Funding Research Project how archives in the UK are funded Introduction This survey is part of a wider research project on Funding in the Archive Sector. The National Archives and the International Centre for Archives and Records Management Research and User Studies at University College London are working together to investigate the current landscape of funding of the UK archive sector. The aim of the project is to investigate: what funding resources are under developed within the sector what appropriate advice and training support can be delivered by The National Archives to improve access to additional funding resources This survey is designed to identify more detailed evidence as to how archives are currently funded and what funding sources and techniques are being used. For a fuller explanation of the purpose of this survey, please see the covering letter sent with the survey request. Your co-operation in completing this survey is vital to assisting The National Archives' development support in this area. You can save a partially completed survey response and return to it at a later time (the form will ask you for an email address to which a survey link will be sent). If you have any questions about the survey please contact Louise Ray, Funding and Development Advice Manager, The National Archives (020 8392 5347) Use of Data: We plan to store this information on databases at UCL and The National Archives. We will use it to establish patterns and trends in the archive sector. We do not plan to associate specific figures with identifiable institutions. The only exception to this would be in the development of case studies at a later stage in the project. We would seek agreement from the relevant organisation prior to the publication of any individual case study. Your Archive Archive services function within a wide range of operational environments and under a number of governance models. Where possible we would like to identify specific funding issues and financial data in relation to the delivery of archive services. If you work in an operational environment that allows you to answer the questions below specifically with regard to your archive service, then please do so. If you are part of a joint service or multi-function department and your answers relate to this wider context then please make this clear in Q9 Page 1 of 14
Q1: Name of Archive Service Q2: Country/Region East of England North East Scotland Wales East Midlands North West South East West Midlands London Northern Ireland South West Yorkshire & Humber Q3: Sector Local Authority Specialist repository National Other University Comments Q4: Does your organisation have charitable status? Yes No Don't Know Comments Q5: Is there a charitable vehicle which fundraises for your archive service (for example, a Development Trust or Friends' Group)? Yes No Don't know Page 2 of 14
Comments Q6: If you answer to Q5 is YES. Is this charitable vehicle's sole purpose to fundraise for your archive service? Yes No (Please summarise its other purposes in the Comments box) Don't Know Not applicable Comments Financial Information This section is designed to capture information about income over the last financial year. Q7: What was the year end date for your organisation's last full accounting year? 31 Mar 2011 31 Dec 2010 31 Jul 2010 Other If you have chosen "other", please specify: Q8: What was your turnover for the year? Definition of Turnover - Total income, including all monies fundraised, earned by and awarded to your archive service (included budget allocation from parent organisation). Page 3 of 14
Q9: What service does this figure represent? Archive only Archive and Local Studies Archive and Special Collections Joint archive and records management service Joint archive and library service Joint archive and museum service Joint archive, library and museum service Other If you have chosen "other", please specify: Q10: How much income did your archive service receive from each of the following in the last financial year? You may complete this question using figures in and/or as a % of your turnover (see Q8). Please use the same method of reporting for all Questions 10, 13, 15, 18, 19 Source % Parent organisation Museums, Libraries and Archives Council Welsh Government Division CyMAL: Museums, Archives and Libraries Wales Other government funding local authority funding (where local authority is not core funder) Higher education funding sources (e.g. Research Councils, JISC) Lottery Funding Earned Income Private Investment (cash or inkind from business, indivduals, trusts and foundations) Recharging for services to parts of your organisation Page 4 of 14
Other For Other please describe Q11: Does this income represent an increase or decrease on the previous financial year? Increase >50% Increase >1-9% Decrease >1-9% Decrease >25-49% Increase >25-49% No change Decrease >10-24% Decrease >50% Increase >10-24% Earned Income Q12: Does the archive service have control over setting targets for Earned Income (Q13) and over decisions on how to spend this money? If your answer is YES, please state in the Comments box whether you or not you are able to carry forward the funds across financial years. If your answer is NO, please state in the Comments box, where this authority does sit in your organisation. Yes No Not applicable Comments Q13: How much of the Earned Income noted in Q10 did you receive in each of the following forms in the last financial year? You may complete this question using figures in and/or as a % of your turnover (see Q8). Please use the same method of reporting for all Questions 10, 13, 15, 18, 19 Page 5 of 14
Earned income sources % Use of facilities (e.g. venue hire) Publishing, reproduction and reprographic charges Interpretation services (e.g. education visits) Knowledge services (e.g. research charges) Commercial partnerships (incl. royalties from commerical genealogy sites) Other Other please state and add any additional comments Private Investment Q14: Does the archive service have control over spending monies from Private Investment (Q15, 18, 19) and ensuring terms of any gift or grant are met? If your answer is YES, please state in the Comments box whether you or not you are able to carry forward the funds across financial years. If your answer is NO, please state in the Comments box, where this authority does sit in your organisation. Yes No Not applicable Comments Page 6 of 14
Q15: How much business investment did you receive in each of the following forms in the last financial year? You may complete this question using figures in and/or as a % of your turnover (see Q8). Please use the same method of reporting for all Questions 10, 13, 15, 18, 19 Definitions Cash Sponsorship - The payment to an organisation by a business in exchange for agreed benefits such as promotion of the business name, its products or services. Sponsorship is part of a business's general promotional expenditure. It can encompass a sense of corporate or social responsibility, but cannot be considered a pure donation. In-kind Sponsorship - The equivalent cash price of equipment, materials, services or advice in lieu of payment made by a business in exchange for agreed benefits such as promotion of the business name, its products or services. This should not include the value of services provided via employee volunteering programmes. Corporate membership - Payment of an annual subscription by a business in exchange for a set of standard benefits such as use of facililties. Corporate donation - The payment of money by a business to an organisation with no expectation of any return, commercial or otherwise. Includes support from company/corporate trusts. Type of investment % Cash Sponsorship In-kind Sponsorship Corporate membership Corporate donations Q16: How many business sponsors/partners did you have a relationship with in the last financial year? Page 7 of 14
Q17: How many of these business relationships were new for you? Q18: How much investment from trusts and foundations did you receive in the last financial year? You may complete this question using figures in and/or as a % of your turnover (see Q8). Please use the same method of reporting for all Questions 10, 13, 15, 18, 19 Definition Charitable trust/foundation - A non-corporate grant making body established by an organisation or individual to fulfill a charitable remit, and not deriving direct support from the corporate sector or aligning itself with a business. UK Trusts and Foundations Non-UK Trusts and Foundations % Q19: How much investment from individuals did you receive in each of the following forms in the last financial year? You may complete this question using figures in and/or as a % of your turnover (see Q8). Please use the same method of reporting for all Questions 10, 13, 15, 18, 19 Definitions Individual Donation - A cash or in-kind gift from an individual to an organisation made with no expectation of return. Individual donations do not include support from charitable trusts and foundations. Legacy - A charitable bequest of money or material as stated in an individual's last will and testament. Friends' scheme - The payment of an annual subscription by an individual, often entitling them to certain benefits. Gift of shares - Gifts of shares are exempt from Capital Gains Tax and donors can claim a tax benefit. Give As You Earn - Regular donations via a payroll giving scheme established by an employer to allow employees to make regular donations. Any employee or pensioner paid under PAYE can donate to any charitable organisation in the UK. Page 8 of 14
Types of investment % Individual Donations Legacies Friends/membership schemes Gift of shares Give as you earn Gift Aid Q20: If your archive service records a financial equivalent for volunteer support please state that figure here Please explain how figure is calculated Q21: Please state the number of volunteer hours contributed to your archive service in the last financial year Allocation of investment Q22: How was the Earned Income (Q13) received by your archive service in the last financial year spent? Type of cost % Activity Projects Capital Projects Page 9 of 14
Operational Costs Unallocated Q23: How was the Earned Income (Q13) received by your archive service in the last financial year spent? Areas of Activity % Access Preservation Other Unallocated Q24: How was the Private Investment (Q15, 18, 19) received by your archive service in the last financial year spent? Type of cost % Activity Projects Capital Projects Operational costs Unallocated Page 10 of 14
Q25: How was the Private Investment (Q15,18,19) received by your archive service in the last financial year spent? Area of activity % Access Preservation Other Unallocated Fundraising skills and resources Q26: Does your archive service have a fundraising strategy? Yes No Don't know Q27: How many full-time equivalents did your archive service employ in the last financial year? Q28: How many full-time equivalents did your archive service allocate to fundraising and income generation in the last financial year? Page 11 of 14
Q29: Does your archive service have a budget allocation for fundraising activities, resources, training? Yes No Don't Know Q30: Are you able to access fundraising expertise and resource from your parent organisation? Yes No Don't Know Q31: Please rate your experience of the following fundraising techniques, where 1 is no experience and 5 is very experienced. Techniques 1 2 3 4 5 Developing a fundraising strategy Running a capital campaign Writing applications to trusts and foundations Page 12 of 14
Developing relationships with high net-worth individuals Developing relationships with business Setting up online giving opportunities Organising fundraising events Setting up and running legacy programmes Using direct marketing Q32: Please rate your confidence regarding these specific activities where 1 is no confidence and 5 is very confident. Techniques 1 2 3 4 5 Developing a fundraising strategy Running a capital campaign Writing applications to trusts and foundations Developing relationships with high net-worth individuals Developing relationships with business Setting up online giving opportunities Page 13 of 14
Organising fundraising events Setting up legacy programmes Using direct marketing Q33: We will be seeking to follow up this survey by identifying examples of good practice in fundraising. If you have an example of a project you have undertaken, or a technique that you have used, that you would like to share with the wider sector please provide more detail here. Q34: If you would be interested in contributing to a focus group to discuss the results of this survey, please include your name and contact email here. Many thanks for your support in completing this survey. Page 14 of 14