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