Decision details

Approval of updated 2025 collections policies for the East Sussex and Brighton and Hove Record Office, as required to maintain The National Archives’ Accredited Archive status.

56.1     The Lead Member considered a report by the Director of Communities, Economy and Transport.

56.2     It was noted that there were 3 typographical errors within the policies at Appendix 1, 2 and 3 of the report.

56.3     Paragraph 6.2 of Appendix 1 is to be corrected as follows:

Format and transfer of digital records will be discussed with depositors prior to acceptance. See the East Sussex and Brighton and Hove Record Office Digital Preservation Policy.

56.4     The bookmark link for ‘Policy aims’ within the ‘Contents’ of Appendix 2 is to be corrected to replace the broken link.

56.5     Paragraph 5.1 of Appendix 3 is to be corrected as follows:

Material from private individuals, societies, groups, clubs, businesses, families and others that generally constitute a ‘Category 6’ accession, will either be Deposited (Loaned) or Donated (Gifted) to East Sussex and Brighton and Hove Record Office. Deposited collections will remain the property of the Depositor, whilst a Donated collection (a ‘Gift’) will become the property of East Sussex and Brighton and Hove Record Office on accession.

DECISIONS

56.6        The Lead Member RESOLVED to:

(1) approve the East Sussex and Brighton and Hove Record Office Collections Development Policy, as set out in Appendix 1 of the report;

(2) approve the East Sussex and Brighton and Hove Record Office Selection, Appraisal and Disposal Policy as set out in Appendix 2 of the report; and

(3) approve the East Sussex and Brighton and Hove Record Office Collections Information Statement as set out in Appendix 3 of the report.

REASON

56.7     The policies set out at Appendices 1, 2 and 3 of the report are required for East Sussex and Brighton and Hove Record Office to share agreed working practices with customers and staff, demonstrate adherence to national standards for archival best practice, and to maintain Accredited Archive status and appointment as a Place of Deposit for public records.