Statement of Objectives andCollection Policy for Archive Collections
ARCHON National Repository Number: 3010
1. INTRODUCTION
This policy statement relates to The Paul Mellon Centre for Studies in British Art, 16 Bedford Square, London
WC1B 3JA, United Kingdom.
The Paul Mellon Centre for Studies in British Art (the Centre) is an educational charity registered in Britain andadministered by a Director. The Director reports annually to the Board of Governors, consisting of officers andfaculty of Yale University. There is an Advisory Council, comprised of twelve distinguished representatives fromthe British academic and museum community, who meet twice a year to make recommendations on theawarding of grants and fellowships.
The Centre promotes and supports the study of, and research into, British art and is a member of the
Association of Research Institutes in Art History. It has two complementary purposes: to contribute to the study
and understanding of British art and to act as a research centre for scholars working in this field.
The Centre has accepted archive collections since 1977 and initial acquisitions were primarily the papers of art
historians covering any study of British art history from the 16th – 21st century. The first professionally qualified
archivist to work at the Centre, Charlotte Brunskill, undertook a survey of the collections in 2009 and following
on from recommendations made at this time, the Centre now employs two full-time permanent Archivists. The
Centre actively collects archive material and now has over forty separate Collected Archives acquired fromexternal sources, as well as an Institutional Archive.
The Centre derives its authority to manage and collect archives from the Memorandum & Articles of Association
for The Paul Mellon Centre for Studies in British Art, 1970.
2. STATEMENT OF PURPOSE
The Paul Mellon Centre seeks to acquire, process, manage, make available and promote its archives to support
both internal and external teaching, learning and research activities.

3. LEGISLATION & STANDARDS
1The Paul Mellon Centre seeks to observe all relevant archive legislation. It adopts The National Archive’sStandard for Record Repositories as its policy and aims to store the archives in the best conditions within thelimitations of its listed building. Following a significant building refurbishment project in 2014, the Centre’s
collections have been stored in purpose built, secure and environmentally stable conditions which accord withthe relevant British Standards, in particular BS4971: 2017.
4. ACQUISITIONS
4.1 Background & history
The first acquisition was made in 1977 and consists of the papers of Art Historian and Gallery Director, W.G.
Constable (1887-1976). These papers were transferred from the Yale Center for British Art to the Centre andmainly relate to Constable’s research on the artist, Richard Wilson (1714-1782). For a number of years, theCentre’s strength was the study of 18th-century British Art and Architecture, but its remit extends from themedieval to the present and its archives are developing to represent a wider field of British art studies (see 4.2.2
for definition). It has attracted a steady stream of acquisitions ever since, including the papers of importantscholars in the field such as Ellis K. Waterhouse, Brinsley Ford and Oliver Millar. Many of the archives have
either been created during the course of research for a publication or have subsequently been used to generate
publications. An example of the latter is John Ingamells’ A Dictionary of British and Irish Travellers in Italy, 1701 –1800, published by the Centre, 1997 which was compiled entirely from Brinsley Ford’s archive. Collections may
also relate to exhibitions or come about through association with the Centre’s wider programme of activities.
Often donors have a close relationship with the Centre, for example, serving on its Advisory Committee, or
having one or more of their books published by the Centre.
In recent years, the number of archive collections offered to the Centre has increased considerably. Material iscarefully assessed against the criteria set out in this document and collections not meeting the appropriate
threshold declined. Newer acquisitions include the papers of art critics, art dealers and architects such as Brian
Sewell, Frank Simpson (Knoedler & Co) and Dennis Sharp (Connell Ward and Lucas practice). In 2017 the Centre
was allocated its first collection under the Government’s Acceptance-in-Lieu scheme: the Paul Oppé Archive.
More recent acquisitions represent the wider field of British Art studies and include the papers ofeducationalists, gallerists, biographers and practitioners.
In accordance with the Centre’s cradle to grave approach, many of these collections have included not only
research papers but material relating to the whole of the individual’s life. Since 2007, all material has beenacquired by donation.

4.2 Criteria for Acquisition
4.2.1 General Statement
The Paul Mellon Centre seeks to acquire material that:• is original, unique and not available for study elsewhere• has multiple levels of interest and high research potential
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builds on existing strengths and supports research on topics of enduring scholarly interest
expands the Centre’s holdings concerning historically under-represented groups and revealing
previously untold narratives
was created by individuals or institutions who have a made a significant and lasting contribution to thefield of British art and/or the profession and practice of art history and its associated fields, such as
curating, art dealing and collecting.

In all relevant activities the Centre observes archival best practice and ethical codes. In particular, it does notseek to compete with other repositories or to split collections between different repositories. It aims to acquire
whole collections and does not advocate the sale of particular items. With these principles in mind the Centre
always encourages donors to keep collections intact and will liaise with other institutions where necessary toensure that archives are secured in an appropriate place of deposit. The advice of The National Archives:
National Advisory Service will be sought where appropriate.

4.2.2 Subject
The Paul Mellon Centre seeks to acquire primary source material that supports the study and research into
British Art from the medieval to contemporary, this includes, but is not solely limited to:• Painting• Drawing• Sculpture• Prints• Photography and Lens-Based Media• Architecture• Decorative Arts
• Garden and Landscape History• Historiography, Art Theory, Writing and Criticism• History of Collecting
The Centre does not acquire archive material concerning graphic design, field archaeology, or the performingarts.
The focus of the material should concern British Art. The Centre’s follows a fluid definition of British Art, whichis broadly defined and adapts as the interests of those working in the field change. It encompasses art made in
Britain or by British artists, but is not solely limited to art made, or artists from, within the geographicalboundaries of the British Isles. Rather the Centre understands the field of British art studies to encompass a
broad range of subjects and topics related to the artistic and cultural histories of Britain, past and present.
The Centre actively strives to strives to broaden the scope of research on British art, extending it to subjects,
materials and debates that have been underrepresented not only within British art studies, but also within art
history as a whole.
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The Centre does not seek to acquire collections which focus exclusively or primarily on non-British art. However,in recognition of the multi-faceted nature of archives - material relating to art of a wider international context
may be acquired if the main concern of the collection is centred on British Art.
The Paul Mellon Centre also seeks to acquire primary source material related to Art History in the UK: thedevelopment of the field as an academic course of study; conversations and debates in the sector; and theshaping of the discipline. To this end it is concerned with the individuals, institutions, and societies who
significantly influenced in the field.
4.2.3 Archive creators/Whose papers do we acquire?
In pursuit of the above, the Paul Mellon Centre seeks to acquire the papers of a wide range of individuals andinstitutions working on, or with, British art. This includes, but is not limited to:• Art and Architectural Historians• Museum Professionals (typically Directors and curators)• Art Critics• Art Dealers, Auctioneers and Auction Houses• Commercial Art Galleries & Gallerists• Educators• Authors and biographers
It is also concerned with the papers of relevant societies or initiatives and anyone working in an art historical
capacity.
The Centre does not seek to collect artists’ papers (ie. papers where the creator is primarily known as apractitioner and the main focus of the papers is centred on their artistic output). However, in recognition of thefact that more recently- and often in order to support their artistic endeavors – an artist may simultaneously
work across the field in a variety of roles (as educators; authors etc.) artists’ papers may be acquired if theindividual has a multi-faceted reputation and the papers are part of a wider collection.
4.2.4 Scope
Collecting from the above-detailed creators and institutions is not an all or nothing proposition. In some cases,
for example where the creator is particularly significant, the Centre may take a cradle to grave approach. The
aim being to preserve evidence of the individual’s life, work, interests, motivations and network of associates. In
other cases, collecting in such depth may not be appropriate and acquisition will be centred exclusively on
papers relating to an individual’s professional contribution, area of expertise; or the particular project or
initiative of an institution. In this respect, each acquisition will be assessed on a case-by-case basis.
4.2.5 Material
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The Paul Mellon Centre seeks to acquire a wide range of primary source material which might include, but is not
limited to the following:•

Correspondence – of a professional nature from colleagues, acquaintances and experts in the field. If acradle to grave approach is appropriate, personal correspondence from family & friends may also be
acquired.

•

Diaries and journals – recording day to day events and activities, research notes on visiting collections,viewing works of art etc. If a cradle to grave approach is appropriate, personal diaries recording
thoughts, non-professional events etc. may also be acquired.

•

Writings – unpublished writings, including essays, lectures, articles, speeches etc.
As a matter of policy we do not collect draft writings of published works unless there is acompelling case for their historic value. Exceptions might be where drafts include a very highvolume of substantive information not included in the final publication, or drafts
revealing the development of ideas for groundbreaking texts.

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Research notes – of an original, significant and comprehensive nature which add to the body ofknowledge on a particular subject. These may be systematically recorded in notebooks, for example.
As a matter of policy, we do not acquire research notes which comprise transcriptions of extracts frompublished or original sources; notes which are excessively scrappy in nature, have no context and cannot
be readily understood•

Exhibition files – correspondence, minutes, installation photographs etc. relating to the planning,organising, publicity and reception of exhibitions, except where these have been retained by theinstitution housing the exhibition.

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Teaching files – lecture notes, course syllabi etc. except where these have been retained by theinstitution at which the individual taught.

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Advising, consulting, project files– correspondence, reports and a wide range of material concerning
specific projects or initiatives•

Stock books, ledgers, etc. - containing details of works of art bought and sold, or other financial andadministrative matters•

Images – photographs of works of art; exhibition installations etc. where these relate to the initiatives
and projects documented in the wider archive.
As a matter of policy, collections which are exclusively image-based are not acquired. Further
information about the Centre’s Photographic Archive policy is available on the Centre’s website
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Annotated or interleaved publications - documenting ongoing research interests or original research.
As a matter of policy, we do not usually acquire publications that are not annotated or interleaved. Suchmaterial should be offered to the Centre’s Library.

•

Biographical material – birth and death certificates; passports; school reports; photographs; family trees
etc. This material is only usually collected where a cradle to grave approach is taken•

Subject files/reference files – containing reference information, published articles, notes from publishedand original sources, correspondence, photographs etc. Since these files usually contain a significant
volume of material that is not unique, they are rarely acquired wholesale. Rather, if the volume ofunique material small and slight in nature they may be declined outright. Alternatively, they may besubject to extensive weeding prior or post acquisition.

•

Newspaper cuttings – since such material is not unique, it is generally only acquired if integral to thecollection or if difficult to access elsewhere.

4.2.6 Date
All records are accepted, regardless of date, but existing holdings mostly date from the 20th and 21st Century.
4.2.7 Format
Records are accepted in paper and photographic format. The Centre also acquires and preserves access to digitalrecords. Further information can be found in the Centre’s Digital Preservation Policy.
The following material is not usually accepted:•••

Three-dimensional objects or works of art - since these are not traditionally considered archive material.
Slides - since securing their long-term preservation is problematic and costly (in exceptional
circumstances slides may be acquired if they are integral to a wider collection)
Collections containing a significant volume of photocopies - since the Centre seeks to acquire original,
unique material; providing public access to photocopied material is problematic for copyright reasonsand ensuring its long-term preservation is difficult.

4.3 Procedure for acquisition:
The Centre aims to develop its archival holdings in a coherent and consistent fashion so that together thecollections form a body of material that supports research of the highest standard. With this in mind, it has
adopted standard procedure for assessing potential offers. Specifically, donors are requested to check whether

6the material falls within the Centre’s Archive Collection Policy and if it does, to forward some initial assessment
information to Archive staff.
Once the initial assessment information has been received, the Centre will follow standard procedure forassessing potential offers, as detailed below:•

Archive staff will review the initial assessment information against the Centre’s Archive Collection Policy,
existing holdings and resources. They will liaise with Library colleagues, particularly where theacquisition includes published material.

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If the acquisition fits the Centre’s collecting criteria and appears promising, Archive staff will visit toreview the material wherever it is currently stored. Please note: material will not normally be acceptedwithout review•

All material fitting the Centre’s Archive Collection Policy – whether subject to an onsite visit or not - will
be formally discussed with the Director and other relevant Centre staff. Please note: no material fitting
the Archive Collection Policy will be declined without the consent of the Director.

•

If the acquisition is approved by the Director and other relevant Centre staff, the material will beformally acquired. Please note: all acquisitions at the Centre are accompanied by an Archive Acquisition
Form.

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If the acquisition is declined, the decision will be communicated by letter

Any individual or institution wishing to offer material to the Centre should follow these guidelines/procedure.
Further information is available on the Centre’s website.
4.4 Timing of acquisition:
Ordinarily archive material is acquired following the death or retirement of the creator, closure of the institution
or end of a project. This is because acquiring material at the end of a lifetime facilitates the observance of corearchival principles (eg. respect des fonds, provenance and original order) when processing the material. Multipart acquisitions are not encouraged but can be facilitated, for example, if additional material comes to lightafter acquisition.
The acquisition process is generally reactive: collections are primarily donated following an approach to theCentre made by the creator, executor or family. However, in some cases, for example where an individual orcollection is particularly relevant to the Centre’s archival holdings or represents an area which we are keen todevelop (such as under-represented voices in the field) the acquisition may be proactive. Specifically, the Centre
may approach an individual/institution and work with them to establish an archive during their working life.

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In all cases, there is no set time limit from first approach to completion of the acquisition. Each collection isdealt with on a case by case basis and the time frame will vary according to any number of factors. The Centre
aims to be sensitive to the particular circumstances of donors and creators, whilst also observing institutional
requirements (for example, regarding staffing, resources etc.)

5. TERMS OF DEPOSIT
Except in exceptional circumstances, records are usually acquired by gift (including bequest).
The Centre does not have a budget for acquisitions and all material acquired since 2007 has been by donation.
Loans will not normally be accepted. Permanently closed records will not be accepted.
If a collection is particularly significant donors may wish to consider taking advantage of the Government’s
Acceptance-in-Lieu of tax scheme. Material accepted under the scheme will be donated to the nation and madeaccessible via a museum, gallery or archive. Offers can be conditional on allocation to a particular institution.
Further information about this scheme is available on the Arts Council’s website.
No material will be accepted without clear and valid title of ownership. All acquisitions must be accompanied by
an Archive Acquisition Form signed by the archive’s owners and the Centre, covering ownership, copyright,
access and arrangement and provision for materials not selected for permanent retention. Material bequeathedto the Centre will be accepted under the same conditions.
6. SELECTION & DE-ACCESSIONING POLICY
Following acquisition and during the cataloguing process Archive staff will, in accordance with best practice inthe field, review and assess the collection identifying any material not required for permanent preservation.
Material not identified as having long-term historical or research value will be returned or destroyed in aconfidential manner as required by the donor and specified on the Archive Acquisition Form.
The Centre does not routinely de-accession material in its care except in extenuating circumstances, forexample, when the physical condition of an item prevents its preservation. In some instances, particularly inrespect of collections acquired prior to the appointment of a professional Archivist in 2011, collections may bereviewed post-acquisition and those identified as non-archival in nature – specifically, containing a highproportion of secondary or not unique material, and having little historic or research value – may be considered
for de-accessioning.
All de-accessions will be managed in accordance with the Centre’s De-accession & Disposal policy, which adopts
the following principles:• The donor or nominated successor will be contacted and the material will be returned to them
• The Paul Mellon Centre shall not dispose of any documents in its ownership by sale

7. ACCESS
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The Centre aims to provide the widest possible access to its holdings. The long term aim is that all collections
will be catalogued in detail and the descriptions made available online both via the Centre’s website and via
additional aggregate archive catalogues such as Archives HUB; the National Archives Discovery and Archives
Portal Europe. In the short term, box lists will be created and provide a point of access via the Centre’s website.
The Archives will be made available for use to any interested audiences. Some restrictions on access areinevitable because of the nature, contents or physical condition of the archives. Access to records in a poor stateof repair has to be restricted until necessary work has been carried out. Fragile or heavily used material may be
produced in the form of a surrogate. As far as resources and priorities allow conservation will be undertaken onarchives which are physically damaged.
Material containing personal information may be subject to a period of closure in accordance with the Data
Protection legislation. Material may also be closed at the request of the donor or require the owner’s orcreator’s permission before access is provided. Material closed under these terms is exceptional and will be
discussed and agreed at the time of acquisition and documented in the Archive Acquisition Form.
Subject to these restrictions the collections are made available to visitors in the Public Study Room during its
advertised opening hours and in accordance with its rules and regulations, free of charge. The Centre reserves
the right to restrict or prohibit access, especially in the case where its rules and conditions as outlined in the
Reader Agreement Form are infringed.
All archives received will be accessioned. They will be made available as soon as possible after sorting and either
boxlisting or cataloguing by a qualified archivist. Material that has been boxlisted will be checked before issue
and access provided in line with the Centre’s Data Protection and Access to Archives policies. Access to allmaterial will be supervised in the Public Study Room.
The Centre aims to provide accurate, professional and helpful advice about its holdings in response to personal,
written, electronic and telephone enquiries. Centre staff are happy to answer initial queries and conduct a small
amount of research on behalf of enquirers. They are also happy to provide a limited number of copies, free ofcharge, to individuals who are unable to visit in person. However, detailed research will need to be carried out
on-site by enquirers, or agents of enquirers. Further information about how to access the archives is available
on the Centre’s website.
Copies of records may be made for private research use only subject to the provisions of the Copyright, Designs
and Patents Act 1988 and subsequent legislation. Photocopying and scanning are not permitted for preservation
reasons, but – on completion of a Reader Agreement Form - researchers can photograph records themselvesusing their own hand-held device. Where material in the archive is already a copy, either of an original source ora publication, the Centre allows access but does not permit copying as this is an infringement of the CopyrightAct. See also the Centre’s Access to the Archives Collections Policy Statement.

98. REVIEWThis policy statement will be reviewed at least once every five years, the next review being due in October 2028.
CB 2023

16 Bedford Square London WC1B 3JA Telephone 020 7580 0311 Fax 020 7636 6730
Email info@paul-mellon-centre.ac.uk www.paul-mellon-centre.ac.uk
Company Registered in England 983028. Registered Charity 313838

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