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Release of State papers to be reduced to 20 years printable version
21 Oct 2015 filed by editor - General The National Archives Act 1986 is to be amended to reduce the 30 year rule for the release of State papers to 20 years. The change is to be implemented on a phased, department by department basis.
Announcing the change, Arts, Heritage and the Gaeltacht Minister Heather Humphreys said the decision takes account of the fact that the UK began to move from a 30 year rule to a 20 year rule in 2013. This process will be complete in the UK by 2023. It is expected that Departments most closely associated with Anglo Irish matters (the Department of the Taoiseach, Foreign Affairs and Trade, Justice and Equality, and the Attorney General's Office) will be the first to have the change implemented.
Speaking today Minister Humphreys said: “It is my concern that unless action is taken, an incomplete view of our shared history with the UK will develop over the coming years. Over the last two years, the UK has been moving towards a 20 year system. In 2013, the UK National Archives and the Public Record Office of Northern Ireland released records for 1983, after 29 years.
“If we allow this situation to continue, the gap in the narrative will only become greater. Moving to a 20 year system is a considerable task and I am conscious that it will require extra resources in the National Archives. That is why I am advocating a phased, Department by Department approach. The release of addition records will happen in tandem with the redevelopment of the National Archives’ Headquarters building, which will begin in early 2016.
“My Department will also begin writing to all Government Departments to determine how many files they are storing which are more than 30 years old. A number of Departments are not currently meeting their obligations in relation to the transfer of files to the National Archives; a co-ordinated centralised plan will need to be developed to achieve compliance across all departments.
“I have also asked the National Archives to undertake a pilot study with the Department of Education and Skills to ascertain the cost to Departments of storing records over 30 years old which should have been transferred to the National Archives.
“Action is needed on a number of fronts to improve the archiving of records across Government and to address the gap which is emerging between Ireland and the UK. This is a large body of work, which will involve all Government Departments. By taking a phased approach, conscious of the resources available, I hope we will be able to improve the archiving of records, make Government more transparent and ensure our shared history with the UK is presented in a balanced fashion.”
The Minister intends to amend the 1986 National Archives Act to enable her by Order to move to a 20 year rule on a phased Department by Department basis.
The Minister’s intention would be to provide first for the early release of records from the Departments of the Taoiseach, Foreign Affairs and Trade, Justice and Equality, and the Office of the Attorney General, as these have most dealings with Anglo-Irish matters.
It is expected files dating back less than 30 years will be released from these Departments on the same phased basis currently in place for the UK records, subject to resources in those Departments, so as to catch up with the UK, and after that, two years’ records being released each year to 2023. It is expected this will start at the end of 2016.
In the Minister’s view, all records from the three chosen Departments and the Attorney General’s Office should (subject to the usual exemptions) be released, i.e., it is not intended that only records related to Anglo-Irish matters be released. The National Archives is in favour of this approach.
National Archives Development Plan
The reduction of the 30 year rule will be implemented in tandem to the Building Development Plan at the National Archives, which is one of the major capital projects being delivered as part of the Ireland 2016 Centenary Programme.The OPW have in recent weeks been in putting in place the full design team for phase one of the National Archives project following a number of tendering exercises. This includes:
- The civil and structural engineers,
- Architectural Services
- Fire and Security consultants
- Full design team.
The main contract is expected to go to tender at end Quarter 1 2016. Construction is expected to last 6 – 8 months.
Digital Records Management
The National Archives and the Office of the Government Chief Information Officer (OGCIO) have begun discussions about to develop a digital records management and preservation strategy, with related guidelines, across the Irish public service.Implementation of such a strategy would prevent the loss of 'born digital' records which have been created and are currently being created and filed in an uncoordinated manner. It would also facilitate a process for the National Archives to start accepting digital records.
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