Libraries and leisure

Depositing and donating records

The archives provide two key services: a place of deposit where records can be stored safely and securely and a place of research where members of the public can gain access to their heritage, from the 11th century to the present day.

We are always pleased to accept records within the remit of our collections policy on deposit or as a gift to be preserved for the future. We welcome new deposits from groups which are currently not well represented in our collections.

Have you got any archives or do you know of any at risk?
If you know of any interesting material relevant to Hertfordshire of an organisation that may be closing or are considering throwing away old plans, papers and photographs etc, at home or at work, please don't hesitate to contact us.

Remember too, that modern material is of interest.

These records are passed to Hertfordshire Archives & Local Studies (HALS) for safe keeping by private individuals, official bodies, societies and organisations, churches and businesses.

Some commonly asked questions:-

What are the advantages of passing records to HALS?
The records are preserved in safe and secure conditions for generations to come. They are made available to students, family historians and anyone else who wants to see them, free of charge. They are listed and catalogued by professional archivists and where necessary repaired and conserved.

Is there a charge for preserving records?
There is normally no charge for preserving records of historical interest.

Preserving confidentiality:
Some records contain sensitive information, the disclosure of which may affect private individuals or business interests. HALS often undertakes not to make such records available until a certain number of years has passed. Often, records are not made available until they are 30 or 60 years old. We do not accept records with a permanent closure.

If you are a private individual:
HALS would be very pleased to receive documents of historical interest such as deeds, family papers, photographs, diaries and much more.

If you represent a society or organisation:
Please consider depositing your minutes, annual reports, correspondence files and other records. HALS normally preserves the signed copies of documents as the master record but would also consider taking copies in some cases.

If you represent a business:
HALS would be delighted to consider preserving the key records relating to your contribution to Hertfordshire's history. Sadly, businesses often consider deposit at times of closure, but this does not have to be the case.

If you represent an official body:
Such as a Hertfordshire parish council, district council, school or health authority, HALS is the designated repository for your records, and in some cases you may be obliged by law to deposit your records.

If you represent a church:
HALS would be pleased to place your records with those we already hold. As the Diocesan Record Office for the diocese of St Albans HALS also holds records of many other churches, including Methodists, the United Reformed Church and the Society of Friends.

Donating records to HALS:
Many people and organisations choose to give their records to HALS. They become the property of the County Council and its successors, and this ensures that they will be preserved for generations to come. It is also possible to retain ownership during the depositor's lifetime and leave ownership to HALS by will.

Retaining ownership:
Many records preserved in HALS are still owned by the individual or organisation who placed them in HALS' custody. In this case HALS would expect to be informed of changes of ownership.

Official transfers of records:
Records received from official bodies (including the Established Church) are treated as transfers, since they are being passed from one public body to another and questions of ownership are different from privately deposited records.