Gender Equality Plan

1. Purpose of this Gender Equality Plan

a. Introduction

The National Archives is the official archive and publisher for the UK Government, and for England and Wales. It is also an independent research organisation and fulfils a leadership role for the Archive Sector. The National Archives was created in 2003 by combining the Public Record Office and the Historical Manuscripts Commission and is a non-ministerial department reporting to the Minister of State for digital policy. In 2006, The National Archives merged with the Office of Public Sector Information (OPSI), which itself incorporated the former Her Majesty's Stationery Office (HMSO), previously part of the Cabinet Office. The National Archives is governed in accordance with the Public Records Act 1958 and the Freedom of Information Act 2000.

As a Civil Service employer, we are responsible for delivering the aims and objectives of the Civil Service People Plan, attracting, developing and retaining people from the widest possible talent pool and setting the standard for inclusive workplaces. All of the interventions in the Gender Equality Plan (GEP) are evidence-based and outcome assessed in accordance with the EDI Expenditure Guidance and staff network activity is undertaken in line with the Staff Network Policy

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, and our aim to ‘serve all our audiences, celebrating their differences, and aspiring to put inclusivity at the heart of all we do’. This GEP outlines The National Archives’ strategic approach to promoting gender equity across all areas of its operations.

b. Objectives

Under this GEP, The National Archives seeks to work to:

1. Ensure gender balance in leadership and decision-making roles.
2. Promote equal opportunities in recruitment, career progression, and training.
3. Create a safe and respectful work environment free from discrimination and harassment.
4. Integrate gender perspectives into research.

As a public body applying to the European Commission’s Horizon Europe programme, The National Archives is required to have a GEP. The National Archives’ ongoing work and plans to advance gender equity both aligns with and fulfils Horizon Europe’s GEP requirements.

2. Public document

a. This GEP is a public document published on The National Archives’ website and is fully endorsed by the Executive Team. This GEP has been shared with The National Archives colleagues via the DEI pages of its intranet, and via its Executive Team.

3. Dedicated resources

a. In order to achieve the objectives set out in clause 1, above, The National Archives commits to continuing with the following actions:

1. Headcount budget for dedicated DEI expertise.
2. Allocate budget for training, data analysis, and gender equality initiatives.
3. Budget and support for staff networks.
4. Designate staff time for implementation and monitoring.

b. This is achieved through named individuals and structures with responsibility for / in support of DEI at The National Archives, including:

1. Six staff networks (including Menopause), chaired by colleagues who also then sit on and report into the Intersectional Support Network.
2. Diversity, Equity and Inclusion Forum, chaired by the Head of Inclusion – responsible for ensuring that The National Archives promotes a truly equal, diverse, inclusive and accessible archive for audiences, staff and volunteers in a holistic and coordinated manner (including in relation to gender equity).
3. The Inclusion Team in the People, Inclusion and Change (PIC) Directorate – responsible for ensuring that The National Archives’ processes, policies and practices operate in an equitable way so that all colleagues have the opportunity to thrive and work effectively.
4. The Chief Executive and Keeper and the Executive Team, heads of department and managers, and all colleagues are responsible for engaging with and being proactive in ensuring the DEI Policy is implemented in all areas of The National Archives’ workings.

c. As The National Archives progresses with its DEI work and evaluates its effectiveness, The National Archives commits to considering wider championing of DEI work through sponsorship of groups and / or initiatives through its Executive Team, and through other methods that may be appropriate.

4. Data Collection and Monitoring

a. The National Archives collects and analyses gender-disaggregated data on employee composition and pay. Over the course of this GEP the Archive intends to collect and analyse more data, including around recruitment and attrition to look for trends which suggest a gender disparity in experience between men and women. This data is, and will be, analysed and used to create specific and relevant interventions to ensure gender equity across the Archive, specific to department and team need. 

b. The Archive annually reports its Gender Pay Gap figures externally (on Welcome to GOV.UK), and demographic data is shared and analysed internally for the purposes of pay review, and monitoring by the Executive Team.

5. Training and awareness

a. The Inclusion Team collaborate with the Learning and Development Team to provide training and development of all colleagues with the Public Sector Equality Duty in mind, or where needs have been identified within the organisation. Training to all colleagues is currently offered, including:

1. Equality Impact Assessment guidance and support
2. Managing inclusive teams and inclusive customer service, for example via one of our providers LinkedIn Learning
3. People and HR related training and support via a suite of training, learning activities and resources, including on flexible working/part time arrangements, psychological safety in teams, fair recruitment and selection, respect at work/professional conduct, understanding carers responsibilities/how to support people, understanding menopause/how to support people with menopause, and supporting people returning from work from parental leave.
4. Being consistent, long-standing members of professional bodies such as the Chartered Institute of Personnel and Development (CIPD) and the Employers Network for Equality and Inclusion (enei) – now Onvero – who provide training and consultancy services to help employers create truly inclusive workplace cultures.
5. Required Civil Service-wide training: Civil Service Expectations (including The Equality Act 2010)

b. As The National Archives progresses with its DEI work and evaluate its effectiveness, it commits to introducing wider and more specific training and education around DEI and gender equity where necessary and required.

6. Concrete measures and targets

The specific concrete measures The National Archives is taking, and intends to take, are set out in Appendix 1 of this GEP. Some detail in relation to each item is set out below. These will be added to and amended as review of this GEP takes place over its lifetime.

a. Work-life balance and organisational culture

The National Archives has raised the visibility of women through the delivery of its business-as-usual work and intends to continue with that work over the coming years. The National Archives has run internal awareness-raising events for International Women’s Day, and Women’s History Month, for example, by bringing the documents relating to women’s history to life via both internal and public campaigns and communications. The National Archives supports working parents and those with caring responsibilities through its flexible working arrangements and parental leave policies. The National Archives has produced specific materials to target issues such as the Menopause. Wellbeing and mental health resources are accessible and promoted on a monthly basis to staff, and a 24/7 Employee Assistance Programme is available to all staff, as well as a cohort of Mental Health First Aiders.

b. Gender balance in leadership and decision-making

The gender balance with The National Archives’ workforce is 51% female, 49% male as at April 2024. To advance gender equity in leadership positions and decision-making, The National Archives commits to more regular and granular reporting on gender split at senior levels, and at key decision points. This will allow us to put in place more concrete actions as the lifetime of this GEP progresses, and initial actions are in Appendix 1.

c. Equity in recruitment and career progression

The National Archives’ Talent Acquisition team continue to monitor the equitability of its recruitment and career progression processes, in line with Civil Service recruitment practices. For example, all applications are anonymised and all roles are offered on a job-share or flexible working basis.

d. Integration of gender dimension into research

The National Archives is committed to considering gender across the life cycle of research and related activities, collating appropriate data about gender dimensions in proposing projects, funding application success, publications and research leadership roles, and taking appropriate action where issues and potential bias are highlighted. The National Archives actively encourages research with a clear gender dimension, as well as to consider gender dimensions when carrying out research for exhibitions and displays.

Specific actions include:

• an EDI Action Plan within our Collaborative Doctoral Partnerships PhD programme, reported on annually to the programme’s funder;
• a commitment to 'continu[ing] the development of best-practice standards for inclusive research and engagement' in our Research Vision, which has resulted in an inclusive research framework, inclusive research training, and inclusive communication and research outputs workshops, as well as a programme of work on trauma-informed practice in the archive;
• and, where appropriate, research on gender within our funded project portfolio, PhD programmes or Strategic Research Fund.

As a next step, we want to strengthen our data and reporting on gender in grant applications.

e. Measures against gender-based violence, including sexual harassment

The National Archives has a dedicated sexual harassment procedure, as well as a separate anti-bullying and harassment procedure and maintains a zero-tolerance policy for harassment and discrimination. The National Archives provides confidential reporting channels and clear investigation procedures through its People, Inclusion and Change directorate. Regular training is provided on the Civil Service ‘Speak Up’ initiative enabling staff to report on incidents. The National Archives recognises the importance of continuing to maintain focus on this issue and the actions outlined in Appendix 1 are therefore considered to be ongoing rather than time-bound.

7. Governance and accountability

a. The Executive Team, in collaboration with the Inclusion Team and the People, Inclusion and Change Directorate, are responsible for the implementation and monitoring of this GEP. This will be done using HR data to track gender representation, pay equity, and (where possible) promotion rates. The Inclusion team will submit an annual progress report to the Director of People, Inclusion and Change outlining progress against the objectives in this GEP. Other key stakeholders to which The National Archives is accountable in relation to this GEP are the Trade Unions (PCS, FDA and PROSPECT) and The National Archives’ Staff Networks.

8. Monitoring and review of this policy

a. The National Archives will monitor the implementation and effectiveness of this GEP annually and when required as the result of significant change, based on progress and evolving best practices.