Preservation and Conservation Policy
1. Mission Statement
The purpose 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.
2. Definition of terms
2.1 Preservation
The passive protection of an archive, where no direct physical or chemical treatment to the item occurs beyond the provision of safe environmental and storage conditions.
2.2 Conservation
The active protection of an archive, by minimal physical and chemical treatment necessary to prevent further deterioration, which will not adversely affect the integrity of the original.
3. Introduction and Context
The Preservation and Conservation Policy is a statement of the principles and activities that guide Gwynedd Archives Service.
3.1 Preservation and conservation mission statement.
In conjunction with the mission statement above, Gwynedd Archives Service is committed to the preservation and conservation needs of its collections. The principles that guide the preservation and conservation activities are stated here in the Preservation and Conservation Policy.
3.2 Purpose of policy.
To state and communicate the principles that guides the preservation and conservation activities of Gwynedd Archive’s Service both internally and externally.
3.3 Policy principles
These principles are:
- Preservation
- Conservation
- Standards and Ethical Guidance.
- Environmental monitoring
- Storage
- Pest management
- Emergency planning
- Loans and exhibitions
- Access
3.4 Implementation of the principles within the service
The preservation and conservation principles that guide Gwynedd Archive’s Service are implemented through the activities stated within the policy. The activities are stated in sections 4 – 10.
4. Preservation and Conservation
4.1 Priorities for Preservation and Conservation
The priorities for preservation conservation are:
- Public demand
- Historical significance
- Condition: Level of existing damage, potential further damage through handling and chemical changes
These are implemented through:
- Ongoing survey
- Existing data base of conservation surveys
4.2 Preservation
All Preventative and Conservation activities adhere to the Standards and Ethical Guidelines listed below:
4.2.1 Standards
BS 4972 : 2017 Conservation and care of Archival and Library Collections.
BS EN 16893 : 2018 Conservation of Cultural Heritage. Specifications for location, construction and modification of buildings or rooms intended for the storage or use of heritage collections.
BS EN 15757:2010 Conservation of cultural property. Specifications for temperature and relative humidity to limit climate-induced mechanical damage in organic hygroscopic materials
BS EN 16242:2012 Conservation of cultural heritage. Procedures and instruments for measuring humidity in the air and moisture exchanges between air and cultural property
BS EN 16853:2017 Conservation of cultural heritage. Conservation process. Decision making, planning and implementation
BS EN 16095:2012 Conservation of cultural property. Condition recording for movable cultural Heritage
BS EN 16790:2016 Conservation of cultural heritage. Integrated pest management (IPM) for protection of cultural heritage
BS EN 15946:2011 Conservation of cultural property. Packing principles for transport
BS EN 16648:2015 Conservation of cultural heritage. Transport methods
4.2.2 Ethical Guidance
- The principles stated within the Statement of Conservation Principles for the Cultural Heritage of Wales
- The Institute of Conservation Professional Standards.
- The Institute of Conservation Ethical Guidance.
- Archives & Records Association Collection Care Tool Kit (2024).
4.3 Preventative conservation is carried out through the activities stated below
4.3.1 Correct handling
- Information posters stating the correct handling of documents
- Search room rules
- Staff vigilance and advice
- Advice to search room staff from conservator on handling items
- Handling aids such as cushions, weights
4.3.2 Use of surrogates
- Microfilm
- Microfiche
- Paper copies
- Digital copies
4.3.3 Correct Storage
Storage facilities comply with standards noted in Section 4.2
4.3.4 Correct packaging
All packaging materials are of archival quality and comply with standards noted in Section 4.2.
4.3.5 Accession
All materials deposited to Gwynedd Archives Service is assessed for preservation and conservation needs
4.4 Conservation
Gwynedd Archives Service has an in-house conservation unit that conducts conservation work internally for the service and externally for other bodies or individuals.
4.4.1 Preservation and Conservation Standards and Ethical Guidance
All Conservation and Preservation activities that are carried out by Gwynedd Archives Service complies with Standards and Ethical Guidance noted in Section 4.2.
4.4.2 Documentation
Prior to any conservation work being conducted a Condition report is carried out. If conservation treatment is needed, then all works are recorded within the Conservation report. All work carried out is done with minimal intervention and complies with Standards and Ethical Guidance noted in Section 4.
4.4.3 Training
Participation in relevant training events, meetings, forums and conferences to keep up to date with the latest developments in the conservation field and maintain Continual Professional Development and Accreditation.
In house training is provided on:
- Document handling
- Cleaning and packing
- Pest management
- Disaster planning and response
- Identifying and Recording Condition of Collections
- Environmental Monitoring
4.4.4 Conservation techniques
All conservation techniques comply with Standards and Ethical Guidance noted in Section 4.2.
5. Environmental monitoring
The storage environment is monitored daily using an inhouse monitoring system which is calibrated annually. The data is securely stored.
The Temperature and Humidity is monitored and controlled to ensure it complies within appropriate parameters as set out in the Standards noted in Section 4.2.
6. Storage
The storage facility complies with the Standards noted in Section 4.2.
7. Pest Management
7.1 Prevention
All new material is inspected for signs of pests upon receipt and treated accordingly which adheres to the Standards noted in Section 4.2.
7.1.1 Environmental management
Staff Members have access to environmental monitoring data and take appropriate action as needed.
7.1.2 Surveillance
Staff members are trained to look out for evidence of pest infestations within a document and its environment. Insect traps are used and checked on a bimonthly basis or as required and recorded.
7.1.3 Cleaning
The Record Offices are cleaned on a daily basis by the Council’s Cleaning Services. The strong rooms are cleaned on a rotational pattern by Record Offices staff and items within the collection are cleaned, packaged and their condition recorded by trained members of staff.
8. Emergency planning
8.1 Disaster plan
Gwynedd Archives Service maintains and updates a comprehensive disaster plan that is communicated to all staff members. There is a specialist Disaster Planning Team.
8.2 Disaster planning training
Training is carried out annually by staff of Gwynedd Archives Service on implementation of the disaster plan.
8.3 Actively preventing disasters.
Risk assessments are conducted regularly to prevent disasters. Gwynedd Archives Service has a subscription with Harwell Document Restoration Service.
9. Loans and Exhibitions
9.1 External
Items can be loaned to external organizations and bodies providing that the correct procedures are followed
9.1.1 Procedures
- Conduct full and detailed condition report
- Loan agreement
9.1.2 Packaging, Handling, Display supports and environmental monitoring.
All of the above must comply with standards noted in Section 4.2 and the conditions within the Loan agreement.
9.1.3 Support
Advice on the above can be provided.
9.1.4 Insurance
Host organization or body to provide relevant documentation.
9.1.5 Reproduction for publicity
Assessed on individual case
9.2 Internal
All exhibitions held on premises comply with:
PD 5454: 2012 Guide for the storage and exhibition of archival materials
PAS 198:2012 Specification for managing environmental conditions for cultural collections.
10. Access
10.1 Surrogate items
Surrogate items are provided where the original is at risk of overuse or are not fit for production
10.2 Handling
Advice is given to the reader on handling any document and various archival supports are used.
11. Roles and responsibilities
The activities stated in this policy are carried out by relevant appointed staff, the Preservation and Conservation Plan and the Conservator’s annual work plan underpin this policy.
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