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There is no summary of this meeting yet. One is written once the council publishes the minutes. The agenda and papers are below.
In accordance with the Code of Conduct adopted by both Authorities, no interests were declared.
Resolved that the Minutes of the West Glamorgan Archives Committee meeting held on 13 March 2026 be approved as a correct record.
Resolved that 1) Councillor R V Smith be elected Vice Chair of the Committee for 2026-2027. 2) The nomination for the Neath Port Talbot Vice Chair be deferred to the September meeting.
The County Archivist presented a report which outlined the work of the Joint Archive Service during the period March 2026 – May 2026. Use of the Service He reported on the figures relating the use of the service via its various platforms both in person and online. He referred to and welcomed the increase in numbers attending both the new facility in Swansea and the established one in Neath compared to the previous year. The considerable increase of views on Ancestry was also noted. A Digest of Annual Statistics for 2025-26 He referred to the table in the circulated report which gave a breakdown of the annual statistics showing a comparison between the recently-completed financial year 2025-26 and the previous year, 2024-25. The statistics given are those that show direct engagement and do not include web-based statistics. Talks and Seminars He reported that four schools have received sessions during the period since the last meeting. The service has also run two sessions for university students and six other local groups during the quarter. The service continues to host the monthly meetings of the Glamorgan Family History Society, Swansea Branch. Other Engagement He detailed that the service has begun attending community events as a stall-holder in order to encourage better engagement with non-users of the service. The following events were attended during the quarter: Capeli Cymru roadshow, Swansea One-stop shop for older adults, Bishopston Minster Moments neighbourhood meet-up, Swansea Retirement Excellence, Loughor He outlined that during the quarter the following groups visited Y Storfa and were given tours of the service: University of Wales Trinity St Davids staff West Glamorgan Archives Committee Welsh Government Cultural Division staff Strongroom Management in Y Storfa Following the Move He reported that the environmental conditions in the strongroom in Y Storfa are monitored as a matter of course and sensors have been installed at six various locations around the room to gain an overview of conditions throughout the new space. The move of the collections took place during the coldest part of the year, but the reporting quarter has seen some very high external temperatures. This has enabled the service to monitor how the strongroom is currently performing and gauge how it is likely to perform going forward. Considerable care was taken in the construction of the storage facility to ensure airtightness, something that was lacking in the rooms in the Civic Centre. Measures include an airlock double-door to access the room, sealed sockets and cable ducting, sealing of the joints between floor and wall boarding, and the type of paint used on the walls. The environmental monitoring charts show that the result of these measures has been to create a very stable environment, which is essential to prevent mechanical damage to documents while in storage. The humidity remains low, which prevents degradation through mould growth, and the external temperature variations experienced between January and May have had no noticeable effect on the temperature inside the strongroom. Members will recall the appointment of a second temporary Archive Trainee in order to assist with rationalising the holdings in the strongrooms. This work has progressed rapidly and the physical moving part of the task is now complete and staff are now beginning a rigorous check of the reference numbers listed in the stock movement record table. This will be followed by the creation of an alphabetical location index, which will make document production quicker and more efficient. The Chair and Members of the committee congratulated the County Archivist and his staff on the work undertaken before, during and after the move to Y Storfa whilst maintaining a public service for as long as was possible at the Civic Centre and expanding the service since the move. They also welcomed the increase in figures referred to above. Policies He outlined that Archive Service policies listed below are due for review, having being created or last reviewed over five years ago. Minor changes made include changing the address from Civic Centre to Y Storfa and updating references to relevant legislation and standards where necessary. Access Policy Collections Acquisition and Management Policy Digital Preservation Policy Loans Policy Policy on the Use of Archives by the Media Security Policy Resolved that the above updated policies be approved. Professional Meetings and Training He listed the various professional groups, meetings and training undertaken by staff had attended during the quarter. Fees and Charges for 2026/2027 He referred to the table of fees and charges for the service and detailed the various minimal increases that have been applied and will apply for 2026/2027. Resolved that the fees and charges for 2026/27 be approved. Accessions of Archive Collections He detailed the various archives received by the Service during the quarter.
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