Executive Committee of
Held at BSR, Bride House EC4Y
8 June 2011, 2 pm – 5 pm
Agenda Item 9 – The Heberden library
Status (BLUE): This paper is for discussion and approval.
Explanation: (e.g. main issues for strategy, governance and impact).
The Wellcome Collection accessed our Archives collection for items of significant historical importance and
produced a report for us in which they have outlined the items that they are interested in keeping with their
archives department.
The Library would prefer to take the material as a gift, but should the BSR decide to transfer the material
as a deposit, the Library would require formal agreement that the Society will reimburse the Library for all
post-deposit storage, cataloguing, handling and conservation costs should the Society subsequently
decide to withdraw the deposit for any reason.
We now need an agreement from the trustees pending on the best course of action: permanent loan or
gifting the items they selected.
The recommended agreement for the Wellcome collection is attached and will need to be signed once the
best course of action has been decided.
Finance, Implications and Risks
No financial implications
Overall Recommendations
The Heberden Librarian recommends that:
a) the items they selected should be gifted and;
b) The Trustees are asked to approve and sign the proposed agreement
Deadline: 17/06/2011
Prepared by: Vicky Skingley
Queries to: vskingley@rheumatology.org.uk
Ex2/2011/Agenda Item 9
WELLCOME LIBRARY
Archives Donation Agreement
It is hereby agreed that [insert name and contact address] will donate as an outright gift to the Wellcome
Library those records described in Appendix A. The archives will be held by the Wellcome Library on the
terms and conditions outlined below, to which terms [insert name] and the Wellcome Library agree.
Donation
The material outlined in this agreement is to be transferred to the Wellcome Library, 183 Euston Road,
London NW1 2BE UK and any successor organisation as a gift.
[insert name] undertakes that it has the legal right to transfer the material listed to the Wellcome Library.
N.B. If xxx wishes to transfer the archives to the Wellcome Library as a deposit rather than a gift, the latter
would require formal agreement that xxx will reimburse the library for all post-deposit storage, cataloguing,
handling and conservation costs should xxx subsequently decide to withdraw the deposit for any reason.
Intellectual Property
[insert name] hereby assigns any copyrights it holds in the material described in Annexe A to the
Wellcome Library.
or
Information on the owners of any copyrights in the material is not available.
or
The donor/depositor wishes to retain any copyrights they hold in the material.
If the donor/depositor wishes queries regarding permission to publish to be forwarded to a person other
than themselves, please specify name and address:
Preservation and Conservation
The Wellcome Library will take all reasonable precautions to preserve the records from damage, loss or
theft. The library will store the records in its strongroom in accordance with British Standard BS 5454
(Recommendations for Storage and Exhibition of Archival Documents), and the library’s Conservation and
Preservation team will care for the records.
The Wellcome Library will be entitled to:




photograph or otherwise copy the records;
mark and number them with a finding reference for their identification and safe-keeping;
carry out such work in regard to the preservation/conservation of the documents as may be considered
desirable and practicable by the Wellcome Library;
withhold public access to them if in a fragile condition until all practicable and necessary conservation
work on them has been completed.
Cataloguing
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Ex2/2011/Agenda Item 9
The records will be catalogued in the Wellcome Library’s CALM cataloguing database according to the
international cataloguing standard ‘General International Standard Archival Description’ (ISAD(G) 2nd
edition).
The catalogue will be made freely available to researchers via the library’s online Archives and Manuscripts
Catalogue. A hardcopy version of the catalogue will also be provided to [insert name].
The material will not be made available to researchers until it is catalogued.
[insert name] will be publicly acknowledged as the donor of the material in the library’s catalogue and
online finding aids.
[insert name] wishes to receive back material not selected for permanent preservation during the
cataloguing process (for example, duplicate printed material).
Yes
No
Access
The records will be made available for purposes of research in the Wellcome Library’s Rare Materials
Room during its advertised opening hours and in accordance with current regulations.
Readers may be supplied with copies of the material subject to the usual Wellcome Library conditions.
Data Protection Act
The Wellcome Library undertakes to make the material available for research in accordance with the 1998
Data Protection Act.
The Wellcome Library and [insert name] hereby agree to the terms and conditions outlined in this
agreement.
Signed on behalf of the Wellcome Library:
……………………………………………………………………………………………………….
Title: ……………..… Surname: ………….………..……… Forename: ……………………………
Position: …………………………………………………….. Date: …………………………………..
Signed on behalf of [insert name]:
……………………………………………………………………………………………………….
Title: ……………..… Surname: ………….………..……… Forename: ……………………………
Position: …………………………………………………….. Date: …………………………………..
For completion by Wellcome Library staff
Date transfer received ……………………….. Accession no …………………………………………
Collection reference …………………………. Collection name ………………………………………
Copy sent to donor/depositor by ……………………………………………………………………….
Date sent ……………………………………………………………………………………….………
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Ex2/2011/Agenda Item 9
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