Cyngor Archifau a Chofnodion Cymru :: Archives and Records Council Wales

Cyngor Archifau a Chofnodion Cymru
Archives and Records Council Wales

Minutes of the meeting held at the National Library of Wales on 7 March 1997

Present: K Matthias (Denbigh, Chairman); S Edwards (Glam); M Ellis (HMC); G Jenkins (NLW); D Leitch (PRO); Rowland Williams (SocArch); J Watts-Williams (NLW); and (for the first part of the meeting) Robert Chell (UWAberystwyth), Louise Craven (HMC), David Jeremiah (NLW), and Linda Tomos (UWAberystwyth).

Apologies: A D Carr (UWBangor); A Lloyd Hughes (NMW); H Malaws (NMRW); David Rimmer (Gwent).

1 Networking

At the beginning of the meeting there was a short demonstration of the pages which had been drafted for the World Wide Web on the basis of the questionnaire organised by the networking sub-committee in the autumn. The meeting then went on to discuss ACW's plans for networking.

1.1 It was decided to circulate print-outs of the pages relevant to each record office for their correction and approval.

1.2 It was decided to launch ACW's site on the Web not earlier than 8 May 1997 and to invite Lord Prys-Davies to perform the ceremony in Cardiff.

1.3 It was decided to produce a few more pages and to link the site with other relevant sites such as HMC and Network Wales before the launch.

1.4 It was decided to notify the Society of Archivists in order to circulate information about the new site.

1.5 It was decided to carry out a Feasibility Study for the provision of the resources, equipment, and training required to network the local record offices. RC, DJ, LT, and JWW were requested to draft a brief for a Scoping Study which would precede the Feasibility Study. The draft would be circulated to the other members of ACW for their approval before it could be placed before the University authorities.

1.6 The need to employ consistent standards was emphasised. LC mentioned the NCA's efforts to establish recognised standards through its Networking Policy Committee. JWW was appointed to represent ACW on that committee.

1.7 It was suggested that it would be useful to involve Gordon Reid (Powys) and Elisabeth Bennett (UWSwansea) in the activities of the networking sub-committee; and to keep in touch with Gayle Evans (NMW). [See minute 3.5 below]

1.8 LT mentioned that it was intended to launch the Wales Information Society in June.

1.9 LC mentioned that the NCA Rules for Names were at the printers and that it was hoped to publish them before Easter. NLW would receive 100+ copies for distribution.

1.10 LC drew attention to the NCA Project on Finding Aids.

2 Minutes of the last meeting

The minutes of the last meeting held on 1 November 1996 were confirmed.

3 Matters arising from the minutes

3.1 >Local Government Reorganisation

3.1.1 Carmarthen: moving to another building had been postponed; a proposed application to the Lottery due the end of May; PRO was concerned about accommodation and staffing; PRO and HMC to wait for the financial year's end before pursuing the matter.

3.1.2 Anglesey: Ian Miller (WO) had visited the office; much local publicity for the poor state of the record office; DL was expecting details of the council's plans; Ian Miller was awaiting answers to some questions before placing the revised Anglesey Section 60 scheme before the Advisory Panel.

3.1.3 Cardiff: the situation much improved although the Section 60 Scheme was still incomplete; lease on the building; SE grateful for every assistance received from ACW, PRO, HMC, WO.

3.2 HMC Mapping Project

ME reported on the development of the project. The report had been sent to the Secretary of State on St David's Day. It was to be translated hopefully for circulation by 21 March. The main points arising from the survey were the need to invest in IT, to upgrade buildings, and to provide additional storage space. Finance was an area which had not been reviewed except by implication from the examination of the level of service provision. It was hoped to present the report to Lord Rothschild on 31 March.

DL mentioned the impending appointment by the PRO of a Lottery Case Officer to help archive services put together the preliminary case for lottery bids. ACW welcomed this initiative and was eager to include Wales within the Case Officer's remit.

3.3 Welsh Local Government Association

A letter from Gareth Pierce expressing the Association's interest in ACW's idea was read out. It was decided to await the outcome of the County Archivists' Group's discussion of this issue on 21 March. One possibility was to invite Mr Pierce to address the Gregynog meeting in September.

3.4 Robert Chell's Survey

The decision to enquire where Robert Chell's survey was leading and how it fits in with the similar survey carried out by HMC was confirmed.

3.5 Networking Sub-committee

It was decided to invite Gordon Reid to the next meeting of the sub-committee and to keep Elisabeth Bennett and Gayle Evans in mind [see minute 2.7 above].

3.6 Interdepartmental Archives Committee

DL reported on the Committee's activities. It was possible that the National Archives policy would be discussed at the Interdepartmental Committee's next meeting.

4 Welsh Record Office

RW drew attention to the reference in the National Archives Policy to the establishment of a Public Record Office for Wales. It was decided to ask KM and GJ to put together a discussion document for the next meeting of ACW.

5 Consortium of Welsh Library and Information Services

The Consortium [CWLIS] formed by the union of LIP (Wales) and the WRLS had invited ACW to join it and to attend its meeting to be held at DILS on 19 March. KM was appointed to attend the meeting on ACW's behalf.

6 Gregynog Meeting

It was decided to hold the meeting on 13 September 1997. Some subjects were suggested: films, 1797, the Welsh Local Government Association; and it was noted that further suggestions might arise from the Society of Archivists' meeting the following day.

7 Circulation

It was alleged that information concerning ACW business was not sufficiently well circulated among the archivists of the University. It was decided to urge ADC to inform those whom he represents of ACW's deliberations.

8 Next Meeting

Friday, 27 June 1997, 11.00

Yn ôl i'r Tudalen Blaen

1	Networking
	At the beginning of the meeting there was a short demonstration of the pages which had been drafted for the World Wide Web on the basis of the questionnaire organised by the networking sub-committee in the autumn. The meeting then went on to discuss ACW's plans for networking.
1.1	It was decided to circulate print-outs of the pages relevant to each record office for their correction and approval.
1.2	It was decided to launch ACW's site on the Web not earlier than 8 May 1997 and to invite Lord Prys-Davies to perform the ceremony in Cardiff.
1.3	It was decided to produce a few more pages and to link the site with other relevant sites such as HMC and Network Wales before the launch.
1.4	It was decided to notify the Society of Archivists in order to circulate information about the new site.
1.5	It was decided to carry out a Feasibility Study for the provision of the resources, equipment, and training required to network the local record offices. RC, DJ, LT, and JWW were requested to draft a brief for a Scoping Study which would precede the Feasibility Study. The draft would be circulated to the other members of ACW for their approval before it could be placed before the University authorities.
1.6	The need to employ consistent standards was emphasised. LC mentioned the NCA's efforts to establish recognised standards through its Networking Policy Committee. JWW was appointed to represent ACW on that committee.
1.7	It was suggested that it would be useful to involve Gordon Reid (Powys) and Elisabeth Bennett (UWSwansea) in the activities of the networking sub-committee; and to keep in touch with Gayle Evans (NMW). [See minute 3.5 below]
1.8	LT mentioned that it was intended to launch the Wales Information Society in June.
1.9	LC mentioned that the NCA Rules for Names were at the printers and that it was hoped to publish them before Easter. NLW would receive 100+ copies for distribution.
1.10	LC drew attention to the NCA Project on Finding Aids.

2	Minutes of the last meeting
	The minutes of the last meeting held on 1 November 1996 were confirmed.

3	Matters arising from the minutes
3.1	>Local Government Reorganisation
3.1.1	Carmarthen: moving to another building had been postponed; a proposed application to the Lottery due the end of May; PRO was concerned about accommodation and staffing; PRO and HMC to wait for the financial year's end before pursuing the matter.
3.1.2	Anglesey: Ian Miller (WO) had visited the office; much local publicity for the poor state of the record office; DL was expecting details of the council's plans; Ian Miller was awaiting answers to some questions before placing the revised Anglesey Section 60 scheme before the Advisory Panel.
3.1.3	Cardiff: the situation much improved although the Section 60 Scheme was still incomplete; lease on the building; SE grateful for every assistance received from ACW, PRO, HMC, WO.

3.2	HMC Mapping Project
	ME reported on the development of the project. The report had been sent to the Secretary of State on St David's Day. It was to be translated hopefully for circulation by 21 March. The main points arising from the survey were the need to invest in IT, to upgrade buildings, and to provide additional storage space. Finance was an area which had not been reviewed except by implication from the examination of the level of service provision. It was hoped to present the report to Lord Rothschild on 31 March.
	DL mentioned the impending appointment by the PRO of a Lottery Case Officer to help archive services put together the preliminary case for lottery bids. ACW welcomed this initiative and was eager to include Wales within the Case Officer's remit.

3.3	Welsh Local Government Association
	A letter from Gareth Pierce expressing the Association's interest in ACW's idea was read out. It was decided to await the outcome of the County Archivists' Group's discussion of this issue on 21 March. One possibility was to invite Mr Pierce to address the Gregynog meeting in September.

3.4	Robert Chell's Survey
	The decision to enquire where Robert Chell's survey was leading and how it fits in with the similar survey carried out by HMC was confirmed.

3.5	Networking Sub-committee
	It was decided to invite Gordon Reid to the next meeting of the sub-committee and to keep Elisabeth Bennett and Gayle Evans in mind [see minute 2.7 above].

3.6	Interdepartmental Archives Committee
	DL reported on the Committee's activities. It was possible that the National Archives policy would be discussed at the Interdepartmental Committee's next meeting.

4	Welsh Record Office
	RW drew attention to the reference in the National Archives Policy to the establishment of a Public Record Office for Wales. It was decided to ask KM and GJ to put together a discussion document for the next meeting of ACW.

5	Consortium of Welsh Library and Information Services
	The Consortium [CWLIS] formed by the union of LIP (Wales) and the WRLS had invited ACW to join it and to attend its meeting to be held at DILS on 19 March. KM was appointed to attend the meeting on ACW's behalf.

6	Gregynog Meeting
	It was decided to hold the meeting on 13 September 1997. Some subjects were suggested: films, 1797, the Welsh Local Government Association; and it was noted that further suggestions might arise from the Society of Archivists' meeting the following day.

7	Circulation
	It was alleged that information concerning ACW business was not sufficiently well circulated among the archivists of the University. It was decided to urge ADC to inform those whom he represents of ACW's deliberations.