Please note, due to an ongoing building maintenance issue we may need to limit the number of documents we are able to produce each day. We will also need to limit new deposits of documents during this time.
What We Collect
We collect documents that relate to Somerset’s history or shows what Somerset is like today. Archives can include written records, maps, photographs, sound recordings and digital records. For more details please see our Archives Acquisitions Policy and our Local Studies Acquisitions Policy.
If you would like to deposit oral history recordings, please consult our Oral History Deposit Guidelines.
What We Don’t Collect
We only collect archives that have a strong link to Somerset and its populations. If you have non-Somerset archives that you would like to deposit, we can advise you where would be most suitable.
If you wish to deposit artefacts, museum objects or paintings please contact Somerset Museum Service, which is also based at the Somerset Heritage Centre.
Ownership of the Records
Archives can either be deposited as a gift or as a long-term loan.
Records that are deposited as gifts will legally belong to Somerset Council, and be managed by the South West Heritage Trust on their behalf.
Depositing records on long-term loan means you still own the records, but the South West Heritage Trust is the custodian, and cares for them on your behalf. Parish and Parish Council records are always deposited on loan. Records that are loans can be borrowed back if necessary (for example for an exhibition or anniversary celebration), and you have the option to be contacted if there are requests to publish material from your collection.
Please note that copyright ownership is a separate issue, and not always the same as ownership of a physical document.
The Deposit Process
Please contact us before bringing in or sending records to us. Telephone 01823 278805 or email somersetarchives@swheritage.org.uk.
Please see our Research Guide on depositing with us, for details on how to prepare your records and for advice on completing a temporary receipt. If you are depositing records in person, come to the main reception at the Somerset Heritage Centre, details on how to find the Somerset Heritage Centre can be found on our Directions page We have a free car park and can help you bring in records from your car.
After deposit we will re-box the records in acid-free archive boxes and folders so it does not matter too much what you put them in to transport them here. However, please make sure the records are in a reasonable understandable order. Please make sure the records are dry and insect-free, remove any plastic poly-pockets and ring binders (loosely tie bundles with string to retain order) and let us know about any mould or other damage to them.
We will accession the records so that we have a complete record of the deposit, and will then send you a formal receipt. This will give you the details of the reference numbers that have been given to your collection.
If you have to deposit records by post, we strongly advise you to use a courier or a ‘signed-for’ service. Our address is: Accessions Archivist, Somerset Heritage Centre, Brunel Way, Norton Fitzwarren, Taunton, TA2 6SF.
Records Containing Sensitive or Confidential Information
Once the records have been accessioned, and where possible catalogued, the records will then be available for researchers to consult in our searchroom, our catalogues are made available on our online catalogue. All of the users of the searchroom have to abide by the searchroom rules, a copy of which is available on request.
Many of our records contain information that is governed by Data Protection Legislation and the Freedom of Information Act, and we have systems in place to deal with this. For more information, please see our Access to Records Under Data Protection and Freedom of Information page. If you would like access to any of your records to be restricted for Data Protection, confidentiality or personal reasons, please let us know at the time of deposit. We cannot accept records that we are never allowed to make available to the public, but we can restrict access to records for certain periods of time.
Some depositors already have guidelines that state their records should be closed for a set number of years, for example Methodist Records or Masonic Records.
Charges
There is no charge for depositing archives or library items at the Somerset Heritage Centre, however the costs associated with the care of our collections is considerable. These costs include providing archival grade packaging and boxes to ensure that our collections are preserved for future generations.
The South West Heritage Trust is a charity, and we would ask you to consider a donation towards our work to help us care for your deposit. Donations can be made via our website or in person when visiting us. Envelopes are available to make your donation eligible for Gift Aid.
If records deposited on loan are withdrawn at short notice, we may levy a charge to cover costs incurred in the care and cataloguing of the collection.
What Should Be Kept
There are several useful guides as to which records should be deposited with an archive, which should be kept within the organisation and which can be destroyed. Please follow the links below to find our more:
Oral History Deposit Guidelines
Guide to the Deposit of Public Records
Depositing Digital Records
We are able to accept digital records on deposit as well as the more traditional analogue archives. We maintain a specialised digital preservation system to provide for their long-term care and to make them available for public research. The processes involved in caring for digital records is more complicated than those for paper records and we ask for our Guidelines for depositing digital records to be followed. If these digital records are not deposited in an organised format we may not be able to accept them.
Donations to the Somerset Studies Library
We are happy to accept donations of books and related items which will be added to the Local Studies Library. The donations will legally belong to Somerset Council, and be managed by the South West Heritage Trust.
We can only accept items relating to Somerset which come to us as an outright gift; for practical purposes we cannot accept loans. Donations are catalogued and labelled and shelved either in our searchroom for general public consultation, or stored in purpose-built strongrooms, from which they can be requested. If you have any items you would like to be considered for the library, please contact us on 01823 278805 or email somersetarchives@swheritage.org.uk.
Find Out More
For more information about depositing records with the Somerset Archives and Local Studies team, please see our Acquisitions and Disposals policies and our Terms of Gift and Deposit:
Somerset Archives Acquisitions and Disposals Policy
Somerset Local Studies Acquisitions and Disposals Policy
Somerset Archives and Local Studies Terms of Deposit