Archive Collections Policy

Collecting records enables us to support openness and transparency and helps ensure the local authority is accountable for its actions. Collecting records also supports research, meeting the needs of the general public and academic and research communities.

Under sections 53 and 54 of the Local Government etc (Scotland) Act 1994, the Council is empowered to make proper arrangements for the preservation and management of any records which have been transferred to them, created or acquired by them in the exercise of any of their functions or otherwise placed in their custody by way of gift, purchase, indefinite loan, or temporary deposit.

Perth & Kinross Council Archive has been approved by the Keeper of the Records of Scotland as a place of deposit for records under his charge and superintendence.

Perth & Kinross Council Archive will not seek to represent any particular historical, political, religious or other viewpoint in its acquisition of records, but to reflect as objectively as possible all aspects of Perthshire and Kinross-shire’s past and present.

Acquisitions policy

Perth & Kinross Council Archive aims to preserve and make accessible in accordance with current legislation, directives and national guidelines*:

  • the records of Perth & Kinross Council and its predecessors which relate to their core functions and statutory duties
  • records received by gift, purchase, temporary or indefinite loan of individuals, families, estates, societies, organisations, institutions, industry and business which are of legal, historical or cultural significance and which relate to Perthshire and Kinross-shire
  • records deposited by the Keeper under his charge and superintendence

Acquisition priorities

Our acquisition priorities are to:

  • transfer to the Archive non-current records still held within the Council and considered suitable for permanent preservation
  • acquire records from private individuals and organizations that will increase the range and depth of the collections held by Perth & Kinross Council Archive
  • acquire those records of Perth & Kinross Council predecessor authorities that are currently held in other archive services

Acquisition terms

Before acquiring records, Perth & Kinross Council Archive requires that:

  • all records be non-current
  • official records be covered by a disposal schedule
  • the depositor is authorized to transfer title to material and signs a deposit or gift agreement
  • the material is unique
  • its authenticity and integrity are documented
  • its historical/archival value can be demonstrated
  • it is in a reasonable physical condition
  • Perth & Kinross Council Archive has the facilities to be able to care for the records properly
  • the records be free of legal encumbrances or excessive access restrictions which will diminish its research potential
  • the records either become the property of the Archive by gift or purchase or its responsibility as an indefinite loan, to be administered as it sees fit**

Acquisition restrictions

Perth & Kinross Council Archive does not collect records that relate to areas outside Perthshire and Kinross-shire. Unless there is a local connection, such records will be transferred to the appropriate repository.

Perth & Kinross Council Archive will accept records in all media, although film and video may be more appropriately stored at the Scottish Screen Archive.

Perth & Kinross Council Archive will not normally accept three-dimensional artifacts, and will usually advise that they be referred to Perth Museum & Art Gallery.

When advising potential depositors, Perth & Kinross Council Archive will draw attention to the existence of other repositories with similar or overlapping interest, to ensure that material is offered to the most appropriate institution.

De-accessions

In some cases, records held by Perth & Kinross Council Archive may fall outside this acquisition policy. Such records may be de-accessioned, ensuring that records are held only in the most suitable repository, and provide space for collections that fall within this policy.

Material will be de-accessioned by transfer to a more suitable repository, sold, returned to the original owner, or destroyed.   For deposited material, the owner’s consent will be obtained before any action is taken. Records owned by the Council may be sold, transferred or destroyed without further consultation with the donor.

Any proceeds from the sale of such records will be used by Perth & Kinross Council Archive to fund the purchase of acquisitions, or for conservation of collections.

* Data Protection Act 1998; Freedom of Information (Scotland) Act 2002; Copyright, Designs & Patents Act 1988 and subsequent EU directives; Environmental Information (Scotland) Regulations 2004

** See Perth & Kinross Council Archive Terms and Conditions of Deposit

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