The request forms for photocopying and digital copying from archives or photographs have been merged onto one form. It should be fairly self-explanatory but if there are any questions or problems please let me know. The form needs to be checked and approved by the ‘powers that be’, but I think we can use it in the meantime. This form should be read in conjuction with the Price List and Reproduction Charges that Jill e-mailed everyone about yesterday.

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.