FAQs
Why should I get my records surveyed?
A survey creates an inventory of your archival material, with recommendations for preservation and storage, this can support a number of actions e.g. mounting an exhibition, undertaking engagement activities, applying for funding, for insurance coverage. It can also help you understand what you have and ensure that it is not lost in the future. The survey will also be recorded on the National Register of Archives of Scotland, allowing researchers and historians to know that it exists and allowing you to manage access on your terms.
What is involved in a survey?
The surveying officer will attend the location of the archive and will look at every container of archival material, making a high-level list of contents, location, age and condition. Prior to the visit, arrangements will be made that suit the archive holder.
The surveying officer will talk to the archive holder to understand the history of the archive, their ambitions for the archive, and a general understanding of the sporting club/society/organisation.
Is there a cost involved?
No, a survey is free of charge.
This project is funded by the National Lottery Heritage Fund.
How long does a survey take?
We aim for a survey to be no longer than 1 day, however where collections are very extensive, it may take several days. The breadth of archival material will be part of the initial discussions and arrangements made before arrival so that the length of time to be taken is clear.
Will you take my archive away?
No, the Surveying Officer does not hold any archival material or remove it from the archive holder.
It may be part of the surveying officer’s report that the archive is at risk, therefore practical recommendations would be made to improve its preservation and storage conditions.
What if I can no longer care for my records?
The surveying officer will help you to explore other avenues, this may be within your club/society/organisation, or it may be to recommend the most appropriate archive home/service for your collection. This may include a local authority archive or museum service, a university repository, or a national institution.
Donating your archive to a place of permanent preservation does not mean that you cannot access it in the future.
How will I get the results of the survey?
As well as the results of the survey, the surveying officer will also provide you with a free report which details the history and context of the collection, its contents, location and condition, and will make recommendations for preservation, storage, and engagement.
What can I use my survey and report for?
The survey and report can provide valuable evidence for future funding applications and recognition of a collection’s value. It can help support organisational discussions about heritage strategy or employment/volunteering opportunities.