Collections Care and Conservation 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.
Purpose of the Policy, monitoring and review
1.1 This policy forms part of the suite of policies relating specifically to the collections held by Lancashire Archives. It should be read in conjunction with the Collections Management Policy, which describes the statutory and legal basis for Lancashire Archives, the preservation and management of its collections, the framework of standards within which it operates and the code of ethics followed by staff caring for and working on the collections.
1.2 The Collections Care and Conservation Policy outlines the strategic approach of Lancashire Archives in caring for and conserving its archive collections to ensure that they will be available for future generations to use and enjoy. It provides a comprehensive statement on the preservation of the archive collections and communicates the principles that guide the conservation activities necessary for their long-term protection and security.
1.3 The Collections Care and Conservation Policy provides a framework to aid managerial decisions on future development, a source of information to staff who share a common responsibility in caring for the collections, a statement of commitment to archive users and depositors, a supporting document to facilitate funding applications, and a benchmark to improve standards and measure performance.
1.4 The following British Standards underpin this policy:
BS 4971:2017 Conservation and care of archive and library collections;
PAS 197:2009 Code of practice for cultural collections management;
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.
1.5 The Archives Service Manager, the Senior Archivist and the Archive Conservators are responsible for developing the Collections Care and Conservation Policy and for ensuring that it is implemented, monitored and reviewed.
1.6 The Archives Service Manager is responsible for ensuring that there is adequate funding for collections care and conservation at Lancashire Archives and sufficient trained staff with appropriate knowledge to accomplish long-term objectives in this area.
1.7 We will review this policy no later than 5 years after the date of approval.
Collections Care and Conservation principles
2.1. Lancashire Archives stores archival material, whatever its nature or format, in secure and suitable accommodation with appropriate environmental conditions and environmental monitoring.
2.2 We follow relevant national standards and best practice, and a professional code of ethics, in all aspects of collections care and conservation
2.3 We adopt a risk management approach to collections care and conservation, with an ongoing programme of benchmarking, condition surveys and assessment followed by appropriate remedial action.
2.4 We provide access to archives, while ensuring their protection and minimising the risk from handling.
2.5 We care for our born-digital and digitised collections in accordance with our Digital Preservation Policy
2.6 We carry out remedial conservation work, using appropriate techniques to stabilise and slow down further deterioration with the minimum of intervention.
Accommodation for the archive collections (including fire safety)
Lancashire Archives aims to fulfil the recommendations of BS 4971:2017 Conservation and care of archive and library collections; and BS EN 16893: 2018 Conservation of Cultural Heritage – Specifications for the location, construction and modification of buildings and rooms intended for the storage or use of cultural heritage collections.
3.1 The archive collections are housed in purpose-built accommodation comprising eight strongrooms in two linked buildings. The 1988 addition was described as ‘one of the very few repositories to have implemented the [BS 5454] recommendations in full¹'
3.2 In the strongrooms archive collections are stored, according to their physical nature and condition, on clearly-labelled mobile and static steel shelving, wall-mounted metal map racks, and in plan chests and drawers.
3.3 Lancashire County Council's Facilities Management Service inspects and maintains the buildings and implements regular testing and servicing of the fire detection and alarm systems.
3.4 All 8 strongrooms are constructed to withstand fire and are fitted with 4-hour fire doors. Smoke detectors are located throughout the building and an automated fire detection and alarm system, compliant with BS 5839-1:2017 Fire detection and fire alarm systems for buildings. Code of practice for system design, installation, commissioning and maintenance, is linked to the Lancashire Fire and Rescue Service. Automatic fire extinction is not installed because of the controls in place, and because of proximity to the fire station. In the event of a fire, an automated system of dampers stops airflow in the trunking of the air-conditioning system.
3.5 Lancashire County Council's Fire Risk Assessment for the record office buildings considers the risk to the archive collections as well as to staff and visitors, and documents the measures in place to minimise the risk of fire. It is held by the Facilities Management Service.
3.6 The onsite storage accommodation is approaching capacity. We have procured offsite archival storage accommodation compliant with BS EN 16893:2018, and will use it for little-used collections and/or collections for which surrogates are available.
¹ Archive Buildings in the United Kingdom 1977-1992 the Royal Commission on Historical Manuscripts, 1993
Security of the archive collections
Appropriate levels of security reduce the risk of vandalism and theft.
4.1 External security is provided by a perimeter fence and gates, which are padlocked after hours. There is security lighting and surveillance by video-recording infrared cameras monitored by Lancashire County Council. An intruder alarm is provided to meet the requirements of DD 245:2002 Code of practice for the management of false alarms and PD 6662:2000 Scheme for the application of European standards for Intruder Alarm systems. It is auto linked (via a red care auto dialler) to CHUBB Central Monitoring Station and then in turn to an external security company.
4.2 All doors are fitted with appropriate locks. Access to the staff and strongroom areas is restricted to relevant staff and operated by electronic security badges.
4.3 Lancashire Archives subscribes to the Archives and Records Association Archive Card. Everyone visiting Lancashire Archives is required to log in and out of the building. We issue badges to volunteers and accompany visitors at all times.
4.4 Searchroom staff operate a security barrier to allow access to and from the secure area of the searchroom where archives are consulted.
4.5 We provide lockers so that visitors can secure their personal possessions and do not bring large items and bags into the secure area of the searchroom.
Environmental control and monitoring
Lancashire Archives aims to provide environmental conditions which conform with BS 4971:2017 Conservation and care of archive and library collections and BS EN 16893:2018 Conservation of Cultural Heritage – Specifications for the location, construction and modification of buildings and rooms intended for the storage or use of cultural heritage collections.
5.1 Air-conditioning systems, replaced in 2011, operate in both buildings. Lancashire County Council's Facilities Management Service maintains the plant and undertakes remote monitoring of temperature and relative humidity in the each of the eight archive strongrooms and the public areas.
5.2 Archive conservators also use electronic thermohygrograph data loggers programmed to capture environmental monitoring data every 30 minutes. We check these readings daily and analyse them monthly. Key archive staff receive emailed alerts if readings fall outside desired parameters.
5.3 Detailed investigation is made and corrective action taken if readings make a significant excursion outside the desired parameters of 35%-55% RH (relative humidity) and 14°C-20°C.
5.4. In order to reduce the risk of UV and light damage the archive storage areas have no windows. Energy-efficient artificial lighting has automatic emergency mechanisms and the fluorescent tubes are protected by diffusers. Windows in public and staff working areas are fitted with vertical blinds. An automatic presence-detection system controls the strongroom lighting and minimises light exposure for the collections.
5.5 Lancashire Archives recognises the importance of a safe clean environment in the storage areas and the value of good housekeeping in collections care. All strongrooms are cleaned regularly, on a cyclical rota, and are inspected by the archive conservators as part of the routine monitoring of these areas. This is undertaken at least twice each week.
5.6 Pest monitoring is conducted by the placement of sticky insect blunder traps within strongrooms and storage areas. These are checked and analysed monthly so that any pest discovery can be identified, the risk to collections assessed, and appropriate corrective action taken.
5.7 At Lancashire Archives collections care is the responsibility of every member of staff. Wherever possible we survey and treat potential new accessions at source to minimise the risk of infestation and of carrying and transporting contaminated material.
5.8 New accessions are stored in the Loading Bay where we inspect and assess them for further action. We clean all dirty items and rehouse them in archival packaging materials. If we discover mould or pest activity we isolate the item or collection, and the conservation team undertakes appropriate cleaning or treatment.
Packaging and storage of the archive collections
Appropriate cleaning, packaging and storage reduces the risk of damage to the archive collections. Archival-quality enclosures, packaging and storage furniture provide protection from light, dust, handling and mechanical damage. They also provide a buffer against environmental fluctuation and aid document production and access. Within the strongrooms collections are stored on mobile and static steel shelving, wall-mounted metal map racks, and in plan chests.
6.1 Archive-quality materials are used for all enclosures, packaging and mounting. These include high quality acid-free paper and board, polyester sleeves and high purity papers for photographic enclosures, Tyvek seal bags, unbleached tape, and brass paperclips, all of which meet the technical specifications recommended in BS 4971:2017, and are purchased from reputable archive conservation suppliers.
6.2 The in-house box-making service makes most folders and boxes. A flatbed digital cutting machine and software creates both standard and bespoke packaging. This provides the optimum storage solution for the archive collections – an acid- free environment of light, but strong and stackable reusable packaging, which is safe for long-term storage, and easy for staff to handle. Supplies of standard boxes and enclosures, and polyester sleeves, are readily available for use.
6.3 We assess the physical condition of all new accessions in a designated area and provide appropriate preventive conservation treatment, including cleaning. Contaminated archive material, which has the potential to harm or infect other collections, is placed in isolation and assessed by trained conservation staff who determine appropriate treatment.
6.4 We carry out an ongoing programme of re-boxing and of cleaning and repackaging earlier accessions which are not housed to current standards.
6.5 We store archives in the strongrooms according to their physical nature and condition - on shelves, in plan chests, drawers and boxes as appropriate for their format. The location of items is clearly indicated by shelf signs and labels.
6.6 We seek to maintain a tidy and safe environment in the strongrooms. We carry out annual risk assessments and manual handling training to ensure up- to-date procedures for the safety of staff and collections.
Conservation treatments
Remedial conservation is essential for the long-term survival and accessibility of the archive collections.
7.1 At Lancashire Archives a trained and qualified archive conservator carries out remedial conservation work and conservation treatments. Work is undertaken in accordance with health and safety requirements and appropriate risk assessments, and following nationally recognised ethical and technical standards – especially BS 4971:2017 Conservation and care of archive and library collections, and the Institute of Conservation's Professional Standards and Code of Conduct 2014.
7.2 Archive conservators carry out condition surveys and audits using the Benchmarks in Collection Care assessment tool to inform the direction of conservation work. By auditing current practice, and identifying archives likely to deteriorate because of chemical or mechanical damage, we can determine future conservation priorities.
7.3 We prioritise the treatment of individual items depending on user demand, the context of the item within the collection, or its physical condition.
7.4 We assess material before undertaking conservation work in order to determine the most appropriate treatment.
7.5 We carry out reversible remedial conservation treatments with the minimum of intervention in order to retain the integrity and authenticity of the item. The future storage format, storage location, and anticipated use of the item also influence the level of treatment applied.
7.6 We record all conservation treatments and examinations through condition reports, and include photographic documentation where appropriate.
7.7 We use the CALM archive management system to record information about the physical condition of archives, and are working towards incorporating conservation requirements and treatment documentation there also.
Access and Handling
Lancashire Archives welcomes people from all sectors of the community and aims to provide access for everyone in accordance with the Lancashire Archives Access Policy and Standards.
8.1 Lancashire Archives makes catalogued archives available to all users for consultation in appropriately controlled and supervised conditions, and in accordance with the current Searchroom Rules. Uncatalogued material or archives deemed to be at risk in their present format or condition may be produced under supervision, following advice from an archive conservator. We do not produce any materials assessed as too fragile or at risk.
8.2 Access to archives is subject to legitimate closure requirements, the reasonable wishes of the depositor, and the physical condition of the item.
8.3 Lancashire Archives supports the use of surrogate copies and makes them available where the condition of the original material is unstable, or where current or anticipated use will pose a threat to its survival. We provide both microfilm and digital surrogates. Researchers are encouraged to use these to minimise handling and reduce the risk of further damage to the original.
8.4 The greatest vulnerability of archive collections is through handling. The archive conservators train both staff and volunteers in the proper handling of archives and in promoting best practice in the searchroom.
8.5 We provide equipment and training for the movement and production of archives to minimise the risk of physical damage. We also provide handling aids and guidance for the correct handling of specific materials.
8.6 We provide researchers with appropriate aids (including book cushions, protective polyester sheets, and a variety of weights) to protect books and archives, and give instruction on their use.
8.7 Lancashire Archives recognises the value of using digital technology to increase access to archives and safeguard the collections. Many archive catalogues are available remotely through the online catalogue, LANCAT, and The National Archives Discovery website. An increasing number of original Lancashire archives is also being made available online. Digitisation is carried out in line with our Digitisation Policy.
8.8 We supply photocopies and digital copies of documents in accordance with our Copying Policy to allow remote access to the collections.
8.9 Lancashire Archives recognises both the benefits of displaying archives and the risks of exhibiting original documents. Material from the archive collections is made available for exhibition in line with national and professional standards. Institutions and individuals borrowing original material for exhibition are required to comply with the terms and conditions specified in our Exhibition Loan Agreement.
Disaster planning
9.1 Lancashire Archives maintains a service-specific Emergency Preparedness, Resilience and Response Plan, which sits within Lancashire County Council's corporate plans and the Libraries, Museums, Culture and Archives plan. This ensures protection of the buildings, archive collections and staff as well as the most appropriate response to recover archival holdings and make provision for business continuity and recovery in the event of an emergency. The plan has provision for staff training and testing.
9.2 Lancashire County Council subscribes to Harwell Document Restoration Services as a Priority User. Harwell will provide recovery and emergency salvage services in the event of a disaster.
9.3 Disaster and recovery materials and equipment are located in the Conservation workshop in a designated 'Disaster Bag'. Items that should be contained in the bag are listed on a card in the front of the bag. Plastic sheeting is located in the Conservation workshop in a floor-level, brown plastic crate marked 'Emergency Plastic Sheeting'. All items are checked and monitored annually to ensure they are replaced after use or expiry.
Communication and training
10.1 Lancashire Archives provides advice and guidance on best practice and the importance of collections care to other Lancashire County Council services, outside organisations and institutions, community groups, owners of private archives and the public.
10.2 We communicate an understanding of the nature and value of archives and the importance of collections care and appropriate conservation through outreach activities and in exhibitions, publications and information leaflets.
10.3 We support and develop staff to deliver high quality services in line with the framework of Lancashire County Council’s corporate strategy, the LMCA training plan, and the Lancashire Archives Training and Development Policy. All staff and volunteers are trained in handling archives and in safe working practices and emergency procedures.
10.4 Lancashire Archives maintains active professional relationships with the archival and preservation communities and organisations in the UK, including the Archives and Records Association and the Institute of Conservation. We subscribe to membership of the National Conservation Service, which provides professional and technical advice, support and training.
10.5 This policy will be communicated to all interested parties and made available to the public on Lancashire County Council's website.