Uncatalogued requests
Details how you should process and respond to uncatalogued requests
Process
We aim to enable researchers to access specific information; we are not able to support in-depth research, or provide access to entire collections before they are catalogued. Where available, we will provide a box list to assist the researcher narrow down their request to five boxes of interest, or fewer.
Single uncatalogued printed and published monographs may be catalogued on request.
Step 1:
Check the collection's box list in the Collections Files. Box lists can vary in level of detail and quality, so you should check to make sure the box list is easy to read and does not contain any personal/sensitive data.
Step 2:
Depending on whether the box list can be sent to the researcher, use either the first or second example in the Uncatalogued requests stock replies.
You may have to ask the researcher to narrow down their research interest so you can pick the appropriate boxes of material.
If the box list notes that certain boxes/files within boxes contain sensitive personal data, highlight this to the researcher. It doesn't make sense to order a box of material that you know you will not be able to give access to on sensitivity grounds.
If you end up creating a version of the box list that is safe to share publicly, upload this version to the Collections File, clearly marking it as 'Public' or 'External'.
Step 3:
Add the details of the request to the uncatalogued requests spreadsheet. You will need to update the progress of the request as you go through the next steps.
Step 4:
Once the researcher has told you which boxes they want to order, use the barcodes in the box list to order a delivery from the Deepstore Requests App on Quickbase.
If the box list does not contain the barcodes, try searching for the boxes on the Deepstore inventory. Try searching the accession number and if that doesn't work, the reference number with and without slashes (e.g. SA/AFC, SAAFC).
If you cannot find the barcodes, just ask for help!
Step 5:
Once the material arrives onsite, the Retrievals team will email you with its specific location. Material from Deepstore is always held in a cluster of 6 aisles in the Sub-Basement.
Now you have to sensitivity review the material. Follow the guidance in the Sensitivity and Access Procedures to determine whether access should be given or not. Don't be afraid to consult with colleagues.
Step 6:
Communicate the outcome of the sensitivity review to the researcher.
If access cannot be provided to any of the material, explain why at a high level (eg material contains special cateory data). You may also want to make reference to the appeals process within the Access procedures in case they want to appeal your decision.
If access can be provided, arrange a date/time for them to come to the Rare Materials Room (RMR). If any material is deemed to be Restricted Access they will need to complete the form on the RMR ipad when they visit.
Attach the instruction sheet for viewing uncatalogued material (also linked in stock reply below).
Step 7:
Update documentation accordingly.
Add any relevant notes to the box list, especially if you found material that had to be Closed or Restricted. This will hopefully save a future colleague from having to repeat your work.
If the box contains any audio-visual or born-digital formats, extract, itemise, rehouse and store them onsite according to the archive inventory procedures for listing and labelling.
Step 8:
Prepare the material for the researcher.
Check the condition of material to make sure it won't be damaged by being consulted; consider repackaging only if necessary to preserve and maintain the structure of the papers, i.e. loose letters, or documents damaged by a clip in box.
Take out any Closed material and put this in an archival folder, marking the box number/file it came from on the folder. Put the folder in the labelled shelf in the workroom. Leave an acid-free slip of paper in the box to mark where you should return the Closed material once the researcher has finished.
If you have a mix of Open and Restricted material, put them in separate boxes to make it easier for the RMR desk supervisor and the researcher to know which is which.
Write a manual request slip for each box, clearly marking whether material is Restricted or not and addining your name so the RMR attendant knows who to contact once the researcher has finished with the material. Put the boxes on a trolley and move it into the 313 Annexe in the RMR before the researcher is due to arrive. Add instruction sheet for viewing uncatalogued material to each box.
Step 9:
Inform LE&E duty managers that the researcher will be visiting to view uncatogued material.
Email the duty managers, and let them know if any of the boxes are restricted.
Step 9:
Once the researcher has finished with the material, bring the material back to the workroom and return any Closed material you had removed. Put the box back in the Deepstore aisles and complete an uplift from the Deepstore Requests App on Quickbase.
Complete the uncatalogued requests spreadsheet.
Move all emails to the 'Uncatalogued requests completed' folder in the shared inbox.
Stock replies
There are different stock replies depending on the material requested:
Archive collection with a usable box list, i.e. a box list you can send to the researcher
Archive collection without a usable box list, i.e. the box list for the collection is too long or contains personal data
Library material, i.e. printed and published works and visual material, which is awaiting cataloguing. See the uncatalogued library material process [link] for instructions.
Dear [name],
Thank you for contacting Wellcome Collection.
Requests to view uncatalogued material are considered on a case by case basis. The intention is to enable researchers to access specific information; we are not able to support in-depth research, or provide access to entire collections before they are catalogued.
Uncatalogued archives have not yet been sorted, arranged or described, so it takes longer to narrow down where relevant records might be, and whether it is possible to provide access. Where available, we will provide a box list to assist the researcher narrow down their request to five boxes of interest, or fewer. As the [collection, e.g. Noise Abatement Society] comprises [number of boxes] boxes, this means you will only be able to access (subject to sensitivity review) a small portion of this collection.
Boxes may need to be recalled from off-site storage for review and sensitivity checks, which can take up to six weeks. You will be notified when material is ready for supervised access in the library's Rare Materials Room, or if we are unable to provide access.
If access can be provided, material will remain available to researchers in the Rare Materials Room for seven days. To access material which has been given restricted status, researchers will have to sign a Restricted Access form and copying of this material will not be permitted in any form. Read more about our access procedures.
Please see the attached box list and let me know if you would like to request access to up to five boxes.
Best wishes,
[Name and signature]
Dear [name],
Thank you for contacting Wellcome Collection.
Requests to view uncatalogued material are considered on a case by case basis. The intention is to enable researchers to access specific information; we are not able to support in-depth research, or provide access to entire collections before they are catalogued.
Uncatalogued archives have not yet been sorted, arranged or described, so it takes longer to narrow down where relevant records might be, and whether it is possible to provide access. Where available, we will provide a box list to assist the researcher narrow down their request to five boxes of interest, or fewer. As the [collection, e.g. Noise Abatement Society] comprises [number of boxes] boxes, this means you will only be able to access (subject to sensitivity review) a small portion of this collection.
Boxes may need to be recalled from off-site storage for review and sensitivity checks, which can take up to six weeks. You will be notified when material is ready for supervised access in the library's Rare Materials Room, or if we are unable to provide access.
If access can be provided, material will remain available to researchers in the Rare Materials Room for seven days. To access material which has been given restricted status, researchers will have to sign a Restricted Access form and copying of this material will not be permitted in any form. Read more about our access procedures.
I am unable to send you a copy of the box list for this collection because it [is too large/contains personal data]. To help me identify sections of the collection which may interest you, please could you narrow down your subject interests by:
Dates or date ranges
Specific individuals or groups
Specific events or activities
Type of material (e.g. minutes, correspondence, reports)
Best wishes,
[Name and signature]
Dear [name],
I have now had a chance to consult with my colleagues and we are in agreement that the material you have requested to view is too sensitive to be accessed.
We have carefully considered the material in light of our access policy and, given the significant amounts of special category personal data relating to potentially living individuals, we are unable to make it available prior to full cataloguing and further detailed granular assessment.
I am sorry that we cannot help with your research on this occasion, but I’m sure you understand that we need to balance our commitment to public access with our legal and ethical responsibilities towards individuals represented in the material.
Yours sincerely,
[Name and job title]
[Current standard Wellcome signature]
SA/AFC (Anna Freud Centre)
Dear [Name]
Thank you for contacting the Wellcome Collection.
Requests to view uncatalogued material are considered on a case by case basis. The intention is to enable researchers to access specific information; we are not able to support in-depth research or provide access to entire collections before they are catalogued.
Uncatalogued archives have not yet been sorted, arranged or described, so it takes longer to narrow down where relevant records might be, and whether it is possible to provide access. Boxes will also need to be recalled from offsite storage for review and sensitivity checks, which can take up to six weeks. Where available, we will provide a box list to assist the researcher narrow down their request to five boxes of interest, or fewer.
Currently any requests related to the Anna Freud Centre collection are put on hold until a more in-depth sensitivity assessment is being carried out by our team. The collection is particularly complicated as it handles a lot of patient and clinical data relating to minors and their families. As such, we must abide by data protection legislation and therefore proceed carefully when fulfilling requests for this collection.
We hope to revisit this decision by the end of the year once a more adequate understanding of the collection is in place for our staff and team members in handling requests to see it.
Thank you for your understanding.
Best wishes,
Hi,
Just letting you know that [researcher's name] will be viewing some uncatalogued material tomorrow [date] from SA/BDA
Collection Ref : SA/BDA
Amount: 8 boxes
Access status: Open (photography allowed)
I will leave the material in the 313 annex, on a grey trolley, with manual request slips. Please let me know when she's finished and I'll collect and return the material.
If they have any queries or issues, please let me know.
Thanks
[name]
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