Security Guidance

This security guidance document has been prepared for the Archives & Records Association – ARA (UK & Ireland) and its members and can be used by all recordkeeping professionals. It will not answer all of the security questions that you may have but it will provide a solid basis upon which security risk management decisions can be taken. It should be read in conjunction with the guidance in relation to Archives Accreditation.

Due to the nature and type of organisations that are members of the ARA, the guidance has been written to apply to a wide range of venue types and in a manner that is sensible, proportionate, and easy to understand. Not all venues can afford specific physical or technical security systems, nor do they have additional human resources to devote to security so a balanced approach that is risk and resource-based must be offered.

This guidance aims to provide advice and guidance needed for members to make informed decisions about security risk management, how to use available resources and actions to consider to proactively protect their staff, users and assets.  All organisations will have their own particular ways of working and there are different methodologies that can be applied to areas such as risk management.  This document offers a particular approach but members should select and interpret the different sections with regard to their own circumstances.

The guidance aims to follow a logical sequence that will enable the reader to consider a wide range of issues that could adversely impact the security and integrity of archives and collections at their venues. To support ARA members Appendix 1 is a ‘Signpost Document’ designed to provide the reader with more detailed information and guidance if that is sought.

While written for the ARA many of the security measures described in this guidance are equally transferable to other cultural venues and sites whether holding archives or not.  Wider stakeholders have been consulted as a part of this guidance development to ensure that it is not only accurate and timely, but that it is also aligned, as far as possible, with future legislation and international good practices.

The guidance was developed by Trident Manor Ltd. with input from the ARA Security & Access Group and others with relevant expertise.  This guidance will be subject to periodic reviews and updated by the ARA Security & Access Group as required. Thanks are due to the SAG group and to Andy Davis of Trident Manor for producing the documentation.  We are also grateful to The National Archives for funding this important project.

You can download a PDF copy of the guidance here or use the web version below.