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Sensitivity and access procedures
  • Access to personal and sensitive information: Internal Procedural Manual
  • Sensitivity Criteria
    • Overview of workflow
    • 2.1 Due diligence
    • 2.2 Personal data
    • 2.3 Business sensitivity
      • 2.3.1 Identifying business sensitive information
      • 2.3.2 Determining the appropriate access status
    • 2.4 Cultural sensitivity
    • 2.5 Distressing or offensive content
    • 2.6 Child sexual abuse material
      • 2.6.1 What is child sexual abuse material?
        • 2.6.1.1 What is an 'indecent' image?
      • 2.6.2 Who are we safeguarding?
      • 2.6.3 Relevant legislation
        • 2.6.3.1 Wellcome's position
      • 2.6.4 Staff welfare and safeguarding
      • 2.6.5 How to flag CSAM or potential CSAM
      • 2.6.6 Cataloguing
      • 2.6.7 Requests for access
        • 2.6.7.1 Facilitation of onsite access
      • 2.6.8 Digitisation and take down
  • Managing Access
    • Undertaking sensitivity review
      • Further guidance on the personal data flowchart
      • Restriction and closure periods
      • Redaction
      • Catalogue titles and descriptions
      • CALM fields
        • Assigning OrderingCodes
      • Sierra fields
        • Sierra Access Status+Conditions
      • Documenting decisions
      • Packaging physical material
    • Access Status Options
      • Safeguarded access
      • Access conditions statements
      • Changes to the access status
        • Temporary changes to the access status
        • Permanent changes to the access status
        • January openings
      • Missing & Withdrawn Items
    • Access Exceptions
    • Access to Uncatalogued Collections
    • Access to NHS Records
  • Access and Copying Conditions
    • Access and copying conditions
  • Online Access
    • Assessment for online access
  • Access Appeals
    • Access appeals process
  • Collections, Access, Diversity and Inclusion forum (CADI)
    • About the forum
    • Resources
    • Topics
      • Child Sexual Abuse Material
      • Working with communities and academics
      • Content Advisories
      • By Appointment
      • Participatory cataloguing
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  • Material being digitised
  • Material awaiting or undergoing conservation treatment or internal assessment
  • Material out on exhibition

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  1. Managing Access
  2. Access Status Options
  3. Changes to the access status

Temporary changes to the access status

Material being digitised

CALM

No action required

Sierra

Change the Status code to r (unavailable) and Opacmsg to b (@ digitisation)

Reverse the change when the item is back in circulation.

CALM

No action required

Sierra

Add a Note (General) to the item record with the following statement:

Standard codes: status = [code]; opacmsg = [code]

Change the Status code to r (unavailable) and Opacmsg to b (@ digitisation)

Reverse the changes to Status and Opacmsg when the item is back in circulation and delete the Note (General) field.

Material awaiting or undergoing conservation treatment or internal assessment

CALM

No action required

Sierra

Change the Status code to r (unavailable) and Opacmsg to u (unavailable)

Reverse the change when the item is back in circulation.

CALM

No action required

Sierra

Add a Note (General) to the item record with the following statement:

Standard codes: status = [code]; opacmsg = [code]

Change the Status code to r (unavailable) and Opacmsg to u (unavailable)

Reverse the changes to Status and Opacmsg when the item is back in circulation and delete the Note (General) field.

Material out on exhibition

The exhibitions team use Course Reserve to record items that are out on exhibition. A course is set up for each exhibition and items are allocated to that course. The items are then issued to Internal and External exhibitions library accounts to ensure they cannot be ordered.

Once allocated to Course Reserve the item ITYPE & Location change. The permanent ITYPE & Location are preserved in the record and are reinstated on discharge from the Course Reserve.

When an item is on Course Reserve:

  • Item Status = - Due date

  • Location = exres

  • ITYPE = 22

  • Opacmsg does not change

  • The exhibition details are taken from the Exhibition Title field in the Course Reserve and temporarily replaces the shelfmark in the item field.

Once an item has been returned, the registrars add the exhibition information to the 585 field if the item was catalogued in Sierra.

For CALM material, they email the enquiry inbox for Collections Information team members to update CALM.

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Last updated 12 months ago

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