This section applies to all archives but is principally concerned with the valuation of purpose built facilities with specialist elements for the preservation of documents and other collections. Care should be taken when considering properties described by their occupiers as archives, as this is a generic term.
| List Description: | Archive and Premises | or | Record Office and Premises |
| SCAT Code: | 404 (purpose built archives) | or | 203 (offices including computer centres ) |
| SCAT Code Suffix : | S |
This is a specialist class and responsibility for valuation will lie with the specialist teams within each business unit. Queries of a complex nature arising from the valuation of individual properties should be referred to the NVU class facilitator via the class co-ordination team (CCT)
The Heritage Class Co-ordination Team and the Civic Valuation Panel have responsibility for this class ensuring effective co-ordination across the Specialist Teams. The team are responsible for the approach to and accuracy and consistency of archive valuations. The team will deliver Practice Notes describing the valuation basis for revaluation and provide advice as necessary during the life of the rating list. Caseworkers have a responsibility to:
5.1 Purpose built archives with specialist elements for the preservation of documents and collections are a suigeneris class and consequently, as a general rule, only evidence relating to hereditaments in the mode or category of use is pertinent.
See Scottish and Newcastle (Retail) Ltd v Williams (VO) RA 119 and the subsequent Court of Appeal decision Williams (VO) v Scottish and Newcastle Retail and Allied Domecq.
And Dawkins (VO) v Royal Leamington Spa BC and Warwickshire County Council (1961) RVR 291.
See RM Section 2 Part 7 Appendix 2 for further guidance on mode and category of use.
5.2 The principles laid down by the Court of Appeal in the case of Garton v Hunter (VO) 1969 RA 11 give guidance on the method of valuation to be adopted and the weight to be attached to the available evidence.
5.3 Original County Records Offices (built prior to 1990) are unlikely to be sui generis and will fall to be valued by the rentals / comparison method as stores and offices.
6.1 County Councils, Local Authorities and other organisations have been responsible for the archiving of records for many years. These include ancient and historic documents, maps, films and sound clips from many sources. Local authorities are also required to keep secure records of adoptions etc. Traditionally they were kept in basements and attics under less than ideal conditions. In recent years archival research has become increasingly popular and purpose-built archives have been constructed countrywide on a County Council and City Council basis to provide appropriate storage and facilitate public access to the records.
6.2 Archives are also constructed by organisations such as museums, whose collections in storage often outweigh those on display. The requirements for these sites can vary widely, and can include protecting from pests and mould, unusual fire risks, and dust. British Standard BS 4971:2017 Conservation and care of archive and library collections was introduced in 2017, followed by BS EN 16893:2018 Conservation of Cultural Heritage in 2018. These superseded BS5454 and BSI PD5454. The following paragraphs relate mainly to traditional mixed archive collections. In other sites, the required storage conditions should be established.
6.3 As a result of the need for local authorities to provide suitable accommodation a new generation of purpose-built archive buildings began to be built from 1989/1990. Co-location with libraries and museums has also helped to raise the profile of archives.
6.4 The website of?the principal professional body for archivists, archive conservators and records managers in the UK is a useful source reference.
Other bodies may hold archival material, and it will be a matter for valuer judgment, based on the physical characteristics described below, whether the building is sufficiently specialised as to require valuation under the provisions of this Section.
6.5 The most recent buildings (1995 onwards) are sophisticated and with a minimum 20 years forward storage capacity (sometimes space is allocated to other authorities who have not yet completed a BS compliant archive building of their own). There will be two main entry points, one for the public, and one for archive contents. Stores are secure with restricted access to parts as many documents are unique and some are confidential eg adoption records. The stores must be maintained at a stable environment of 35% - 60% humidity and 13 - 20 degrees Celsius. Plant and machinery areas are substantial due to these requirements. Natural lighting is kept to a minimum as UV light damages paper material. Fire protection, part