Information resources management/Archives management, University of Glasgow

University of Glasgow

Information resources management

Archives management

Rector

Clerk of Faculty

Clerk of Senate

Archives 1955-1998

Archives and Business Records Centre 1998-2000

Archive Services 2000 to date

Effective record keeping was an important function of the head of the University since at least 1490 when it was noted in the Annales Universitatis Glasguensis 1451-1558 that "in accordance with a proposition of the Lord Rector, a parchment book is ordered to be procured, in which important writs, statutes, and lists of the University, are to be engrossed: and also a paper book, for recording judicial proceedings." The Rector continued to be concerned with the safe storage of the University's vital records in order to ensure that the privileges, rights, policies and finances of the University were kept in good order. It was recorded in 1522 that the "Rector deposits the Royal Charters and other writs of the University in the Common Chest, which he locks with four keys, and delivers these to four Masters".

From the 17th century, the University's records were maintained by the Clerk of Faculty, and subsequently the Clerk of Senate. The Clerk of Faculty was in charge of those Faculty books in use and had to show them to any master who wanted to see them. He was also responsible for calendaring and putting in a chest all other books, charters and papers. This chest was known as the Clerk's Press and was acquired by the University in 1634. It is now on display in the Hunterian Museum as the oldest surviving item of University furniture. The charter chests also continued to be used. Some of these were kept in the Principal's house.

In 1766, the Comitia or University meeting passed regulations concerning the Clerk and record-keeping. All College minutes, books and papers were to be lodged in presses which were to be fitted up that year in the charter room and the Clerk was to keep the key. No member of the University could take any book or paper out of the charter room without the express order of the Comitia, and the Clerk was to be accountable for all books and papers lodged in the press.

In 1870, when the University moved to Gilmorehill, Sir Gilbert Scott, the architect, designed a strongroom for the protective storage of the University's records. By the mid twentieth century, this room was full. Many departments also had storage areas full of records; the Bell tower had been commandeered as an overflow area and both the former University factors and the University solicitors retained University records.

In 1955, the first University Archivist was appointed. The Archivist has, from that date, been responsible for gathering together, preserving and making available the historical records of the institution dating back to 1451. The records were rehoused in the west quadrangle of the Gilbert Scott building. In 1998, the University Archives moved from the west quadrangle to Thurso Street and renamed the Archives and Business Records Centre. In 2000, it was renamed Archive Services.

In 1991, the service became part of the Academic Services Planning Unit. In 1999, the Academic Services Planning Unit was renamed the Information Services Planning Unit. The title Planning Unit was abolished in 2000 and Information Services became a Resource Unit. In 2004, following a reorganisation of the University's administration, the service became part of the Information Services Division of Administrative, Information and Management Services.

Annales Universitatis Glasguensis 1451-1558 Ref: GB 0248 GUA 26613 (Clerk's Press 1)
 

Faculty meeting minutes 1640-1669, 1701-1859 ref: GB 0248 GUA 26621, 26626, 26631-26632, 26634-26635, 26647-26650, 26690-26703
 

Rector's meeting minutes 1701-1719 ref: GB 0248 GUA 26633, 26637
 

University meeting minutes 1730-1770 ref: GB 0248 GUA 26639-26644
 

Senate minutes 1730 to date Ref: GB 0248 GUA SEN 1/1
 

Senate scroll minutes 1771-1839 Ref: GB 0248 GUA 74018
 

Senate meeting papers c 18th century-1998 Ref: GB 0248 GUA Senate papers
 

Indexes to Senate minutes 1873-1919 Ref: GB 0248 GUA SEN 1/2
 

Clerk of Senate's letter books 1876-1911 ref: GB 0248 GUA 17069-17098
 

Senate out letter books 1913-1947 ref: GB 0248 GUA 58533-58571
 

Records of Archive Services 1955 to date ref: GB 0248 GUA AS
 

Title of function/activity taken from Elizabeth Parker's Function Activity Model (report compiled for JISC). Function and activity description compiled according to GASHE's Standard for Creating Function and Activity Descriptions.

Information resources management/Collections management, University of Glasgow

Information resources management/Publications management, University of Glasgow