Access policy

Reviewed and updated August 2023 

Approved by Steve Lloyd, Head of Cultural Services, 24 October 2023 

This document will be reviewed and updated in 2026 in line with the Archives Service Accreditation programme.

Access policy statement

Lancashire Archives and Local History collects and preserves archives and documents to provide a unique resource for everyone interested in Lancashire’s history and people. We recognise the diversity of people and communities and welcome everyone, including people from outside Lancashire. We seek to identify and eliminate all forms of discrimination and are committed to promoting equality of opportunity in all aspects of the service. We want to make our information and services more accessible to the people we serve.

Access to the building

We provide direct public access to Lancashire’s archive collections, free of charge, and (in normal circumstances) without the need for an appointment or reservation, in the public searchroom of the Lancashire Archives and Local History building in Preston. Staff help visitors to find the information they need and can assist in reading and interpreting the archive material.   

The building is fully accessible for disabled people. It is open to the public for at least 30 hours per week, at the following times: 

Monday	Closed
Tuesday	9.30am - 5pm
Wednesday	9.30am - 5pm
Thursday	9.30am - 5pm
Friday	9.30am - 5pm
Saturday	10.00am - 4pm (second Saturday of each month only)

There is a small pay and display visitors' car park with parking for Blue Badge holders.  

Access details

Lancashire Archives and Local History 

Bow Lane 

Preston 

PR1 2RE 

Phone: + 44 (0)1772 533039  

Email: archives@lancashire.gov.uk 

Website: www.lancashire.gov.uk/archives    

Twitter/X: @lanchistory 

Access to the archive collections

We provide direct public access to the archive collections in accordance with our Collections Management Policy, our Access Standards and our Searchroom Rules and relevant legislation. See the statutory framework below.

We make archive collections available to people who:  

• hold a current ARA Archives Card  
• have registered their presence in the searchroom 
• agree to comply with the Searchroom Rules  

We make archive collections available unless: 

• there is a statutory exemption prohibiting access 
• the owner of the collection has placed a restriction on access 
• access is likely to cause physical harm to the archives  
• there is a surrogate or other alternative copy available  

People visiting Lancashire Archives and Local History in person to use the archive collections may:  

• use a variety of guides, lists and indexes to identify archive collections which may assist their research   
• pre-order archives to look at when they visit 
• research original archive material  
• use access copies of sound material and born-digital material. We recommend that people enquire in advance whether a particular recording can be made available.
• use surrogate copies of archives held here or elsewhere 
• use the extensive Lancashire Printed Collection to provide secondary source material to enhance their research   
• access the internet free of charge in connection with their research 
• consult staff about the archive collections, research skills, and other avenues of research 
• order copies of archive material (chargeable) 
• take their own photographs of archive material (for a facility fee) 

Access to the archive collections from a distance

We respond to enquiries about the archive collections received by letter, email and telephone in accordance with our Access Standards and Lancashire County Council's corporate strategy.  

 People wanting to use Lancashire Archives and Local History collections from a distance may: 

• view our website to find information about the service and the archive collections and to search lists and indexes online  
• search our online catalogue, LANCAT, to identify archive collections which may assist their research 
• search Discovery catalogue on the National Archives web site to identify Lancashire archive collections which may assist their research
• view an increasing number of Lancashire records online through Ancestry and Find My Past 
• write, email or telephone with an enquiry about our archive collections or for general information about the service 
• order copies of archives through our website
• choose to employ a record agent from our published list to carry out research on their behalf
• search the Lancashire Library catalogue to identify books which might assist their research

Access to copies of material from the archive collections

We supply copies of material in accordance with our Copying Policy and relevant legislation. 

We supply copies of archives to people who: 

• have received a quotation for the cost of the copies and have paid in full in advance for all the copies they require
• have completed and signed a copyright declaration form for each item requested or have agreed to the copyright terms as part of the online ordering process  

 We make and supply copies of material from archive collections unless:  

• there is a statutory exemption prohibiting copying 
• the owner of the collection has placed a restriction on copying
• copying is likely to cause physical harm to the archives  
• copying is likely to cause an infringement of copyright legislation  

Access for groups of people

We welcome visits from any interested groups including adult learners, community groups or leisure interest groups and welcome enquiries from schools, colleges and universities.  

We do usually charge for group visits. Details are available, along with a booking form, on request.

Access to archives containing personal information

We deal with subject access requests under current Data Protection legislation and requests for information under current Freedom of Information legislation and Lancashire County Council procedures. We refer the request to the appropriate data controller or information officer and inform applicants about the progress of their requests. 

Where access to information from records not yet fully open is granted by the data controller or information officer, we may supply copies of the information for a fee.    

Access standards

Lancashire Archives and Local History is an Accredited Archive Service. We are committed to giving a high standard of service at all times.

If you visit Lancashire Archives and Local History in person we will: 

• be friendly and helpful at all times 
• inform you of relevant policies, procedures and charges 
• protect your personal data in accordance with the General Data Protection Regulation and the Data Protection Act 2018
• provide lockers for the security of your personal possessions and papers that are not allowed into the secure area of the searchroom provide lists, indexes, guides and reference books to help you identify, use and understand the records you need
• assist you to identify the material you need to consult, and do our best to answer your questions
• provide professional advice about the archives we hold and how to use them for your research 
• produce material on demand until 30 minutes before closing time, aiming to produce documents within 20 minutes of your request or to tell you why we can’t 
• provide copies of documents and recordings for you, wherever possible, for a fee, in accordance with our copying policy and current charges, or explain to you why an item is unsuitable for copying 

 If you contact us by letter or email we will: 

• respond to your enquiry within 5 working days of receipt (10 for more complex enquiries) and forward copies within 5 working days of payment.  
• suggest alternative appropriate avenues of research if we are unable to help 
• respond to your enquiry in compliance with relevant legislation  

If you contact us by phone we will:  

• respond in a friendly and professional manner and tell you to whom you are speaking  
• answer basic enquiries at once or phone you back within an agreed time  
• invite you to forward more complex enquiries by letter or email, or to visit in person 

If you visit Lancashire Archives and Local History we expect you to: 

• Register for an ARA Archives Card and bring your ARA Archives Card each time you visit. You need this in order to use original documents   
• Follow our Searchroom Rules and agree to observe them  
• Handle all documents and books with care using any protective materials, book supports or weights provide and follow any instructions from staff
• Tell us clearly and concisely what you want, or what you are trying to find out. We can only help you if you give us enough information to understand and answer your enquiries 
• Treat us as courteously as you would like us to treat you 
• Help us to improve our service by telling us what we do well and not so well 

If you are unhappy with any aspect of our service we want to know:

• Please talk to the Searchroom Manager or the duty archivist who will try to sort things out
• If you are still not satisfied, please ask to speak to the Archives & Resources Manager, Alex Miller; or write to him at Lancashire Archives and Local History, Record Office, Bow Lane, Preston, PR1 2RE (email: archives@lancashire.gov.uk) 
• If you feel that your complaint has still not been resolved please ask for an official Lancashire County Council complaint form
• You can also make any compliments, comments and complaints about our service through the Lancashire County Council website

Widening access and engagement

We are committed to widening enjoyment and understanding of Lancashire’s archives in all sectors of the community. 

We offer an annual programme of talks, events and exhibitions every year to promote the archive collections and to encourage new people to enjoy and explore their heritage. We use digital resources and social media and are always looking for innovative ways to engage with new and existing audiences.  

We contribute to the wellbeing of our community by providing opportunities for people to enjoy culture and heritage and to live healthy lives through engagement with Lancashire's archives. 

We welcome interest from the media. Facility fees may be payable and an acknowledgment will be required.         

We welcome the views of all our users, potential users and other stakeholders and collect, monitor and evaluate all feedback to improve service delivery and to meet their needs. We seek their views in a variety of ways including feedback forms, monitoring forms for new users, focus meetings, and occasional user surveys.

Policy version information

2007, revised February 2014 and February 2017 

Approved by Julie Bell, Head of Libraries, Museums, Culture and Registration, 28 Feb 2017  

Revised 2020 

Approved by Lancashire County Council Cabinet,11 June 2020  

Reviewed and updated August 2023 

Approved by Steve Lloyd, Head of Cultural Services, 24 October 2023