Archives Card
Archives Card is a modern digital card-based system which provides service users with easy access to participating archives throughout the UK and Ireland. The Archives Card scheme is operated by ARA Commercial, which is a subsidiary of the Archives & Records Association, the leading body for archives in the UK and Ireland.
Since its launch, 47 archives have signed up to the scheme, with a combined reach of 15,350 registered service users. These figures are expected to rise as more and more archives recognise the benefits to be gained by signing up to the national scheme.
“The Archives Card system was simple to sign up to and deploy. It’s already proving very valuable as we can now see in real-time exactly how many archive users come to Derbyshire and exactly where they are visiting from.”
Why should we join?
Enhance your user experience
From now on, archive users will only need one card to be able to access the collections of all participating archives.
Easy online registration means service users can sign up to the scheme online at their convenience.
Present a modern user-friendly image
As a society, we are increasingly embracing digitalisation in our work and home lives, and modern digital systems are becoming expected across almost every industry. By keeping up with the pace of change and joining the Archives Card scheme, you can be part of the sectoral shift and attract new audiences through the adoption of the card.
Being part of the scheme will allow you to reach previously untapped audiences and engage them in history.
Access invaluable insight about service users
The Archives Card scheme gives you access to previously unavailable real-time data, allowing you to:
See exactly who is using your service and where they live – down to specific postcode level
Identify whether you have any overseas-based users
Understand which geographical areas are underrepresented, allowing you to better plan targeted marketing activities
It allows you to benchmark and track user behaviour, identify campaign successes and failures and monitor seasonal and other patterns.
Improve your reporting
The Archives Card scheme allows you to be data-driven in line with modern planning and reporting approaches. It also puts you in a much stronger position to quickly provide data for various reporting requirements, including:
Management reporting requirements for Archive Service Accreditation, the UK standard for archive services
Annual reports for the general public
Internal service reviews and audits
Enhance your security
Historically, checking the identity of archive users has been a weakness across the sector but by introducing photo ID for the first time the Archives Card scheme immediately improves security levels for your collections.
The ARA’s central administration team can see details of all user visits so in the event of a theft from a collection, all participating services can be alerted.
You can demonstrate to your users that you are taking security seriously and taking steps to protect important historical national records.
It also provides assurance to your future potential depositors that you are prioritising the security of your collections.
Reap cost savings
Rather than having to manually record user details, the Archives Card is fully digitised, saving you the time and money it usually takes to log this data.
As the scheme is fully digital, it frees up valuable skills and allows staff time to be better used on other tasks.
Ease of use
The Archives Card scheme is accessed via a web browser, making it is easy to deploy and very simple to use.
We provide a full ‘How To’ guide to get you started, together with comprehensive FAQs for additional support and answers to commonly asked questions.
Supports Archive Service Accreditation
The Archives Card scheme supports you in meeting Archive Service Accreditation standards and Place of Deposit requirements, both of which are widely recognised as good practice for all archives.
“Signing up to the Archives Card Scheme is proving really valuable in terms of audience development planning. Getting a clear picture of the postcodes where people are not using our service means we know exactly where we need to raise awareness, focus our outreach activities and encourage people to engage with history. Being an urban county with large variations in affluence, we are keen to reach and engage with all areas of society. Adopting the Archives Card now also means we can benchmark early, run activities and monitor for impact, which is really useful. ”
How does it work?
For archive services
The Archives Card uses tried-and-tested software developed by ASI which has been around since 1992. Its UK franchisee, iFinity, stores and processes the data from all participating archive services on behalf of ARA Commercial in a UK data centre.
The Archives Card system is web-based (with username and password access) so archive services do not have to install any proprietary software or indeed any other software.
On signing up to the scheme, archive services will be sent simple set up instructions and a user manual to train staff in setting up and using the system and issuing the cards.
The costs are the one-off purchase of a webcam and barcode scanner, a one-off joining fee and then an annual subscription.
You will be provided with as many cards as you need, together with the software which will be updated regularly and maintained by iFinity on behalf of ARA Commercial.
For first time Archives Card users, you will need to verify their ID, issue a new card and marry this up with their record.
Visual dashboards allow you to see in real-time graphical representations of where users are coming from and their dates of entry.
You will be provided with messaging and content about the Archives Card scheme which you can use to help promote your participation to your current and potential users.
For archive users
There is no cost to users to join the Archives Card scheme.
The card is valid for five years.
To register, archive service users simply need to visit https://archivescard.com and complete their application on a computer or mobile device.
If users don’t have access to a computer, they can use a public computer at your premises or, if they are unable to use a computer themselves, your staff can enter the information directly into the system’s database on their behalf.
Users can take or upload a photo themselves from home or onsite at the archive service using a webcam.
Once registered, an Archives Card holder can use any participating archive service.
“I would really encourage other archive services to sign up, not only for all the direct benefits for their users and their own collections, but also for the sector as a whole. The earlier we start benchmarking using the data from the system the sooner we can start tracking what become long-term trends. This is essential for continued success and further enhancing the impact we have on society with the work we do and the services we offer”
What equipment will I need?
At the most basic level, you will need a staff computer with internet access, a webcam and a barcode reader.
If you would like your users to be able to register themselves while on your premises, you will also need a public computer or mobile device with internet access.
Should your barcode reader be inoperative, you can simply enter the barcode manually or search for the user by name.
How much does it cost?
Participating archives pay an annual subscription to cover the cost of the cards and access to the required software. There is also a small one-off cost of around £40 for the webcam and barcode reader required for scanning in visitors, if your service does not already have this equipment. Annual fees range from £350 to £550 depending on the number of sites you have.
To enquire about joining fees or to register your interest and sign up, simply email us at archivescard@archives.org.uk.
We will answer any queries you may have and provide a form for you to complete. Upon payment of the invoice issued, we will send you your username and password information, together with set up instructions so that you can get started. Simply let us know how many archives cards you will need.
Once you have joined the scheme, we will provide you with messaging and content about the Archives Card scheme which you can use to help promote your participation to your current and potential users. To get your users started simply direct them to https://archivescard.com/.
For a list of frequently asked questions, please see click here.