We used to have seperate forms if people wanted to ask permission to publish, broadcast or display archival material. I have now consolidated these onto one form, which will hopefully streamline the process.

There can be some (understandable) confusion regarding the photographic database on the computer opposite the printer. Please bare with me. I will try to explain.

You will note that there is a record number, an item number, a negative number and a copyprint number on the database. All photographs on the database will have a record number (this is simply the order in which they were added to the database). The item number refers to the physical hardcopy photograph downstairs. The negative number refers to the negative of that hardcopy photograph (not all photographs have a negative, but sometimes we only have a negative!). The copyprint number refers to the copyprint collection outside the secure area. These are filed numerically in the drawers (not all photographs have a copyprint). We have digital images of some photographs too, and these are linked directly from the photograph database where they are available.

If the item in question does NOT have an item, negative and/or copyprint number that field will not appear on the database. Retrieval can only be effected using the field that does exist.

Users can browse the copyprint collection at will without registering. However, if they want copies of any of the images they need to go through the normal processes. I will normally allow them to photocopy directly from the copyprints themselves as long as the appropriate documentation is completed and as long as it is for private research and study only. If they do make copies in this way, they should always register and fill out a photocopying request form even though the ususal charges will not apply.

Items to be fetched from downstairs (i.e. those items with either/or an item number or negative number)need to be requested in the usual manner by a registered user. We reserve the right not to issue originals (i.e. glassplate negatives) if we feel that will put the item at physical risk of damage.

If users want to publish the photographs in any media they need to complete the relevant ‘permission to publish’ form. Responsibility to obtain copyright clearances for this purpose lies with the user.

Clear as mud?

I have put a little chart on my door to indicate to users (and staff) where I am! I will still write on the white board as usual when I actually leave the library, or if I am out of my office for an extended period.

It is a good idea to ask users to sign the slips issued with archives when they have finished with them. There are two main reasons for this:

1) Signing acts as a check to let Murray and I know that the user has finished with the item and that it can be returned to the stacks.

2)In the case of sensitive materials signing also acts as a ‘sign out’ mechanism that indicates that the user has officially viewed the material. This kind of thing is particulary important with the likes of politican’s papers which may contain official secrets or other confidential information, so it is particularly important that these slips are properly signed . The cabinet office is getting increasingly sensitive about this kind of thing and we are responsible to them for the management of many of these papers.

As of this year I keep all the slips in my office, to act as an official record.

Just an initial will do.

Julie James has asked a question about the rights of Donors of archives when they visit us to consult their material. I thought I would post a brief summary of our approach to this matter for your edification.

Donors need to view the material they have given to the library under the same circumstances as everyone else. This means that they need to register, view the material in the secure reading room and cannot take material out of the library without express permission. There is a whole procedure for off-site loans so such requests should go through me in the first instance if donors want to borrow back material for whatever reason. I should note, though, that I am pretty strict about not allowing material off-site aside from some special circumstances (i.e. an exhibition in a reputable institution).

In order that desk staff are clear who donors are when they consult material, and what they have donated, I will indicate this in the notes field on the archives held out report and/or through the blog.

Donors do have some special privileges in relation to copying from their own records (and only their own records). I have tried to summarizes these privileges below.

Donors are entitled to request copies of their own records, within reason. Generally speaking staff should direct donors to use the normal copying request system as this makes things easier for everyone. We will provide up to 25 photocopies free of charge to Donors from their own records in any given year, beyond that Donors will have pay the normal rates. Digital copying will be charged at the normal rate.

If Donors just want a few copies of selected items on the spot I will sometimes do this for them then and there. It very much depends on the circumstances. If, for instance, there is back-up about (in the form of myself or another staff member) then we can provide the copies immediately, if we are pushed for staff and time they will have to wait, sometimes I will tell them to come back later in the day (I find most people understand in those circumstances). Basically you should use your discretion as to what you think is reasonable in the circumstances. If this more informal route is taken I still need to have a record of what has been copied, for whom and for what purpose so I still need the copying request forms to be completed.

Sometimes Donors will want to copy items from the collections they have donated themselves using a causal photocopying card. Generally, I am okay with this if they are photocopying single, flat sheets of paper post 1950. Pre 1950 material, material that is obviously fragile and/or material that is bound needs to be photocopied by a member of staff for conservation reasons. Again, this requires desk staff to exercise some judgment – I suggest you err on the side of caution but use your common sense, which I am sure you all have in abundance.

If you have any other requests with regard to Donor matters please feel free to ask them in the comments below and I will attempt a reply!

I seem to be the only one posting in the Blog so far but, never mind, I can be the lone blogger.

I have decided to post a weekly archives tip, which may or may not actually be weekly, depending on what is going on! You might also get more than one tip. I am sure you will count yourselves fortunate on such occasions.

Also, if you have been haunted by any archives questions (you know they keep you awake at night) I reckon this is a good place to ask them, that way we can all share the love.

Archives Tip # 1

If you want to see the stack locations of archives collections appear in Digital Library you need to login as the MB library through the Camelot link rather than through the library home page. The locations do not appear via public logins for security reasons.

Go here: http://132.181.2.68:8080/awweb/login.jsp

Login = mb
Password = mb

Once you have logged in in this manner the locations of the archives collections will magically appear!

There are currently about 40 or 50 boxes of archives arrayed in a line on the floor between B and D blocks. I am currently re-ordering these boxes and transferring them to elsewhere in the mobile stacks. I am working as fast as I can but this may take a few days. If they cause you any problems in the meantime please let me know.

Oliver Sutherland may well want to look at some letters written by Karl Popper regarding his Father ILG Sutherland. This material originates from the Canterbury College Inwards Correspondence. All the extant Popper correspondence has been photocopied and placed in folders in the reading room. These folders are in the first stack of archives finding aids shelves on the very bottom shelf. Oliver (or anyone else for that matter) is welcome to consult these materials at their lesuire. Again, if you have any problems, fetch me.

Oliver Sutherland will be visiting us again on Monday 14 May to continue his archival research into his late Father ILG Sutherland. He may be here for several days. I understand Oliver is hoping to write a biography on his Father. Amongst other materials Oliver has requested a number of items from the Canterbury College inwards correspondence. Unfortunately, as with most University records, the organization of this correspondence is somewhat byzantine and some (if not most) of the items he requested cannot be found or are no longer extant. This will be indicated on the ‘archives held out report’ as necessary. If there are any problems please refer Oliver to me in first instance.