Records Management and Archives within Manchester 2002

In the summer of 2002 Manchester and the North West played host to the third largest sporting event in the world . As part of the Games Xchange  SRB Legacy programme a Records Management and Archive programme was established to provide a legacy of information relating to this event. The main objectives of this programme were:

• To build a permanent archive collection relating to the Commonwealth Games 2002 and its legacy. This collection would document the organisation and running of the Games, M2002 Ltd  and the Legacy Programme. As such it would be an information rich collection complemented by audio visual materials and objects. Information gathered would include that which would be used for a post Games touring exhibition.
• To record, track and hopefully safeguard important records produced or received by Manchester 2002 during the course of its business and remaining life span of its operation. The term "records" includes electronic, photographic, video material and objects.
• To ensure that important records were retained for periods appropriate to their operational and legal life spans, and that they were destroyed or transferred to archive status when those life spans were concluded.
• To provide a legacy of information for academics, researchers, the general public and those bodies which inherit legal, property or insurance responsibilities from the Company. 
• To ensure the continued management of the records after the company has ceased to exist.
• To ensure the survival of audit trails for the company's activities.

Methods
The programme was split into two clear periods: pre and post Games.

Pre Games period
During the pre Games period the Records Management team concentrated on identifying and scheduling important record series in preparation for the post Games period. This was done through the following process:

1. Introduction and Education
   A series of meetings were held with key staff in each Functional Area. These had the purpose of introducing the staff to the Records Management programme and its purposes, impressing on them the importance of the programme and gathering initial views on particular problems and potentials within each Functional Area. 
2. Surveying and Scheduling.
   Records Management staff  visited each Functional Area and sub section thereof, and working together with the staff in that department, identified the major record series. A record was taken of the purpose, location, extent, format and any particular problems relating to each series. Retention periods for each series were assigned where possible, again in consultation with staff. At this stage relevant records were earmarked for the permanent collection. Only paper records ,not duplicated on the company computer network ,were surveyed at this point.
3. Recording
   The information gathered during these surveys was recorded to a database, and retention schedules were drawn up summarising this information. Copies of these retention schedules were returned to Functional Areas for their information, and also copies sent to the appropriate company directors for verification.

During the pre Games period Records Management staff were also available to provide advice on storage and filing systems, and also to advise on problems caused by the movement of staff and their records between offices and venues.

The end result of this process was that by the time of the Games period the Records Management staff had a clear idea of where important records were and which series needed collection and transfer after the Games.

Post Games period
In the post Games period the Records Management team concentrated on collecting, securing, sorting, labelling, boxing and disposing of records.

As staff started leaving the company and premises vacated, the Records Management staff captured all those records previously identified as archives or longer term management records. Identified records were removed to a safe area, and there sorted, boxed, labelled and shelved. Records were collected, or delivered by staff, and matched to the database already drawn up from the surveys.

Records were also captured from the company computer network through the processes of printing off important records, writing to CD-RW and generating reports from databases.

At this point those records identified as being part of the permanent archive collection were separated from the Records Management material, sorted, weeded if appropriate and boxed in archive boxes.

The Archive collection was catalogued on proprietary archive software compatible with that used by Manchester Libraries Archives and Local Studies Unit. The collection was then boxed and labelled and transferred to them.

The Records Management material was also listed and boxed in anonymous boxes. This material, along with the database showing location of material within the boxes and relevant retention periods was transferred into the custody and administration of Manchester City Council, the legal successors to Manchester 2002 Ltd.

A large proportion of the collection is on open access and can be viewed in Manchester Archives at Central Library during normal opening hours. For a copy of the catalogue please e-mail your request to:

archives@libraries.manchester.gov.uk

Some records are on restricted access. If you want to consult a record which is under this condition you can submit a request which will then be reviewed. If it is not subject to a Freedom of Information exemption the information will be released.

 
Manchester Archives and Local Studies
Central Library
St Peter's Square
Manchester
M2 5PD
Tel: (0161) 234 1980 (Archives searchroom)
archives@libraries.manchester.gov.uk

www.manchester.gov.uk/libraries/arls