Deaccessioning and Disposal Guidance for Archive Services

Flashcards about key concepts in deaccessioning and disposal of archival records, based on guidance from The National Archives.

What is deaccessioning in an archival context?

The formal, documented removal of a collection or item from the accession register or custody of the archive service.

What is disposal in an archival context?

The physical act of transferring the collection or item from the archive service to another destination, including transfer to another repository, return to depositor or donor, and as a last resort, destruction.

What are some risks of improper disposal of archival records?

Irretrievable loss of significant archives, damage to an archive service’s reputation, and a service losing the trust of its community (including users, depositors, and funders).

What is the primary reference point for decision-making in deaccessioning and disposal?

The collection development policy.

According to the Lord Chancellor’s Code of Practice, what should authorities define regarding records?

How long they need to keep particular records, when they should dispose of them, and why records are no longer held.

What is the role of The National Archives regarding public records?

The National Archives can appoint an archive service as a place of deposit to hold certain types of public records not held by The National Archives.

What is the ethical stance on the sale of archives?

The sale of archives is not considered ethical unless it is the decision of the depositor, or the items are classed as ephemera or are duplicates.

What is the recommended primary option for disposal?

Transfer the collection to an appropriate archive service.

When is destruction of archives considered?

Destruction of archives should be considered as a last resort, carried out securely and respecting relevant legislation.

What should deposit or donation agreements describe?

Procedures for disposals, serving as the primary guide for enacting them.

What are the key components of the framework for deaccessioning and disposal?

Foundation, Collection review, and Enacting deaccessioning and disposal.

What factors should be considered during collection review?

Ownership, legislation, related collections, accession records, and potential future research needs.

Why is a strong framework of policies, plans, and procedures essential for deaccessioning and disposal?

To ensure regulatory requirements are met and risks are mitigated.