Glossary of Terms

Data Protection Act 1998

The Data Protection Act (in force since 1 March 2000) superseded the Data Protection Act 1984 and governs the way in which personal data is collected, stored and disclosed. It covers all personal data on living individuals held in electronic and manual systems.

Freedom of Information Act (FOIA) 2005

The FOIA came into force on 1 January 2005 and affects public body organisations or companies that deal with public bodies (e.g. local authorities, the NHS etc.) The Act gives individuals the right to make written requests for information from public bodies. Such information must be provided within 20 working days of receipt of the request. There are some exceptions to this timescale, as well as certain exemptions the public body may be able to make use of, though the fact that the information concerns another party supplying goods or services to a public body does not necessarily make that information exempt. Therefore, public bodies may be compelled to release certain contract and service details into the public domain.

Companies Act 2004

The Companies (Audit, Investigations and Community Enterprise) Act 2004 was introduced to update the Companies Act 1989 and address shortcomings highlighted by the various auditing scandals of the early 2000s.
What documents need to be archived:
1. This depends on legal requirements and best practice guidelines.
2. It is a business decision that is dependent on the sector within which any given business works and the nature of the documentation at hand.

Cataloguing

Cataloguing the documents to be archived is of supreme importance. Ease of retrieval of files is directly related to the quality of cataloguing prior to storage – or to put it another way, the more information given about each archived document, the quicker it will be to retrieve from the archive in the future.

Retrieval

1. Physically – by delivering the requested box directly to you
2. Digital Retrieval – either by placing the requested documents in our online vault,
which can be accessed by unique client password, or by sending it to you by email.

Confidential destruction

Boxes are confidentially destroyed (by shredding) and recycled (pulped).

Intruder alarms

These protect all doors and windows, which have a ‘two-hit’ system (two separate alarms protect
each opening, and are continuously monitored 24 hours a day.) The police are automatically alerted if an intrusion occurs.

Smoke Detection System

A smoke detection system is in place throughout all the archive stores. This alerts staff to the fire and automatically alerts the fire brigade.

Emergency equipment

A supply of basic equipment for use in a disaster is held in a locked cupboard onsite, and not used by anyone except for members of the disaster team. It is regularly checked for completeness.

Fire drill procedure

All members of staff are trained in the fire drill and also in operating the fire extinguishing equipment. The fire drill and emergency response procedure are tested annually. All alarms are tested at least quarterly. Smoking (and the use of naked flames for any reason) is prohibited within the facility.

Limited access to facility

Free access to the storage and office facility is limited to archive and office staff by means of a personally coded entry fob. This records the names, dates and time of entry and exit. All visitors to the facility are accompanied at all times. Their identity, contact at the facility and times of entry and departure are entered into a visitor log.

No access to documents

Neither staff nor visitors to our archive facility have any access to the documents stored in the archive boxes held in the facility. Boxes are only opened in response to specific written request by the owner of the archived material.

Vetting

All prospective employees and subcontractors (extending e.g. to builders or maintenance contractors) are carefully vetted beforehand. References are obtained from independent and reliable sources.

Incident logging

All incidents, however minor, are recorded. The record notes the time, date and location of the incident, why it happened, what damage was caused, and what action had to be taken at that time and for the future.

Pollution risk

Among its management system documents, Ardington Archives maintains an Environmental Aspects Register and Environmental Aspects Evaluation Procedure, which evaluate the potential for environmental pollution incidents to occur.

Insurance

Ardington Archives maintains relevant insurance policies in respect of its archive facility and contents.

BS 5454 Premium Security Vault

This highest level security vault is built to BS5454 specifications, with climate control. It is also fitted with an argonite gas fire suppression system.

Argonite Pod

Unlike the BS 5454 specification vault, the argonite pod does not feature climate or temperature control. It is however built to this specification in all other aspects. It features an effective and environmentally friendly argonite fire suppression system.

Disaster Plan

Ardington Archives maintains a disaster plan and disaster team. The plan sets out the procedures to be followed if disaster occurs, with the first priority being the safety of staff working in the archive store. It contains emergency contact information (which is regularly checked and updated) with details of the disaster recovery team members, local fire brigade, local police, relevant service providers (e.g. alternative storage providers, companies specialising in the hire of industrial equipment etc.) The disaster team comprises those members of staff who have primary responsibility for dealing with any disaster that may arise. Regular staff training is conducted on the actions that should be taken once a risk is identified.

DOCbox4

This box is designed with internal divisions to receive documents from four full lever arch files. The divisions strengthen the box.

FILEbox3

This is a heavy-duty general purpose box, but becoming outdated as we move to special purpose designed boxes.

FILEbox5

This box is specially designed to fit three standard lever arch files perfectly. It is updating and replacing the FILEbox3.

PLANbox1

This box is specially designed for storing A1 sized plans, drawings, posters, maps etc.

Health and safety

Since lifting heavy archive boxes is often a fairly sure route to slipped discs, hernias and other nasty lifting-related ailments, it is well worth learning a few simple techniques in order to keep your back in a good state of health.