Our more regular users may have noticed that we have been closed for two weeks during May for our annual stock-take; an important housekeeping exercise that allows us to focus on tasks we find difficult to fit in during the normal course of the year.
I may speak only for myself in describing stock-take as an almost therapeutic experience (‘housekeeping’ may not be everyone’s cup of tea), but carrying out audits, weeding out duplicate material, and boxing and listing uncatalogued material are all necessary tasks, requiring a methodical approach and producing gratifying results.
Auditing Second Review files.
Archives Assistant, Penny McMahon, assisting with the Second Review audit and reboxing.
It was a successful stock-take, with a number of tasks being completed. These included the much needed creation of more space in our repository by reorganising shelves, and the auditing of ‘second-review’ material (we are gradually undertaking a process whereby records that have not been archived, and which are more than 25 years old, undergo an appraisal of their historical value and retention needs). In addition, a number of boxes of miscellaneous material were appraised (always an interesting foraging exercise), photographic negatives of GPO/PostOffice/Royal Mail posters were digitised for our online catalogue, and a large number of records from our Museum Store at Debden were relocated to the Royal Mail Archive at Freeling House.
Ultimately, our stock-take work is aimed at making our archive collections more accessible to the public by accounting for records, getting them in order, and then on to our catalogue. These processes are all the more important in light of our move to Calthorpe House, planned for 2015.
POST 110/3084, c.1980s – Poster scanned for archive catalogue
POST 110/2746, c.1989 – Poster scanned for archive catalogue
POST 110/2813, c.1946 – Poster scanned for archive catalogue.
Stock-take is beneficial not only to the efficient functioning of our archives, but also to staff, in providing a break from normal routine and ongoing projects. It also allows staff to work with unfamiliar areas of the collections, and to re-engage with the grass roots of the archives, the records themselves! Indeed, being an archivist doesn’t necessarily mean that you spend your time poring over old records since much of the process of maintaining an archive is also administrative.
One of the major benefits I derive from stock-take is acquainting myself with areas of our archives with which I have little contact (being a primarily cataloguing archivist, I tend to work on specific collections). The most entertaining find I came across was a 1998 Royal Mail good practice guide on ‘Dealing with Dog Attacks’!, covering ‘ultrasonic dog deterrent devices’ (‘not to be directed at humans’) and listing goats and geese as animals to potentially ‘ferocious’ animals! Obviously less amusing when you acknowledge that it was a serious guide for a genuine threat to postmen (626 of whom suffered serious dog bites in 1997 alone).
Staff guide on dealing with dog attacks, 1998.
Given that there are always records to be appraised, sorted and catalogued, and a long list of preparations we need to make for our move to our new home in 2015/16, there will be plenty of work to get our teeth stuck into in next year’s stock-take, and I gladly hand the baton over to the next willing coordinator!
– Anna Flood, Archivist (Cataloguing)