Oxfordshire History Service Information Asset Register

Asset Information Loss of integrity - Loss of integrity - Loss of availability - Loss of availability -
Name of asset Function Content Format Location Owner Personal data System Access Retention
number shared IMPACT RISK IMPACT RISK
1 CALM Accessioning (i.e. recording Details of all historic Database OCC network server Mark Priddey / Yes (some - Named History Centre Yes - Permanent Could significantly Unlikely High Possible
depositor details) and cataloguing documents Mark Lawrence, depositor staff catalogue impact on service
historic archives of Oxfordshire (joint) History information) data shared provision
Centre via Heritage
Managers Search public
website

2 Finding Aids - Archives Maintaining necessary information Details of collection Excel, Word, In shared network Mark Priddey / Yes (some - History Centre staff No Permanent Could affect service Possible Minimal Possible
and Local Studies to find and classify historic holdings and locations PDF files drive filepath: S:\4. Mark Lawrence, depositor / donor provision
collections archives and local studies material History Service\4.15 (joint) History information)
of Oxfordshire, and record Finding Aids Centre
communications with the service Managers

3 Finding Aids - Maintaining necessary information Details of collection Excel, Word, In shared network Mark Priddey / Yes (some - History Centre staff No Permanent Could affect service Possible Minimal Possible
Photographic and Oral to find and classify historic holdings and locations PDF files drive filepath: Mark Lawrence, donor provision
History collections photographs, sound and video S:\Images & Voices (joint) History information)
recordings of Oxfordshire, and Centre
record communications with the Managers
service
4 Photographic and Oral Cataloguing Photographic and Catalogue data: Excel files In shared network Mark Lawrence, No History Centre staff and No Retained until Could affect service Possible Minimal Possible
History data entry Oral History material of Photographic and Oral drive filepath: History Centre authorised volunteers safely provision
Oxfordshire (pre-publication raw History material, as held S:\Volunteers Manager uploaded to
spreadsheet data) by History Service HPACDE
database
5 OLIS / Aleph Cataloguing local studies material Details of all local Database Bodleian Libraries Mark Priddey / No Named History Centre Yes - Permanent Could significantly Unlikely High Possible
of Oxfordshire studies volumes (Oxford University) Mark Lawrence, staff; also Bodleian catalogue impact on service
(joint) History Libraries data shared provision
Centre via SOLO
Managers and Heritage
Search public
websites

6 Heritage Search Published online catalogue of Catalogue data: Archive Website OCC network server Mark Priddey / No OCC ICT service Yes - public Permanent Could significantly Possible High Possible
Archive and Local Studies material and Local Studies Mark Lawrence, website unless impact on service
material, as held by (joint) History supplanted by provision
History Service Centre updated
Managers datasets
7 HPAC-DE Accessioning (i.e. recording Accessions and Database House of Images Mark Lawrence, Yes Named History Centre Yes - shared Permanent Could significantly Possible High Possible
depositor or donor details) and catalogue data: server History Centre (some donor staff; also House of with supplier, unless impact on service
cataloguing historic photographs Photographic and Oral Manager information) Images House of supplanted by provision
of Oxfordshire History material, as held Images updated
by History Service datasets
8 Picture Oxon Published online catalogue of Catalogue data: Website House of Images Mark Lawrence, No Named History Centre Yes - shared Permanent Could significantly Possible High Possible
Photographic and Oral History Photographic and Oral server History Centre staff; also House of with supplier, unless impact on service
collections History material, as held Manager Images House of supplanted by provision
by History Service Images updated
datasets
9 Preservica Cloud Storage Secure digital cloud storage of Collections content in Digital store Preservica / Amazon Mark Priddey, History Centre staff.
Yes (some), and Yes - some Permanent, Could significantly Unlikely High Unlikely
Archive assets digital format cloud servers History Centre is security Data partner, data shared unless a impact on service
Manager Oxfordshire Family
tagged to restrict with selected deposited provision
access History Society - partners item subject
selected collections to withdrawal
only; access controlled by the
by user profile depositor
10 Preservica Cloud Storage Secure digital cloud storage of Collections content in Digital store Preservica / Amazon Mark Lawrence, No History Centre staff. Yes - some Permanent Could significantly Unlikely High Unlikely
Local Studies, Photographic and digital format cloud servers History Centre Commercial partner, data shared impact on service
Oral History assets Manager House of Images - with selected provision
selected collections partners
only; access controlled
by user profile
11 Archive collections Historic collections for public Manuscript, printed, Hard copy media Stored at Oxfordshire Mark Priddey, Yes (some), and Public collections Yes - public Permanent, Could significantly Possible High Possible
research purposes image and audio History Centre, History Centre is security accessible for research collections, unless it is a impact on service
archival records Cowley, Oxford Manager tagged to restrict at Oxfordshire History unless closed deposited provision
access Centre, Cowley, Oxford. under Data item subject
But sensitive content is Protection to withdrawal
security flagged to by the
prevent public access depositor

12 Local Studies collections Historic collections for public Printed books, maps, Hard copy media Stored at Oxfordshire Mark Lawrence, No Public collections Yes - public Permanent Could significantly Possible High Possible
research purposes newspapers and History Centre, History Centre accessible for research collections impact on service
ephemera Cowley, Oxford Manager at Oxfordshire History provision
Centre, Cowley, Oxford
13 Photographic collections Historic collections for public Photographic negatives Hard copy media Stored at Oxfordshire Mark Lawrence, No Public collections Yes - public Permanent Could significantly Possible High Possible
research purposes and prints, engravings History Centre, History Centre accessible for research collections impact on service
Cowley, Oxford Manager at Oxfordshire History provision
Centre, Cowley, Oxford
14 Oral History and Video Historic collections for public Audio and video Hard copy media Stored at Oxfordshire Mark Lawrence, No Public collections Yes - public Permanent Could significantly Possible High Possible
collections research purposes recordings (analogue / History Centre, History Centre accessible for research collections impact on service
digital) Cowley, Oxford Manager at Oxfordshire History provision
Centre, Cowley, Oxford

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