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Each separate collection is given a number - the accession number - which uniquely identifies it from other collections. This number stays with the collection through all of its life at the record office and is used to refer to the collection in lists and indexes. Here at Herefordshire Record Office we use an alpha-numeric system of numbering beginning at A1 back in 1959. We're now at CB1 - that's a lot of documents!
If the new deposits are mouldy or dirty they are moved to the Conservation Room for the conservator and conservation assistant to deal with. They are cleaned and a watchful eye kept on them over several months before they can be put into the repository with other archive collections. If other conservation work is needed it will be done at this point.
If the documents are fine they are moved to the strong rooms/repositories. From here the collections/documents are sorted then listed, catalogued and indexed in order that they can be made available to the public.
The document will then live its life in an acid free box in temperatures and relative humidity as stated in BS 5454 Recommendations for Archival Storage.
Depositing Archives
All new deposits are put into a room called Document Reception and are looked at by the archivist.
What happens to documents you deposit with us?
Each separate collection is given a number - the accession number - which uniquely identifies it from other collections. This number stays with the collection through all of its life at the record office and is used to refer to the collection in lists and indexes. Here at Herefordshire Record Office we use an alpha-numeric system of numbering beginning at A1 back in 1959. We're now at CB1 - that's a lot of documents!
If the new deposits are mouldy or dirty they are moved to the Conservation Room for the conservator and conservation assistant to deal with. They are cleaned and a watchful eye kept on them over several months before they can be put into the repository with other archive collections. If other conservation work is needed it will be done at this point.
If the documents are fine they are moved to the strong rooms/repositories. From here the collections/documents are sorted then listed, catalogued and indexed in order that they can be made available to the public.The document will then live its life in an acid free box in temperatures and relative humidity as stated in BS 5454 Recommendations for Archival Storage.
The main repository is three floors high and is constantly cleaned from top to bottom with all the boxes being dusted. In total there are nearly 2 miles of archives - a never-ending job!
