper and the Executive Team are responsible for making sure:

The National Archives meets all of its legal obligations in line with the Equality Act 2010 and the Public Sector Equality Duty.
With the assistance of heads of department and managers, any strategies, plans, processes and practices relating to this policy are successfully implemented, monitored and reviewed.
They remain the highest senior leaders in the organisation held to account for meeting the organisation’s strategic DEI goals and role modelling an inclusive behaviours and culture.

Heads of department and managers are responsible for making sure:

Any strategies, plans, processes and practices relating to this policy are successfully implemented, monitored and reviewed.
All heads of department and managers are aware of their responsibilities and accountabilities under the policy.
All employees are aware of their responsibilities and accountabilities under the policy.
All employees, including heads of department and managers, attend appropriate learning and development opportunities to encourage and enable successful implementation of the policy.
Disciplinary action is taken against anyone who participates in discriminatory behaviour or practices.
Where appropriate, external guests, partners etc are aware of the policy.
They are not discriminating unfairly if involved in recruitment, selection, promotion and the management of employees.
They deliver effective services that meet the needs of The National Archives’ diverse customers and clients.

The People, Inclusion and Change directorate are responsible for making sure:

Appropriate learning and development opportunities are provided as part of the organisation’s corporate induction and onboarding processes, so that all employees understand their responsibilities in relation to diversity, equity and inclusion.
Any issues with regards to diversity, equity and inclusion concerns can be shared by employees in appropriate and sensitive ways, providing a ‘sounding board’ where an employee feels unable to raise a concern to their manager or to HR, and providing initial support.
Managers are advised and assisted so that any disciplinary action is taken against anyone who participates in discriminatory behaviour or practices, in line with employment law and the appropriate policies and procedures.
The policy is continually reviewed, and all employees attend appropriate learning and development opportunities where required, reiterating the policy’s intentions as part of the culture and wellbeing of the organisation.
Monitoring and reporting on statistical and demographic information relating to diversity, equity and inclusion of The National Archives’ people and visitors.

All colleagues are responsible for:

Their own compliance with this policy
Fostering an environment where everyone (including but not limited to employees, visitors, partners) can participate in the work of the organisation without fear or intimidation.
Not victimising any person who has complained, including complaints of unlawful harassment or discrimination, or who has given information in connection with a complaint.
Being proactive in their approach to tackling discrimination in the workplace and responding to situations appropriately, ensuring that diversity, equity and inclusion are put into practice.

The DEI Forum is responsible for:

Promoting diversity, equity and inclusion
Encouraging respect and good relations between employees and modelling best practice DEI practice and behaviours
Acting as a conduit for feedback between employees in their areas and the DEI Forum, should the need arise.

Procedure

Colleagues should raise a complaint to their manager, or with their HR Business Partner in the first instance. You can raise a concern where needed.

Colleagues may also wish to reach out to staff networks and/or the Intersectional Support Network, who can provide support with any issues raised and to explore holistic approaches in addressing them. One of the networks includes the Mental Health and Wellbeing Network (MHWN) and some of the members are trained mental health first aiders. The MHWN supports colleagues right across the organisation in mental health and wellbeing.

Any complaint will be taken seriously and dealt with in a timely and sensitive manner, in accordance with the relevant grievance and disciplinary procedures. For further information on the process, please refer to the Bullying and Harassment policy.

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Revised October 2024.

Policy owned by: Diversity, Equity and Inclusion

This version was agreed between The National Archives and Trade Unions on
26 September 2024.