BSI British Standards is developing a code of practice that contains recommendations for a generic approach to the management cultural collections.
It is applicable to all types of public and private collecting institutions (such as museums, archives and libraries) and all types of tangible and intangible cultural collections (such as books, electronic records, papers, specimens and artefacts).
It is called PAS 197 and is sponsored by the Collections Trust (formerly MDA).
This site contains information on the following.
Background
The UK’s museums, archives and libraries hold some of the world’s richest and most diverse cultural collections. These collections are used to educate, to inform and to entertain. They provide a rich resource for research and innovation.
Museums, archives and libraries are responsible for striking a balance between the preservation of collections and the provision of access to them, so that they can continue to be accessible for future generations.
A new generation of practitioners are bringing new expertise to cultural collections management, in areas such as project and programme management, knowledge management and fundraising. Driving this multidisciplinary approach is an understanding that the sustainability of collections is a holistic issue.
To give these new developments a focus, the Collections Trust (formerly MDA) approached the BSI British Standards to develop a code of practice for cultural collections management. It will be known as PAS 197 and is currently out for review until 31 July 2008. It is expected to be published in September 2008.
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Aim
The aim of PAS 197 is to codify a holistic approach to the management of cultural collections by setting out a series of recommendations relating to good practice in the field.
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Scope (draft)
This Publicly Available Specification (PAS) gives recommendations for cultural collections management by collecting institutions such as museums, archives, libraries and other public and private organizations that hold cultural collections.
It covers the provision, implementation and maintenance of a collections management framework, including policies, processes and procedures for:
a) collecting;
b) collection information;
c) collection care; and
d) access to cultural collections.
It is applicable to all types of collections such as of books, digital objects, papers, artefacts, specimens and works of art.
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Description of a PAS
A PAS (Publicly Available Specification) is a sponsored, fast-track, consensus-based informal standard that is produced by the UK national standards body, BSI.
The PAS development process is based on the British Standards model. Any organization, association or group that wishes to document standardized good practice on a specific subject, both for the benefit of their industry and to help promote their expertise, can commission a PAS, subject to the BSI acceptance process.
The main difference between a PAS and a British Standard is in the area of consensus. Consensus is defined by the International Standards Organization (ISO) as:
“general agreement, characterized by the absence of sustained
opposition to substantial issues by any important part of the concerned
interests and by a process that involves seeking to take into account
the views of all parties concerned and to reconcile any conflicting
arguments
NOTE Consensus need not imply unanimity.”
A British Standard must reach consensus between all stakeholders on technical content, whilst a PAS invites comments from any interested party but does not necessarily incorporate them. This difference allows the PAS to meet its main objective of providing a fast track consensus-building consultative standard in an area where there is a need for a first step approach towards formal standardization.
Whilst full consensus is not a requirement of a PAS. every effort is made to achieve consensus and interested parties are invited to comment during a one month consultation period in order to build consensus. For more information on the responsibilities of the Steering Group with respect to achieving consensus, see Steering Group.
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PAS development process
Overview
The PAS process seeks to ensure a highly credible standard through rigorous content development, involvement of suitable expertise and wide stakeholder consultation. This process is managed by BSI to ensure independent consultation and build the required consensus around the subject.
Process
Roles and responsibilities
a) Sponsor
The Sponsor for this PAS is the Collections Trust, represented at the highest level by the Chief Executive, Nick Poole.
b) Sponsor’s Project Manager
The Sponsor’s Project Manager is Peter Winsor of the Collections Trust. His responsibilities are to:
i) be a central point of contact
ii) liaise with BSI Project Manager and other project stakeholders
iii) provide BSI Project Manager with relevant information
iv) act on Sponsor’s behalf
v) attend all meetings
vi) identify stakeholders for consultation
vii) logistical support
c) BSI Project Manager
The BSI Project Manager is Alex Kay. His responsibilities are to:
i) be a central point of contact
ii) attend all meetings
iii) maintain the schedule
iv) facilitate and provide guidance in Steering Group meetings
v) draft editing and production of the PAS within timescale and budget
vi) management of the PAS development process
vii) co-ordination and management of the consensus-building process
d) Technical Author
The Technical Author is Peter Winsor of the Collections Trust. He takes on this role in addition to being the Sponsor’s Project Manager. His additional responsibilities as Technical Author are to:
i) draft the base document
ii) support the BSI Project Manager in the production of the PAS
iii) attend PAS drafting meetings
iv) participate and provide guidance in Steering Group meetings
e) Steering Group
The Steering Group is largely made up of members already identified by the Collections Trust. They include representatives of BSI, the Sponsor, the Technical Author and relevant experts. Specifically, the Steering Group:
ii) holds technical expertise
i) is responsible for decision-making and consensus-building
iii) is responsible for sourcing relevant technical information
iv) is responsible for PAS draft reviews (including comments submission and attendance at meetings)
v) is tasked with identifying stakeholders
vi) is responsible for comment resolution
viii) represents the key interests and cover the key technical areas required for the PAS
ix) provides broad-based representation of the industry to which the PAS relates
x) is expected to be objective in the process and consult directly with BSI and the Sponsors
It is important that decisions made by the Steering Group are the product of a good faith effort to meet the interests of all stakeholders. The ideal outcome is to achieve consensus. For a definition of consensus, see Description of a PAS.
In the event of the Steering Group failing to reach consensus, the Sponsors will normally be able to make the final decision on technical matters, although BSI reserves the right to overrule any decision relating to the PAS that we have reason to believe is not technically robust or that is commercially biased.
f) Review Panel
The Review Panel is a wide formation of organizations and individuals representing those stakeholder groups that may be affected by the implementation of a PAS, even if they are only peripherally affected. Consultation with the Review Panel is vital in terms of building consensus in the development of a PAS.
Review Panel members are nominated by the PAS Steering Group, the Sponsors and BSI to submit written comment on a consultation draft of the PAS within about a one month period. It is accordingly larger than the PAS Steering Group, potentially of the order of 100 organizations.
The Review Panel members:
a) are invited to submit comments to BSI electronically no later than Thursday 31 July 2008;
c) are asked to identify solutions to any issues raised;
d) are not expected to attend any meetings.
Due to the time constraints of the project, comments received after the deadline or in an alternative format to the form provided cannot be considered.
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Schedule
An outline of the schedule is given below but is subject to change.
- Submission of base document March 2008
- First Steering Group meeting May 2008
- One month Review Panel consultation July 2008
- Second Steering Group meeting July 2008
- Publication September 2008
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Latest developments
Completed
- Technical author Peter Windsor, of the Collections Trust has drafted a base document
- Research has been conducted to identify relevant existing standardization
- The Steering Group consists of 10 key stakeholders
- Two Steering Group meetings have been held to discuss the base document
- Consultation draft prepared and issued to the Review Panel
In progress
- Review Panel consultation running from Thursday 3 July 2008 to Thursday 31 July 2008
To complete
- Steering Group to meet to consider Review Panel comments
- Draft to be updated in light of Review Panel comments
- Draft to be approved for publication
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Links
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Contact
For more information on the project or to be notified of publication, please contact::
Alex Kay via email to alex.kay@bsigroup.com
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