Access Exceptions
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Depositors have greater access to their material than other library users. How access is managed depends on the status of the material: whether it is catalogued or uncatalogued; and if catalogued, what access status it has.
See the for further details.
When considering staff access we make a distinction between processing work and research work.
Processing work (including cataloguing, sensitivity review, digitisation, inventory, conservation, retrievals etc.): staff can access the collections themselves and are trusted not to look at material unnecessarily, particularly closed material and CSAM. Material can be access through the stacks - staff are not required to request material to the RMR - but manual slips should be used for location control.
Research work (including background work, engagement events, research for articles and exhibitions etc.): staff should order catalogued material through the online catalogue and access it in the RMR. Staff should follow the uncatalogued request process for requesting uncatalogued material.
Wellcome staff wishing to access catalogued Trust corporate archive records must register as a library member and order open and restricted records through the online system. They must view all records in the RMR; they are not permitted to remove material. If they wish to acquire copies of any restricted records they will need to contact and their request will be considered on a case-by-case basis. Staff members wishing to access closed records will need to contact with details of their request. If they have a legitimate business need to access the records they will be given permission. The Collections Information team member dealing with the request will retrieve the item using green slips. They should also record the department and date of access in the Private Notes field of the catalogue record. Staff will be permitted to make copies of closed material if there is a legitimate business need and should email their request to
Wellcome Trust staff wishing to access other collections material must register as a library member and order open and restricted records through the online system. They must view all records in the RMR; they are not permitted to remove material. They must follow the rules for restricted material and are not permitted to access closed records.
See the Enquiries guidelines for details on how to manage Subject Access Requests.
Members of the public can request access to closed material and request copies of restricted material if they can prove the family member to whom the data relates is deceased.
Process for facilitating this: they need to prove death (copy of death certificate). Need to be a close relative? Or anyone?
If the only personal data in the item concerns that person = change to open
If there are other personal data in the item = they are only permitted access to the deceased family member's personal data. Give them a redacted copy
Anyone wishing to access donor permission material must first obtain permission from the depositor. People who have obtained written permission and forwarded the email to Wellcome will have their details added to the spreadsheet.
See the for details on how to manage permission emails and access requests.
Individuals have certain legal rights regarding their personal data held within our collections. See the for further details on what individuals may request.