Planning a new repository

It is important first to consider your service in terms of its mission, vision, objectives, and how you wish to deliver these to your audiences. These concepts should shape your specification.

Working out needs and functions

Before calling on the advice of architects, surveyors, engineers or contractors, it is essential to know the answers to the following questions:

Has the case been made for new accommodation for the service to your parent organisation and any other relevant stakeholders who may support you?

If you do need to make a business case, you may find The National Archives’ guidance on effective communications and stakeholder review and engagement helpful.

Public authorities must ensure that during the exercise of their functions, they fulfil the Public Sector Equality Duty. An Equality Impact Assessment is a way of facilitating and providing evidence that the Public Sector Equality Duty has been met. A project creating a new repository or modifying an existing building should ensure it takes into account the Public Sector Equality Duty from the outset.

Have you set out the functions the new building will be expected to serve, and for whom, and how much space will be required for each of them?

Consider how adaptable this space can be to changing circumstances, and which functions will require dedicated space. It is worth thinking about if these functions tie in with your stated mission, vision, objectives, and the ways in which you envisage delivering these to your audiences.

Careful consideration will need to be given to the arrangement of archival functions, particularly if the building is shared with non-archive services. This will assist with mitigating against additional risks and the potential for competing demands for space.

See ‘Functions and Layout’ for a general checklist of functions to help you think this through in more detail.

Futureproofing

How many people and records, and what equipment will the new building be expected to accommodate (a) initially and (b) before the end of its occupancy/life?

It is important to think about all people when planning a new build (professional, technical and ancillary staff, volunteers, and members of the public), as well as quantity of records, and what plant machinery and equipment will be required – both in the present, but also into the future.

You should think about how to future-proof your new development, including how public and private space can be adapted and managed, particularly in light of variable levels of staffing and on-site access that may be part of future ways of working. Ensure that you have an accurate figure for the extent of your existing holdings and as good an estimate as possible of the expected accrual rate over time. Consideration of expansion space and a strategy for managing space is an important part of planning any new repository.

For more information on the importance of thinking about expansion space, see the guidance to the Archive Service Accreditation standard section 1.4 What is the minimum required duration of the occupancy/life of the new building? Should there be provision for future vertical or lateral, or both, extension on the same site?

Ensure you include a statement in relation to these considerations, and that evidence for this is provided in the business case and any briefings to architects and contractors further into the process.

Building conservation and planning considerations

If you already have a site and/or building in mind, are there any conservation or planning considerations to consider?

It is important when considering your options, to ensure you are aware of any conservation or planning considerations that will require particular conditions to be observed or which will require a process of formal public consultation.

For example, you should check whether an existing building you wish to convert is listed with Historic England. Planning regulations and listed status can have a significant impact on costs (for example, it may be necessary to bring in specialist expertise) and timetable, and potential delays should form part of risk assessments and contingency planning.

You should also think carefully about the potential ease of conversion of an existing building, and the comparable cost (including over time) of converting historic buildings in relation to more modern types.

Project timetable

What is the timetable for completion and occupancy of the building/conversion work?

You should think about how this project will affect the current service you provide and for how long. Can temporary arrangements be made for access while works are underway? What are the implications for legal access to the archives themselves, which may include Freedom of Information and Data Subject Access requests, especially if the holdings include Public Records. Consider too, the contingency plan for any delays in completion of a new repository, for example, in relation to leases or movement of other parts of your organisation into the space you will vacate. External factors should also be taken into consideration and risk assessed, with contingencies identified: examples include contractors going out of business, disruption due to the weather, and public health issues affecting the project.

Funding

Where does responsibility for funding lie?

Consider what budgetary provision is available or will need to be sought. It will also be worth considering if any sources of non-grant funding available and how are decisions about the allocation of this money are made. In addition, what external funding bodies could you apply to, and under what schemes?

You might find it helpful to look at the Grants and Funding and Generating income pages on The National Archives website. For Local Authority sector services there is also guidance on championing archives and libraries within local planning, which sets out how services can benefit from funding from the Community Infrastructure Levy and section 106 agreements.

Environmental impact

Have you assessed the environmental impact of the planned development, and considered the likely energy costs into the future? Is a more passive building possible?

Thinking about the environmental impact of any new development from the outset is important, and you may find The National Archives’ webpage on assessing environmental impact useful.

Support required

Will you be given the necessary technical, legal and logistic support throughout the process?

The archive manager, senior archivist or archive team should not be expected to have the professional expertise to plan, manage and oversee a major capital project. There will be many areas of work that will require specialist expertise that will need to be contracted in. It is also important to ensure therefore, that is it set out clearly who is responsible for which areas of work.

British Standards

It is important to ensure from the outset that the architects and any contractors involved in the planning and construction of the prospective new building are made familiar with the requirements of archive repositories.

The essential guidance on site, structure, security, fire precautions, equipment, climate and lighting are contained in BS EN 16893:2018 Conservation of Cultural Heritage – Specifications for location, construction and modification of buildings or rooms intended for the storage or use of heritage collections.

Note, however, that guidance on day-to-day repository management, including the layout and equipment of offices and searchrooms, and display and use of archives is to be found in BS 4971:2017 Conservation and care of archive and library collections and BS EN 17820:2023 Conservation of Cultural Heritage – specifications for the management of moveable cultural heritage collections, which should also be consulted during the planning process.

BS EN 16893:2018 offers the best available collective guidance and should always be drawn to the attention of architects and other professional consultants at the outset. It provides the yardstick against which to test the brief and plans for the storage of all records and services should carry out the risk assessments it advises, at the stages of planning and construction, equipping the building, and managing the building once in use. Any derogation from the standard should be based on such a risk assessment and a holistic understanding of the issue, sound interpretation of the standard and its intention, and formulation of measures to achieve a comparable outcome.

Broad compliance with this standard’s main recommendations is a prerequisite for new archives accommodation to meet the Archive Service Accreditation standard or to be appointed for the deposit of Public Records. Furthermore, where not all recommendations can be met, this is likely to increase the risk profile over time and require additional mitigating actions and costs for remedial management procedures and infrastructure.

Services should also be aware that value engineering in the design and quantity surveying process may lead to greater costs to mitigate the risks that result from dispensing with any one element.

RIBA Plan of Work and other guidelines

It will also be useful to familiarise yourself with the guidelines and workflows followed by other parties which may impact on the planning of the building, for example the RIBA Plan of Work.

In planning a new building bear in mind that allowing for adaptable use of space will help future-proof your design. Where possible avoid over-specified design features that may lead to greater costs should they prove incompatible with effective management of the archive space’.

Essential points to consider

The safety and well-being of the records are of the first importance. The suitability of the location for staff and public should also be an important consideration. All those involved in planning the new repository should consider:

• situating away from, and protection against, hazards of fire, flood, subsidence, atmospheric pollution, noise and vandalism; you might find it helpful to consult our guidance on Protecting Archives and Records against Disaster
• balancing the advantages of single occupancy in a free-standing building against those of operating within a shared site
• unimpeded access for the emergency services, especially the fire brigade, to all parts of the exterior, and for maintenance access
• convenience of access to other buildings of any parent body with which regular and frequent communication is required
• if the public are to be admitted, easy access by public transport
• access for deliveries, and parking for staff and visitors, with suitably placed reserved parking for staff/visitors with physical accessibility issues
• orientation of the building to minimise direct sunlight in storage areas while providing good natural light for offices and other working spaces and reading room.

For guidance on structure and materials of the building see BS EN16893:2018 s.5.3.

Adapting an existing building

If seeking an existing building for adaptation, look for a solid structure that is able to provide high thermal insulation and air-tightness, with good floor-loading capability. Consider its general suitability, including projected future expansion space. You might find it helpful to look at the guidance on Assessing environmental impact. You should also consider if it is capable of being converted to being fully physically accessible: could a lift be installed, for instance? Remember that if the building is multi-storey to meet access requirements you will need to be able to install a lift to carry people, as well as trollies for record transportation.

Structures and features to avoid

There are certain structures and features it is sensible to avoid when planning a new building or adapting an existing building.

Wherever possible avoid:

• flat roofs, which can be liable to leak unless carefully maintained
• green roofs, especially over storage areas, which may encourage water retention and pests
• accommodation in attic or roof spaces, which are vulnerable to leaks
• basements, which may be liable to flooding or damp penetration, particularly in converted buildings. The incorporation of basements within new buildings should be carefully considered in relation to flooding, damp penetration, and other risk factors.
• very high ceilings, which will lead to a wastage of cubic capacity unless mezzanine floors are inserted or very high racking installed, which can cause delays in retrieval and which will have Health and Safety implications
• a multiplicity of internal pillars and structural supports, which will impede the free positioning of racking in the storage area and invigilation in the search room
• water or waste pipes passing through or above the storage area
• accommodation that will be costly to make fire resistant or secure from unwanted or illegal access
• proximity to areas with a higher risk of fire or which may contribute to unstable environmental conditions such as kitchens and plant rooms.

Remember that fire-extinguishing equipment, heating and air-conditioning equipment will affect the capacity and siting of racking, and of shelving, tables and other furniture in searchrooms, offices and workrooms.

Considering your layout

Although many requirements are common to archive services, there will be variations with the nature of the particular repository and requirements of the parent organisation. You will have made an Equality Impact Assessment so you will need to take into account in your planning considerations of accessibility and inclusion for both staff and the public. It may be helpful to involve groups with specific access needs in designing or reviewing your plans.

The following lists should help you and others involved in planning the new repository think through what functions the space will fulfil, and the layout needed. As far as is feasible allow for flexible use of space in the future as models of service provision and technology change.

Non-public areas

This may include:

• delivery point for incoming documents, e.g. covered loading bay
• reception area (temporary storage)
• isolation/drying area
• sorting area
• permanent storage area/strongroom(s)
  • for normal accessions
  • for maps and outsize documents
  • for any items requiring special environmental controls (film, magnetic tape etc)
  • for any items requiring extra security on grounds of value or sensitivity
• document production area, including any necessary temporary storage
• conservation workshop and associated staff facilities
• digitisation workroom and associated staff facilities
• office and cataloguing space for professional and ancillary staff and volunteers
• security control area
• staff social area
• staff meeting rooms
• staff toilets and washrooms, including fully accessible, and ideally gender-neutral toilets
• staff kitchen facilities
• storage for packing, conservation and reprographic materials, stationery etc.
• storage for cleaning equipment
• plant and control room(s) (e.g. IT, air conditioning, fire control)
• staff lifts
• storage area for waste and recycling

Public areas

This may include:

• public reception area
• cloakroom for deposit of coats and bags, and provision on site for other visitor equipment, such as wheelchairs, buggies and bicycles
• toilets, including fully accessible, and ideally gender-neutral toilets
• sales counter/shop
• refreshment room
• exhibition area (see BS 4971:2017 Conservation and Care of Archive and Library Collections)
• searchroom(s), with provision for:
  • enquiry point to control access
  • reference books, pamphlets and journals, and hard-copy catalogues
  • document production shelves and counter
  • document tables
  • table(s) for consulting large documents and maps
  • area(s) for consulting audio-visual and digitised material
  • invigilation, ensuring clear lines of sight
  • microfilm and microform readers, if required
  • computer terminals with access to online catalogue and internet resources. Also consider an un-networked terminal for viewing restricted access born-digital and digitised material
• meeting room(s)
• conference/lecture/education/project room(s), some of which may require wet services, storage for temporary furniture such as chairs etc.

Consider also the provision of car-parking space and access through any perimeter fencing or other protection.

Working with architects on layout

At any early stage, and certainly before detailed plans are drawn up, the architect will need to be told which functions are to be located near to each other and which separated (e.g. plant rooms away from record storage areas, noisy activities away from the searchroom). Remember that the architect and other contractors are unlikely to be familiar with the day-to-day practicalities of running an archive service or requirements of collections care. Ensure you signpost them to this guidance as well as building dialogue with them.

Neither strongrooms nor searchrooms should be used as normal public thoroughfares to other parts of the building or to the outside world. It may be helpful to compile charts indicating the flow of records and of people within the building and the relative density of their flow, and when preliminary plans are available, to check that vertical and horizontal lines of communication facilitate rather than impede the desired flow, without breaching security or fire regulations. This exercise should also help to think through where adaptable space is appropriate to include in the plan. Ensure that bulkier and longer items are considered in designing document retrieval and production in public areas.

The advice of Crime Prevention, Fire, and Health and Safety experts or officers should be sought as part of the planning process and, where appropriate, associated risks identified should be incorporated into any risk assessments.