Archives Access Statement - Falkirk Community Trust

Falkirk Archives. Access Statement of Practice
Introduction
Falkirk Archives exists to select, preserve and make accessible the archival heritage of the
local community. The Archives is committed to making access to these collections as easy
as possible.
Scope
This statement applies to accessioned records held by Falkirk Archives.
Visiting the Archives
Records held by Falkirk Archives are made accessible to the public through the search room
facilities in Callendar House. Users are encouraged to come to the search room in person
wherever possible in order to see the original records and identify the information relevant to
their enquiry.
Staff will provide assistance to users to identify appropriate, relevant records and will explain
relevant context and background information to enable the user to understand the
information the records contain. However, it is the responsibility of users to analyse and
interpret the meaning of events reflected through archival records.
Access for people with disabilities
Archives staff can provide additional assistance with reading short documents, on request,
and magnifiers are available. Assistance dogs are welcome. Level access can be found next
to the main door of Callendar House with lift access to the first floor and the search room is
accessible for wheelchairs.
On-line access
The Archives is committed to increasing on-line access to the collections. Finding aids (lists
of records in the collections) are published as pdf documents on the Falkirk Community
Trust website (www.falkirkcommunitytrust.org/heritage/archives). Data from the archives
cataloguing database is made available through the Collections Browser on the website,
along with digital copies of some photographs and some maps, plans and documents in the
collections.
Details of collections are submitted to the Scottish Archives Network (www.scan.ac.uk) and
details of annual accessions are reported to The National Archives.
We provide free access to the internet through a public access PC in the search room.
Under the Digital Economy Act 2010 users must sign agreement with our acceptable use
policy.
Restrictions on access
Most records held by Falkirk Archives are available for research without restrictions.
However, some restrictions on access are necessary due to legislation or due to the
physical condition of the material and the risk of further damage. Access to records
containing personal information of identifiable individuals is restricted under the Data
Protection Act and identification documents are required before access can be permitted.
(See Appendix 1). The reasons for access restrictions on specific items are detailed in the
Collections Browser which is available on-line.
Records which are identified as fragile and at immediate risk of deterioration will not be
made available in the search room and will then be designated unfit for production (see

Archives Preservation Statement of Practice). We make this information available on the
Collections Browser as quickly as possible after we have identified the risk to the records.
Restrictions on copying
Copies of records will be provided on request wherever possible. The cost is specified on
the current list of fees and charges. Photocopying is undertaken by Archives staff, who have
discretion to postpone the copying process in order to meet operational priorities in the
search room.
Copyright legislation and other legislation may prevent copying of records and this will be
explained by Archives staff when copies are requested. Information about arrangements for
licensing of images or reproductions for public use are available on request and standard
conditions are stated on our photograph order form. The cost is specified on the current list
of fees and charges.
Where there is a risk of damage to the original record by the process of copying, copying
will not be permitted. The use of digital cameras without flash is permitted in the search
room provided that copyright requirements and preservation requirements are identified and
resolved in advance of copying.
Enquiries service
Archives staff will attempt to provide information in response to enquiries by letter, fax, email
or telephone. Specific questions which can be answered with limited research by staff will be
undertaken free of charge and will normally be answered within five days of receipt of the
enquiry.
We will not normally carry out detailed research on behalf of individuals. Where detailed
research is required, Falkirk Archives will
provide advice to research users about relevant archives and the likelihood of their
containing the information sought;
discuss the research user’s aims in order to narrow down their request to a specific
question which the archive service can readily answer;
advise on how to research the archives using finding aids and public search/reading
room facilities;
provide photocopies or other images of specific documents from the archives to
allow people to carry out their own research away from the archives, subject to
copyright legislation and the current list of fees and charges
where appropriate, suggest that the enquirer or someone acting for them visits the
archive service to carry out the necessary research and where an enquirer is unable
or unwilling to visit or send a representative to the archives, the archivist may
suggest that they employ an independent researcher to carry out the research on
their behalf
where appropriate, refer the researcher to other public authorities which also hold
the same information (See Appendix 2)
Falkirk Archives reserves the right to charge individuals and/or organisations for the
provision of detailed research or for research on sources which are widely available and not
exclusive to Falkirk Archives. The availability of this service is limited by staffing and
resources, and each request for the chargeable service therefore must be dealt with on a
case by case basis. The service is charged at the hourly rate specified on the current list of
fees and charges.

User information
We ask users to provide their name and contact details when they access the archives.
This is for security and statistical purposes. The information is retained for 3 years and is
not passed to any third party except where required by law. Under the Digital Economy Act
we require the name and contact details of all users of the internet facilities provided in the
search room.
Performance Measurement
Statistics are collected on enquiries, outreach and productions and are reviewed on a
regular basis.
Review
The Access Statement of Practice will be reviewed annually.
Nov 2012

Appendix 1: Procedures for access to records restricted under the Data
Protection Act
The Data Protection Act restricts access to records containing personal information of living
identifiable individuals. As it is not always possible to verify if an individual is deceased,
records of this type are normally closed for 75 years if the data refers to adults, or 100 years
if the data refers to children.
Individuals who need evidence that their name appears in a restricted archive are
entitled to have an extract confirming that. They may see the relevant page or obtain
a photocopy of it provided that the names and personal details of all other individuals
on the page are covered up and the archives staff supervise the researcher closely
while looking at the document. The individuals must provide evidence of their identity
(preferably a photo-id such as a photo driving licence or a passport) and must sign
the Data Protection access request form Section A.
Individuals who want to study documents for historical or statistical purposes can see
Data Protected documents provided they are able to sign Section B of the Data
Protection access request form. Research for historical purposes means research
where the names and identities of the individuals are irrelevant and where the
researcher agrees not to reveal these names or other identifying information.
Evidence of research purposes is required before access can be permitted (such as
a letter from the research funding authority) along with evidence of the identity of the
researcher.
Police Officers or representatives of the Procurator Fiscal are entitled to see
restricted archives provided they come in person to the Archives to see the
document(s) and produce a Data Protection Exemption Form which is issued by
the relevant police force.

Appendix 2: Restrictions on enquiries service
The Old Parish Records (OPRs) and Census returns relating to the Falkirk area are widely
available sources, which are not exclusive to Falkirk Archives. The Archives holds microfilm
copies, which are made available to the public visiting the archive service.
Researchers who, for various reasons, are unable to visit the Archives to consult them
should be advised on the alternatives:-
GROS offers access to the OPRs via the Internet
(www.scotlandspeople.gov.uk) which is very useful to remote/overseas users. There
are fees for extracts and information.
Researchers can visit GROS to see the OPRs. There is a fee for access.
Researchers can visit local registrars across Scotland. There is a fee set locally for
access.
Researchers can visit Falkirk Library or Grangemouth Library to see them free of
charge (they have longer opening hours than the Archives)
If researchers request research involving the Old Parish Records and/or the Census returns,
Falkirk Archives will reserve the right to charge individuals and/or organisations for such
service. Each case will be assessed individually taking into account
Amount of information required
Resources available (members of staff) and estimated time to do the research.
Nature of information required
The current fee is charged per hour.

Appendix 3: Falkirk Archives Search Room Guidelines
The documents, books, maps, photographs and other items held by Falkirk Archives are
often very rare or unique. Please help us to look after these.
Please use a pencil for taking notes
Do not eat, drink or smoke (including sweets and chewing gum)
Make sure your hands are clean
Avoid touching inks or pigments on the documents
Handle photographs by the edge only
Do not touch the surface of transparencies
Do not write on or mark the items in any way
Use the weights provided to hold rolled documents in place
Use the book bag provided to support the bindings of large bound volumes
Ask for polyester film if you want to trace maps
Normally only three items may be consulted at one time.
We will photocopy items for you. If the item might be damaged by photocopying then
we will not allow it to be photocopied.

Appendix 4: Acceptable Use of Our System
On first accessing the Internet on a Falkirk Community Trust PC, you will be asked to confirm that you
have read this guide and that you agree to abide by it. In doing so, you agree that you will not
intentionally access any material which:
is obscene, sexually explicit, racist, defamatory or illegal
causes harassment or gross offence to others
would be a breach of copyright.
In addition, you are agreeing that you will not interfere in any way with the hardware, software or
general operation of the PC. Any user must stop any activity if requested to do so by a member of
staff. Any breach of the Acceptable Use policy will result in your Internet access being withdrawn.
Copyright:
You must ensure that you do not break any laws of copyright.
If any site gives you specific permission to copy information, you may make as many copies or prints
as you wish.
If any site specifically forbids copies of the information being made, you must respect this, and under
no circumstances should you make any copies or prints.
If no mention is made of copyright issues on the site, you may make one printed copy for your own
use, but no other copies may be made.
The following are not permitted :
Sending or displaying offensive messages or pictures
Using or displaying inappropriate and/or obscene language
Attempting to access sites and material you know to be offensive
Downloading software
Using the Community Trust’s Internet facility for the purpose of gambling where the reputation of
the Trust may be at risk
Breaking or attempting to break any system security controls placed on your Internet account
Intentionally accessing or transmitting computer viruses or software programs used to trigger
these.
Knowingly doing anything which constitutes breaking the law.
I have read and agree to abide by Falkirk Community Trust’s acceptable use policy
Name:
Address:
ALL ACCESS TO THE INTERNET IS MONITORED AND RECORDED BY THE COUNCIL