Impact of Covid-19

The pandemic had a significant impact on the way the team was able to work and access materials. The continuing uncertainty remained a disruptive influence on the planning and completion of inventory.

At the beginning of March 2020 it was clear that the Wellcome buildings would be closed for an indefinite period, presenting a huge challenge for the inventory process. From 16 March 2020 until 19 April 2021 (excluding a 3-week period in December 2020) the inventory team could not access the collection meaning that no phase 1 inventory could be carried out.

Preparations for lockdown

Inventory preparations leading to the lockdown were straightforward. The priority was ensuring the collection was all stored safely back in the stacks. The team managed to complete the EPB American Collection on the final day in the building, providing data which could be resolved and researched while working from home.

Leading up to working from home, all team members checked their off-site access to documents and databases.

Working from home

While the building was closed, the Team worked from home. Even though no phase 1 inventory could be carried out, where possible, phase 2 work was accelerated. While cataloguing and bibliographic enhancements required access to the collections, the Team were able to resolve, review and research completed collections.

Tasks included:

• Data cleansing (phase 2) – removing spelling mistakes and correcting misplaced macros in items already inventoried. Globally updating shelfmarks in the main sequences.

• Resolving data (phase 2) – searching titles of uncatalogued material on Sierra to see if they could be matched to ‘missing’ records. Suppressing item bibliographic records for missing items.

• Collection Reports (phase 2) – writing and updating documentation on completed EPB collections, including key statistics and procedural notes.

• Research and knowledge sharing (phase 2) – the team took the opportunity to research, write and present on collection highlights, including bookplates, both internally and externally. There was also continuing work being carried out on the handling and tackling of sensitive items within the collection and input into future collection care.

• Organising data – uploading and sorting images of the collection taken by the team to share internally with colleagues and to aid research into the copy specific details discovered.

• Preparations for future collections – compiled spreadsheets on estimated number of pre-1851 material in each collection and the shelfmarks of all the catalogued and uncatalogued ephemera.

• Transcribe Wellcome – joined organisation team aimed at transcribing Wellcome Museum and Library documentation which will aid essential provenance research on the inventoried items. Work included writing guidelines, checking batches and training transcribers.

• Skills training – taking the opportunity for further study and virtual conference attendance to aid future inventory work.

The team kept in constant contact through email, Slack and Microsoft Teams and regular team meetings were maintained. In line with Wellcome Covid-19 guidelines, the main priority for team members during this period was their physical and mental wellbeing as well as that of their friends, families and colleagues.

Preparing to return to the building

At the end of November 2020 Wellcome confirmed that the team would be allowed access to the collections for inventory from December onwards. The return required thought and preparation as the need for social distancing meant we could no longer work in pairs and working with restrictions on the number of days the team were allowed in the building.

To make the return smoother, the decision was taken to return to EPB/B as these were easy items to inventory alone, they could be brought to desks and the equipment was already in place. The team also trialled virtual pair working so that, even if a member of the team was working from home, they could still carry out inventory. Virtual pair working had two people on Teams – the member on site would handle to material and relay information while the person at home would input the data onto Sierra while sharing their screen. Virtual pair working would become particularly helpful the following spring/summer when team members were required to self-isolate but were still able to work.

Lockdown 2.0

It was assumed that the inventory team would return to the building after the Christmas shutdown. The move to Tier 4, however, saw a return to working from home and Phase 2 inventory.

Returning to the building (again)

The reopening of the Wellcome buildings at the beginning of April 2021 led to the remobilisation of phase 1 inventory. The team continued where they left off in December 2020 with the inventory of EPB/B. Continuing restrictions and a rota system mean that, over the quarter, the team worked both onsite and from home. It also meant revising targets for the year.

Barriers to inventory during this time included:

• Restricted pair working (trialling virtual pair working)

• Restricted number of days in office based on rota system

• Dealing with onsite issues e.g. no printer on 3rd floor/intermittent WIFI

• One-way systems mean taking longer to move around

• Setting up/clearing equipment from desks every day

• Lack of travel flexibility on public transport means shorter office days

• Harder to work full time in stacks e.g. no chairs, therefore more time spent moving material

Team members also had other tasks within their roles that needed to be done onsite including helping with enquiries, conservation, scoping of materials, research and engagement.

As restrictions eased over the summer, the team began to trial in-person pair working. Pair working allowed the team to work on larger items in the basement including the Incunabula collection and EPB/D. It also meant a chance to scope other materials and access other parts of the collection.

Working from home (again)

The team had a successful and unbroken period of phase 1 inventory over the autumn months. At the beginning of December 2021 however, the rise of the Omicron variant meant a preference away from in-person pair working within the team and an announcement that the buildings would re-close in the last three days before the Christmas shut down and the first two weeks of 2022. Even when the building re-opened, staff were encouraged to make a phased return.