Guidance Notes United Kingdom Memory of the World Register

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(c) people(d) subject and theme(e) form and style(f) social/spiritual/community significanceIt is possible that all or only some of the criteria apply to the documentaryheritage, but at least one of them must apply. Give an explanation againsteach of the relevant criteria.4.4. The issues of rarity, integrity, threat and management are importantcontextual factors in assessing the nomination. A comment is required oneach of these issues.5. Legal information5.1. Sometimes the custodian of the documentary heritage may not be the sameand as the owner. It is essential to establish both before a nomination can be5.2. added to the Register.5.3. It is also essential to establish the full legal status of the documentaryheritage as follows:a. Category of ownership: for example, is it owned privately, or by a publicinstitution, or by a commercial corporation?b. Accessibility: are there factors which will limit public access to thematerial?c. Copyright status: is any or all of the documentary heritage subject tocopyright? Can the copyright owner(s) and their entitlements be identified?d. Responsible administration: who is legally responsible for safekeepingof the material, and how is that responsibility being exercised?e. Other factors: are there other matters that should be noted? For example,is any institution required by law to preserve the documentary heritage inthis nomination?6. Management Plan6.1. Provide summary details of the management plan for the documentaryheritage and attach a copy of the plan if there is one. A good plan wouldinclude a statement of the significance of the documentary heritage, citepolicy and procedures for access and preservation, set out a preservationbudget, list available conservation expertise and facilities and explain howthese are maintained, give detailed attention to the physical environment ofthe material (e.g. air quality, temperature and humidity, shelving, security)and include a disaster preparedness strategy.4 of 6
7. ConsultationIf there is no management plan, it is important to explain why this is thecase (for example, lack of skills, facilities or funds) and to describe thecurrent storage and custody environment of the documentary heritage.7.1. Consultation before submitting a nomination strengthens it, and avoidsconfusion or delay. Prior consultation with the owner and custodian of thedocumentary heritage is normally required, unless there are particularreasons for not doing so. Consultation with the UK Memory of the WorldWorking Group is strongly recommended.PART B – SUBSIDIARY INFORMATIONThis information is not taken into account in deciding whether the nomination meritsinclusion in the Register. It does, however, provide important contextual informationto the Programme, especially if the documentary heritage is under threat.8. Assessment of risk8.1. For example: Environmental conditions inside and outside the storage building (e.g.near electricity tower, presence of atmospheric pollutants) Physical conditions of the material (e.g. method of storage, quality ofpackaging) Insufficient preservation budget Extent and nature of access provided9. Assessment of preservation9.1. Detail the preservation context of the nominated documentary heritage. Forexample, indicate:Its present physical stateIts preservation historyCurrent preservation policy (including facilities and trained staffavailable)The person/organisation responsible for preservation, if appropriate10. Proposed outcome of inscription10.1. Please indicate ways that you would use a successful nomination topromote the documentary heritage. Examples may include:ExhibitionsPriorities for digitisationFunding applicationsAdvocacy for the organisation5 of 6
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Guidance Notes United Kingdom Memory of the World Register

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