The Mills Archive Policy Statement

The Mills Archive

Policy Statement

[Constitution] [Policy] [The Collection Process] [Public Access] [Date of this Statement]

Constitution

Name: The Mills Archive

Address for correspondence

The Mills Archive Trust
13 Littlestead Close
Caversham
Reading
RG4 6UA
UK
Tel:  (+44) 0118 947 8284

Email: info@millarchive.com

Statutory Position

The Mills Archive Trust is a charitable educational trust under English law (Registered Charity No 1091534) and will seek to abide by all current archive legislation.

Other Constitutional Foundations for the Collection Policy

Mills Archive Policy reflects that of The Society for the Protection of Ancient Buildings; by keeping careful historical records of the structure and function of individual mills we provide the historical background to inform and encourage sensitive and appropriate preservation of our milling heritage, both architectural and technological. In accordance with the wills of the owners of Foundation Collections, every attempt will be made to maintain the archival integrity of these collections when donated.

Governing Body

The Governing Body comprises seven trustees from the voluntary sector:

Mr M Harverson and Mr AC Yoward (appointed by the Mills Section of the Society for the Protection of Ancient Buildings for renewable periods of four years)
Mr JK Major; Mrs MM Cookson and Mr A Stoyel (owners of Foundation Collections)
Dr RF Cookson
AN Other (possibly someone from the Archives/Museums world; chosen by the other trustees)

Objectives

To establish and maintain a permanent record repository for historical and contemporary material on traditional mills and milling.
To ensure the records are properly cared for in an appropriate environment and such conservation as may be required is provided.
To facilitate and encourage public inspection of the records and their use in research and learning.
To use information technology to allow users not only to examine material remotely but also to add new relevant information on-line.
To comply in so far as is practicable with the appropriate standards for archives and to maintain the archive using sound financial and management principles.

Standards

The Mills Archive collections policy is based on the Historical Manuscripts Commission's Standard for Record Repositories. In addition the physical care of the archive will accord as closely as possible with BS 5454 2000. This British Standard covers matters such as the site and structure of the repository, its security from fire, damp, unauthorised entry and vandalism, the control of its internal environment, and methods of storage and display.

Official External Recognition

As it is intended that The Mills Archive will meet their Standard for Record Repositories, recognition will be sought from the Historical Manuscripts Commission.

Policy top of page

A copy of this statement will be made publicly available in the archive and on the archive website and a copy will be sent to the Historical Manuscripts Commission.

Overall policy and priorities/mission statement

The Mills Archive focuses on but is not totally restricted to traditional mills and milling and the uses of natural power. We will seek and acquire relevant historical and contemporary material and small artefacts. We are particularly interested in records relating to UK mills, millers and millwrights, as well as additions to our extensive collection of European and N American material.

By using the best modern techniques The Mills Archive:

Stores, cares for and preserves collections placed in its care
Allows researchers to search, retrieve and examine historical material and images without damaging the originals
Will be accessible remotely using the Internet (allowing researchers to access material without having to travel)
Will distribute images to interested parties, ensuring that copyright and royalty agreements are observed
Offers advice to collectors, promoting future deposits
Is building close links with existing mill archives already in the public domain with a view to sharing information and possibly resources
Actively encourages an interest in mills by developing and promoting education and information programmes

Geographical area

Subject to the overriding principle that archival integrity should be preserved as far as is practicable, The Mills Archive will concentrate on traditional mills and related activities in the UK. However, a significant proportion of our holdings relates to mills in European countries, North America, and the rest of the world and we are also particularly interested in the overseas influence of UK mills and individuals involved with them.

Subject area

Traditional mills include mills and similar structures that are or were powered by wind, water, muscle or other sources. Milling includes millwrighting and the place of the mill in social as well as technological and architectural history. [A full list of mill types is given in the NMR Thesaurus (http://www.rchme.gov.uk/thesaurus/thes_splash.htm)]

Chronological period

All periods but the main focus will be the 18th - 20th centuries.

Genre or media of records held

Appropriate storage and access facilities will be provided to allow The Mills Archive to obtain, keep and permit inspection of

Photographs, slides and negatives,
Documents (including field notes, drawings, plans etc),
Published material (including books and reports),
Computerised databases and digital images
Audio and video tape recordings
Mill-related ephemera of relevance to social history,
Small artefacts of milling relevance.

Wherever possible material will be digitised and appropriate computer facilities provided to permit detailed examination of records without disturbing originals. Protocols will be introduced to ensure that machine-readable information can continue to be accessed as technology advances. Records in other formats or media requiring special equipment for their consultation will not be acquired unless The Mills Archive has, or plans soon to obtain, the necessary equipment, or is able to arrange facilities for appropriate public access elsewhere under proper invigilation.

Cooperation and demarcation with other repositories whose collection policy overlaps

The Mills Archive does not seek to compete for material with other mill archives. In acquiring records every effort shall be made to avoid conflict and duplication with the collecting policies of such repositories, although there may be some overlap with more general repositories. In all cases we will work with other archives and donors to ensure material is placed in its most appropriate home.

The Collection Process top of page

The Mills Archive will not attempt to acquire material outside the terms of this statement of collecting policy. The Mills Archive will fully document the process of acquisition and maintain an appropriate accessions record.

Methods of acquisition

Donations and purchases are preferred to deposits on loan, although where a collection is threatened appropriate arrangements may be made. No attempt shall be made to secure the acquisition or removal of any records held in another record repository, except with the consent of the owner of the records and in consultation with the archivist in charge and governing body of that repository.

Conditions associated with accessions

It is a condition of acceptance that documents shall be available for public access either immediately or at the expiry of a specified period.

Acquisition of records will depend on the appropriateness of The Mills Archive as a suitable place for their custody and consultation and will respect the principles of archival integrity.

No records will be acquired or disposed of in contravention of the terms of any current legislation and in particular the Public Records Acts, the Manorial and Tithe Documents Rules and the Parochial Registers and Records Measure.

Before accepting records, The Mills Archive must be satisfied that the donor has proper authority or title to transfer them and in the event of acquisition by gift or loan the Governing Body and the donor or owner of the records shall fully apprise each other in writing of any terms or conditions attaching to the transfer.

A computerised accessions register shall be kept, in which essential information on the nature and circumstances of each acquisition shall be recorded. This will include the date and terms of transfer, the name and address of the donor, brief details of the records and any reference number necessary to allow the records themselves and any related documentation to be traced.

Selection and deaccessioning policy

The Mills Archive believes there should be a presumption against disposal by sale of documents in its ownership except when they are duplicates of published material. In accordance with the wishes of depositors, as expressed at the time of transfer, The Mills Archive shall evaluate and remove from the archive those documents deemed not to be worthy of permanent preservation.

In all other cases there is a presumption against the disposal, by any means, of records accepted into the record repository unless

It is found that they belong more properly with records in another repository, in which case they may be transferred there with the consent of the owner and the knowledge of both governing bodies
The repository becomes unable, either temporarily or permanently, to provide proper care for them, in which case they should be transferred, on such terms as may then be agreed in writing with the consent of the owner and of both governing bodies, to another appropriate repository with similar overall objectives
The owner requests their return.

Public Access top of page

The Mills Archive will provide on-site:

A supervised study area suitable for inspecting the records at convenient times during normal working hours by prior appointment. The health and safety of the public, and the special needs of disabled readers will be provided for.
The appropriate, properly maintained technical facilities necessary for consulting the records. Users will be encouraged to access the archive remotely using the Internet.

The Mills Archive will display publicly and on its website the regulations for public access to the records. The regulations will include details of regular opening hours, conditions for the issue of readers' tickets or Internet passwords and the provisions for the protection of the records from theft or damage during public inspection and for the prevention of unauthorised access. Members of the public entitled or authorised to inspect the records will be required to sign an undertaking to abide by the published regulations.

General restrictions on access, such as any statutory or customary time-limited closure of the records, will also be explained in the regulations. Variations to the general rule, in the case of certain categories of records or individual items, will be noted in the relevant finding aids.

Readers will be required to produce written evidence of identity, must not take coats and bags to their study places, must write with pencils only, and must not write on or trace directly from any records. Facilities (with due regard to copyright) will be available in The Mills Archive or by appropriate arrangement elsewhere for making digital, photographic or other copies of the records in question and for the certification of such copies.

All records that are open to inspection by the public will be clearly described, in publicly available finding aids, which will also be available over the Internet. Notice of every new acquisition and of any restrictions on its access or use will be made public at the earliest opportunities. The Mills Archive will systematically provide copies of its indexes to relevant repositories and the National Register of Archives maintained by the Royal Commission on Historical Manuscripts.

Date of The Policy Statement top of page

This policy statement was issued by the Trustees in January 2002. Minor modifications were made in May 2002. The statement will be reviewed as necessary and at least every three years by the Governing Body to take account of any changed circumstances.

Date of this issue of the policy statement (January/May 2002)

Date for next formal review (January 2005)