Accessing Born-Digital
Process
Currently, digital material is made available on a laptop in the Rare Materials Room.
We have a dedicated C&R digital production laptop for fulfilling requests that lives in the digi-box in the 3rd floor AV room, 372
[ADD IMAGE OF BORN DIGITAL BOX AND FRONT OF LAPTOP]
Create a folder on the desktop that is titled with the readers name [last name and initial of first name] and copy the material into this folder [for catalogued material create folders within this main folder that reflect the item RefNo(s)].
Allow plenty of time for this, as large files can take a long time to transfer. The production laptop is equipped with VLC player for video and the stock windows photo application for images so most common formats should be viewable. Check that the files open and display properly before producing for the requester.
Since files need to be checked and transferred, it is best to arrange a specific time for the user to come in. If there is Restricted Material, a restricted access form will need to be completed.
If possilbe, set the laptop up on the desk nearest the supervisor (the one reserved for reviewing restricted material). The supervisor should be vigilant and make sure that the user is not making unauthorised copies of any material or inserting their own hardware (e.g. portable memory devices).
When the reader has finished viewing the material, delete the material from the desktop and recycle bin.
This guidance has been taken from the Draft workflow for accessing digital & AV v2 document.
Stock replies
Dear [name],
Thank you for contacting the Wellcome Collection.
As the material you wish to access is digital, it will be provided to you on a laptop in the Rare Materials Room of the Wellcome Library. This means we need to arrange a specific time and date for your visit. Please let me know when you intend to visit and I will confirm if this is possible, if so, I will aim to have this set up for you then.
Yours sincerely,
[Name and job title]
[Current standard Wellcome signature]
Dear [name],
Thank you for contacting the Wellcome Collection.
As the material you wish to access is digital, it will be provided to you on a laptop in the Rare Materials Room of the Wellcome Library. This means we need to arrange a specific time and date for your visit.
Please can you complete our online restricted access form either ahead of your visit or on the day of your visit prior to consulting the material. The form will detail the restrictions in place.
The file references are:
[list reference]
Please let me know when you intend to visit and I will confirm if this is possible, if so, I will aim to have this set up for you then.
Yours sincerely,
[Name and job title]
[Current standard Wellcome signature]
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