Record Copies of Acts

Debate between Paul Beresford and James Gray

Wednesday 20th April 2016 Commons Chamber

[Sir Paul Beresford (Mole Valley) (Con)]

I congratulate my hon. Friend the Member for North Wiltshire (Mr Gray) on initiating the debate. It has forced me to do an awful lot of homework and get hold of some real facts and figures, so that I can pass them on to the House as they have been presented to me.

Vellum has been used to record Acts of Parliament for only about 170 years. The oldest surviving parliamentary records are on parchment, which is a very similar material. The oldest surviving archival paper records date back to 1510, which is just 13 years short of the date of the oldest parchment record. Those paper records are the manuscript journals of the House of Lords. It appears to me, on the basis of viewing and research, that records kept on vellum and those kept on archival paper in the same environment last equally well.

[Mr James Gray]

My hon. Friend is trying to make a distinction between vellum and parchment, but they are, of course, the same thing. The “Oxford English Dictionary” defines vellum as fine parchment.

[Sir Paul Beresford]

I am obviously talking too quickly, because, in effect, that is what I said: they are much the same.

[Mr Gray]

I beg my hon. Friend’s pardon.

[Sir Paul Beresford]

Before 1849, all Acts were written out by hand on rolls of parchment, in exquisite handwriting; it is really worth seeing. The motion refers to a resolution of both Houses dated 12 February 1849. At the core of that resolution was a proposed move from beautiful handwritten copies to the then cutting-edge innovation of printing. Perhaps my hon. Friend wishes that we could return to handwritten copies on vellum, as they do look beautiful. In 1999, the House of Lords announced that it wished to cease printing public Acts on vellum, having ceased to print private Acts on it in 1956. Two copies of each Act of Parliament are printed on vellum. One is kept in the Parliamentary Archives, and the other is sent to the National Archives.

The amount of money that would be saved by a move from vellum to archival paper has been disputed, but in the grand picture of public expenditure, it is not enormously significant. It is worth observing that we expect the saving to be more than the salary of a single Member of Parliament, which many of us probably consider not to be that great anyway. The National Archives has helpfully informed Parliament that it does not require vellum, and as it is part of the Minister’s departmental portfolio, I must take notice of that.

Vellum is an extremely expensive material, requiring an expensive and specialised form of printing. The cost of printing the Acts of 2014-15 on vellum—I asked about this specifically, in order to try to get it right—was approximately £107,000. The cost of using even the most expensive parchment-style paper would have been £8,000, a reduction of 92%. Unfortunately, however, the challenges associated with printing on vellum do not stop there.

As was pointed out by the hon. Member for Washington and Sunderland West (Mrs Hodgson), there are precisely two surviving printing machines that print double-sided on vellum to the standard that is required—note: to the standard that is required. One is in a museum, and the other is owned or utilised by the contract printer, but to put it colloquially, it is on its last legs and is probably being held together by Sellotape. Therefore, if the decision were made to continue to print public Acts on vellum, my opposite number in the House of Lords would have to provide a business case for a contract with the firm that was prepared to construct a new printer. The cost of that would leave Parliament contracted to a single supplier, which would negate the normal practice of competitive tendering.

--- Later in debate ---

[Sir Paul Beresford]

I have not had words with the Chief Rabbi, but I can assure my hon. Friend that we have made inquiries and we are just one of the contracts for this particular contractor. If we stopped using him, his profits would go down but he would not close.

During these complex discussions, the Minister for the Cabinet Office came along with his chequebook. I was surprised, as someone who has enthusiastically endorsed his admirable policies on cutting out waste, reducing red tape and improving Government efficiency. His Department believes that we should be “digital by default”, but that is a little different from what he is now talking about. A similar approach has been taken by the House; we also have everything digitised.

However, it is a legal requirement that quality prints of the original Acts be certified by the Clerk of the Parliaments in the House of Lords—the legal authority. Moreover, most modern Acts of Parliament are brought into force by statutory instruments at some point after receiving Royal Assent, and no statutory instruments are printed on vellum. The relevant information is available digitally.

I have huge respect for the Minister’s campaign, as he is aware. I must point out that we digitally store the Acts, and that he has ensured that if anything were to happen to the paper or vellum archive, the Acts could be reprinted.

[Mr James Gray]

My hon. Friend talks about the cloud. How confident is he that the cloud will be here in 5,000 years, when vellum most certainly will be?

[Sir Paul Beresford]

I will not be here in 5,000 years; my teeth will have gone long before that. However, my hon. Friend’s question ignores the fact that there will be progress. I doubt that we will be storing anything in the form that we do now, be it on vellum, on paper or digitally. There will be another way.

I was encouraged by the Minister’s offer to cover the cost of printing on vellum. For a moment, I thought he was offering a blank cheque to pay for all the printing in the House of Commons, because it would be logical to extend the offer in that way. I am not particularly well educated on the constitution, however, and it was pointed out to me forcefully that it would be inappropriate for the Government to play that kind of role in the business of Parliament. Of course, the Minister and the Cabinet Office could choose to fund the purchase of the material, the equipment and the managing of the contract, as well as the long-term storage, if they wished to produce their own copies on vellum from the digital records. Unfortunately, the record of Acts produced by Parliament, on whatever medium is chosen, are the legal authority. The Minister has been gracious in his benevolent offer, but it is not appropriate.

The printing of Acts over many years has changed as time and technology have progressed. We have moved from parchment to vellum to paper, and from handwriting to printing, all of which now have a digital back-up. The only recent backward step that I can think of has been the Ed stone, but that was just an unfortunate incident. I conclude simply by noting that, of the two Houses, it is the one that we would expect to make a stand purely on tradition that is suggesting to the House of Commons that we should progress.