| 1 | Welcome |
| The Chair extended a warm welcome to all to Cardiff especially to Kim Collis who was attending his first meeting since his appointment as head of West Glamorgan Record Office. The Chair drew attention to the poor attendance at this and the last meeting. |
| 2 | Apologies |
| E.W. Thomas (UW Bangor); A. Rhydderch (Gwynedd); C. Orr (Pembroke), Sally McInnes (Soc. Arch.); D. Rimmer (Gwent); Michelle Kingston (TNA); Hilary Malaws (RCAHMW); Steven Jones (TNA); Mary Ellis (Cy MAL); R. Williams (UW Swansea). |
| 3 | Adoption of new constitution |
| The constitution was adopted after the following changes were agreed: Delete a representative from the Society of Archivists from full membership status. Add a representative from the Society of Archivists to observer status membership. Delete Records Management Group of the Society of Archivists Wales from observer status membership and replace with a representative of any all Wales Records Management Group. It was also agreed to draw up a list of all invitees to be circulated to all current full members. |
| 4 | Election of officers |
| The following were elected to serve for the year 2004-2005: Chair Kevin Matthias Vice-chair Elizabeth Bennett (elected at the previous meeting) Secretary Gwyn Jenkins Treasurer Helen Palmer |
| 5 | Annual objectives |
The following objectives were adopted for the year 2004-2005:
|
| 1 | Minutes |
| The minutes were approved. |
| 2 | Matters arising from the minutes |
| 2.1 | Correspondence received |
| Chair reported that he had written to Susan Beckley and that a reply had been received and filed. | |
| 2.2 | Strategy |
| It was agreed that the Strategy should be made available on ARCW's website together with a Welsh translation. | |
| 2.3 | Article in Local Historian |
| Chair had raised the matter with Liz Hallam-Smith of TNA and spoken to Katie Norgrove of NCA. Nick Kingsley of NCA was considering writing an article to the Local Historian addressing the problem. It was agreed that GJ should raise the matter at the next NCA meeting. |
| 3 | Chair's report |
| 3.1 | Strategy |
| The Strategy had been sent to CyMAL. | |
| 3.2 | Advisory Council |
| KM was unable to attend the meeting of Council. SE, who was present, reported that CyMAL gave information about areas of responsibilities and went through their action plan and their plans for the coming year. E-government and training was also discussed. | |
| 3.3 | Cymru'n Creu |
| KM attended a meeting of Cymru'n Creu at which cultural tourism and a National Gallery was discussed. KM pointed out to Mandy James, who is evaluating cultural institutions for Cymru'n Creu [see minute 6.1 of meeting held on 23/7/04], that archives was not included in her list of cultural activities. | |
| 3.4 | CWLIS |
| This was possibly CWLIS' s last meeting. It was reported that the ROUTES project had come to an end. KM circulated a paper which reviewed CWLIS's position. The funds of CWLIS, if it were wound up, would be used to redesign Y Ddolen and give it a web presence. |
| 4 | Vice-chair's report |
| There was nothing to report. |
| 5 | Secretary's report |
| 5.1 | Gregynog meeting |
| The meeting which was held in September, was well attended. | |
| 5.2 | NCA (report circulated beforehand) |
| GJ noted that the main point was that IDAC was the body that will carry forward the report of the Archival Taskforce; that the Welsh representatives on IDAC are Deborah Carter from the Assembly and Mary Ellis of CyMAL; and that according to a National Visitor Survey by the PSQG Wales has the highest percentage of 'Very goods' for service to users in the UK. It was agreed to highlight the 'Very Goods' for Wales and that GJ contact CyMAL to publicise it as part of their role in publicising archives. | |
| 5.3 | Newsplan |
| Newsplan was a project to microfilm newspapers in UK. Newsplan Wales's website, currently under construction, will contain information about Welsh newspapers as a whole and not just those newspapers which have been microfilmed. Work on updating the data was ongoing. A meeting to discuss Newsplan is scheduled for 14 Dec. at NLW. | |
| 5.4 | Their past Your Future |
| GJ reported that an exhibition funded by BLF and put together by the Imperial War Museum with assistance from NLW will be held in eight venues in Wales. There will be associated activities concentrating on inter-generational activities involving schools. It is hoped that archives will be involved and that there will be funding available for those record offices contributing to the project which can be claimed for capita or to employ temporary staff to undertake digitisation work. Digitisation will co-ordinated by Culturenet. | |
| 5A | CyMAL meeting |
| KM reported that this, the first official meeting between ARCW representatives and CyMAL, defined boundaries of the roles of both CyMAL and ARCW. The discussion was wide ranging and included the action plan which was discussed point by point; how can CyMAL help ARCW in its advocacy role; who initiates co-operative projects or ventures; advice from CyMAL on funding; new initiatives and ideas from ARCW; CyMAL 's role in raising standards; digitisation; and survey of backlogs. A number of points were raised about CyMAL's role and effectiveness which should be raised at the next meeting of the Advisory Council. It was agreed that: (i) ARCW should be more pro-active vis-a -vis CyMAL. (ii) notes that ARCW representatives made at the meeting should be circulated to members. (iii) that the Action Plan should be on ARCW' s website. (iv) that the Action Plan should be on the agenda of the next meeting. |
| 6 | CILIP Conference |
| GJ reported that Sue Mace of CILIP had inquired whether ARCW would like to participate in the CILIP conference scheduled for 3 March at the Metropole Hotel, Llandrindod. There would be a joint session with Alun Pugh and cross-domain sessions. There would be an afternoon session for archivists. The cost would be £30. It was agreed that: (i) a session be held for archivists on the theme Community Archives. (ii) GP to liase with Sue Mace and to invite David Mander of Hackney Archives Department, Frieda Midgley, CAAP Project Manager, and Frank Olding, Heritage Officer, Blaenau Gwent to address the meeting. |
| 7 | Representation of Records Managers on ACW |
| See minute 3 of AGM above. |
| 8 | Parish registers: Mormon microfilming/digitisation (papers circulated to members beforehand) |
|
KM read an e-mail from Jonathan Pepler of Cheshire R.O and GJ spoke to the notes of a meeting held with the LDS at NLW. It was agreed that a meeting be held to discuss the project in January and that GJ circulate available dates |
| 9 | Any other business |
| S4C had approached SE about possible sponsorship package to publicise archives in a series of eight 30 minute programs called Hel Achau. The publicity would include screen credits and a short break bumper message. The cost would be £1500. It was agreed to publicise ANW and that SE should contact S4C expressing interest and to pass on details to ML of ANW. |
| 10 | Date of next meeting |
| The next meeting will be held on 11 March at NLW. |
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