Catherine Murphy (Kildare North, Independent)
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207. To ask the Minister for Foreign Affairs and Trade if it is the practice of his Department to employ an archivist to examine records and archives once records are deemed appropriate for archiving to determine the quality of the records, the importance, the estimated care and attention needed to preserve the records and so on; if not if he will consider this option in order to best capture the most valuable records before they potentially deteriorate in storage; and if he will make a statement on the matter. [35396/14]

Charles Flanagan (Laois-Offaly, Fine Gael)
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The Department of Foreign Affairs and Trade (DFAT) has a dedicated archives unit based at the departmental file repository. This unit is responsible for managing the annual transfer of records over 30 years old to the National Archives, where in turn they are preserved and held for release to the public under the terms of the National Archives Act, 1986. The departmental archives unit comprises four permanent staff members and in addition uses the services of a retired DFAT Assistant Secretary to review files in preparation for their transfer to the National Archives.

Departmental records not yet due for transfer to the National Archives are stored securely in the departmental file repository. The Department has in place systematic records management procedures which enable it to meet its obligations under the National Archives Act; in addition, it has a close working relationship with the National Archives, seeking advice and guidance as appropriate.

Catherine Murphy (Kildare North, Independent)
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208. To ask the Minister for Foreign Affairs and Trade the total cost to his Department and those under its aegis for the storage of records and archives that are ultimately intended to be forwarded to the National Archives in time; if he will provide this cost for 2012 and 2013; and if he will make a statement on the matter. [35420/14]

Charles Flanagan (Laois-Offaly, Fine Gael)
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This facility is a secure store for all departmental files which are no longer in everyday use within the department and allows for the retrieval of files as necessary for business purposes. Two permanent staff members are based there to manage the departmental file holdings. In addition, the departmental archives unit is based at this facility and prepares files for transfer to the National Archives. Staff costs of €133,062.17 in 2012 and €131,480.08 in 2013 were incurred for the combined tasks of management of the departmental file holdings and preparation for transfer of the appropriate files to the National Archives.

The costs of leasing the building itself is borne by the OPW, with the Department being responsible for the payment of utilities and other accommodation related services. In 2012, the cost for these services was €30,000 and for 2013,it was €33,000. The total for 2012 for staffing and ancillary costs, but excluding rental payments, amounted to €163,062.17. For 2013, the total cost was €164,480.08.