ࡱ> 786ܥhc e)k$ddggvhvhvhhhhhh h(h|hjr:i(bixixixijjj jjjjjjjFkXkOjvhjxijjjjjggxi:ijjjjgxxivhxiji:FhhggggjjjjWillpower Information Information Management Consultants 27 Calshot Way Enfield, Middlesex, EN2 7BQ Tel: 0181-372 0092 Fax: 0181-372 0094 Email: ArchSurv@Willpower.demon.co.uk 1 Identification Name of institution and postal address of archives departmentContact namePositionTelephone number Fax numberE-mail address2 Contents of the archives 2.1 If your institution holds archive collections, as defined in note 2.1, other than the institutions own archives, please skip this question and go to 2.2. Otherwise, please tick one of the following boxes. We have returned the JISC/TFPL survey on institutional archives earlier this year. (If you tick this box, you need not complete the other questions, but comment in section 8 if you wish and then send back this form as a null return.) We have not returned the JISC/TFPL survey on institutional archives earlier this year, and the following answers apply to the archives of our own institution. 2.2 Current holdings and growth rates Number of collections (see note 2.2)Total extent now (linear metres)Change in total extent in the past 5 years (e.g. +16 m)Permanently retained archives of your own institution, including any predecessor bodiesOther archives, personal papers and manuscripts, treated as collectionsOther papers and manuscripts, not treated as parts of collections2.3 Is there a written acquisition and retention policy? Yes(No( 3 Cataloguing and listing 3.1 What percentage of the total number of collections shown in  REF _Ref390610271 \r \h 2.2 above is catalogued at collection level, i.e. a catalogue entry exists for the collection as a whole? 3.2 What form do these collection-level catalogue records take? (Show the percentage of records of each type. These may add up to more than 100% because the categories include standards for both content and format and are therefore not mutually exclusive.) MARC%MAD%MODES Plus%MARC-AMC%ISAD(G)%Local style %SGML(EAD)%SGML(TEI)%HTML%Other standard(s) (specify)%3.3 What percentage of the total holdings is catalogued or listed, and indexed, at each of the following levels below collection or fonds? (See note 3.1 for definitions of levels) Series levelFile levelItem/piece levelUnlisted/ uncataloguedListed/cataloguedCalendaredIndexed by person and organisation namesIndexed by place namesIndexed by subjects3.4 What form do these lower-level catalogue records take? (Show the percentage of records of each type. These may add up to more than 100% because the categories include standards for both content and format and are therefore not mutually exclusive.) MARC%MAD%MODES Plus%MARC-AMC%ISAD(G)%Local style %SGML(EAD)%SGML(TEI)%HTML%Other standard(s) (specify)%3.5 Which, if any, of the following standards do you use or plan to use for forms of name for corporate bodies, persons and families. (Tick appropriate boxes.) Use nowPlan to useISAAR(CPF): International Standard Archival Authority Record for Corporate Bodies, Persons and FamiliesAACR2: Anglo-American Cataloguing Rules, 2nd editionNCA rules 1997: National Council on Archives. Rules for the construction of personal, place and corporate names, 1997Other standard(s) (specify)3.6 What standards, if any, do you use for the choice and form of place names? 3.7 What standards, if any, do you use for subject indexing or subject classification? 3.8 What software, if any, do you use for editing and searching your catalogues and lists? 3.9 For what percentage (by extent) of your holdings are lists available remotely in the following ways? Lists of collectionsLists of contents of collectionsLists deposited at NRA or NRA(S)%%In published guide(s) %%Lists on the Internet%%Copies of lists available from you%%Other (specify) %4 Storage accommodation 4.1 What percentage (by extent) of your holdings is stored in each of the following? Dedicated archive storage%Storage space shared with the library%Storage space shared with other department(s)%Off-site storage%Other (specify)%4.2 If you have a dedicated archive store: What is its floor area? What volume of archives How full is it? can its shelving accommodate? 4.3 Do you have a copy of the British Standard BS5454:1989 Storage and exhibition of archival documents? 4.4 What percentage (by extent) of your holdings is stored in accommodation with the following features: Continuous monitoring of temperature %Constant temperature in the range 13 to 18 C, or other ranges specified in BS5454 for materials other than paper%Continuous monitoring of humidity%Constant relative humidity in the range 55 to 65%, or other ranges specified in BS5454 for materials other than paper%4.5 How satisfactory is your storage accommodation overall? (Tick one box in each row. Be guided by the requirements of BS5454.) PoorFairly poorAverageFairly goodGoodStructure and material of buildingCustody and securityFire precautionsEnvironmentLightingStorage and production equipment (particularly shelving)Packing for storage (Containers, boxes, etc.)Separate or additional provision for multimedia and photographic collections, which need different conditions from paperWhat aspects most need improvement to make your storage comply with BS5454?5 Conservation 5.1 What percentage (by extent) of your holdings falls into each of the following categories? Deteriorating and worth physical preservation: urgent treatment needed%Deteriorating and only worth preserving content: copying required%Should be treated for long-term preservation or to repair damage, but not urgent%Condition adequate and stable: no treatment required%Condition has not been assessed%5.2 Are the figures in  REF _Ref390613614 \r \h 5.1 based on an assessment by an archival conservator? 5.3 Has a condition survey been carried out? 5.4 Does your institution have its own facilities for archival conservation? 5.5 Does your institution use an external conservation service? 6 Staffing 6.1 How many full-time equivalent staff work on the archives collection? Number nowChange (+or-) in the past five yearsProfessional staff excluding conservatorsPermanent (established)Temporary (project or contract employment)Professional conservation staffPermanent (established)Temporary (project or contract employment)Non-professional staffPermanent (established)Temporary (project or contract employment)6.2 Is there a dedicated office area for archives staff?  6.3 If so: what is its floor area? How many staff places are there? 6.4 Is there an archives workroom, separate from the office, for jobs such as sorting, listing, packing, copying and minor repairs?  6.5 If so: what is its floor area? How many staff places are there? 6.6 Do the archives staff share work areas and equipment with the library? 7 Access and use 7.1 What percentage of the archival reading area is of each of the following types? Dedicated archive reading room%Designated area within a library reading room%Reading area shared with the library%Reading area shared with staff office or workroom area%Other (specify)%7.2 If you have a dedicated or designated archive reading area: What is its floor area? How many reader places are there? What is the average area On what percentage of days is the of working table surface reading area full (all the places per reader place? occupied simultaneously)? 7.3 How many reader visits are there to the archives each year? (Count one visit per day per reader, even though they go in and out several times) 7.4 How many enquiries do you How many production units do answer each year by phone, you deliver to users each year? fax, letter or electronic mail? (See note 7.4) 7.5 How important is each of the following factors in limiting the use of your material? (Tick one box in each row.) UnimportantFairly unimportantAverageFairly importantImportantThe material is specialised with a small number of potential usersInadequate documentation makes finding material difficultThe archive is not widely knownInadequate storage makes production of material difficultThe physical condition of material requires that use be limitedLack of equipmentLack of accommodation for usersLack of staffWhat aspects most need improvement to make your archive more accessible and increase use?8 Comments Your comments on any of the matters covered by this questionnaire will be most welcome. Include any remarks on the accuracy or reliability of the figures you have provided, and note any recent or forthcoming policy changes or forward plans that affect them. If there are any factors that you consider important that have not been covered, please describe them here or attach comments on a separate sheet if you prefer.  Questionnaire completed by Date Thank you very much for completing this questionnaire. Your answers will help us to identify how resources can best be used to improve the state of archival collections in British universities. Please return the questionnaire to Willpower Information at the address on the first page, using the envelope provided. 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