Searching/accessing AV material
Process for digitised material
If the material is Open, contact the AV Digitisation Manager. They will be able to provide you with a link to the digitised file(s) which you can then send to the researcher.
This process is currently being developed and is subject to change.
If the material is Restricted, the researcher will have to visit in person and fill out a Restricted Access form. Contact the AV Digitisation Manager who will be able to provide you with a link to the digitised file(s).
Download the file(s) to your laptop, then transfer them onto the hard drive in the workroom. Transfer them from the hard drive onto the born-digital production laptop. Delete them from your own laptop once they have been successfully transferred to the production 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.
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.
Process for DVDs, Videos and other formats
As of June 2025 AV items (DVD and Video) will be viewed in the RMR. This includes restricted material. You can see guidance on how to use the AV equipment in this document.
Filmstrips (e.g. SA/CSP/R.5/4) - researchers can view them on a lightbox and will need to use gloves.
Stock reply
Dear [name],
Thank you for contacting Wellcome Collection. Below is some information on where you can find Audio-Visual material in our collection across our catalogue, Soundcloud and Youtube channels.
Wellcome Collection catalogue
https://wellcomecollection.org/collections
You can search for keywords in the main Wellcome Collection catalogue and then use the Formats filter to filter results by format, including:
Videos
Audio
Film
CD-Roms
If you only want to search material which has been digitised, you can also select 'Online' as a Locations filter.
For on-site access, you can request items by clicking on the item's record and then the Request item button at the bottom of the page.
Audio Clips – Wellcome Library Soundcloud https://soundcloud.com/wellcomelibrary
Wellcome Library YouTube https://www.youtube.com/user/WellcomeFilm/
I hope this is helpful to your research.
Best wishes,
[Name and signature]
Dear [name],
Thank you for contacting Wellcome Collection.
We can provide access to [file reference(s)] on a dedicated laptop in our Rare Materials Room in the Wellcome Library. Please let me know when you would be available to visit and I will arrange for the materials to be ready for you.
[Optional] As [file reference(s)] have a Restricted access status, you will need to sign our Restricted Access form before or on the day of your visit. Please note that copying, including photography, of restricted material is not allowed and all notes you make must be anonymised.
Best wishes,
[Name and signature]
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