Acquisitions Policy

Background

The Royal Society has maintained detailed records of its activities since its foundation in 1660. The importance of the Fellows in the development of science since that time has made these archives one of the worlds great resources for the study of the history of science. The archives relate both to the Societys activities as detailed in its founding charters, and the activities of the Fellows themselves, many of whom have deposited their scientific papers, notebooks and personal papers with the Society.

Overall policy

1. There is a records management programme in place to ensure the activities of the Society continue to be documented, and the Archivist will work in close co-operation with the Records Manager and the IT Manager to ensure the systematic transfer of official records to the custody of the archives, in whatever format they are created.
2. It is intended that collections held by the Society should continue to contain prime research material for historians of science. To this end the Society will aim to acquire the papers and portraits of Fellows of national or international distinction, particularly those of Presidents, Officers and others deemed to be of major significance (for example of Nobel Prize winners). The Society would reserve the right to decline a collection which was in line with this policy but which was judged by the Physical Secretary to be unsuitable (for example if the contents were marginal to the Societys interests or the collection too large for the available space).
3. The Society does not normally seek to acquire manuscripts in fields which fall outside the existing strengths of its holdings.

Genre or media of records held

1. Records are accepted in every format, whether manuscript, printed or machine readable; also photographs, paintings, prints and film.
2. The Society will seek to acquire microform or other copies of documents in other repositories or private hands, which relate closely to its own holdings.
3. Three-dimensional artefacts will not normally be accepted unless they have a special relationship with the associated archives held. Artefacts will normally be directed to the appropriate museum.

Co-operation with other repositories

1. When advising potential depositors, attention will be drawn to the existence of other repositories with similar or overlapping interests, to ensure the material is offered to the most appropriate institution.
2. In any case of dispute, between the Society and another repository as to the proper custodian of the records, the advice of a neutral arbiter such as the Historical Manuscripts Commission will be taken.

Methods of acquisition

1. The Society will seek to acquire records by gift, purchase and/or loan. Donations and purchases are preferred to deposits on loan.
2. Purchases will only be made of items of outstanding importance after consultation with relevant experts within the field. For example, with paintings the artist's merit, historical significance of the sitter and the condition of the work would be taken into account.
3. The Society commissions a portrait of the out-going President once every five years, the President choosing the artist (usually drawn from the Royal Society of Portrait Painters).

Conditions associated with accessions

1. No documents will be deposited without clear and valid title of ownership.
2. Only documents which, in the judgment of the Archivist, are of sufficient quality for permanent preservation will be accepted.
3. Finding aids will be welcomed with deposits where bulk is likely to render the documents otherwise inaccessible until processed.
4. It is a condition of acceptance that documents will be available for public access either immediately or at the expiry of a specified period.
5. The Society will not normally accept archives and records which are of a particularly specialist nature, requiring skills or equipment beyond the Societys resources to preserve, exploit, or interpret.
6. Acquisitions purchased with the assistance of grant aid will be held subject to the terms and conditions of bodies from whom such aid has been received.

Selection / de-accessioning policy

1. The Society accepts the principle that there should be a strong presumption against the disposal by sale of any items in their ownership.
2. The Society shall have the authority to transfer records to a more suitable repository if it is considered that the documents would benefit from relocation.
3. The Society shall, in accordance with the wishes and requirements of depositors, evaluate and select for destruction those items deemed not to be worthy of permanent preservation, and the intention shall be made clear at the time of transfer.
4. Once selected and accessioned, deposits will normally be preserved permanently.
5. The Society reserves the right to conduct a periodic review of the archives held, in the light of research and where necessary to recommend to Council their transference elsewhere to a suitable repository.

Public availability

1. Notice of every new acquisition and of any restrictions on its access or use will be made public at the earliest opportunity.
2. The Society will systematically supply copies of its finding aids to the National Register of Archives, and make every effort to publicise those finding aids electronically.

Review of Collection Policy

This policy statement will be reviewed every two years in consultation with the Library Committee.

December 2003