9

Click here to load reader

London Metropolitan Archives Security policy

Embed Size (px)

Citation preview

Page 1: London Metropolitan Archives Security policy

Security policy City of London

London Metropolitan Archives

Page 2: London Metropolitan Archives Security policy

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

Page 3: London Metropolitan Archives Security policy

3

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.

Page 4: London Metropolitan Archives Security policy

4

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.

Page 5: London Metropolitan Archives Security policy

5

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.

Page 6: London Metropolitan Archives Security policy

6

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

Page 7: London Metropolitan Archives Security policy

7

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.

Page 8: London Metropolitan Archives Security policy

8

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.

Page 9: London Metropolitan Archives Security policy

9

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.