The Seaborn Broughton Walford Foundation

The Seaborn Broughton & Walford Foundation

Library Policy Document

1. Members of the SBW Board must be covered by a Directors' Indemnity Policy

2. Assure each donor that the SBW Foundation is the final recipient of their donated collections

3. The Archive Sub-Committee decides what is to be kept in relation to donated theatrical material. Professional Archivists decide the material that can be removed or destroyed (eg financial records after 7 years)

4. The Archive Committee is conscious of the name "Seaborn, Broughton and Walford" Foundation and may, therefore, decide to keep personal material relating to the three families

5. Once donated the SBW Foundation has control of authenticity and distribution of material. But no material must leave the building,.except with Board decision of loan for exhibition.

6. Payment is needed for private collection and control ie Copyright

7. Payment is needed for copying material

8. Agreements between the SBW Foundation Archive committee and the recipient must be dually signed.

9. Once material is donated to the SBW Foundation it cannot and must not be sent to other Archives or Museums if storage space becomes a problem. We abide strictly by our word of honour to the donor.

10. Financial distribution of monies to the SBW Archives is in the authority of the SBW Foundation Board Treasurer

11. It is hoped that the website for the SBW Foundation Archives can be linked to NIDA, so that the students are aware of out theatrical archive repository

Library Collection Policy

1. The collection in its entirety will be housed in the premises of the SBW Foundation

2. Material other than that relating to the performing arts will not be accepted for inclusion in the collection , with the exception of material outlined in (3) below

3. Even though certain items may not specifically relate to the performing arts , archival material donated by the three founding directors of the SBW Foundation ,( or their heirs) will be accepted for inclusion in the collection because of their importance as sources relating to the history of the foundation

4. The discretion whether to accept or refuse material offered, or bequeathed to the collection will be exercised by the Chief Archivist in accordance with the collection policy and with the approval of the Archives Committee of the SBW Board

5. Archives will not be purchased except in special circumstances recommended by the Archives Committee and approved by the SBW Board

6. The Archives Committee will carry out its role and functions in close association with the SBW Board but will exercise full and independent responsibility for the care, control, custody, management and use of the collection in accordance with the universally accepted principles governing the management of archives(see General Archive Policy document ) together with the archive policy specific to the SBW collection .

7. The Chief Archivist will be responsible for determining costs and approving expenditure for the collection, transport and delivery of material offered by donors to the collection

8. The Chief Archivist is authorised by the Archives Committee to dispose of records which are not considered to possess archival value and which may be destroyed in accordance with the provisions of the NSW Limitation Act 1969 and / or where appropriate the written authority of the donor

9. All persons intending to use information sourced from the collection will be required to sign an undertaking that they will acknowledge the source of the information as the SBW Foundation Archives, Library and Performing Arts Collection.

10. No material will be loaned from the archives without special permission from the Chief Archivist and the completion of a Loan Agreement Form

11. The Chief Archivist will prepare an annual budget for the requirements of the operation of the collection for approval of the Archives Committee and presentation to the SBW Board

12. The Archives Committee will control the allocation of funds made available by the
SBW Board for the operation of collection including the maintenance of a petty cash fund for incidental and sundry expenses.

13. A vital component of the role of the Archives Committee and the Chief Archivist will be to promote interest in and accessibility to the collection from a wide variety of national and international institutions. In particular, a close collaboration will be encouraged with staff and students of such institutions as the National Institute of Dramatic Art (NIDA), the Western Australian Academy of Performing Arts (WAAPA), the Victorian College of the Arts (VAC) and similar tertiary training institutions and colleges as well as performing arts high schools in Australia.

14. Access to the collection will normally be free of charge except for costs which might arise from requests for printing , photography and associated services and when extra resource demands are made upon staff time.