Access conditions statements

Access conditions compliment the access status by providing additional information, such as:

• What the access status means

• Why it has been applied

• An indication of when the access status might expire

• Instructions on what to do next (e.g. email to order “by appointment” material)

• Previous access statuses an item has had (e.g. previously open but closed after a sensitivity reassessment)

Rules

• Use the set statements listed below. Identify the statement that best meets your requirements and add it to the required catalogue record.

• Do not modify the statements. If none meet your needs, notify one of the Collections Information managers.

• If an item has two access status (e.g. restricted and by appointment), record both access conditions statements in the appropriate fields.

For open material with no additional information, a public access conditions statement is not required.

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Hardcoded statements

In the cases listed below, the access conditions statement is included in the requesting code maintained by Digital Engagement. This means when a certain status and opacmsg combination is used, a statement appears automatically online and nothing needs to be added to the catalogue.

Adding any text to DisplayNote will override the hardcoding and the DisplayNote text will be visible online instead.

Scenario	Status / Opacmsg	Online text
Item being digitised	r / b	This item is being digitised and is currently unavailable
	- / n	This item needs to be ordered manually. Please ask a member of staff or email [e-mail]

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Access conditions statements

If both the access status and ordering status require statements, combine them together. For example:

By appointment + restricted

This item needs to be viewed in our conservation studio. Email [e-mail] to request an appointment. This item is restricted. You will need to complete a Restricted Access form agreeing to anonymise personal data before you will be allowed to view this item. Please see our Access Policy for more details

The one exception to this is uncatalogued material which is also "by appointment" for another reason (e.g. fragile) . In this case, just use the statement for uncatalogued material and note the second issue in an internal field

Legal and ethical statuses

Open and Open with Advisory (OWA)

Standard open and OWA material stored onsite does not have an access conditions statement

Open and OWA material stored offsite:

This item is held in offsite storage and requires a longer time for delivery.

Open/OWA material that was previously restricted:

This item was previously restricted until [01/01/YYYY]. It was reassessed in [Month YYYY] and subsequently opened

Open/OWA material that was previously closed:

This item was previously closed until [01/01/YYYY]. It was reassessed in [Month YYYY] and subsequently opened

Restricted

Standard restricted terms:

This item is restricted. You will need to complete a Restricted Access form agreeing to anonymise personal data before you will be allowed to view this item. Please see our <a href=“https://wellcomecollection.cdn.prismic.io/wellcomecollection/d4817da5-c71a-4151-81c4-83e39ad4f5b3_Wellcome+Collection_Access+Policy_Aug+2020.pdf”>Access Policy</a> for more details.

Restricted but stored offsite:

This item is held in offsite storage and requires a longer time for delivery. This item is restricted. You will need to complete a Restricted Access form agreeing to anonymise personal data before you will be allowed to view this item. Please see our <a href=“https://wellcomecollection.cdn.prismic.io/wellcomecollection/d4817da5-c71a-4151-81c4-83e39ad4f5b3_Wellcome+Collection_Access+Policy_Aug+2020.pdf”>Access Policy</a> for more details.

Restricted but previously open:

This item is restricted. You will need to complete a Restricted Access form agreeing to anonymise personal data before you will be allowed to view this item. Please see our <a href=“https://wellcomecollection.cdn.prismic.io/wellcomecollection/d4817da5-c71a-4151-81c4-83e39ad4f5b3_Wellcome+Collection_Access+Policy_Aug+2020.pdf”>Access Policy</a> for more details. It was previously open. It was reassessed in [Month YYYY] and subsequently restricted

Restricted but previously closed:

This item is restricted. You will need to complete a Restricted Access form agreeing to anonymise personal data before you will be allowed to view this item. Please see our <a href=“https://wellcomecollection.cdn.prismic.io/wellcomecollection/d4817da5-c71a-4151-81c4-83e39ad4f5b3_Wellcome+Collection_Access+Policy_Aug+2020.pdf”>Access Policy</a> for more details. It was previously closed until [01/01/YYYY]. It was reassessed in [Month YYYY] and subsequently restricted

. If the redacted digital surrogate has its own catalogue record, make sure the PublicRef is in the CALM Description field:

This item is restricted. You will need to complete a Restricted Access form agreeing to anonymise personal data before you will be allowed to view this item. Please see our <a href=“https://wellcomecollection.cdn.prismic.io/wellcomecollection/d4817da5-c71a-4151-81c4-83e39ad4f5b3_Wellcome+Collection_Access+Policy_Aug+2020.pdf”>Access Policy</a> for more details. A redacted version is available online.

Permission required

Standard terms:

Permission must be obtained from <a href=mailto:[email address]>[depositor]</a> before access can be granted to this item.

Permission required and restricted:

Permission must be obtained from <a href=mailto:[email address]>[depositor]</a> before access can be granted to this item. This item is also restricted. When a researcher arrives onsite, they will be required to sign a Restricted Access form agreeing to anonymise personal data before viewing the file. Please see our <a href=”https://wellcomecollection.cdn.prismic.io/wellcomecollection/d4817da5-c71a-4151-81c4-83e39ad4f5b3_Wellcome+Collection_Access+Policy_Aug+2020.pdf”>Access Policy</a> for more details. 

Safeguarded

This item requires safeguarded access. You will need to complete an application form before you will be allowed to view this item. Requests are considered on a case by case basis. Please contact [e-mail] for more details.

Closed

Standard closed terms:

This item is closed and cannot be accessed. Please see our <a href=“https://wellcomecollection.cdn.prismic.io/wellcomecollection/d4817da5-c71a-4151-81c4-83e39ad4f5b3_Wellcome+Collection_Access+Policy_Aug+2020.pdf”>Access Policy</a> for more details.

Closed material that was previously open:

This item is closed and cannot be accessed. Please see our <a href=“https://wellcomecollection.cdn.prismic.io/wellcomecollection/d4817da5-c71a-4151-81c4-83e39ad4f5b3_Wellcome+Collection_Access+Policy_Aug+2020.pdf”>Access Policy</a> for more details. This item was previously open. It was reassessed in [Month YYYY] and subsequently closed.

Closed material that was previously restricted:

This item is closed and cannot be accessed. Please see our <a href=“https://wellcomecollection.cdn.prismic.io/wellcomecollection/d4817da5-c71a-4151-81c4-83e39ad4f5b3_Wellcome+Collection_Access+Policy_Aug+2020.pdf”>Access Policy</a> for more details. This item was previously restricted until [01/01/YYYY]. It was reassessed in [Month YYYY] and subsequently closed.

. If the redacted digital surrogate has its own catalogue record make sure the PublicRef is in the Description field:

This item is closed and cannot be accessed. Please see our <a href=“https://wellcomecollection.cdn.prismic.io/wellcomecollection/d4817da5-c71a-4151-81c4-83e39ad4f5b3_Wellcome+Collection_Access+Policy_Aug+2020.pdf”>Access Policy</a> for more details. A redacted version is available online.

Closed born-digital archives where a redacted digital version is available by appointment:

This item is closed and cannot be accessed. Please see our <a href=“https://wellcomecollection.cdn.prismic.io/wellcomecollection/d4817da5-c71a-4151-81c4-83e39ad4f5b3_Wellcome+Collection_Access+Policy_Aug+2020.pdf”>Access Policy</a> for more details. A redacted version is available onsite. Email [e-mail] to request an appointment.

This item is closed and cannot be accessed. Please see our <a href=“https://wellcomecollection.cdn.prismic.io/wellcomecollection/d4817da5-c71a-4151-81c4-83e39ad4f5b3_Wellcome+Collection_Access+Policy_Aug+2020.pdf”>Access Policy</a> for more details. A redacted version is available online at [PublicRef].

Missing

Partially missing items (e.g. archives in multiple files where one part is missing):

Part of this item is missing. The rest can be requested by emailing [e-mail].

Certain restrictions apply

This access status is only for use with Collection Level Description records

Fully catalogued collections:

This collection has been catalogued and is available to library members. Some items have access restrictions which are explained in the item-level catalogue records.

Collections that have been partially catalogued:

This collection has been partially catalogued and the catalogued part is available to library members. Some items have access restrictions which are explained in the item-level catalogue records. Requests to view uncatalogued material are considered on a case by case basis. Please contact [e-mail] for more details.

Ordering statuses

Online request

Standard online request material stored onsite does not need an access conditions statement.

Online request material store offsite:

This item is held in offsite storage and requires a longer time for delivery.

Manual request

Manual request journals use a hardcoded statement (see above)

By appointment

Fragile material that can be viewed in the RMR with careful handling. With a digital surrogate (first statement) or without (second statement):

Please consult the digitised version as this item is fragile. Email [e-mail] to request access to the physical item

This item is fragile. Email [e-mail] to request access to the physical item

Very fragile/radioactive material. With a digital surrogate (first statement) or without (second statement):

Please consult the digitised version as this item needs to be accessed in our conservation studio. Email [e-mail] to request an appointment

This item needs to be accessed in our conservation studio. Email [e-mail] to request an appointment 

Material viewed in the stores, held offsite or in the strong room. With a digital surrogate (first statement) or without (second statement):

Please consult the digitised version as this item requires facilitated access. Email [e-mail] to request an appointment

This item requires facilitated access. Email [e-mail] to request an appointment

Film and other vulnerable AV formats that have a digital surrogate:

Please consult the digitised version as this item needs to be accessed onsite using specialist equipment. Email [e-mail] to request an appointment

Specialist AV without a digital surrogate:

This item needs to be accessed onsite using specialist equipment. Email [e-mail] to request an appointment

Analogue AV with a digital surrogate catalogued in its own catalogue record (make sure the PublicRef is in the CALM Description field:

Please consult the digitised version as this item needs to be accessed onsite using specialist equipment. Email [e-mail] to request an appointment

Digitised AV that cannot go online. If that is because it is restricted, add the restricted statement afterwards:

This item has been digitised but is not available online. Email [e-mail] to request access

Born-digital archives that cannot be accessed via the catalogue (usually for copyright reasons):

This item is not available online. Email [e-mail] to request access

Digitised AV with a redacted version available online

A redacted version of this restricted item is available online. Email [e-mail] to request access to the full unredacted version available in the library only. You will need to complete a Restricted Access form agreeing to anonymise personal data before you will be allowed to view this item. Please see our <a href=“https://wellcomecollection.cdn.prismic.io/wellcomecollection/d4817da5-c71a-4151-81c4-83e39ad4f5b3_Wellcome+Collection_Access+Policy_Aug+2020.pdf”>Access Policy</a> for more details

Uncatalogued material:

This collection is currently uncatalogued and cannot be ordered online. Requests to view uncatalogued material are considered on a case by case basis. Please contact [e-mail] for more details

By approval

Should only be used in conjunction with the "permission required" or "safeguarded" access status. See those options above for the correct statement to use.

Unavailable

Material unavailable whilst it undergoes time-bound, practical work (such as conservation treatment):

Temporarily unavailable: undergoing internal assessment or conservation work

For material unavailable because it is closed, use the statement given under the "closed" access status option above.