The Joint Archives Committee was scheduled to receive a demonstration of the Preservica digital preservation platform and discuss the Joint Archives Executive Report. The meeting's agenda also included the minutes of the previous meeting and any other urgent items.

Preservica Demonstration

The Archivist was scheduled to provide the Committee with a demonstration of the Preservica digital preservation platform. This system is designed to manage, preserve, and provide public access to digital records, both born-digital and digitised. The previous meeting in March 2026 had noted the increasing volume of digital records and the need for a robust solution, with a recommendation to purchase Preservica on a minimum three-year contract. This was considered essential for meeting updated National Archives Accreditation requirements.

Joint Archives Executive Report

The Joint Archives Executive Report was scheduled to provide an update on the activities of Teesside Archives. This report was expected to cover key areas of service activity, including collections development, conservation, community outreach, and public access.

The report was anticipated to detail recent archival deposits, such as records from local organisations and individuals, and the discovery and conservation of a time capsule found during redevelopment work at the Old Town Hall site. Community outreach activities and engagement statistics across the Tees Valley boroughs were also to be presented. The report was expected to note a decline in in-person search room visits, with a corresponding increase in enquiries received via email and social media.

Furthermore, the report was to present a draft 10-year Teesside Archives Strategy, outlining the proposed vision, mission, and long-term objectives for the service. The previous meeting had agreed that comments from members would inform the development of this strategy.

The report was also to provide an update on the Archives Accreditation status. Teesside Archives was due to submit its formal application to move from provisional status to the full award in November 2026, following positive feedback from The National Archives Accreditation Panel on progress made, including the renewal of the service level agreement, the drafting of the ten-year strategy, and the procurement of Preservica. Challenges around long-term accommodation, the future of the Tees Valley Heritage Feasibility Study, and succession planning were also to be addressed.

Updates on staffing were expected, including the process of succession planning for the Archives Manager, who had indicated a desire for early retirement, and the recruitment of a part-time Digital Preservation Officer. Funding arrangements were also to be discussed, noting that existing New Burdens funding had been used to support the costs of Preservica. Middlesbrough Museums was also planning to submit an application to the Museums Transformation Fund, which could include support for collaboration with Teesside Archives.

The report was expected to recommend that the Committee note the contents of the report.

Minutes of the Joint Archives Committee - 18 March 2026

The Committee was scheduled to receive the minutes of its previous meeting held on 18 March 2026. At that meeting, several key decisions were made. These included the approval of the extension of the Joint Archives Service Level Agreement (SLA) for a further three years, and for Lead Officers to propose revisions to the SLA to allow for delegated decision-making and improved governance. The extension of the contract with Restore for off-site storage of the archives collection for a further three years was also approved, as was the purchase of the digital preservation system, Preservica, on a minimum three-year contract. A modest enhancement to the current staffing structure of the Archives team to provide essential capacity for digital preservation was also agreed. The amended Collecting Policy for Teesside Archives, incorporating the approach to collecting digital records, was noted.

Additionally, Budget Option 2 for Teesside Archives for 2026/27 was approved, which included an increase of 0.51 FTE staffing capacity to support digital preservation activities. The contents of the Executive Report were noted, with comments from Members to inform the development of a second iteration of the Teesside Archives Strategy.

Welcome, Fire Evacuation and Recording of Meetings

As is standard practice, the meeting was scheduled to begin with a welcome and information regarding fire evacuation procedures. Attendees were to be advised on the procedure in the event of the fire alarm sounding. Members of the public were to be informed of their right to film, record, or photograph public meetings, with guidance on how to do so and the possibility of being asked to stop if the activity was disruptive.

Apologies for Absence and Declarations of Interest

The Committee was scheduled to receive any apologies for absence. Members were also asked to declare any interests in the items under consideration, specifying the type and nature of the interest.