PAS 197 has now published. Read more
This site contains information on the following.
The UK’s archives, libraries and museums 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.
Archives, libraries and museums are responsible for striking a balance between the care 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 is known as PAS 197 and was published on 28 January 2009.
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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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This PAS gives recommendations for the management of cultural collections by collecting organizations such as archives, libraries, museums and other public and private collecting organizations that hold cultural collections.
It covers the provision, implementation and maintenance of a collections management framework, including policies, processes and procedures for:
a) collections development
b) collections information
c) collections access
d) collections care and conservation.
It is applicable to all types and sizes of cultural collections.
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A PAS 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 public consultation 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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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
a) Sponsor
The Sponsor for this PAS was the Collections Trust, represented at the highest level by the Chief Executive, Nick Poole.
b) Sponsor’s Project Manager
The Sponsor’s Project Manager was Peter Winsor formerly of the Collections Trust. His responsibilities were 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 was Alex Kay. His responsibilities were 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 was Peter Winsor formerly of the Collections Trust. He took on this role in addition to being the Sponsor’s Project Manager. His additional responsibilities as Technical Author were 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
This Steering Group was largely made up of members already identified by the Collections Trust and included representatives of BSI, the Sponsor, the Technical Author and relevant experts. It was important that decisions made by the Steering Group were the product of a good faith effort to meet the interests of all stakeholders. The ideal outcome was to achieve consensus. For a definition of consensus, see Description of a PAS.
Specifically, Steering Groups:
i) are responsible for decision-making and consensus-building
ii) hold technical expertise
iii) are responsible for sourcing relevant technical information
iv) are responsible for PAS draft reviews (including comments submission and attendance at meetings)
v) are tasked with identifying stakeholders
vi) are responsible for comment resolution
vii) represent the key interests and cover key technical areas required for PASs
viii) provide broad-based representation of the industry to which the PAS relates
ix) are expected to be objective in the process and consult directly with BSI and the Sponsors.
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 was 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. Public 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:
i) were invited to submit comments to BSI electronically during a one month consultation in July 2008
ii) were asked to identify solutions to any issues raised
iii) were not expected to attend any meetings.
An outline of the schedule is given below:
- Submission of base document March 2008
- First Steering Group meeting May 2008
- One month Review Panel consultation July 2008
- Last Steering Group meeting September 2008
- Publication January 2009
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- PAS 197:2009 was published on 28 January 2009. It is due for revision no later than January 2011.
- Feedback on the published PAS 197:2009 can be submitted via the BSI British Standards Feedback system:
http://feedback.bsigroup.com/?i=277
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For more information on PAS 197 or to be notified of future activity relating to its development, please contact the Information Centre:
Tel: +44 (0)20 8996 7111
Fax: +44 (0)20 8996 7048
Email info@bsigroup.com
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