Business Archives Council of Scotland BUSINESS ARCHIVES COUNCIL OF SCOTLAND SC005256 ANNUAL REPORT AND ACCOUNTS FOR THE YEAR TO 31 st MARCH 2016 1
Business Archives Council of Scotland Contents of Financial Statements General Information Report of Executive Committee Objects Statement of Executive Committee s Responsibilities Review of Activities Financial Report Report of Independent Examiner Income and Expenditure Account Balance Sheet Notes to Financial Statements 2
General Information Business Archives Council of Scotland The Business Archives Council of Scotland is a Registered Charity, Scottish Charity Number SCO 020565. It was established in 1960 and is governed by constitution. The Council is controlled by an Executive Committee comprising: - Executive Committee Lesley Richmond Professor Sam McKinstry Robert M Sim Amanda Noble Cheryl Brown Siobhan Convery Dr Alisdair Dobie Kiara King Alison Turton Dr Alison Rosie Professor Ray Stokes Kevin Wilbraham Kirsty Lingstadt David Brown Dawn Sinclair Karyn Williamson Convenor, Glasgow University Archives Service Depute Convenor and Editor of Scottish Business and Industrial History, University of the West of Scotland Honorary Treasurer Honorary Secretary, Lloyds Banking Group Archives Surveying Officer University of Aberdeen University of Stirling Ballast Trust Royal Bank of Scotland National Register of Archives for Scotland University of Glasgow Scottish Council on Archives RCAHMS National Records of Scotland Haper Collins Archive Standard Life Archive Principal Officers President Professor Peter Payne Convenor Lesley Richmond Depute Convenor and Editor Professor Sam McKinstry Scottish Business and Industrial History Honorary Treasurer Robert M Sim Honorary Secretary Amanda Noble BACS Surveying Officer Cheryl Brown The Council has no premises of its own but correspondence may be addressed to: - Business Archives Council of Scotland c/o Business Records Centre University of Glasgow 77-87 Dumbarton Road Glasgow G11 6PW The Council s principal bankers are: The Council s Independent Examiner is: Clydesdale Bank Plc Brian A East 30 St Vincent Place 3 St Martins Close Glasgow G1 2HL Haddington EH41 4BN 3
Business Archives Council of Scotland Objects The Business Archives Council of Scotland is an independent archive body concerned with the active preservation and study of Scottish business records. It is a registered charity funded by the subscriptions of Members and donations from Scottish businesses. The Council deals specifically with the preservation of Scottish business archives, broadly defined to include corporate and professional bodies and associations, and the promotion of their study. Its defined Objects are: (a) To promote and encourage the identification and preservation of business records in Scotland as part of its documentary heritage. (b) To provide expert advice on record keeping. (c) To further the training in and study of business history and business archives. Statement of the Executive Committee s Responsibilities The Executive Committee is required to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the Council and of the surplus or deficit of the Council for that period. In preparing those financial statements the Executive Committee are required to: - - select suitable accounting policies and then apply them consistently - make judgements and estimates that are reasonable and prudent - prepare the financial statements on the going concern basis unless it is inappropriate to presume that the Council will continue to operate. The Executive Committee are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the Council and to enable them to ensure that the financial statements comply with the Charities Accounts (Scotland) Regulations 2006. They are also responsible for safeguarding the assets of the Council and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities. 4
Business Archives Council of Scotland Review of the Year to 31 March 2016 Partnership funding for a Business Archives Surveying Officer in Scotland continued this year. A report of the work of the Surveying Officer appears in this annual review. The Council s biannual E-Newsletter for members was issued to let members know about issues being discussed and events planned. Scottish Industrial History, the Council s journal was also published during the year. Back copies of all issues of the journal were digitised during the year and will be made available online. The Council continued to be a main instigator of National Strategy for Business Archives in Scotland in its final 5 th year. An event to highlight the successes and achievements of the Strategy and to launch the new Scottish Business History Network was held in Edinburgh at the Museum on the Mound on 11 February. The Council has continued to work with both the Scottish Council on Archives and the Archives and Records Association to deliver opportunities and benefits for all parties. A very successful one-day joint conference between BACS and ARA was held at the University of Strathclyde on Oral History and Business Archives. Lesley Richmond Convenor Robert Sim Hon Treasurer 4 October 2016 5
Business Archives Council of Scotland Financial Report The Council continues to support the work of undertaking Surveys of the records of all manner of business institutions in Scotland, as a result of which many records have been deposited with national, university and local authority archives. Most of those records are subsequently available to the general public. While BACS does not itself directly employ any staff to carry out its work, it contributes towards expenditure incurred on its behalf by the University of Glasgow where the Surveying Officer, Cheryl Brown, is based. To fund those efforts, the Council has for many years been dependent on donations, largely from Scottish companies and institutions. Cheryl s work on behalf of BACS forms the bulk of the Council s expenditure this year. Subscription income has decreased from the previous year, but donations have substantially increased, reflecting the volume of work undertaken on surveys. During the year it was decided to digitise our entire collection of the jounals we have produced, originally under the title Scottish Industrial History and more recently Scottish Business and Industrial History, the latter name reflecting the wider nature of the commercial enterprises under survey. Although the figures show a loss for the year of 4,532 this includes a provision of 5,000 which it has been felt is prudent to provide against possible contributions towards survey costs. This may or may not be required in the current year, depending on the apportionment of costs between the Council and the University. Overall reserves of nearly 9,000 are felt to be adequate for the Council to maintain its activities. Charities Law and the Business Archives Council of Scotland s constitution require the Accounts of the charity to be independently examined. The Charities Accounts (Scotland) Regulations 2006 require this examination to be an audit by a Registered Auditor if the income or expenditure exceeds 100,000 in any financial year or in any of the two immediately preceding financial years. If these criteria are not met an Independent Examiner can make a simplified examination. The Business Archives Council of Scotland is, this year, deemed to require only an independent examination. Independent Examiner Brian A East has agreed to certify the Financial Statements. By order of the Executive Committee Robert M Sim, Honorary Treasurer 25 September 2016 6
Annual Report of the Surveying Officer Business Archives Council of Scotland Surveys completed a. Edrington Distillers, drinks group (1961-present) Completed the survey of The Macallan Archive, Erdington Archive and Robertson & Baxter Co Archive. b. Chivas Brothers Ltd, whisky distillers (1801-present) Surveyed the archive at Strahisla Distillery and provided a recommendations report focusing on the future management and storage of the archive. 1.3 Andrew Muirhead & Son Ltd, leather tanners and manufacturers (1840-present) Surveyed the archive which is part of the Scottish leather Group, which also consists of Lang & Co and the Bridge of Weir Leather Company 1.4 Canadian Natural Resources, Aberdeen, oil and gas industry, Murchison field (1970s-2008) in partnership with the Capturing the Energy Project, Aberdeen University Archive 2 Records at Risk: 2.1 The Arches Theatre Company, arts venue and theatre (1991-2015), transferred to Special Collections, University of Glasgow Library 2.2 Tullis Russell, paper mill (1809-2015), transferred St Andrews University Archive 2.3 Malcolm Fraser Architects Ltd, Edinburgh (1993-2015), possible deposit at Historic Environment Scotland 2.4 Ailsa Shipbuilding Co Ltd and Ferguson Brothers (1887-1986), added to existing collections held at University of Glasgow Archive Services 2.5 Motherwell Bridge Ltd, engineers (1898-present), transferred to North Lanarkshire Archives 2.6 Robert Noble, textile manufacturer (1666-2015), interest from the Scottish Centre of Textiles/ Scottish National Textiles Collection Project 2.7 Andrew Weir Shipping Ltd, ship management (1885-2014), London Metropolitan Archives. This led to a survey and deposit of the records in collaboration with London Metropolitan Archives 3 Outreach 3.1 Presentations Spoke at the Business Archives Council of Scotland s second Scottish Business and Industrial History Conference, April 2015 Spoke at International Council on Archives Section for Business Archives conference on Advocacy with Business Archives and Public Archival Repositories, June 2015 Spoke at the Business Archive Council s Annual Conference on From Boom to Bust: documenting Scotland s Business History, November 2015 Spoke about the role of Surveying Officer to the 2016 Skills for the Future Trainees at the National Records of Scotland, March 2016 3.2 Participations Visit to the New Lanark Mills for a University of Glasgow ReCREATE event, to learn about the current multidisciplinary approaches to recording the 19th Century textile industry in Scotland, April 2015 Attended 4 meetings of the executive committee of the Business Archives Council of Scotland 7
Attended the Digital Preservation Coalition training session Making Progress, May 2015 Attended the first meeting held by the Scottish Council on Archives (SCA) Shared Collection Policy group which aims to provide a platform for representatives of institutions with a shared interest in collecting and making collections accessible, October 2015 Attended 3 National Strategy for Business Archives in Scotland meetings Organised and attended the Business Archive Council of Scotland s AGM, Joan Auld Lecture and conference on Working Lives Recorded: Best Practice and Case Studies in Oral history, November 2015 Attended the launch of SSE Energy Archive at Pitlochry, August 2015 Attended the conference Business As Usual: Institutional Impact in the First World War, University of Glasgow, March 2016 Attended 6 meetings of the Scottish Business History Network and launch Successfully submitted a paper titled sustainability as an argument for initiating a corporate archives program: successes and failures at the International Council on Archives Business Section conference, Atlanta, April 2016 3.3 Publications Archives and Records Association Scottish Section newsletter to promote the Business Archives Council for Scotland, March 2016 4 Other Projects 4.1 Glasgow University Settlement: Find a Solution Project Following the successful survey and acquisition of the Erskine Hospital records by the University of Glasgow Archive Services, the Surveying Officer undertook the supervision of an oral history project to record the memories and experiences of residents and staff. The project was funded by the Settlement Fund which gave two University of Glasgow students experience of carrying out oral history interviews, producing recordings and transcripts to coincide with the hospital s centenary celebrations. The interviews have been added to the existing Erskine Hospital collection. 4.2 Cataloguing project: MacTaggart Scott Co Ltd, Hydraulic engineers, Loanhead (1898-present) Following the initial survey by my predecessor David Powell in 2008, and my subsequent recommendation in 2014 for the collection to be deposited at the University of Glasgow Archive Services. This lead to the supervision of the MacTaggart Scott cataloguing project at the Ballast Trust, on behalf of our clients the University of Glasgow Archives, and the company itself. The project, funded by the company, enabled a Project Archivist, Arturo Pinto Garcia to be employed for eight months to catalogue the records of the hydraulics company, established in 1898. In addition, the Ballast Trust received the first tranche of MacTaggart Scott engineering plans to be processed as a separate project, by Trust staff, using their technical archival skills, on behalf of the company and Glasgow University Archive Services. 8
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BUSINESS ARCHIVES COUNCIL OF SCOTLAND Income and Expenditure Account for Period Ended 31st March 2016 Year to Year to 31st March 31st March 2016 2015 Income Grants and Donations 20,938 5,477 - Subscriptions 1,040 1,600 Miscellaneous 15 383 Expenditure 21,993 7,460 Administration Expenses 26,345 18,121 Operating (Loss) / Gain -4,352-10,661 Interest Receivable 0 0 (Loss) / Gain for Year -4,352-10,661 There were no recognised gains or losses other than those included in the Income and Expenditure Account. The above Income and Expenditure Account relates entirely to continuing operations. The Notes attached form part of the Financial Statements. 10
BUSINESS ARCHIVES COUNCIL OF SCOTLAND Balance Sheet as at 31st March 2016 2016 2015 Current Assets Cash - - Bank Balance 11,819 17,496 Debtors Grant Receivable - - Donations Receivable 2,193-14,011 17,496 Creditors - Amounts falling due within 1 year Creditors (5,000 ) (4,184 ) Accruals (102 ) (50 ) Total Net Assets 8,910 13,262 General Fund (Unrestricted) Balance at start of Year 13,262 23,922 (Loss) / Surplus in year (4,352 ) (10,661 ) Balance carried forward 8,910 13,262 Approved by the Executive Committee on 3rd October 2016 and signed on their behalf Lesley M. Richmond. Convenor Robert M. Sim.. Honorary Treasurer 11
BUSINESS ARCHIVES COUNCIL OF SCOTLAND Notes to the Financial Statement for Period Ended 31st March 2016 1 Accounting Principles Basis of preparation of Accounts The Financial Statements are prepared under the historical cost convention on a going concern basis. 2 Funds Held The Funds are held to promote the objects of the Council. 3 Grants and Donations and Consultancy Income Year to Year to 31st March 31st March 2016 2015 Grants - Scottish Records Office - - Donations 20,938 5,477 20,938 5,477 4 Administration Expenses Survey Costs 25,000 15,927 AGM Costs 681 259 Independent Accountant 50 50 Travel Expenses 14 27 Journal Printing & Production 48 1,266 Digitisemy Books 552 - Paypal fees - 9 Meet the Archivist costs - 583 26,345 18,121 12