Tag Archives: stock-take

Photography mysteries from the Archive Stocktake

The (mostly figurative) dust has settled after our annual Archive Stock Take, when the whole archive team pulls together for a packed two weeks of communing with the collection. Sorting, listing, arranging, appraising, auditing, measuring – basically all the huge or awkward jobs we can’t fit into the rest of the year, but that are becoming ever more important as we prepare to move our collections to their new home at The Postal Museum.


Adam and Lydianne measuring boxes

As ever, we’ve been left with a few questions that we need to answer – and we’d like your help with them!

One of our tasks was sorting through boxes and boxes of photography, weeding out the prints and negatives that we already had and finding the material relevant to our collections to be preserved. Often we couldn’t find any notes at all about when or where the images came from, so the biggest challenge was to try and work out what it was we were actually seeing.


Vicky sorting through photography negatives

This is where you come in! Are you able to shed any light on where the following photographs were taken? If so, we’d love it if you could help us to solve our Stock Take mysteries.

  1. This interior shot appears to be the control room for a distribution centre – possibly Reading – but we can’t find any details in the photo that give its location away. With its brightly coloured light panels, I think it has a touch of the Bond villain’s lair about it, but perhaps that’s just me…


  1. These shots were found together and seem to be of the same rather quirky-looking building. We think it might be one of the first out-of-town sorting offices, purpose-built to house mechanised sorting equipment. Despite its unusual character, even our expert on Post Office architecture, volunteer Julian Osley, is stumped about where it might be.

4 5 6

  1. Similarly, we came upon these three photos together and they appear to be from the same site. Those fun-looking slides are in fact Safeglide Spiral Chutes, which are specially-designed to allow items added from different levels to work their way down at a controlled speed. We’ve had one suggestion as to where these photos may have been taken – the Parcel Concentration Office at Washington, County Durham (thank you, @RogerEvansAM!) – but any further wisdom would be appreciated.

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So there we have it. If you can use your knowledge or detective skills to figure out where any of these were taken – or if you can tell us anything about their contents – please jump right in and comment below, email info@postalheritage.org.uk or tweet us!

-Ashley March, Archives and Records Assistant


Time to take stock – Curatorial Stocktake 2014

Each year the curatorial team at the BPMA block out time in our diaries to focus on auditing our collections and collections management activities. This year we undertook what we call our ‘stocktake’ over two weeks in January.

The cornerstone of stocktake is our audit, which takes three forms:

  • The ‘random’ audit – this is auditing 25 objects which are selected through the use of random number generators from nearly 20,000 catalogue records
  • A detailed audit of one particular group of objects within our collection
  • An oral history audit

Undertaking these audits ensures that our collections management procedures, such as location and movement control, are properly implemented throughout the rest of the year.

Our vehicle collection at our store in Essex.

Some of the larger objects at our store in Essex.

For the random audit, two members of staff have to go to each location recorded on the catalogue record, and check that the object is as in situ, and as described. These objects can be in any of our storage sites, or out on loan. The objects this year ranged from umbrellas to handstamps. Despite one location discrepancy, all objects were located, and our collections management system CALM was updated with improved descriptions.

Lamp Boxes

For the detailed collections audit, this year was the turn of the lamp boxes – in previous years we have audited our silverware, medals, and weapons.

Here, every lamp box catalogue entry had to be checked against the corresponding objects in our store. We took all of our lamp boxes down from their shelves in the museum store so we could measure and weigh them, and examine in more detail.

Curator Emma measures the lamp boxes

Curator Emma measures a lamp box aperture

This audit highlighted that one box had been incorrectly numbered – that is two catalogue numbers had been given to the same box some years previously. We carefully checked our accessions register and earlier collections listings and consulted with our collections sub-committee before reaching this conclusion. We also identified some outstanding disposals of lamp boxes that were duplicates of items already in the collection, and in poor condition. These had been marked for disposal after a thorough collections review several years ago, but had not been progressed any further. These boxes will now be disposed of in accordance with our deaccession and disposal procedures.

Lamp boxes at our store in Essex.

Correctly labelled lamp boxes at our store in Essex.

We re-ordered the boxes so they are chronologically stored, relabelled each one with its number so it is clearly identifiable, and gave them a clean too. We have three lamp boxes on display in our Museum of the Post Office in the Community which will be audited soon on our next visit.

Oral Histories

Did you know that we also actively collect oral histories, related to the history of the mail service? We also check these as part of stocktake, donning our headphones to check they are located correctly and that no strange gremlins have corrupted the files.

Other work undertaken in stocktake included:

  • A review of approximately 100 items collected in 2010 from the now closed Twickenham delivery and sorting office, making disposal and accession decisions
  • Ensuring all collections records accurately reflected disposals of furniture undertaken in the past
  • An audit of all loans out; that is loans we make to other places, and updating of loan records and calendars
  • Preparation of the hard copy 2013 Accession Register, a requirement of SPECTRUM standard, by our UCL Museum Studies intern
  • Checking all of our removal slips to make sure that any discrepancies in locations (between where CALM says the object is, and where it actually is!) is identified and recitifed

With all of the other essential demands on our time during this fortnight – from returning loans such as the mail coach, to delivering talks and articles and facilitating filming requests – stocktake was a very busy time!

-Vyki Sparkes, Curator

Philatelic stocktake

Regular readers of the BPMA blog will know that we undertake a yearly stock take. Stock take, a concerted burst of ‘collections housekeeping’, has recently been utilised to prepare for our move to the new museum at Calthorpe House. Our last stock take was earlier this year, but the ever keen Philatelic team scheduled two additional stock taking sessions; the first of which took place last week.

The week was extremely beneficial as we made significant progress in a number of important areas: 537 boxes were reorganised into numerical order and re-listed, 348 shelves and 167 albums were relabelled, oversize registers were prepared for housing, and duplicate material was identified and removed.

Philatelic material during the stock take.

Philatelic material during the stock take.

These tasks are an essential part of the move planning process: we must know exactly what is in each box, where each box is and where each box is going to be housed in the new museum in order for the collection to be transported safely and stored efficiently.

Our next Philatelic stock take, scheduled for November 2013, will focus on rationalising more essays and regional postcards.

– Joanna Espin, Philatelic Assistant

Visit our website for information on accessing our philatelic collection for research.

Stock-take 2013

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.

Auditing Second Review files.

Archives Assistant, Penny McMahon, assisting with the Second Review audit and reboxing.

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 110/3084, c.1980s – Poster scanned for archive catalogue

POST 110/2746, c.1989 - 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.

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.

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)