There are various options available to businesses to help you manage your archives in the long term.
In-house business archive service with professional staff
Business archives may be looked after by qualified archivists running an in-house archive service, or a sole qualified archivist within the organisation, depending on the size and complexity of the archive and the business itself. Our business archives case studies include examples of in-house business archives and archivists, and our advice and guidance for business archives signposts to resources that can help you when you are looking to employ an archivist.
For a small or family business, we encourage ensuring that a member of staff has a designated responsibility for records and archives, and our advice and guidance for business archives webpage signposts resources that set out best practice for looking after your archives yourself.
Depositing (long-term loan) with an archive service
Alternatively, businesses can consider depositing their archives on a long-term-loan basis with an established archive service, usually a local authority or university archive service. When an archive is deposited, the business retains legal ownership of the records. This is different to gifting, where legal ownership is transferred to the archive service. Deposited collections are usually available for researchers to consult as well as the business, although deposit agreements may include clauses that close or restrict access to selected records, after discussion between the archive service and the business. Archive services will work in line with data protection legislation. Judicious digitisation of key records can enable the business to make use of records from their collection quickly and easily without the need to visit the collection in-person, maintaining original records in the care of the archive service.
To be suitable for deposit, a business archive must meet the archive service’s collecting policy, and the archive service will need to assess the collection before committing to taking it in. Factors under consideration are likely to include the nature of the business and its location, and the collection’s size, condition, and contents.
There may be costs associated with depositing a business collection with an archive service and an expectation by the archive service of a financial contribution, often on an annual basis, to its ongoing care and management. However, this will likely be on a case-by-case basis and consider the size and nature of the business.
Managed service model
Some archive services may offer a managed service model, especially for live businesses, whereby the collection is stored with the archive service and managed by its archivists on an ongoing basis, enabling the business to continue to utilise the archive as a business asset.
There is usually a fee structure for this kind of service, depending on factors including collection size and an agreed plan of work relating to the collection (e.g. cataloguing the collection, digitisation, conservation). General management costs would also be covered in this fee structure. Access to the collection for researchers will usually be available as well, although managed service agreements may include clauses that close or restrict access to selected records, after discussion between the archive service and the business. Archive services will work in line with data protection legislation. Judicious digitisation of key records can enable the business to make use of records from their collection quickly and easily without the need to visit the collection in-person, maintaining original records in the care of the archive service.
Storage-only agreement
Some archive services may offer to rent out part of their stores on a commercial basis, enabling a business with an archive to store their collection in conditions appropriate for archives. This may be a useful option where a business has an archive that has already been appropriately packaged and arranged, and is employing an archivist who will continue to monitor and care for the collection but does not have suitable storage in-house.
There are also commercial storage suppliers who offer specific storage for archives; this can include a retrieval service.
We encourage businesses to do their due diligence when seeking out commercial storage options: a key question is whether a supplier provides storage that is in line with BS EN 16893:2018 – Conservation of Cultural Heritage and BS 4971:2017 – Conservation and care of archive and library collections.
Gifting
Gifting is transferring ownership to an archive service. If your business is closing, or has gone into liquidation, gifting its archives to an archive service ensures that they are safeguarded for the future. Copyright is complex, and as part of your discussions with the archive service, it is important to address this topic during the process of drawing up the deed of gift. If you are the copyright holder of an archive, it is possible to assign this legal right to the archive service alongside the archive. This can make it easier for researchers to quote from or publish from the archive.
Points to consider when approaching an archive service
When you as a business approach an archive service, either about potentially depositing your archives, looking for a managed service model, potentially gifting a collection, or enquiring about storage-only, it is useful to be able to give some basic information about the collection in your initial email such as:
- the nature of your business
- how long your business has been operating
- the kinds of records you have, including analogue (such as paper) records and digital records (a very basic list is helpful)
- the extent of archives you have (detail is useful here: for example, number of boxes and their approximate size; it is also helpful to include or offer to send photographs that demonstrate the extent)
- where and in what conditions the archives are being stored (especially important if the archives are in conditions that make them hard to move, or if they are currently in conditions that are putting the records at risk from environmental and other factors, such as flood, damp or fire)
- the condition of the archives themselves, especially if records are damp or mouldy, or fragile and brittle (photographs can be helpful here to demonstrate their condition)
- whether there are any objects in the collection (such as signs, advertising boards, trophies, mascots, sculpture, memorabilia)
Engaging a consultant archivist
Professionally qualified consultant archivists working on a freelance basis can also be engaged by a business. A consultant archivist may be engaged to carry out work such as:
- Working with your business to scope what records need to be permanently preserved within your business, and writing an options appraisal for the long-term preservation of your archives
- Working with your business to bring together your archive, scope suitable archive services to approach about depositing or gifting the archive, and to prepare the collection for transfer to an archive service
- Writing a detailed report on how your business can make use of its archives to support the business’ functions
- Writing a business case for investment in your business’ archives to set up an in-house archive function
- Working with your business to bring together your archive, catalogue it, set up systems to support its preservation and access in-house. Here it will be important to factor in ongoing management of the archive, either through employing an archivist or engaging a consultant on a regular basis. This will depend on the size and complexity of the archive and the business, and how the business wants to utilise the archive in the future.
- Supporting your in-house archivist on specific projects, such as cataloguing a collection, writing policies and procedures for the archive service, preparing an application to the Archive Service Accreditation scheme, or doing an options appraisal for major projects such as a new archive repository or implementing digital preservation.
The Managing Business Archives website has a more detailed section on thinking through options for managing a business archive which businesses may find useful.
Find an Archive is a directory that can help you find archive services within your region, including local authority and university archive services.