Financial Records training – 24 November 2008

As one of 25 people who attended the Society of Archivists / Business Archives Council of Scotland training day on Financial Records, I'd like to thank David Powell (BACS Surveying Officer) for organising the sessions and HBOS plc for hosting the event at their Museum on the Mound. The day was very well-structured and balanced.

In the morning we started with a very useful background talk from Alan Cameron, Convenor of the BACS, on the development of double-entry book-keeping and the ways in which it was innovatory compared to what went before, which also introduced us to the accounting equation and the stages which take us from the books of first entry to the audited accounts. Clare Paterson (Assistant Archivist (Scottish Business Archive) at Glasgow University Archive Services) and David then took us through both the main books of account and other financial records from an archivist's perspective. We learnt how to identify the various types of record and how they interrelate. Just when we might have been nearing saturation point, we were given the welcome opportunity to follow transactions through some actual financial records ourselves, from cash book or journal to the double entries in the ledger, as Clare, David, and Reto Tschan of HBOS plc had taken the trouble to look out examples of the process for us. After lunch Reto gave us an interesting insight into the way the theory of the double-entry book-keeping system was applied to the setting up of the Bank of Scotland's initial books of account, with a story of embezzlement for added human interest. We ended with the academic's perspective, with Prof. Sam McKinstry of the University of the West of Scotland giving us guidance on the information that researchers are looking for, the records which are useful to them, and the problems that they can face (largely when only sections of the full set of books of account survive). He reminded us that useful accounting information can be found outside accounting records, in board minutes and annual reports.

Since the course I have been inspired to practice following through some transactions from journals to ledgers. I will need to do some further reading to get over my haziness with credits and debits, but the course has been invaluable in giving me the confidence to start engaging with this type of record.

Claire Daniel
Assistant Archivist, Glasgow University Archive Services

The presentations and some of the practical tasks from the training event have been made available on the BACS website at www.gla.ac.uk/archives/bacs

Review of Archives and Records Management sector

You should have all received communication about consultation on proposed change options for the Society of Archivists. I hope members will engage enthusiastically with this process to ensure their voice is heard. Change can be a positive move and ensure that the Society becomes more effective for its members. We all have the opportunity to contribute to what is going on.

Some concern has been raised over the focus of the review looking at bodies that just represent England and Wales. To reassure members, I have had a meeting in the past two weeks with Peter Emmerson (Chair SoA), George MacKenzie (Keeper of the Records of Scotland), John Chambers (Executive Director SoA) and Peter Anderson (Deputy Keeper of the Records of Scotland and former Chair SoA) where we looked at changes and were able to inform Peter and John about things happening in Scotland and differences from England and Wales. It was a very positive meeting that will be continued on a 6 monthly basis.

Alison Diamond and I also attended a regional and special interest group officers training on Wednesday 12th November where the changes were discussed with Peter and John in attendance. Again this was a very positive meeting where constructive thought and criticism, as well as a positive push for change were expressed. We also met our colleagues from SoA Ireland and we hope to learn from some of their projects and share national perspectives on the changes.

This is something that we will discuss at the meeting on Monday 24th November at HBoS. I will also be happy to update anyone on the meeting I had and what was discussed at the training event. We are lucky to have three of members of Council within Scotland including Caroline Brown who is on the executive committee for SoAS and who is given as one of the contacts for responses.

Contact details:
c.z.brown@dundee.ac.uk
or by post to Archive Services, University of Dundee,
Dundee, DD1 4HN

Caroline will be co-ordinating responses and can only accept written submissions preferably by email. Katy Goodrum, Vice Chair of the Society will be taking a lead on this proposal, supported by members of council and, of course, Society members.

The more of us that respond, then the more the perspective, opinion and ideas from Scotland can be shown.

I look forward to seeing you at the meeting on the 24th November.

Rachel Hosker, SoAS Chair

Scottish Region new students event

On 30 October 2008 the Scottish region hosted a short panel session for the new students on the Glasgow and Dundee archive courses. The session centred around job applications and entering the job market.

Rachel Hosker (Scottish Borders Council) spoke about the importance of gaining relevant experience and then selling those skills as part of the application process - even if these were gained in non-records related jobs. Anne Grzybowski (Edinburgh University) discussed the importance of matching your skills and experience to the job specification and making sure you cover all the points mentioned. Your generic CV and covering letter is unlikely to be successful. Seonaid McDonald (HBOS) gave some pointers and provided useful handouts on interview techniques, body language and dealing with job interviews that may require presentations. The students then broke away into groups to discuss their approaches to some sample job applications that they had been given.

The successful session was followed by a drinks reception attended by Society members to welcome the students to the region and encourage them to join their professional society.

Thanks are due not only to the speakers but also Vikki Kerr and Sarah Hepworth who organised the event.

David Powell, SOAS Training Officer

Society of Archivists’ conference

University of York
26th – 29th August 2008

This year members of the SOAS executive group are manning a stall at the Society of Archivist’s conference. If you are attending the conference please come along and visit the stall. Information about archive services in the region will be available along with details about SOAS’s activities. Members of the executive group will be on hand to answer questions and/or to discuss ideas for future SOAS developments. More information on the conference is available online.

SOAS Meetings

The last Society of Archivists Scotland regional meeting was held on Tuesday 13th May 2008 at North Lanarkshire Archives in Motherwell. Attendees enjoyed a tour of Motherwell's Heritage Centre, including a visit up the centre's tower to admire views of Lanarkshire. Before the business meeting a lively and interesting discussion was held on Scottish archives and the role the Society of Archivists in Scotland. Issues addressed during this discussion have since been raised by the SOAS chair at a meeting with the Keeper of the Records of Scotland. This has resulted in SOAS working together with the SCA and the NAS to organize a discussion forum on specific aspects of legislation that the NAS has been tasked with reviewing, in light of recommendations from the Shaw Report.

Our next meeting will be held on 30th September 2008 at Old College, Playfair Library, University of Edinburgh. It will be joint meeting with the Records Management Society Scotland Group and will include training relating to the common issues of standards and digital preservation, emphasising how archivists and records managers can work together on these issues. It's hoped the day will provide an opportunity for members of both groups to share their experiences and make new contacts. For more details see the SOAS web pages.

Image of Motherwell Heritage Centre (c) 2008 Kenneth Cleland

Perth & Kinross Family History Fair

Perth & Kinross Council Archive is taking part in the Perth & Kinross Family History Fair on Saturday, 23 August 2008 between 10.00 am and 4.00 pm. Events are spread across a number of Perth venues this year - details of the full programme are available on Perth and Kincross Council’s website. There is even a vintage bus to get everyone around Perth in style!

Fife Council Archive Centre Drop in Days for 2008

There are no appointments on drop in days. If you are passing just drop in. There is a different theme each month with a small display.

Glenrothes 60th anniversary - 24 June at Archive Centre-, 10am-5pm and
30 June in the Kingdom Centre, Glenrothes

Maps and Plans 29 July-, 10am-7pm

Local trusts and charities 27 August –, 10am-5pm

Fife County Council’s ‘landscape maps’, 24 Sept. - 10am-7pm

Fife’s Facelift: (before and after photographs of schemes to remove coal bings) 29 October-, 10am-5pm

For more information contact Lisa Wood on 01592 583 352 or email Andrew.dowsey@fife.gov.uk

Contact details

Just a quick reminder to SOAS members to keep their contact details up-to-date with the Society so that we can keep communicating with you all! It has come to light recently that some members' email addresses are no longer active. We'd be grateful if you could also pass this message on to colleagues or friends who are not yet signed up to the blog but who are SOAS members.

Many thanks,
Susannah Waters, SOAS Publicity Officer.

SOAS AGM 2008

The Regional AGM on the 8 March 2008 was preceded by a training event on the theme of Managing Work Placements. This was in response to requests for training in this area following Henry’s recent work experience questionnaire. Don’t say we never react to members’ requests! Henry Sullivan started by presented the results of the recent questionnaire (see previous blog entry!) and was followed by Stewart Fyffe, Enterprise in Education Co-ordinator, Dundee City Council places several hundred secondary pupils into placements each year. His entertaining presentation was useful in introducing records professionals to the purposes behind work experience placements. Stewart’s handouts are available on the Scottish Regions pages

Andrew Dowsey gave a presentation on his experience of placements through the New Deal initiative. These are individuals who are looking to develop key work skills and gain experience but who do not necessarily have any interest in archives or records. However, over a 13 week placement their output can be hugely beneficial to them as individuals. For the repository, it is a chance to gain staff to continue ongoing projects, such as catalogue Dean of Guild plans, and to finish off or start small projects. Concerns were raised over unsuitable candidates being foisted onto repositories, but Andrew’s own experience showed that the pre-placement process is very careful to find suitable individuals and that the repository can halt the placement, even after it has started, if it is not working. A lively activity followed where groups designed work placements for school pupils and New Deal placements and this generated a lot of useful discussion and sharing of experience.

After lunch, the focus turned to pre-course and on-course archive placements. Adele Redhead from the Glasgow IMP course and Caroline Brown from the Dundee course set out their ideas of what they consider to be suitable pre-course experience where quality over quantity was highlighted several times as well as reference being made to the FARMER guidelines! Adele also talked about the cataloguing placements undertaken by Glasgow students. It was great to have two Glasgow students give short presentations on their own placements, highlighting both the positive and negative aspects of their placements. Again these are available on the society's webpages. A useful discussion then ensued focusing on how the courses and repositories can help one another in order to provide better placements for students.

This was a useful day for those who attended and the speaker and discussions were both entertaining and informative. A huge thank you to the speakers who gave up their time to share their experiences.

David Powell. SOA,S Training Officer

Offering Culture through Archives

Society of Archivists - Archives for Education and Learning Group
Annual Conference and AGM 2008

Wednesday 18 June 2008
10.00am – 5.00pm

Venue: Arnolfini, Bristol

SoA Members £50 / Non-Members £60
(this includes a full buffet lunch and wine and nibbles after the AGM)

Bookings are being taken through the Society of Archivists office and
payment should be made directly to them.

Contact details are as follows:
Society of Archivists, Prioryfield House, 20 Canon Street, Taunton,
Somerset, TA1 1SW
Tel: 01823 327030
Fax: 01823 271719
societyofarchivists@archives.org.uk

The conference theme relates to the Government’s recent announcement of a
Cultural Offer, which aims to provide all children and young people with 5
hours of culture a week. A detailed programme will be available soon.

The conference will explore the idea of a cultural offer for children and
young people. It will consider the impact of such a concept on the
heritage sector and on its relationship to the education sector, with
specific reference to the archive domain.

As a sub-theme, other sessions will look at specific examples of how
archives can be used to inspire creative learning. The day will conclude
with the Annual General Meeting of the Archives for Education and Learning
Group.

Keynote address:
Joe Hallgarten, Operations Manager for the Youth Culture Trust and
Education Director of Creative Partnerships.
With a background in teaching and educational policy and research Joe has
been closely involved with the proposal for this DfES/DCMS pledge. He is
now working for the Youth Culture Trust, which is a new body created to
implement the Cultural Offer for DfES and DCMS. Joe will explain the
background to the Cultural Offer and how it relates to existing
initiatives.

Bill launched to create a Scottish National Register of Tartan

On Tuesday 25 March Jamie McGrigor MSP launched a Member’s Bill to create the first ever publicly owned Scottish National Register of Tartan.

The Register will work with Scotland’s tartan experts to draw together information about tartan designs held in private hands to create a Register on a statutory basis, that will be independently held, publicly accessible and sustainable.

The Register will also help promote and preserve tartan, provide a focal point for tartan and genealogical research and interest in tartan design and production. Working with the tartan industry in Scotland, the Register will provide a springboard to promote the expertise, quality and value of the Scottish tartan industry.

The National Archives of Scotland will create and maintain the Register, with input from tartan and tartan industry experts in Scotland. The Keeper of the Records of Scotland will act as Keeper of the Register of Tartans, overseeing the Register and the registration of new tartan designs.


Image credit: George Mackenzie and Jamie McGrigor MSP at the reception to mark the introduction of the Tartan Bill © Crown copyright: NAS

Work Experience – at what level should the Society of Archivists get involved?

In September last year I as the Regional Careers Officer decided to look into what work experience was being provided in Scotland for those who wanted to find out about a career in record keeping and archive conservation. It has taken awhile but I have finally got round to compiling and reporting on the results of a questionnaire I sent round to 56 services across the country. The results were much as I expected, with lots of ‘ad-hocery’ going on, a lack of conservation and records management opportunities and the dominance of university record keeping services in providing what opportunities were available. However some of the responses for the last question on what the Society could do to improve work experience opportunities in Scotland were surprising. Only two respondents said they saw no further role for the Society (I expected more) whilst a number saw it acting as clearing house for volunteers, linking them to work experience providers and even providing them with a basic level of training, or a general induction day. These were ideas I have never thought possible considering the way the Society is run. Yet it is obvious from the questionnaire’s results that record keeping services could do with some level of support in providing work experience. In the report I have suggested the less demanding ‘training the trainer’ path, which will have a clear test case at this year’s AGM in Dundee (8 March), but I would be interested in hearing from more people about what they think is feasible or appropriate for the Society to do, and whether other bodies should be helping out too?

The other project I have finally managed to finish was the region’s very own careers leaflets. I have deliberately gone for a combined record keeping approach to ensure that career choosers realise right from the start that archives and records management are intrinsically linked. It is a departure from the established leaflets but one that I think is justified in getting across how we view our domain as opposed to how others pigeon hole what we do into either cultural heritage or information management.

Finally I should point out that my first post here as Regional Careers Officer will be my last, as I stand down at the AGM but I am sure my successor will be adding content here soon enough. The post is the only one of its kind in the Society at the moment and I have found it rewarding and valid work that I believe should be replicated across all the regions – that is if they can find people to volunteer…

Henry Sullivan, SOAS Regional Careers Officer

THE PHILOSOPHY OF THE ARCHIVE

The Centre for Archive and Information Studies at the University of Dundee, is holding an interdisciplinary conference, 'The Philosophy of the Archive' to be held in Edinburgh on Thursday April 10th and Friday 11th April 2008. This conference is part of a Royal Society of Edinburgh project 'Investigating the Archive: an interdisciplinary enquiry into the concept and role of archives'.

This conference will be relevant to theorists, archivists, philosophers, historians, literary historical critics and other discipline specific scholars, with the aim of encouraging debate and developing a critical understanding of these issues. In particular, we see this seminar as breaking down barriers between academic disciplines and challenging the insularity that sometimes characterises those working with archives.

Keynote speakers include Verne Harris, Head of Memory for Justice Programme, Nelson Mandela Foundation, South Africa and Professor Terry Cook, University of Manitoba, Canada and Dr Elizabeth Shepherd, University College, London.

The programme and registration form are available at: www.investigatingthearchive.org

SOAS blog launched

Hello and welcome to the Society of Archivists, Scottish region's new blog. This online resource replaces our bi-annual newsletter, A Scottish Accent. Information will appear here about SOAS's meetings and training events, and about projects and activities happening around the Scottish region. If you have news that you would like to share with other society members please contact SOAS's Publicity Officer who will add relevent details to the blog. Signing up to the blog means that all new items will be emailed directly to you. To do this click on the link on the left under 'Subscribe'. For more information about SOAS see http://www.archives.org.uk/thesociety/regions/scotland.html.