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Records Management for Museums and Galleries: An introduction

Charlotte Brunskill, Paul Mellon Centre for Studies in British Art and Sarah Demb, Museum of London, UK

Chandos Information Professional Series

This book will doubtless prove to be a useful guide for those responsible for records management in the museum and gallery sector.
Australian Library Journal

 - gives practical and tested solutions to real world issues
 - fills a gap in the literature as a handbook in this important sector
 - provides an overview of the sector as a whole
 - applicable to both European and North American contexts
 - points readers to additional useful resources

The systematic management of records is an important activity for ‘information businesses’ such as museums and galleries, but is not always recognized as a core function. Record keeping activities are often concentrated on small groups of records, and staff charged with managing them may have limited experience in the field.

Records Management for Museums and Galleries offers a comprehensive overview of records management work within the heritage sector and draws on over a decade of experience in applying fundamental principles and practices to the specific circumstances of museums. It introduces readers to the institutional culture, functions, and records common to museums, and examines the legislative and regulatory environments affecting record-keeping practices. The book is comprised of eight chapters, including: a history of records keeping in the UK museum and gallery sector; the basics of records management; making a business case for records management; requirements of legislation for records management; how to conduct a records survey; strategy and action planning; how to develop a file plan, retention schedule and records management programme; and a guide to useful additional resources.

ISBN 1 84334 637 0
ISBN-13: 978 1 84334 637 1
April 2012
278 pages  234 x 156mm  paperback  
£49.50 / US$85.00 / €60.00

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About the authors

Charlotte Brunskill is Archivist and Records Manager at the Paul Mellon Centre for Studies in British Art (sister institution to the Yale Centre for British Art). Before this, she spent seven years at the National Portrait Gallery where she was responsible for establishing, from scratch, a comprehensive records management and archive programme. Charlotte has published numerous articles and taught records management. She holds a Master’s degree in Archive Administration and Records Management from University College London, UK.

Sarah R. Demb is the first Records Manager at the Museum of London and is also responsible for its institutional archive. Previously, she was advisor to the London Museums Hub, and held similar posts for museums at Harvard University and the Smithsonian Institution. Sarah trains, lectures and publishes on museum archive and records management, and presents regularly at conferences. She holds a Master’s degree in Library and Information Science from the University of Texas at Austin, USA.

Titles which may also be of interest:
Engaging Students with Archival and Digital Resources
Libraries and Archives
Records Management and Knowledge Mobilisation
Record Keeping in a Hybrid Environment
Building a Successful Archival Programme
Managing Archives

Contents

The history of record keeping in the UK museum and gallery sector
Charlotte Brunskill
 - History
 - Record keeping in museums: roles
 - Record keeping in museums: record types
 - Notes

Records management basics
Sarah R. Demb
 - Introduction
 - What is a record?
 - What is records management?
 - The ‘difference’ between archives and records management
 - Basic records management concepts
 - Notes

Making a business case for records management
Sarah R. Demb
 - Introduction
 - Compile a business case
 - The importance of communication
 - Notes

Legislation and records management requirements
Charlotte Brunskill
 - Introduction
 - Public Records Acts 1958 and 1967
 - Local government legislation
 - Data Protection Act 1998
 - Freedom of Information Act 2000
 - Environmental Information Regulations 2004
 - Other relevant legislation
 - Notes

The records survey
Charlotte Brunskill
 - Why conduct a survey?
 - Pre-survey: the importance of planning
 - The survey: issues and tips
 - Post-survey: analyse, summarise and report

Strategy and action planning
Sarah R. Demb
 - Introduction
 - Why to plan
 - How to plan
 - How to make the plan into a strategy
 - Planning for required resources
 - Notes

Developing a file plan, retention schedule and records management programme
Charlotte Brunskill
 - Introduction
 - The file plan
 - The records retention schedule
 - Implementing a records management programme
 - A final word
 - Notes

Resources
Sarah R. Demb
 - UK legislation and regulations
 - Spoliation and repatriation
 - Professional bodies
 - Discussion lists
 - Useful guidance and training
 - Standards
 - Bibliography

Appendices: policies, forms and checklists
 - Risk assessment template and scoring framework
 - Business case example
 - Sample data protection survey form
 - Museum record series commonly containing personal data
 - Sample data protection policies
 - Sample data protection statements
 - Data subject access request form
 - Sample records management policy
 - Museum record series commonly containing environmental information
 - Records survey questionnaire forms
 - Supplies checklist template
 - Sample records transfer instruction and forms for staff