AUSTRALIAN COUNCIL OF ARCHIVES

 

ARCHIVAL STATISTICS

 

QUESTIONNAIRE FOR THE TWELVE MONTHS ENDING 1998

 

This questionnaire should be completed for the year ending 31 March, 30 June,

31 December 1997, or whatever other date your reporting period might end in 1998

 

Your response should be mailed to reach us by Monday 22 March 1999

 

 

This questionnaire has been completed for the twelve months ending   ............................................................................ 1998

 

Name and postal address of archival institution completing this questionnaire.

 

An archival institution means the national archives, state archives offices or archives (however designated), and any other institution or organisation or any discrete section thereof, devoted as its sole or a primary part of its function to the care, custody and use of archives and sometimes semi-current records.

 

Institution:

Address:

Tel                                 Fax                                        Email

Name of contact person

 

MISSION & PROFILE  (to be completed by those responding to the survey for the first time, and those who have not provided this information with previous responses).

 

Please provide a brief statement of the role of your Archives, its principal responsibilities and any peculiarities which you think it important for anyone reading your statistical returns to note. As a minimum we suggest you supply -

 

(a)       The year of establishment of your Archives (and its parent or host institution) and the instrument that established it.

(b)       The range of services provided by your Archives, and in particular its relationship to records management services within the parent institution.

(c)        Any other factors that are not reasonably apparent from the statistics but which have a major impact on them (eg: if you operate from more than one building, if you have non custodial responsibilities for archives, etc).

 

Please use a separate sheet of paper for responding to this question and attach it to your statistical return.

 

 

HOLDINGS

 

Holdings refers to the totality of archives and semi-current records and manuscript material (regardless of format) in the custody or under the control of an archives institution.

 

Disposal in this context means destruction of time/value-expired records or transfer of records to another Archives institution. Disposal figures should include records removed from the Archives/Records repository and also records disposed of directly from other parts of the parent institution where the Archives is responsible for authorising the disposal.

 

 

	Holdings at start of the reporting period.   In metres.	Volume of accessions during the reporting period. In metres.	Number of accessions received during the reporting period. Number.	Volume of disposal during the reporting period.   In metres.	Holdings at end of the reporting period.     In metres.
Total holdings, accessions, disposals	a	b	c	d	e
Of which total archives measure

 

 

 

ARRANGEMENT & DESCRIPTION

 

	At start of the reporting period (%).	Number of accessions processed and/or documented during the reporting period.	At end of the reporting period (%).
Proportion of holdings included in finding-aids accessible to researchers in the search-room.	A	b	c

 

 

 

REFERENCE SERVICE

 

Providing information about or from the holdings, including making them available for use in search rooms, or lending them to creators/owners of the records. This does not include the provision of copies. A visitor is a person actually using the search room but does not include members of guided group visits. A visit is attendance by one person during one day or part of a day. If a visitor checks in more than once on the same day, this interrupted attendance should be counted as one visit only. Recorded enquiries includes enquiries received in person, by telephone, or in writing. Simple verbal enquiries which are answered ‘on the spot’ (for example about your opening hours) should not be included.

 

 

Number of visits to search room/s during the reporting period.
Number of items made available in search room/s.
Total number of recorded enquiries (excluding requests from owners/creators to borrow their records).
Number of items loaned to creators/owners other than in the search room/s.

 

 

 

USES OF HOLDINGS

 

If any lists of uses made of holdings (eg in publications, for native title claims, in exhibitions, etc) are produced, please enclose a copy.

 

 

Category of User
Business users (Users from the agency which created the records or its subsequent agency/ies who are accessing records for business or administrative purposes)	%
Research users (Users not from the agency which created the records or its subsequent agency/ies who are accessing records for research purposes)	%

BUILDINGS

 

 

	At start of the reporting period.   a	At end of the reporting period.   b
Repository storage area	(m2)	(m2)
Total shelving capacity	(shelf-metres)	(shelf-metres)

 

 

 

 

PERSONNEL

 

Personnel positions should be expressed in full-time equivalents (FTE). For example a staff member working half-time is equal to 0.5 FTE. In cases where the same staff also have responsibilities outside the archives (or archives/semi-current records management) program to which these statistics relate (for example current records management responsibilities) it will be necessary to calculate the proportion of their time to be included in the response to this question.  All staff involved in archives/semi-current records management should be included, not only archivists, eg managerial, support and other specialist staff should be included as well as archivists.

 

 

 

	At start of the reporting period.   a	At end of the reporting period.   B
Total number of positions filled	FTE	FTE

 

 

 

 

BUDGET AND EXPENDITURE DURING THE REPORTING PERIOD

 

The figures supplied in response to this question should include (but need not be broken down to show): (a) personnel salaries and related expenses; (b) operating expenses (eg: stores and supplies); (c) cost of accommodation (rental if paid by the Archives or its parent body, depreciation/amortisation of the accommodation is owned), building maintenance etc; and (d) expenditure on major projects or major assets (eg: new shelving).

 

If some of these figures are not allocated as part of your budget, or if you share a budget with a related program (such as current records management) please try to calculate them. If your archives program does not have a budget, please state this.

 

 

 

	Budget for the reporting period   a	Actual expenditure for the period   b
Total annual funds provision and actual expenditure ($A)

 

 

Do your figures include cost of accommodation?

YES / NO   Please circle whichever applies

 

 

Please return this completed questionnaire by Monday 22 March 1999 to:

 

            Australian Council of Archives

            C/-  Ms L McGregor

            Queensland State Archives

            PO Box 1397

            SUNNYBANK HILLS   QLD   4109

 

Enquiries should be directed to:

 

            Lee McGregor

            Statistics Subcommittee Convenor

            Tel (07) 3875 8748 or Fax (07) 3875 8764

            E-mail:  Lee.McGregor@dcilgp.qld.gov.au

 

 

Thank you for taking the time to complete the questionnaire.

 

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