Archives and Special Collections Access Policy

Introduction

• This policy documents how Library & Learning Services provides access to its Archives and Special Collections for: learning and teaching; research; public engagement and outreach. The policy refers to all materials managed by Archives and Special Collections, comprising: archives; rare books; medieval manuscripts; audio collections; and digitised primary source collections. 

Core principles

• Archives and Special Collections are open to all who wish to make use of them. Access is as unrestricted as possible.
• Access arrangements take into consideration the need to preserve and secure these collections as part of the University’s permanent collections. 
• Access is subject to statutory and legal requirements, as defined under data protection, freedom of information, copyright and other relevant legislation. 
• Access to Archives and Special Collections is guided by the Public Service Quality Group, Standard for Access to Archives. 

Our community

Archives and Special Collections serves the following communities, within the UK and overseas, who access our collections on site and remotely:

• University of Leicester students and staff
• University of Leicester alumni and supporters
• Students and staff of other academic institutions
• Partner organisations of the University of Leicester, including local schools, museums, cultural organisations, charities and businesses
• The public, including local and family historians, local history and community groups, private and commercial researchers and exhibition visitorsDonors and depositors of collections and their heirs and representatives 

Reading Room access

The Kirby and West Special Collections Reading Room is located in the Basement of the David Wilson Library. It is open 10-4.45pm, Tuesday to Friday, and provides accommodation for up to 16 users consulting archives, rare books and manuscripts. A designated PC with headphones is available for users to listen to audio recordings.

Collections are accessible to all who wish to use them, subject to registration as a library user.

All University of Leicester students and staff become members of the Library on commencement of their studies or employment. Members of other Universities and members of the general public are entitled to apply for membership of the Library. This involves completion of an application form and presentation of proof of identity and address. Details of membership arrangements for different categories of user are published on the Library website.

Users consulting Archives and Special Collections are required to produce their Library card on entry to the Library and on arrival in the Reading Room. New users who are unable to complete the Library’s application process on their first visit are permitted day access, provided they can provide proof of their home address or current academic affiliation. Such users will be required to complete the application process prior to any subsequent visit.

Library & Learning Services operates within the framework of the University of Leicester’s Dignity and Respect Policy, which is to positively advance equality of opportunity for all current and potential students, staff and other stakeholders.

The David Wilson Library is an accessible public building. The Library has step-free access, lifts to all floors, automatic doors and adapted toilets. Parking is available for blue badge holders.

The Reading Room is used during opening hours for small group teaching, public engagement activities and private research. Individual researchers are required to book an appointment during the advertised opening hours to consult material.

All users are required to adhere to the rules for accessing and handling the collections, copies of which are displayed on desks in the Reading Room. The Reading Room is invigilated whenever a user is present. Reading room staff receive training on collections handling and intervene to ensure that appropriate practices are being observed.

Where a user is unable to visit the Library in person, and subject to staff availability, we offer remote access to material via Microsoft Teams using a visualizer.

Discovery

Archives catalogues

Archive catalogues are made available online at https://archives.le.ac.uk and for some collections in a hard copy format in the Reading Room.

Rare book and manuscript catalogue

Rare book catalogue records are made available via https://librarysearch.le.ac.uk .

External platforms

Catalogue data is regularly contributed to federated discovery platforms including Archives Hub, TNA Discovery, Worldcat and JISC Library Hub Discover.

Archive production

We aim to make items in catalogued collections stored in the David Wilson Library available for consultation within two working days of request. Retrieval times for uncatalogued items and materials stored offsite may be longer. On initial receipt of a request, users are provided with a timescale for production of their material. Best efforts are made to retrieve items requested on the day, depending on their location and available staffing levels.

Items from archive collections are requested on paper document production slips. For security reasons generally one file or volume is issued at a time.

Rare book and manuscript production

Rare books and manuscripts are requested via Library Search.

Restrictions on access

Relevant legislation

Most holdings are freely accessible. However, some archive material is subject to access restrictions under the relevant legislation, including the Data Protection Act 2018 and Freedom of Information Act 2000. Decisions on access are taken by the Archivist and Assistant Archivist, in consultation with the University’s Information Assurance Services. Where material may contain sensitive personal information, users are required to read our online Data Protection Statement before their visit and abide to these through signing our Reading Room register on arrival. Access restrictions are recorded in the ‘AccessConditions’ field in the catalogue record.

Uncatalogued material

Where practicable, access is provided to uncatalogued collections. In the case of material likely to be covered by legislation referred to in 8.1 above, the Archivist or Assistant Archivist conducts an assessment to determine whether access restrictions should apply.

Preservation

Access is withheld if an item is unfit to be handled. Items identified as unfit for production are recorded on a list of items requiring conservation treatment. High demand items on this list are prioritised for conservation. We work with researchers to offer alternative means of accessing the information where possible.

Surrogates

Where appropriate, surrogate copies are created to protect fragile original material and support specific teaching or research needs. Wherever possible, digital surrogates are made freely available online via https://specialcollections.le.ac.uk . Where copyright restrictions apply, access is provided onsite only. In order to continue to promote physical access to our collections, we do not restrict access to items for which a surrogate exists unless 8.3 applies.

Enquiries

We aim to provide an initial response to all enquiries within one working day, outlining next steps and requesting further information as required.

We provide basic information about our collections and services free of charge. In depth enquires requiring original research can be arranged, subject to an agreed fee of £25 per hour.

We maintain an up-to-date knowledgebase of answers to frequently asked questions on the Library’s help page https://libraryhelp.le.ac.uk/.

Reprographics service

Copying of Archives and Special Collections material is permitted, subject to the conditions outlined in the Archives & Special Collections Copyright Guidance. Users may take their own digital photographs free of charge. A staff-operated copying service is available for photocopying and scanning. Up-to-date information on charges is made available via the Library website.

Online access

We provide free public access to our digitised collections of primary source materials via our Special Collections Online website (https://specialcollections.le.ac.uk/).

We ensure our digitised content is discoverable by creating high quality descriptive metadata that conforms to international standards. As a minimum, all digitised items are associated with a Dublin Core metadata record.

We share our metadata records with appropriate discovery platforms, under a Creative Commons Zero ‘no rights reserved license’.

All digitised content includes a statement of copyright, including end-user rights. Wherever possible we make our digitised collections available for re-use and adaptation under a Creative Commons Attribution Non-Commercial License. Where copyright restrictions apply, we seek agreement to make content available under this or another Creative Commons License.

We collaborate with our academic community to establish priorities for digitisation in support of learning, teaching and research. When identifying material for digitisation, we take account of emerging national strategies for digitisation of library collections.

Audience engagement

Learning and teaching

We collaborate with members of our academic community to provide a wide range of opportunities to engage students with our collections. These include lectures, seminars, and one-to-one consultations. Where resources permit, we support similar activities involving other universities, schools and colleges.

Research

We collaborate with our academic community and Research and Enterprise Division to develop new opportunities to exploit our collections for research. Activities include participation in and organisation of research and enterprise networking events, involvement of Archives and Special Collections staff in research projects and grant applications, and participation in researcher development programmes.

Public engagement

We support the University’s Citizens of Change: Our Citizens strategy by creating opportunities for members of the general public to engage with our collections. This includes participating in annual events such as Literary Leicester and Heritage Open Days, hosting visits and tours from local groups and societies, and organising special events showcasing our collections.

Exhibitions

We promote our collections to Library visitors by staging three free exhibitions a year in the Exhibition Zone of the David Wilson Library. We collaborate with our academic community and local stakeholders to produce exhibitions for display at other locations across the University and elsewhere. Items may be loaned for display by other institutions where appropriate environmental and security conditions can be met, as stipulated in BS4971:2017 Conservation and care of archive and library collections, and BS EN16893:2018, Conservation of Cultural Heritage. Additional conditions for loan are set out in the standard loan agreement form.

Media

We collaborate with our academic community and Press Office to promote our collections and through national and local print, online and broadcast media.

Website

We provide up-to-date information about our collections and services via the Library website.

Social Media

We promote our physical and online collections through the Library’s social media channels.

Alumni Engagement

We collaborate with our Development and Alumni Relations Office (DARO) to create opportunities for members of alumni to engage with and enhance our collections and services. This includes providing training and support for DARO staff on use of our collections, outreach by Archives and Special Collections and DARO to encourage donations and deposits of material that enhances our collections, exhibitions and attendance at alumni gatherings.

Enabling staff

All Library staff working with Archives and Special Collections receive regular training on access procedures and correct handling of collections.

We support the Continuing Professional Development of staff from other sections of the Library by providing them with opportunities to learn about the content, management, and exploitation of our collection. This is through staff training events, one-to-one guidance, and the provision of opportunities to collaborate with Archives and Special Collections staff on projects, use of collections for teaching, and delivery of outreach and engagement activities.

Customer care

Archives and Special Collections staff comply with the University Library’s Charter to ‘treat all users with dignity and respect’, ‘to maintain a welcoming environment that is conducive to research’, and ‘to work in partnerships with our service users to deliver high-quality services’. We deal promptly and appropriately with complaints in accordance with the Library’s Feedback and Complaints procedure.

Consultation

Feedback is gathered from different stakeholder groups to improve our services, through the following mechanisms:

• Student Library Champions
• Student staff committees
• College and departmental academic and research committees
• Feedback forms for teaching sessions and outreach events
• Feedback forms for individual researcher visits in the Reading Room
• Library representation on University Executive Board
• Exhibition feedback forms
• Consultation with individual academic staff on specific courses / projects

Actions arising from user feedback are incorporated into the Archives and Special Collections Access Plan, which in turn informs the University Library’s planning process.

Policy approved by Library Leadership Team, 19 June 2024

Next review date June 2027