A Guide to Closed Records

Sometimes, tracing details of recent ancestors can be more difficult than tracing older ones. You may have struck a brick wall in your research when finding records that are not available for the public to view, otherwise known as ‘closed’ records. This blog will explain some of the reasons why records are ‘closed’ to the public and how to request access.

Most records in our collections are ‘open’ to the public, meaning anyone can view them, or procure a copy. However, some records are clearly marked as ‘closed’ on the online catalogue. But why is this the case?  

Put simply, a ‘closure’ protects certain information in line with ethical and legal obligations, which respect the privacy and rights of individuals, while still acknowledging the value of historical research and the curiosity of those seeking information. 

While there are valid reasons for restrictions on access, we are mindful of the passage of time and strive to make records available to the public at the earliest possible date. At the beginning of each year, documents that have reached their final year of closure are made available for open public access.  

Records are usually closed for one or more of the following reasons:  

• Statutory or official restrictions e.g. GDPR legislation 

• Confidentiality or sensitivity  

• Due to the depositor’s wishes 

Let’s take a look at those three reasons separately. 

Statutory or official reasons: A School Log Book 

When it comes to records with personal details about named individuals, closure periods are usually set depending on the age of the individual when the data was taken and the sensitivity of the information recorded.  

We usually set a period between 30-50 years for individuals over 21 years old, and up to 75 years for those under 21 years old. 

Below is a picture of a school log book for Finchampstead Church of England school [1948-1974] which was opened this year (catalogue reference: C/EL44/2).  

The record was closed because it contains information about potentially living persons, who may be identified using the information in the book. It is especially significant as some named individuals in the book were under 21 years old when the information was taken. 

We protect personal information because disclosing such information would violate UK Data Protection legislation. This includes personal data and special category data. 

The logbook contains personal data, or personal information, which is defined as: data or other information about a living person who may be identified from it or combined with other data or information held. For example, names and addresses. 

Confidentiality or sensitivity: A Fair Mile Admission Register 

This is a medical journal from Fair Mile hospital in Cholsey, 1916-1922  

The record was closed because it contains personal information, like the log book mentioned above. However, there are also medical details such as named patient’s injuries, illnesses and deaths, so it is classed as confidential personal medical data.  

To protect the privacy and confidentiality of individuals, records containing confidential medical data are closed for 100 years from the date of the record. This time limit is chosen because it covers an assumed lifetime of individuals. 

We often receive requests for patient records from Fair Mile and Broadmoor hospitals. If a hospital record is closed, customers can still enquire about access, but they need to prove their familial link to the patient. Staff will walk enquirers through this process and liaise with the County Archivist regarding any potential release of information. 

Broadmoor is slightly different to Fair Mile in terms of access. For Broadmoor, a patient’s records are closed for 100 years after the patient’s death. If the death is not known (e.g. if the patient was released or transferred elsewhere), closure is 160 years after the patient’s birth. Broadmoor hospital decides what information to release (if any) and only staff can transcribe the permitted details to an individual.  

You can read more about how to access Broadmoor records in the protocol on our website.

Depositors’ wishes 

We are always keen to persuade donors to agree that collections should be open and accessible. However, depositors may feel that information in their collection has an ongoing sensitivity, and they do not agree to immediate public access.  

Sometimes, to secure the preservation of a collection which falls within our collecting policy, we will agree to reasonable conditions that the donor feels are necessary.  

Access to these closed records can sometimes be granted by the County Archivist, but usually the depositors themselves are involved so permission can take time and is not always successful. 

Requesting Access 

We understand that individuals, family historians, and researchers are eager to access some of these closed records. Enquirers are asked to submit a written request to us, by detailing which records they would like to access. Contact details can be found on our website. 

However, if access is not granted, we will still aim to assist you by guiding you to alternative available resources, or offering further advice. 

So, the next time you delve into the archives, remember the role that closure periods play in safeguarding the information contained in them as well as our collective history, and the ethical and legal obligations that they reflect.  

We hope this post helps visitors to understand the significant responsibilities we carry in preserving Berkshire’s history and ensuring that it remains accessible for visitors today and for future generations.