Archive Strategy 2013-2018
1. Introduction
The PHSO Archive is a vital part of our corporate memory. It helps us make sense
of the present and discover what happened in the past. It contains evidence of
events and decisions, of past ideas, policies and communications. It provides the
‘end’ stage of the information management lifecycle – disposal (which means to
destroy or keep). The Archive Policy provides further details on what the Archive
will collect.
Primary archival research is important not only to the historical study with which it
is most closely associated, but also to PHSO’s internal needs such as finding
patterns in our casework and complaints, seeing how corporate policies have
developed over time or just to simply find an interesting story to publish in
internal or external publications. For example, as we approach the 50th
Anniversary of the Parliamentary Commissioner Act 1967, the Archive could be
used as a vast source of information in which to generate a celebratory campaign.
The Archive will help to support PHSO’s Strategy 2013-2018 by retaining key
information we can use and share with others seeking to learn from what
happened in the past (strategic aim 3). It will also provide a rich history from
which to delve into when helping to lead on the way making the complainants
system better (strategic aim 4). As well as helping to provide the information and
tools to support PHSO strategic aims for the next five years, the PHSO Archive can
provide context in an organisation that is going through a period of change, and
also provide context in an organisation that seeks constant improvement and
excellence amongst its operating partners.
PHSO can protect and develop our rich resource by adhering to the following
principles:
 That all staff can benefit and be inspired by the archive and use it to
support PHSO’s strategic aims
 That the archive is secure, sustainable, resilient and innovative
 That the archive is run and managed by diverse and highly skilled staff
 That the archive is used as a tool to support and further develop PHSO’s
commitment to openness and transparency
 That the archive can, in most instances, be used as a valuable resource by
our stakeholders and customers
 That the archive demonstrates our commitment to Good Administration
The PHSO Archive is new to the organisation. It was first launched in April 2012 as
a ‘work in progress’. Throughout 2012 and 2013 work is being carried out to
continue populating the archive through cataloguing and digitising our paper
records so that the PHSO Archive can be relied upon as a useful and accessible
resource. This document seeks to address how the archive can be further
developed and used as a key information and knowledge resource tool. The plans
outlined in this strategy are based on recommendations made by the National
Archives in their document ‘Archives for the 21st Century’,1 which seeks to
encourage development within independent public archives such as ours.
2. What does the PHSO Archive have to offer?

It will support PHSO’s Strategy for 2013-18 by providing the information and
tools which can be used to learn and share knowledge

It connects us as an organisation and helps us all understand why and how
we got to where we are today, and where we might be going tomorro w

The existence of an archive has the potential to demonstrate our
commitment to transparency and subsequently improve public awareness of
our organisation by offering access to ‘open’ archival material (see section
3.4)

It can help our bodies in jurisdiction and the public understand more about
our role and work

Brings history to life for PHSO staff and the public in a way that only
archives can – by providing access to our written, recorded and visual
heritage

Inspire all PHSO staff to get involved through the creative use of archive
material in publications, training, guidance and our website.
3. Our Goals
3.1 Accessible and inspiring:

A digital archive which all staff can access and learn from

A tool from which stories of the past can emerge
3.2 Effective, Skilled Workforce:
1

Demonstrate good practice by providing continued staff resources for
the Archive (IRM team)

Explore partnership-working opportunities to develop training
initiatives with stakeholders

Continue to facilitate self-improvement peer support and share best
practice through partner networks

Ensure archival staff continually develop archive skills
http://www.nationalarchives.gov.uk/documents/archives /archives21centuryrefres hed -final.pdf
3.3 Become a recognised archive:

Become an accredited Archive with the National Archives
(http://nationalarchives.gov.uk/archives-sector/accreditation.htm)

Join the National Register of Archives
(http://www.nationalarchives.gov.uk/nra/default.asp) which will help to
make the public more aware of our work and history.

Promote the archive to bodies in jurisdiction

Submit articles about our work to Archival journals and magazines

Provide public access to ‘open’ documents via our website
3.4 Digital by design:
Ensuring valuable digital information (whether created digitally or
digitised i.e. scanned) remains usable and accessible over time is a key
challenge for any archive. PHSO has taken the decision to digitise all
archival documentation wherever possible.
 Have clear policies and procedures in place for the selection,
management and preservation of digital records

Ensure ICT systems have export capabilities to the PHSO Archive
(Meridio) and that they meet the relevant standards for electronic
records management

The National Archives currently archives snapshots of our website for
us

Explore the necessity for the future procurement of a Digital
Preservation System
3.5 Accessible Online
PHSO has chosen to digitise its archive. This provides a huge opportunity
for the way staff, and the public (if we choose), may engage with our
services. Access via Meridio for staff is already transforming the way that
staff can access historical information – at the touch of their fingertips.
But this digitisation can be taken a step further by providing external
access via the website to selected ‘open’ documents.
Identifying records that are appropriate for public consumption is
essential to meet the growing public expectations of access to public
sector resources and information. PHSO is currently achieving this through
application of the FOI/DPA legislation and the publication scheme,
however the archive provides the potential to take this further. Opening
up our archive to the public will put us in line with current practice of
public sector organisations, in particular with Central Government which
are currently working to the ‘20 year’ rule as part of their Transparency
Agenda.2 By making available more information to the public, once
archived, we will be demonstrating our commitment to transparency, but
also reduce the need for the public to contact us formally under FOI for
older information that we have classed as ‘open’. This will be achieved
by:
 Ensuring all records created meet preservation and access
requirements

Working with FOI/DP to review the archive content for suitability for
‘open access’ using TNA and best practice guidance, while taking into
consideration the Data Protection Act and our own legislation

Work with the Website Owner to discuss the possibility/suitability for
creating an online catalogue for the public, which allows them to
access our Digital Archive

Seek support from the National Archives to ensure we are providing
suitable access and working to their guidance

Explore ways to build an infrastructure that enables users to re-use
and re-interpret our online collection and expose the information to
the widest possible audience
3.6 Real outcomes through partnership
A key objective of PHSO is to seek to share information and experiences
with those bodies in jurisdiction and our Ombudsman partners. Initiatives
and projects with a national reach can also connect archives services to
each other, to other interest groups and to new audiences. There is great
potential therefore from using the resources available in the archive to
further our own learning and work with our partners and bodies to
achieve greater justice for all. The PHSO Archive will:

Explore potential for publishing existing landmarks as resources
guides

Add value to PHSO campaigns and reports by providing resources and
historical evidence and context

Look for opportunities arising from developments or changes in the
Health or Parliamentary environments

Link to events with the potential to archive wide impact such as NHS
anniversaries

Participate in the ARA’s (Archives and Records Association) highprofile national campaign
The ‘20 year review’ rule refers to the requirement for central government departments to identify and
transfer records for permanent preservation to the National Archives, under the Public Records Act.
PHSO does not need to comply with the 20 year review rule.
2
4 Resources
The PHSO Archive Strategy for 2013-2018 will be carried out using existing
resources within the IRM team. All members of the Retention and Disposal team
(within IRM) have tasks relating to the PHSO Archive in their role descriptions. The
Retention and Disposal Manager is responsible for managing the archive, with
advice and guidance from the Information and Records Manager.
Input and assistance from the FOI/DP team will be required in assisting the R&D
Team to assess whether information can be ‘opened’ to the public. This follows
best practice recommendations from the National Archives as a method of
demonstrating openness and transparency.