Summary
1. Unfit for production
An item which is marked unfit for production (UFP) must not be produced
to either a customer or a member of staff and must not be sent for
copying of any kind.
2. Records at risk
An item marked 'record at risk' may be produced for a customer or
member of staff but it must not be sent for copying of any kind.
3. Wrapped records
An item marked 'record at risk' may be produced for a customer or member of staff but it must not be sent for copying of any kind.
4. Designating records
Only a conservator can mark an item UFP or 'record at risk' using
the appropriate label.
5. Surrogates
Where records are labelled UFP or 'record at risk' and a surrogate
is available then the surrogate should always be produced.
6. Cases of uncertainty
If there is uncertainty about whether an item should be produced
or not because of its physical condition it should be referred to
Conservation Services Branch (CSB).
The Keeper of the Records of Scotland
February 2004
Guidance on Fragile Records
1. Items marked 'Unfit for production'
An item which is marked unfit for production (UFP) must not be produced
to either a customer or a member of staff and must not be sent for
copying. Below is the label which is now in use for UFP markings.
Some material carries the old UFP label and should be dealt with in
the same way. CSB will replace the old labels as they come across
them. Please note that glass plate negatives must never be produced.
a) Request by a customer
i) If the customer is not present
The archive attendant must
- inform the search room archivist that the item is UFP
The search room archivist must
- try to contact the customer to inform them that the item is
UFP
ii) If the customer is present
The archive attendant must
- inform the customer that the item is UFP
- refer them to a search room archivist if they wish to pursue
the matter and
- inform the search room archivist that the item is UFP
If the customer pursues the matter further, the search room archivist
must
- discuss the importance of the record for the customer's research
- give the item a priority rating as follows:
High the item is essential for the customer's research
Medium the item would be desirable but is neither essential nor
urgent
Low the item is not required
- refer the item to CSB using the electronic form on the Oracle
If the item is high priority:
The conservator must
- assess the item
- inform the search room how long it would take for the item to
be conserved us
- by e-mailing #Enquiries
The search room archivist must
- inform the customer
- discuss again the importance of the item for the customer's
research
- submit a new electronic form via the Oracle to confirm or change
priority
- check with CSB at halfway stage that work is progressing on
target and
- inform customer accordingly
CSB must treat the item as urgent and make it fit for production
as quickly as possible. CALM will carry up to date information on
the status of the access conditions to the record. Once the item
becomes fit for production, the conservator must inform the search
room by e-mailing #Enquiries. Search room staff will inform the
customer.
If the item is medium priority:
Items which are given a medium priority will take 6 months or more
to conserve. CSB should add the item to their list of records for
treatment and inform the search room when treatment is complete
by e-mailing #Enquiries. Search room staff will then inform the
customer.
If the item is low priority:
The item should be referred to CSB using the electronic form on
theOracle so that it can be marked with a new label and identified
as UFP on CALM, if required; packaged and assessed.
b) Request by a member of staff
The archive attendant must
- inform the member of staff that the item is UFP
Staff from listing branches must
- notify CSB using CALM
All other members of staff must
- notify CSB using the electronic form on the Oracle
2. Items marked 'Record at risk'
Only a conservator can mark an item 'record at risk'. They must use
the label. The date that the record is produced must be recorded on
the label by the archive attendant. Once the record has been requested
five times it should be referred to CSB.
3. Cases of uncertainty
If an archive attendant finds material which is not marked UFP but
looks in poor condition, it should be brought to the search room archivist,
who will decide if it can be produced or if it should be referred
to CSB. The record will be treated as a high priority (see above).
If the item is referred to CSB, procedure at 1a) should be used.
4. Wrapped material
An item which is wrapped in blue paper usually indicates a record
at risk. Such an item should be treated as a record at risk (see 2).
The wrapper for the item should be kept and replaced before the record
is returned to storage.
5 Surrogates
If there is a surrogate available for any item requested then this
should be produced for the customer. If a customer asks to see the
original instead then the archive attendant should refer them to the
search room archivist.
6. Unrequested material
If any member of staff finds material which has not been requested
but looks in poor condition then it should be referred to CSB via
CALM for listing branches or using the electronic form on the Oracle
for all other branches. Priorities should be applied according to
the CALM cataloguing standards (p39).
| High |
Documents in a weak and unstable condition;
there is a risk of information loss, e.g. loose pages; cannot
be accessed or copied; evidence of mould/mycological growth
as a potential health and safety risk; require conservation
treatment to prevent further loss. |
| Medium |
Disfigured or damaged; usable for study;
signs of deterioration and so continued use would cause further
damage; images of this record in this condition would harm the
reputation of the NAS. |
| Low |
Disfigured or damaged but stable e.g.
heavily soiled; usable for study but may require further treatment
to prevent eventual deterioration; packaging to be evaluated
and upgraded; images of this record in this condition may harm
the reputation of the NAS. |
NB These categories complement the priorities applied to customer
demand.
|
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