| 1 | Welcome |
| The Chair extended a warm welcome to all to DIS and especially to Michelle Kingston. |
| 2 | Tribute to Bryn Parry |
| The Chair paid tribute to the late Bryn Parry, the first Chair of ACW, and a minute's silence was observed in his memory. |
| 3 | Apologies |
| E.W. Thomas (UW Bangor); A. Rhydderch (Gwynedd); H. Malaws (RCAHMW), G. Evans (NMGW), C. Orr (Pembroke). |
| 4 | Resignation of Chair |
| ME explained that following her recent appointment to CyMAL, and to avoid any conflict of interest, she would have to resign as Chair and as a member of ACW with immediate effect. It was agreed that ME should vacate the chair after item 11 on the agenda and that SE as Vice Chair should take the Chair |
| 5 | Introduction to Michelle Kingston |
| NJ formally introduced Michelle Kingston who was taking over from Rob Baker. |
| 6 | Presentation by Steven Jones |
| SJ gave a presentation on the Proposed Framework of Standards for the Inspection of Archive Repositories and Services and outlined the next phase in the consultation process. SJ and NJ took questions. |
| 7 | Matters arising from the minutes |
| 7.1 | Subscriptions |
| GJ noted that some subscriptions were still outstanding. | |
| 7.2 | Funding for archive strategy |
| ME had discussed this with Liz Rees. It was agreed that GJ should write to the Society of Archivists requesting financial assistance following receipt of a quote from the printers. | |
| 7.3 | WERM |
| ME had tried to contact Anthony Sawyer without success to find out more about WERM. It was agreed that ME should try again to contact him. | |
| 7.4 | Motorway Archive |
| GJ reported that the Motorway Archive was to be divided among the appropriate record offices. | |
| 7.5 | Parish registers: Mormon microfilming/digitisation |
| GJ reported that there was a need now to arrange a meeting between NLW, CRO and the Mormons to discuss options in the early Summer. | |
| 7.6 | British Standards Institution representative from Wales |
| ME had failed to get any information about the British Standards Institution. SJ thought that it was a committee on the provisions of BS 5454. It was agreed that SJ should contact Susan Healey to get more information about British Standards Institution. RW was appointed to represent ACW on the BSI. |
| 8 | Chair's report |
| 8.1 | CyMAL |
| ME reported that she had attended a CyMAL Implementation Group meeting which was mainly concerned with the new building (now completed) and the disposal of CMW property in Cardiff. The Implementation Group had now been dissolved since CyMAL would come into existence on 1 April. The timetable for the appointment of CyMAL staff had slipped; membership of the Advisory Panel would not be published until April. | |
| 8.2 | Digital Preservation seminar at TNA |
| ME reported that this was an excellent meeting. MLA had given money to English regions to explore digital preservation issues. TNA had also circulated details of a meeting to set up a digital preservation working group which ACW should send a representative to. It was agreed that Paul Sillitoe should represent ACW. |
| 9 | Vice Chair's report |
| Nothing to report. |
| 10 | Secretary's report |
| Nothing to report other than what has been raised in the minutes. |
| 11 | ADO's report (circulated to members before the meeting) |
| 11.1 | 'New Direction' conference at Llandrindod |
| EJ reported that this had been very successful event and that it would be possible to hold a similar meeting next year to last longer than a single day (at an estimated cost of about £150 pr person) | |
| 11.2 | Archive Awareness Campaign (details circulated to members before meeting) |
| It was agreed that EJ would carry out the work that she did for last year's Archive Awareness campaign. It was agreed that members should contribute events to the campaign. | |
| 11.3 | Archival Strategy |
| EJ pointed out that following her appointment to CyMAL she could not play a further role in progressing the strategy. ME also pointed out that since the last ACW meeting, and following a meeting with Linda Tomos, the strategy had been substantially redrafted but that changes still needed to be made to the records management and electronic records sections. It was agreed that a working group to be convened by Rowland Williams should finalise the text by the next meeting of ACW and that the strategy should be reviewed three years after adoption of the final text. |
| 12 | Chair and Vice Chair |
|
ME vacated the chair and SE as Vice Chair took over. GJ explained that no formal nominations for the Chair had been sought since this was not an AGM. As the current Vice Chair (SE) was standing down at the end of the meeting (as stated at the last meeting), and as no name had been proposed in the meantime for the post of Vice-Chair, there was a need to find a new Chair to fill the gap until the next AGM in November. KM was proposed and he accepted the nomination as agreed for the period until the next AGM in November.
The post of Vice Chair was also vacant (see Minute 10 of meeting held 14 November 2003). There were no nominations. It was agreed to defer election of Vice Chair until the next meeting. Nominations should reach GJ a week in advance of the meeting. |
| 13 | ACW Constitution (circulated to members before meeting) |
|
It was agreed (i) to place more emphasis on records as opposed to archives (ii) to change the name from Archives Council Wales/Cyngor Archifau Cymru to Archives and Records Council Wales (ARCW)/Cyngor Archifau a Chofnodion Cymru (CACC) (ii) to offer co-opted membership status to WERM (iii) that HE membership should be defined as 'any HE institution that employs an appropriately qualified professional' (iv) that GP and GJ should revise the draft by the next meeting |
| 14 | Any Other Business |
| 14.1 | SJ announced that TNA will issue a report on its consultation exercise |
| 14.2 | A bouquet was presented to EJ and she was thanked for all her hard work |
| 15 | Date of next meeting |
| The next meeting will be held on Friday 23 July at Llandrindod. |
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