A Guide to the Retention of Modern Records on Landed Estates (2nd revised edition)

Citation

Davies, S.J. (2007), "A Guide to the Retention of Modern Records on Landed Estates (2nd revised edition)", Records Management Journal, Vol. 17 No. 3. https://doi.org/10.1108/rmj.2007.28117cae.002

A Guide to the Retention of Modern Records on Landed Estates (2nd revised edition)

Elizabeth LomasHall-McCartney LtdBaldock2007For the Historic Houses Archivists Group, fully revised from the 1992 edition by Peter Mackay FCA

Keywords: Records management, Archives management

The records of landed estates usually span long periods and reflect a surprisingly broad range of activities. Those who manage such records in the UK will therefore welcome this up-to-date guidance on the retention of modern records. It is a thorough revision of Mackay’s 1992 work, taking account of developments in legislation, land registration and devolution of government.

Landed estates are part of the making of British history, as reflected as far back as the 1080s – when Domesday Book was compiled with much the same motivation as a modern assets register! Many estates survived well into modern times, but social change, urban development and two world wars have all contributed to the break-up of a significant proportion. Those remaining today are in private or corporate ownership or have been taken over by charitable trusts – such as the National Trust – for preservation and new operations. Similar structures have also been created for modern business purposes (even national museums), although they may not recognise themselves as the functional equivalents of historic landed estates. All would find this book useful, though, because they share such characteristics as unusual diversity in their operations, management and legal structures, and vested interests in their histories, both for practical purposes and for academic or private research. As noted by Lomas (p. 8):

If the modern estate loses touch with its history, it loses its very raison d’être.

Starting with general issues of record formats, care and legislation (UK), 12 succinct chapters cover those aspects of an estate’s property, management and current activities that generate records, including less obvious elements such as public access, marketing and health and safety. Specific legislation is listed and types of records are described, with requirements and recommendations for record retention. Geographical differences (e.g. between England and Scotland) are noted, together with key reference works or sources of information. Appendices (A-M) contain sample documents for records management processes and a list of useful contacts. It would have been helpful to include the Museums, Libraries and Archives (MLA) Council here, together with equivalent bodies in Wales and Scotland.

Given that most landed estates share longevity, multiple functions and administrative complexity, it is not surprising that this book takes a subjective approach, presenting its guidance in the context of a historic, multifunctional estate which not only has a tradition of good management but also an established record-keeping system. It is also assumed that at least one records professional is in post (p. 69), either an archivist who also acts as records manager or an archivist and a records manager. Of course, many organisations fitting the broad category of landed estates do not match all these criteria, and may also lack professional input for implementing effective records management. Nevertheless, there is much relevant advice for all types of landed estates and for smaller organisations that are committed to improving record retention processes.

Readers who are experienced in records management but not familiar with historic estate records may be surprised by the strong emphasis on developing the estate archive as part of dealing with retention decisions for modern records. It is implied that decisions on selection for archival preservation can be made throughout the records management processes, for the purpose of securing material that will satisfy the future information needs of the estate and the research needs of historians. Yet, concern for the continuity and informational value of the estate archive is not surprising in the case of historic landed estates. Their records are crucial as primary source material of national importance in the UK, and the Royal Commission on Historical Manuscripts (HMC) was established in 1869 to oversee the welfare of historically-important records of private origin and ownership. Historians were already acutely aware of the importance of these at a time when the Public Records (those of central government and the judiciary) had started to benefit from better care through the establishment of the Public Record Office.

The book’s dual focus on historical needs and functional effectiveness rather overshadows the role of professional archival and records management theory in managing estate records. Current debates and growing literature on “archival appraisal” are relevant because of their impact on how records are selected for preservation as archives. Also, the definitions of “archives” and “collections” at the beginning of Chapter X (p. 60) are specific to the context of the book – the records of landed estates – but readers should be aware of increasingly flexible definitions as represented by the concept of “community archives”. Some pointers to resources on the current theoretical bases for archives and records management would benefit those unfamiliar with these subjects and encourage young professionals who must consider how to position the management of estates records within the professional theory and practice they have studied. A convenient new handbook is Managing Archives: Foundations, Principles and Practice by Caroline Williams (Oxford: Chandos 2006).

Two further points are also worth noting. Mention of the Acceptance in Lieu (AIL) scheme (p. 29) alerts managers to the historical value of their estate records. AIL allows items or collections deemed to be of national importance to be accepted by the State in settlement of a tax liability; significant collections of estate/family papers have come into public ownership in this way. The section on copyright (p. 18) is brief for such an important subject – particularly complex for archives and records – and readers should be encouraged to inform themselves of the key issues. Tim Padfield’s work is properly recommended, but this is now available in its third, revised edition, Copyright for Archivists and Records Managers (London: Facet 2007).

In conclusion, and regardless of comments made on detail, there is no doubt that this book fulfils a valuable purpose for its chosen audience and is to be commended for doing so. It also illuminates the nature and uses of certain types of records, such as rent rolls (they may provide the only evidence of ownership as well as tenancy), and the issues that arise from a land registration system that depends on property changing hands.

Susan J. Davies University of Wales, Aberystwyth, UK