Government Archives and Official Histories
Debate between Lord Ahmad of Wimbledon and Lord Prescott
Lord Ahmad of Wimbledon
First, I have apologised for the delay. It has been recognised that that should not have happened. Of course measures have been taken to ensure that the archive records should be labelled properly. I give an assurance that that has been done.
Lord Ahmad of Wimbledon
I am sure that the noble Lord will agree with me that labelling matters; it is good to know whose diaries are where.
In response to another point raised by the noble Lord, Lord Prescott, the noble Lord, Lord Butler, is absolutely correct that former Ministers can see their papers within their former departments. I assure the House that this is also outlined in the Cabinet Manual, which is available online. The noble Lord, Lord Butler, also talked about the coverage of historical advisers and sections across Whitehall. The FCO still has a historical section, the head of which is Patrick Salmon. I will write to the noble Lord on the coverage of historical advisers across Whitehall in general and, of course, place a copy of that letter in the Library.
On other initiatives, the National Archives’ information management assessment programme began in 2008. To date, most of the departments of state and several key agencies have been assessed and the remainder will be assessed during 2013-14. The National Archives is also about to begin a series of ongoing reassessments. The published reports of these assessments highlight good practice and make targeted, pragmatic recommendations for improvement. The National Archives works with each department to develop an action plan to address any risks and issues identified in the report.
The noble Lord, Lord Bew, referred to the 20-year rule. As noble Lords will be aware, from 1 January this year central government began its 10-year transition from the previous 30-year rule to the new 20-year rule. To smooth this transition, the National Archives has, with the active participation of departments across government, comprehensively revised its guidance and processes for the selection and transfer of records. The National Archives has been tasked to collect and publish regular reports on departments’ progress in reviewing and selecting records for permanent preservation during the transition period. The most recent report, with returns from 84 departments and agencies, was published on the National Archives’ website on 1 July. This level of transparency around government’s records management is, I suggest, unprecedented. With these reports and the transition itself, we have come a long way from the days, prior to the Freedom of Information Act, when our best hopes for transparent government lay with such excellent initiatives as the one led by the noble Lord, Lord Waldegrave.
The noble Lord, Lord Stevenson, rightly raised digital records. Much work has been carried out to clarify and address the challenges presented by the shift from paper to digital records in the business of government. The National Archives now has greater confidence that the much discussed black hole in our history wrought by obsolete digital formats is unlikely to materialise on the scale that had once been feared. However, it is important that in the National Archives programme new technology is fully embraced. Digital continuity is also now taken much more seriously across government than it was five years ago. The programme of training instigated by the noble Lord, Lord O’Donnell, during his time as Cabinet Secretary has certainly aided a better understanding of our digital records and improved usability and accessibility. Of course, there remains the challenge of reviewing large volumes of digital records for sensitivity ahead of their potential release under the 20-year rule, and the National Archives is working with other expert bodies to develop solutions.
I am pressed for time but, in conclusion, we all recognise that there remains much to do to ensure that government records in all forms survive for future researchers and historians; indeed, that was expressed by all noble Lords today. However, I hope that noble Lords will take from today’s debate some reassurance that these issue continue to be explored and addressed and, more importantly, that much more of the Government’s work in this area is open to scrutiny by Members of this House than ever before.
The noble Lord, Lord Butler, said in his contribution that Governments need to look at history. He referred to the late Lady Thatcher and her policy of a panel of experts; I think that we can learn a great deal. The National Archives represents our history. I suppose, as a Minister of the current Government, that it is apt to finish with a quote from Sir Winston Churchill, who said:
“Study history, study history. In history lies all the secrets of statecraft”.