Gwynedd Archives Volunteer Policy

Mission Statement

The aim of Gwynedd Archives Service is to protect the archival heritage of the county by collecting, preserving, giving access to and promoting the use of archives so that everyone can discover, learn and understand more about themselves and their community 

 

Purpose of the Policy

The Service is committed to developing, encouraging and supporting voluntary work as and when appropriate.  In so doing we recognise that the purpose of voluntary work is to contribute to the work of the Service and not to undertake the duties of employed staff.  In this policy we define the roles of both the Service and Volunteers.

 

Role of Volunteers

Volunteers can make a valuable contribution to the work of the Archives Service and can benefit from developing skills, confidence and interests.

There are many opportunities available for volunteers to undertake archival tasks, however it is necessary for both the Service and volunteers to benefit from such an arrangement.  It is essential that the Service respects the volunteer and that the volunteer understands the needs of the Service, staff and users.

 

Volunteering

  • Volunteers are asked to complete an application form.
  • Volunteers will also be asked to visit the record office to discuss potential volunteer work, and where it will be possible to identify the individual volunteer’s skills and strengths and to thereby identify suitable work.
  • The Service reserves the right not to accept a volunteer or to terminate the arrangement.
  • The volunteer will be expected to comply with Cyngor Gwynedd regulations and policies.
  • The final decision on accepting a volunteer rests with the Principal Archivist.

 

Supervision and Support

  • Volunteers will be accepted to undertake the tasks of the Archives Service when that is deemed appropriate.
  • A member of staff will be appointed to set work for the volunteer and to maintain supervision.
  • A plan will be drawn up of tasks and goals to be achieved by the end of the voluntary period.
  • Any training will be organised prior to undertaking the work.  If applicable volunteers can participate in any staff training that is timetabled during their placement.
  • At the start of the placement volunteers will be undertake a full health and safety induction.
  • The voluntary period will be stated clearly so that the volunteer and Service are aware of and agreed as to what is expected during the placement.
  • The volunteer will be expected to adhere to the set timetable and to inform the Service of any changes.
  • Any work produced during the voluntary period will be the property of the Archives Service.

 

Review 

This policy was approved by the Head of Economy and Community in 2025.  It will be reviewed within 5 years or sooner if circumstances dictate