The Staffordshire and Stoke-on-Trent Joint Archives Committee met on Tuesday 23 June 2026 to review the annual report of the archive services, discuss financial outturns and forecasts, and consider a digital engagement strategy. The meeting also included a review of the fees and charges for archive services and an update on the loans policy.

Annual Report for Staffordshire and Stoke-on-Trent Archive Service and Staffordshire Archives and Heritage

The committee was scheduled to receive and discuss the annual report detailing the work of the Staffordshire and Stoke-on-Trent (Joint) Archive Service and Staffordshire Archive and Heritage Service for the period April 2025 to March 2026. The report was expected to provide a comprehensive overview of the service's activities, progress, and performance, demonstrating achievements against strategic objectives. These objectives include maintaining a collaborative approach and embedding partnerships, delivering a resilient and sustainable service, and engaging with a wider range of audiences both in person and online. The report also included an updated risk register for the service.

Key highlights from the period were expected to include substantial growth in the Staffordshire History Network, an increase in personal visits to archive sites, the launch of a formal learning offer for schools, and the delivery of several exhibitions. The report was also anticipated to detail progress in collections care, including the acquisition of new items and ongoing work to stabilise environmental conditions in new strongrooms. Performance indicators for the year showed that all targets were met or exceeded, with significant improvements in volunteer hours, digital engagement, and physical engagement.

Joint Archive Service – 2025-26 Final Outturn & 2026-27 Forecast Outturn

The committee was set to review the final net revenue outturn for the Joint Archive Service for 2025-26, which was projected to be a break-even position. The report detailed underspends in core services and site and public services, with these savings being transferred to respective Joint Archive Service Reserves for Stoke-on-Trent and Staffordshire. The report also outlined the forecast net revenue outturn for 2026-27, which was also anticipated to be a break-even position. Significant reserves totalling £0.643m were held by the partnership, comprising a General Reserve, an Archive Acquisition Reserve, and a specific reserve for the Minton collection. The committee was to consider a recommendation regarding a transfer from the Stoke-on-Trent City Council's Minton Reserve as match funding for a National Manuscripts Conservation Trust Grant-funded project.

Digital Engagement Strategy

The committee was scheduled to consider a reviewed digital engagement policy and a new digital engagement plan for 2026 to 2028. The updated policy aimed to reflect developments since 2023, current digital offers, and future priorities, building on the service's established online presence. The new plan was designed to ensure continuous improvement in digital engagement, focusing on the ongoing development of the service website, tailored training for content creators, the development of a new social media content plan, and a continuous review and monitoring approach. The report highlighted achievements such as growth in social media followers, the launch of a new joint service website with enhanced functionality, and the creation of microsites for major projects. The policy acknowledged the value of digital engagement as a tool for reaching audiences and as a powerful marketing resource, while also recognising the need to be mindful of audience needs and potential barriers to online participation.

Review of Fees and Charges

The committee was to review the annual fees and charges for the Archives Service. This review, conducted annually since 1997, allows the service to adapt its offers and services in response to demand, cost pressures, and overall impact. The proposed fees and charges for the forthcoming financial year were detailed, with proposed increases for research services, photographic permits, and reproduction filming. Fees for formal and informal learning activities were proposed to remain unchanged, while charges for computer printouts and photocopying were to remain aligned with Staffordshire Library Service fees. The committee was to consider a recommendation to approve the proposed fees and charges for implementation from 1 April 2026.

Loans Policy Review

A minor amendment to the Loans Policy for the Staffordshire History Centre was scheduled for consideration. This amendment arose from a security consultant's report which concluded that the Staffordshire History Centre was not suitable for the display of high-value or high-profile loaned items. An additional clause was to be incorporated into the policy to reflect this finding. The discussion was expected to cover the security review's implications and the centre's design constraints, as well as potential solutions such as developments at the Potteries Museum and Art Gallery, which might include a government indemnified exhibition space. The committee was asked to consider the updated Loans Policy.