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Records Management for Museums and Galleries

Book Description

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.

  • 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

Table of Contents

  1. Cover image
  2. Title page
  3. Table of Contents
  4. Copyright
  5. List of figures
  6. Acronyms
  7. Acknowledgements
  8. Preface
  9. About the authors
  10. Chapter 1: The history of record keeping in the UK museum and gallery sector
    1. Abstract:
    2. History
    3. Record keeping in museums: roles
    4. Record keeping in museums: record types
  11. Chapter 2: Records management basics
    1. Abstract:
    2. Introduction
    3. What is a record?
    4. What is records management?
    5. The ‘difference’ between archives and records management
    6. Basic records management concepts
  12. Chapter 3: Making a business case for records management
    1. Abstract:
    2. Introduction
    3. Compile a business case
    4. The importance of communication
  13. Chapter 4: Legislation and records management requirements
    1. Abstract:
    2. Introduction
    3. Public Records Acts 1958 and 1967
    4. Local government legislation
    5. Data Protection Act 1998
    6. Freedom of Information Act 2000
    7. Environmental Information Regulations 2004
    8. Other relevant legislation
  14. Chapter 5: The records survey
    1. Abstract
    2. Why conduct a survey?
    3. Pre-survey: the importance of planning
    4. The survey: issues and tips
    5. Post-survey: analyse, summarise and report
  15. Chapter 6: Strategy and action planning
    1. Abstract:
    2. Introduction
    3. Why to plan
    4. How to plan
    5. How to make the plan into a strategy
    6. Planning for required resources
  16. Chapter 7: Developing a file plan, retention schedule and records management programme
    1. Abstract:
    2. Introduction
    3. The file plan
    4. The records retention schedule
    5. Implementing a records management programme
    6. A final word
  17. Chapter 8: Resources
    1. UK legislation and regulations
    2. Spoliation and repatriation
    3. Professional bodies
    4. Discussion lists
    5. Useful guidance and training
    6. Standards
  18. Appendices: policies, forms and checklists
    1. Appendix 1: Risk assessment template and scoring framework
    2. Appendix 2: Business case example
    3. Appendix 3: Sample data protection survey form
    4. Appendix 4: Museum record series commonly containing personal data
    5. Appendix 5: Sample data protection policies
    6. Appendix 6: Sample data protection statements
    7. Appendix 7: Data subject access request form
    8. Appendix 8: Sample records management policy
    9. Appendix 9: Museum record series commonly containing environmental information
    10. Appendix 10: Records survey questionnaire forms
    11. Appendix 11: Supplies checklist template
    12. Appendix 12: Sample records transfer instruction and forms for staff
  19. References
  20. Index