Collection Care
Archives & Special Collections collects, cares for and makes accessible unique and distinctive collections for the benefit of present and future generations. The principles that guide this purpose are detailed in the following documents:
If you wish to use the Reading Room, whether to consult the archives and special collections or just to use as a quiet study space you will be required to sign-in and follow the Reading Room Regulations.
Good handling techniques
The main cause of damage to library special collections is sustained through poor handling. Damage is often cumulative and not immediately apparent. A culture of good handling will ensure continued access to collections and help preserve them. All users have a responsibility for the care of the collections.
A&SC offers training on handling the collections, using the book supports and snake weights provided. This aids the prevention of unnecessary deterioration of the books and also enables users to feel confident in using the collections.
The following guides are designed to help you:
Not everything is accessible, why is this?
A&SC aims to enable the widest possible use of its collections by students, staff and visiting researchers and provide reasonable access within a framework of regulations designed to preserve unique and distinctive materials.
Fragile or damaged items
Material deemed too fragile to handle may be withdrawn from use or may only be available at the discretion of the Special Collections Librarian. A surrogate in the form of a digital reproduction may be provided, but this will depend upon whether the digitisation process might cause further harm to the material.
Collections on loan
When collections are 'on loan', rather than gifted to A&SC, the depositor may have imposed additional access and copyright restrictions. The Special Collections Librarian will inform users if this is the case.
Personal data in archives
Archives often contain sensitive material or personal data, and as such, is subject to:
A&SC follows The National Archives guidance on archiving personal data with particular reference to closure periods. Some material may not be available at all. Other material will be available in part, or subject to certain restrictions.
Personal information restricted under the Data Protection Act 2018 is clearly indicated on the catalogue record, or on the accompanying . It will be necessary to provide proof of ‘next of kin’ or a family connection to access this information.
Your responsibility as a researcher
As a researcher, you are responsible for any personal data concerning living individuals (the "data subject/s"), that you take from Special Collections (including any notes, digital images or photocopies). You become a "data controller" of the personal data held about the individual/s.
As a data controller you have certain responsibilities:
• You must not cause substantial damage or distress to data subjects
• You must not use data to support measures or decisions concerning individuals
• You must anonymise identities whenever possible when note-taking, in results of research and statistics
• You must respect the confidentiality of any documents and information not connected with your research but which you have seen in the course of it.
In deciding whether it is appropriate to use or publish personal information consider:
• Is the person alive?
• Is the information already published or in the public domain?
• Is the individual a public figure?
• Does the information belong to a sensitive category of information as defined by the Data Protection Act?
• Could the context of the information disclose data about an individual by default?
You can find out more about GDPR and the Data Protection Act on the Information Commissioner's website.
Reusing our material
Copying and personal photography
Digitisation, photography, and photocopying is possible as long as it:
• does not harm the item
• does not break copyright law
• is used for personal research and study only
• complies with relevant legislation, such as data protection.
Please be aware that the physical condition or size of an item may also prohibit photocopying. Early printed books and manuscripts are not permitted to be photocopied; however, they may be photographed without the use of flash. Always ask the Special Collections Librarian for permission in advance of taking any photographs.
We allow students and visitors to bring their own digital cameras or smartphones but you will be required to record details of what you photograph and how many you take. This is to monitor use of the collections and to gather statistical evidence for potential future digitisation projects. All users will be required to complete a declaration form to confirm that you comply with statutory legislation and the photographs are for your own personal research, not for reproduction. There is no charge for personal digital photography.
Watch our video on Photography and Digital Reproduction.
Image licensing and reproduction for publication
To reproduce an image for publication, either for personal or commercial purposes, requires written consent from the rights holder. You will be required to complete a Licensing Request formwith details of the requested image and publication details. There may be a charge imposed. For further information please email specialcollections@hope.ac.uk.
Reprographics services
A&SC offers a reprographics or copying service for readers and remote users by digital scanning or digital photography, subject to copyright law, data protection, business sensitivity, and preservation restrictions. There is a fee to cover the cost for providing this service, further details can be found in the Reprographics Services Request form.
