1. What is a records survey?
A records survey is a process where information is gathered about a set of records that have been created by a business or organisation. A survey is usually carried out in person and requires the Surveying Officer to assess the records and develop a list of what records exist, including the different types of records, and notes about their physical condition.
Surveying allows data to be gathered about the different types of records created (eg. staff, governance, photographs, plans, promotional material); the functions of the business; the creators of the records; and the length of time the records are required for, along with their legislative requirements. A survey can also be used to identify conservation concerns or deterioration of the records.
2. Is my organisation eligible for an archive survey?
Provided your business or organisation is more than 30 years old and retains historical records (any quantity), then yes, it is likely we will be able to offer you a records survey. The Surveying Officer’s remit includes family businesses, large corporates, charities, professional membership and trade bodies, sports clubs, and arts and cultural institutions, to name but a few of the different types of organisations we have provided support to in the past!
3. How much will a survey cost?
The Surveying Officer offers all businesses and organisations a FREE half day survey.
4. How long will a survey take?
An initial survey of an organisation’s records is estimated at half a day. A more in depth and longer survey can be arranged if necessary, or where a significant number of records exist. Provided that approximate directions are given to the whereabouts of any on site records, no additional help is required by the host business in advance or on the day itself.
5. Who is the Business Archives Surveying Officer?
The current Surveying Officer is Rachael Muir who can be contacted via email. Since 2021, the position has been funded in partnership by the National Records of Scotland and the Ballast Trust, with support from the University of Glasgow. The Surveying Officer provides specialist advice and guidance on the management of business archives, as well as helping organisations to safeguard and maximise the value of their documentary heritage. A history of the role can be read here.
6. What will my organisation receive in return for a survey?
Following a survey, the Surveying Officer will produce an archive recommendations report that will be shared with the record owners.
A typical report will include the following:
- A detailed inventory of the archive records
- An assessment of the archival and historical value of the records
- Recommendations on which records should be retained by the business
- Recommendations on best practice for the management and preservation of archives
- Recommendations for a suitable place of deposit, if the records are not to be managed in-house.
A copy of the inventory of records will also be sent to the National Register of Archives of Scotland. It is up to the discretion of the business if they would like a summary of the survey published online via the NRAS database.
Examples of recent surveys now available online include the Edinburgh Dog & Cat Home and Ashers Bakery.
7. What is the National Register of Archives of Scotland?
The Business Archives Surveying Officer works closely in partnership with colleagues at the National Register of Archives of Scotland (NRAS). The Register was established in 1946 to compile a record of papers of historical significance that are held in private hands across Scotland. The NRAS aims to locate such papers and encourages their care and preservation so that the loss and destruction of the records may be avoided. Over 4,000 surveys of private papers are recorded on the Register including those of businesses, law firms, landed estates, and private individuals – you can search the NRAS database here: https://catalogue.nrscotland.gov.uk/nrasregister/search.aspx
(See question 6 for examples of published business surveys.)
8. What records should I be keeping in my organisation?
It is never too late to establish an archive within a business, charity, society, or any other type of organisation! Information about the different types of records that you may wish to consider keeping for permanent preservation can be found here.
9. We would like to know more about the history of our company / brand / premises / founder / origins – can the Surveying Officer help?
Yes! As well as providing surveys, the Surveying Officer provides a variety of consultancy services to businesses including undertaking research on company history and heritage; preparation for company anniversaries and exhibitions; and advice on creating and preserving oral histories and memory. Not all companies have surviving archives, but it is amazing what information can be found in other available records; the Surveying Officer can help bring this information together for you!
Further information on the services of the Surveying Officer and charges can be read here.