This guidance is written with the assumption that the new repository project is being planned and will be led by the head of the archives service, supported by other members of the team. This will not always be the case and project leadership may be highly complex, for example, on a grant-funded project where the archivist is project lead as grant-holder but not project manager within the wider organisation. It is hoped that in all cases, however, the guidance set out here will be useful for the senior archives staff in providing input into the process of planning a new records repository.
Stages of planning a new repository
The planning of a new repository may be broken down into the following stages, each of which may involve lengthy discussions:
- recognition of the need for new accommodation
- presentation of the case for new accommodation to senior management and to obtain internal or external funding;
- choice of site
- discussion and preparation of initial brief for architect and how the process would go through the eight stages of the Royal Institute of British Architects (RIBA) Plan of Work
- consideration of architects’ feasibility study, outline plans and preliminary estimates
- consideration (and acceptance) of architect’s detailed plans and estimates.
It is important that you ensure you build realistic time estimates into any project to consider these stages fully.
Note for Places of Deposit and Accredited Archive Services
The National Archives is always ready to offer advice at any stage of this process, whether or not it will be required to inspect the planned building for approval as a Place of Deposit for public records, or review provisions in connection with Archive Service Accreditation. Archive services that are appointed or wish to be appointed as Places of Deposit under the Public Records Act should get in touch with their regional National Archives contact at the beginning of the planning process. Given the timescale for most building projects, Accredited Archive Services will have opportunities to discuss future plans towards a repository within regular reporting. If the substantive project arises and is scheduled to complete between two reporting points, the service should alert their regional National Archives contact.
Additional resources
You might also find it helpful to consult The National Archives’ website for guidance on planning for capital developments and assessing the environmental impact of your building. Where considering a new building additional to existing premises, we advise you consult the guidance on assessing and managing the risks of split-site services before making your final decision. Services may also like to join the Major Archive Projects Learning Exchange (MAPLE), which supports organisations planning or managing large archive projects, primarily capital developments. Facilitated by The National Archives, MAPLE provides a forum for organisations to share their experiences, knowledge and plans via regular meetings, an email list and through sharing documentation. Please note MAPLE is designed for archivists and heads of services, not architects or those from other commercial firms contracted to carry out capital projects.