Notes for depositors

Terms of deposit

Plymouth and West Devon Record Office (PWDRO) accepts records in keeping with the terms of its acquisition policy. Where records are stated to have been gifted to PWDRO, they shall become its outright property.

Statutory position

Plymouth and West Devon Record Office defines itself as the primary repository for locally deposited archives for the City of Plymouth, as described in the Local Government (Records) Act 1962 and the Local Government Act 1972. Under the Local Government Act 1992 Plymouth is a Principal Authority. Implicit in this Act are those responsibilities for archive keeping which were made explicit previously under the two Acts of 1962 and 1972. In particular see Local Government Act 1972 Section 224, the contents of which were re-iterated by the Department of Education, Transport and the Regions (DETR) and the Local Government Association jointly in 1999.

PWDRO has been appointed by the Lord Chancellor as a repository for individually specified classes of public records (Quarter Sessions, Coroner, Magistrates, Health Authorities, National Dock Labour Board, Registrar of Shipping and Seamen, Customs and Excise) under the Public Records Act 1958. In addition, it is designated by the Bishop of Exeter as a repository for ecclesiastical records and is designated as a Place of Deposit (PoD) by The National Archives.

General terms

• The terms of deposit are intended to secure the long-term preservation of the records, to protect the interests of the owners and to promote access by the public to those records for the purposes of research, education and enjoyment.
• A receipt will be issued within two weeks following the deposit of any records.
• Records will be arranged and listed as soon after deposit as is practical, depending on the size and complexity of the archive. A copy of the list will be sent to the depositor. PWDRO aspires to make all its catalogues available over the internet to ensure maximum public access to that information.
• PWDRO reserves the right to return to the depositor any records deemed to be of no historical interest, or with the consent of the depositor transfer them to a more appropriate place of deposit, or to destroy them.
• Any change in the name or address of the owner or depositor of the records must made known in writing to PWDRO. The record office will accept no responsibility for any consequences which may arise from the failure to notify such a change.

Preservation and security

• Records will be stored, packaged and boxed in a secure, controlled and monitored environment.
• All records remain at the risk of the Owner and PWDRO shall not be liable for any loss, theft, damage or destruction of any documents. The depositor shall be responsible for effecting suitable insurance for his/her records if they deem this to be necessary.
• Conservation treatment may be considered for fragile or damaged documents, subject to the availability of funding.
• Documents may be copied for security or preservation purposes. Digital or microfilm surrogates may be made available to the public in the search room.
• Records will be marked in pencil only with a unique reference for the purposes of identification and security.

Access

• Records are made available to the public, under supervision in the search room for consultation. Searchroom rules apply.
• At the discretion of the City Archivist public access to damaged or fragile documents may be prevented.
• Requests by a depositor for restrictions on access to specific items needs to be discussed with the archivist at the time of deposit.
• Requests for the production of deposited records for declared use in legal proceedings will only be granted with the consent of the depositor, except where a court order is issued.
• Records will not be lent for study away from PWDRO.

Publication and copyright

• Records may be copied at the City Archivist’s discretion for the purposes of study or educational use. Users sign a copyright declaration form undertaking not to reproduce the copied material.
• Authors wishing to use images or extensive extracts from documents must seek the permission of the owner through the City Archivist.
• PWDRO will, without further consent of the owner publish deposited archives for educational or promotional purposes only. Acknowledgement to the owner will be made in appropriate cases.

Exhibition

• Original records may be displayed without the further consent of the owner in exhibitions held at PWDRO or the City Museum. Appropriate preservation and security measures would be taken on such occasions.
• For material sought for exhibition in anywhere other than the above premises, the permission of the owner will be sought.

Withdrawal

• Temporary withdrawal of records by a depositor can be facilitated. Please give at least one calendar month’s notice. Proof of ownership may be requested prior to the release of material.
• In the event of a depositor requesting permanent withdrawal of their records, PWDRO reserves the right to recover the cost of any transport, storage, listing or conservation work undertaken.

City Archivist
November 2006

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