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Security policy City of London
London Metropolitan Archives
2
Contents
Security policy ................................................................................................... 1
Contents ......................................................................................................... 2
Opening statement ...................................................................................... 3
Policy ............................................................................................................... 3
Introduction ................................................................................................ 3
Security of archives from theft, mutilation, addition or distortion ...... 3
Building security ......................................................................................... 6
Training ........................................................................................................ 6
Police updates .......................................................................................... 7
Transporting documents .......................................................................... 7
Feedback ....................................................................................................... 7
LMA mission statement ................................................................................ 8
Our vision: ................................................................................................... 8
Our commitment: ......................................................................................... 8
Glossary .......................................................................................................... 9
About this leaflet ........................................................................................... 9
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Opening statement
London Metropolitan Archives (LMA) is committed to protecting the
records of London’s history and safeguarding their future by ensuring
that they are stored safely and securely, and that the public access
them in a safe and secure environment.
Policy
Introduction
LMA is the official repository for records of the London metropolitan
area and of the City of London Corporation itself. Most archives are
located at the LMA in Clerkenwell. Some specific archives are held at
Guildhall in the City of London.
LMA is open to the public on four weekdays and one Saturday per
month. The building is closed and un-staffed at night. Out of hours the
building alarms are monitored by an alarm receiving centre. There is
also an out of hours keyholding service which responds to any alarm
activation.
A high degree of security is essential to protect the collections of prints,
photographs, books and archives. At the same time our aim is to allow
public access to archives in the Archive Study Area (ASA) whenever
possible. The site must also be secure from fire, flood and vandalism.
Security of archives from theft, mutilation, addition or
distortion
The archives are stored in locked strong-rooms, to which only
authorised members of staff have access. This is enabled by a
computerised access control system. Members of the public are only
allowed in the ASA and Information Area which, along with the
external parts of the building, are covered by CCTV cameras.
Closed circuit television (CCTV)
The CCTV system consists of 24 cameras including three Pan Tilt and
Zoom cameras in the Information area and ASA. Digitally recorded
images can be retained for one month. The person responsible for the
data is the Town Clerk of the City of London Corporation.
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The cameras are monitored from the front reception desk. Suspicious
behaviour or persons are reported to the Information area or ASA
desks.
Document ordering
The public order online to access original archives, by entering the
document’s unique reference number. The reader will also enter their
History Card number to identify who has requested the document.
Service Assistants produce the documents every 20 minutes and, if
necessary, check the location of the documents against the location
database. The database is password protected and can only be
accessed by authorised personnel. The required documents are then
brought to the ASA within 20 minutes where the reader can see them
upon producing their History Card.
History Cards are valid for three years and are free. Full details on the
registration process, acceptable documents for registration and terms
and conditions can be found on our website or on application to staff.
History Cards can be renewed with proof of identity and address.
Archive study area (ASA)
Entry to the ASA is gained via a push button which releases the door.
Once the reader has shown their History Card, the reader can then
collect their ordered documents from the desk one item at a time. To
exit the ASA a member of staff will press an exit button housed on the
collection desk. Staff will also be able to open the doors by using their
access pass.
Security Measures in the ASA include the following:
Proof of identity via the History Card is required before any original
archives are issued to the public.
Continuous invigilation of the ASA.
Restriction on the number of items issued to readers, especially loose
items issued individually.
Allocation of desks closest to the collection point for bundles of
documents or uncatalogued collection items.
Use of Conservation Studio to view iconic and fragile items under
staff supervision.
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Where the documents cannot be viewed safely or are deemed to
be at high risk they will not be issued.
Incidents
Should a reader be seen to handle archives inappropriately they will
be advised by a member of the invigilating staff of the correct method
of handling archives. In the case of deliberate vandalism, a duty
manager or a senior member staff will take the reader away from the
ASA to discuss the matter. The manager should also be accompanied
by another member of staff should a witness be needed later. It will
then be decided whether or not to call the police. The reader’s History
Card may also be confiscated. In the event of a theft or serious breach
of security, or abusive behaviour towards the staff or other readers, the
person concerned will not be allowed admission to LMA in future.
If an incident is seen by Building Services staff on CCTV they will
contact the Information Area or ASA. Clear channels of
communication and protocols have been established for what to do in
the event of an incident.
Additional security measures
Additional security measures include the following:
Signing-in books for all members of the public and contractors. Also
staff working late and on weekends.
A condition of entry is that the public must abide by the terms and
conditions of the building which include the Internet Security Policy.
A copy is available from the front desk.
Visitors are given a clear plastic bag in which to place their papers
when in the Information area and ASA.
Lockers for all coats and bags.
Potential random bag searches on leaving the building.
The issue of access passes allowing restricted access as appropriate
to contractors and staff.
Visitors are collected from reception and are the responsibility of the
person they are meeting and are accompanied at all times if
visiting non-public areas of the building.
Alarms monitoring the removal of barcoded reference books and
microfilm from the public rooms.
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The car park and loading bay is kept locked throughout the day.
Admission to the car park is via ground floor reception who will
ensure the gates are closed and locked.
Building security
Fire and flood
LMA has a sprinkler system which, if activated, automatically notifies a
central monitoring company. This company alerts the fire brigade and
the key-holders. There are also flood detectors linked to local security
alarms.
Both buildings have smoke-detection throughout, which, if activated,
automatically alerts the fire brigade.
There are fire extinguishers at strategic points throughout the buildings.
These are tested twice yearly.
Intruders
An intruder alarm is set at night which, if activated, automatically alerts
the central monitoring company. This company calls the police and
the key-holders. The intruder alarm can be activated by any of the
alarmed doors or Passive Infra-Red (PIR) movement detectors
throughout the building.
Vandalism
LMA is locked at night and there is a three meter high security fence
with locked gates covering the car park area. There are also external
lights around the site which are programmed to come on at night. In
addition the car park and loading bay are kept locked throughout the
day.
Maintenance
All systems are regularly maintained and tested by the City of London’s
central maintenance contractor and also checked by the Building
Services team. Scheduled maintenance is also carried out by the fire
and intruder alarm companies.
Training
Members of staff dealing with the public are trained in customer care
and how to deal with physical and verbal abuse. All staff are given
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training on basic fire prevention and evacuation procedures during
their induction.
Staff in the ASA are trained in document handling and advise the
public on the correct way to view documents. Staff also monitor the
readers to ensure that correct handling techniques are observed.
Document handling sessions are run for visitors by Conservation staff.
Police updates
There are quarterly meetings with the London Museums and Archives
Security Group run by the Art and Antiques Unit of the Metropolitan
Police. These keep us informed of current trends and criminal activity
within art galleries, museums and archives in the London area. We
receive regular security updates by email.
We also receive updates from the City of London Police on terrorist
information and activity affecting the city.
Transporting documents
When transporting archive documents in one of the LMA vans, two
people must be in the van to accompany them. This is to ensure that
the documents always have someone with them, in the event of a
breakdown or when someone needs to leave the van.
When documents are loaned to third parties they are checked and
packaged up by Conservation staff before delivery/collection takes
place. The item is then removed from the location database. When the
items are returned they are checked again for any damage and
reinstated into the database.
Coroners files are requested by the Coroners Courts and are sent either
by recorded delivery or the coroner will arrange for their collection.
They are then removed from the location database until their return
Feedback
Please complete a comment form or email us at
[email protected] if you wish to give feedback on this
policy.
This policy will be reviewed at least every two years to make sure it
remains timely and relevant.
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LMA mission statement
LMA is owned, funded and managed by the City of London
Corporation on behalf of London and the nation. It is London’s archive
service, collecting, preserving, celebrating and sharing the stories of
London and Londoners and its many communities through
collaboration, innovation and learning. It is responsible for 100
kilometres of the capital’s documentary heritage dating from 1067 to
the present day, from parchment rolls to digital files.
Our vision:
Our vision is to ensure as many people as possible now and in the
future have access to the archives in our care on site and digitally,
safeguarding knowledge, improving understanding, inspiring
participation, and supporting good public governance. We aim to
provide a world class service aspiring to the highest standards that is
open and engaging, innovative, inclusive, secure and sustainable. As
one of the leading archive services in the UK we also have a
responsibility to provide leadership within the London, national and
international archive sectors.
Our commitment:
The City of London provides a unique and diverse range of services to
the residents, businesses, workers and visitors in the City of London and
beyond. We are committed to being proactive in providing services
fairly to all our potential service users. Promoting equal opportunity for
all is one of our core values.
Our policy is to treat all service users, and anyone else we come into
contact with, equally and with dignity and respect and not to
discriminate on grounds of age, disability status, employment status,
ethnic or cultural origin, gender, marital status, nationality, religious
belief or non-belief, responsibility for dependants, sexual orientation,
social background, or any other grounds which cannot be shown to be
justified. We will recognise, respect and value difference and diversity.
In partnership with our employees, our residential communities and
stakeholders, we will work hard to meet our obligations under the
relevant anti-discrimination legislation, codes of practice and good
practice guidelines.
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The Collections Acquisition and Management Policy is one of a
complete suite of policies for the archive service function delivered by
London Metropolitan Archives for which an Equalities Impact
Assessment has been carried out and which is available to view on
request.
Glossary
ASA: Archive Study Area. The room at LMA where members of the
public can view archive documents.
IA: Information Area. The room at LMA where members of the public
can carry out research and order archive documents for viewing in the
ASA.
CCTV: Closed circuit Television.
About this leaflet
This leaflet was revised in March 2016 by London Metropolitan Archives,
40 Northampton Road, London, EC1R OHB
Telephone: 020 7332 3820
Fax: 020 7833 9136
Email: [email protected]
Website: www.cityoflondon.gov.uk/lma
© London Metropolitan Archives
Except as otherwise permitted under the Copyright, Designs and
Patents Act 1988, this publication may only be reproduced, stored or
transmitted in any form or by any means, with the prior permission in
writing of the publisher, or in the case of reprographic reproduction, in
accordance with the terms of a licence issued by the Copyright
Licensing Agency. Enquiries concerning reproduction outside those
terms should be sent to the London Metropolitan Archives at the above
address.