Stephen Lewis investigates the background to the suspension of city archivist Rita Freedman.

TO anyone interested in local history or tracing their family tree, the York City Archives have long been a familiar friend. Tucked away at the back of the City Art Gallery, lining the shelves in special 'strongrooms', are priceless records and documents, some dating back hundreds of years, which - with the right help - can help bring York's history to life for the amateur historian.

They include civic records going back 800 years to York's first charter and 500 years worth of council minutes, as well as records of local societies, charities, businesses and a few family collections. There is also a wealth of photographs, old maps and plans.

It's not simply the documents themselves, though, that are such a valuable resource. It's the staff who look after them, and who combine a passion for the city's history with an encyclopaedic local knowledge.

So it is tragic that city archivist Rita Freedman should, after about 30 years, in the job, have been suspended in the row which has blown up over the archives' future.

Her suspension came after she wrote a letter to councillors pleading with them to block proposals to move the city archives to a new base at York University. It has prompted dismay from regular users of the archives.

Enthusiastic amateur local historian David Poole says Rita and her staff always bent over backwards to help.

"People who come there always say that the help they get from staff is absolutely tremendous," he said.

"Amateur historians or those researching their family often don't really know what it is they're looking for. The staff there give them marvellous guidance.

"Rita and her staff have an excellent local knowledge. If someone comes in and says I know my grandmother used to live in Lowther Street in the 1880s, they will be able to tell you that in 1880 there were two Lowther Streets."

Local historian Hugh Murray, too, is full of praise for the archive staff. Rita, he says, has an extraordinary knowledge of the collection which allows her to lay her hands on almost anything.

It surely need never have reached this stage. When York University began to lay plans to build a state-of-the-art new archive facility on campus as part of a new humanities research library to hold the ecclesiastical and other records belonging to the Borthwick Institute it was only right it should approach the city council to see whether it wanted to be involved.

No one disputes the need for a new facility to house the Borthwick records - which include one of the country's largest family history archives. St Anthony's Hall, where they are currently housed, is full to bursting; and if the collection is to continue to expand, building up material from today for historians of the future, it needs a new home.

The environmental conditions in which some records are kept are also less than perfect. By building a new facility the university hopes to ensure the collection's future, while at the same time improving access for ordinary members of the public and academics alike by ensuring longer opening hours.

University spokeswoman Hilary Layton says such a centre could even include a teaching suite, where schoolchildren and students could get access to original archive material.

But should the city archives move there too? The university's line is that it is a 'wonderful opportunity' for collaboration. Sandra Bicknell, head of museums at City of York Council, admits there would be advantages and disadvantages. The new centre would be purpose-built to house the ancient records in optimum conditions - not always possible in the city archives' present home - and there would be room for expansion. But, she concedes, if the archives were moved out to Heslington, they would be less central and so less conveniently accessible.

That worries David Poole. One of the great advantages of the present set-up, he says, is that local historians can flit between the city archives and the reference library - which holds documents such as local census returns - at will. Making the city archives part of a university set-up might also put non-academics off using them, he believes.

Clearly, there are issues that need to be debated. Sandra Bicknell says that's exactly what is happening. Council officials are studying the university's offer, looking at all the pros and cons, with a view to reporting to elected members in the autumn. They will then take an informed decision.

The tragedy is that out of a wonderful opportunity has come the potential loss of an archivist with years of irreplaceable knowledge of York and its history.

"Local knowledge is a fantastic asset," said David Poole, "and it's something which Rita and the other staff have in bucketsful. The whole way this has been handled is really tragic."

PICTURE: City archivist Rita Freedman, who has been suspended following a row over plans to move the city's historic documents to a new site