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