Library Services
Archives and Special Collections
Development and Management Policy
Document Control
Version
2.0
Date
Author
Sarah Mahurter
Distribution LS SMT
Owner
Sarah Mahurter
14.10.2014
Revision History
Date
Version Description
Changed
by
25.05.2010 1.0
Endorsed by Library Services: Senior
Management Team
03.11.2010 1.1
Minor revisions made following the meeting on
3rd November 2010
9.12.2010
1.1
Endorsed by Academic Board
8.10.2014
2.0
Edits of 2012 version
14.10.2014 2.0
Presented to LS SMT for endorsement
01.07.2016
Next edit due
SM and PC
Image credits
Left to right:
1) Zine Collection at LCC. Photograph by Jess Ripenngale
2) Lawrence Weiner / Sketch for Lawrence Weiner, Centre National d’Art
Contemporain de Grenoble, 1988 © Lawrence Weiner. Chelsea College of Arts
3) University Archives and Special Collections Centre. http://www.lukepotter.ca
4) Library Services Conference 2013. Photograph by Puiyin Wong
2
Contents
Page
1. Introduction
4
2. Resources
6
3. Archives and Special Collections
6
4. Users
8
5. Responsibilities
9
6. Selection principles
9
7. Access
11
8. Selection procedures for significant donations
14
9. Policy review procedure
17
APPENDIX 1: List of subjects covered by existing collections in LS
APPENDIX 2: List of Library Services preferred conservation suppliers
20
APPENDIX 3: Terms and conditions for loan of items to exhibitions
APPENDIX 4: Copyright declaration form
APPENDIX 5: Guidelines for staff who are offered archives or special collections
APPENDIX 6: Template for possible donations
APPENDIX 7: Selected list of publications by Library Services staff related
to archives and special collections
APPENDIX 8: Disaster Recovery Information
3
19
21
28
30
33
35
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1.
Introduction
1.1 Purpose
This Archives and Special Collections Development and Management Policy sets out
principles and offers guidance for the acquisition, disposition and use of these important
resources and is intended to be used within Library Services at the University of the Arts
London (UAL).
The purpose of the policy is to enable the selection, acquisition, evaluation, maintenance
and development of archives and special collections which fully support teaching,
learning and research at UAL. This policy also seeks to support and reflect the diverse
requirements and interests of our users and its implementation will be underpinned by
effective academic liaison. Library Services is committed to developing, sustaining and
making accessible archives and special collections that are significant to our users and
to the documentation of the Arts. This policy relates closely to the Collection
Development and Management Policy produced by Library Services and endorsed by
Academic Board in June 2009.
1.2 Context
The University is a world-leading University for teaching and research in the fields of
arts, design and communication. We are a specialist collegiate university: each college
has a particular academic ethos within a practice-led tradition, informed by its own
distinctive history and relationships.
It consists of six internationally renowned colleges:
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Camberwell College of Arts
Central Saint Martins College of Arts
Chelsea College of Arts
London College of Communication
London College of Fashion
Wimbledon College of Arts
The University is a diverse and creative community of full and part-time students from
over 100 countries, offering a wide range of educational opportunities which extend from
Further Education studies to Postgraduate research.
Library Services’ over-arching aspiration is:
To provide high quality and digitally enriched library and archival collections and
learning environments that reflect the specialist nature of the University and
contribute to the advancement of scholarship, practice and enterprise within the
creative arts nationally and internationally.
(Library Services Strategy 2013-2016, p8)
Library Services’ hybrid library collections represent a rich resource in the arts, design,
theatre, performance and communication disciplines, and many of our archives and
special collections have immense research value. The University also generates new
knowledge through its research and innovation activities that needs to be captured,
preserved and made accessible to the wider community. This Archives and Special
Collections Policy therefore seeks to embrace both the development of these collections
to support the University’s curriculum requirements and their role in support of research
and the documentation of the Arts.
In drawing up the policy, account has been taken of wider developments such as the
national context of higher education and how this relate to archives and special
collections, for example; the breadth of subject disciplines in the arts; changes in the
nature and practices of research and the research needs of creative arts practitioners,
the importance of artefacts and the move towards digitization, open access and the
increasing use of web technologies by students and staff in all areas of their practice and
research. Many of these issues were discussed and examined in the RIN Report
Discovering physical objects: meeting researchers’ needs1. Increasingly information
professionals need to be concerned with providing access to information, on and offcampus, as well as enabling access to physical collections.
1.3 Strategic enablers
This Policy is informed by a number of university strategies, including:
 UAL Medium Term Strategy 2015 – 20202
 Library Services Strategy 2013-2016
 Library Services Collection Development and Management Policy 2014
 Strategy for Academic Support 2013-2016
 Learning, Teaching and Enhancement Strategy 2014-2017
 Equality and Diversity Framework 2010-2015
 Widening Participation Strategy 2013-2014
 UAL Research Strategy 2014-20163
The Archives and Special Collections Development and Management Policy is
supported by statements in related strategic documents. The Learning, Teaching and
Enhancement Strategy 2014-2017 contains a strategic priority for object based learning:
‘To develop and disseminate expertise in object based learning and embed the
use of objects in the curriculum.’
The UAL Operating Plan for 2014/15 contains an operational priority: Research - Post
Research Excellence Framework (REF) Strategy. Key activities against this include:
‘Expand and enhance public engagement with UAL’s archives and collections’
and
‘Strengthen and further develop UAL’s physical and digital resources to support
high quality research initiatives’.
The ADS Operating Plan for 2014/15 contains the operational priority to:
‘maximise access to and exploitation of library and archival collections’
Research Information Network Discovering physical objects: meeting researchers’ needs 2008
This strategy is in draft until early 2015
3 This strategy is in draft: the references relate to the strategic themes identified in UAL’s 2014
REF submission.
1
2
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2
Resources
An annual budget is allocated to the Director of Libraries and Academic Support
Services, which is devolved to each college library service following a formula that
combines an income-led model with one based on student numbers. Library Services
aims to spend a significant proportion of its overall budget on the acquisition of
information resources. The e-resources budget is top-sliced and managed centrally
within Resources and Systems, while budgets for print, audio-visual and other materials
are devolved to the college libraries and managed overall within Library Services. Items
acquired for special collections within the libraries are purchased using funds from the
local college Library Services learning materials budget. Conservation materials for
these collections are funded from local college Library Services consumables budget.
The University Archives and Special Collections Centre is funded through core funding
from Library Services to support ongoing operational costs.
3.
Archives and Special Collections
The library collections, including archives and special collections, reflect the extensive
range of subjects taught and researched at UAL and its diversity of academic provision,
ranging from FE through to PhD study, and their coverage is international and multicultural in nature.
Library Services established a University Archives and Special Collections Centre which
opened in October 2007 to preserve, enhance and promote archives and special
collections for the University. The work of the Centre complements and supports the
activities of archives and special collections across the University. Staff of the Centre
co-ordinate the Archives and Special Collections Managers’ Community of Practice
which fosters and supports connections between the collections and the disciplines and
the practices they represent. Members of the network share advice amongst archivists,
curators and librarians at UAL.
The purpose of archives and special collections is to support teaching, learning and
research and therefore these collections have a wide subject coverage in order to
support a variety of disciplines. Archives and special collections staff have a long
tradition of collaborating with students and tutors to embed these collections in the
curriculum and research to ensure that they develop to meet the changing needs of the
University and the wider community.
The scope of the archives and special collections is immense. They provide a profound
insight into past and contemporary practice within arts, design and communication with
items dating from the 15th century to the present day. They represent a significant
cornerstone of the University’s research infrastructure and a crucial teaching resource.
They are also of great value to external visitors ranging from international scholars to
local schools and arts practitioners.
3.1 Strengths in our existing archives and special collections
Library holdings include some 80 rich and varied archive and special collections,
containing items which are rare, unique or old and in a variety of formats. A guide to
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archives and special collections held across the University was published by Library
Services in July 2009 and is complemented by a review of academic uses of these
collections which was published in 2014. Both publications are available online here:
http://www.arts.ac.uk/study-at-ual/library-services/collections-and-archives/
The collections include manuscripts, printed books, ephemera, prints, posters, artworks,
photographs, personal and organisational archives, correspondence, moving image,
prints, posters, artworks, digital material and technical equipment. These are
complemented by a wealth of research material such as closed periodical runs that are
of specialist historical value. These collections have considerable research potential as
their strengths lie in the breadth and depth of their subject coverage, and in the variety of
resources that they encompass. Many originate from individuals or organisations who
have been connected with the colleges, or who have chosen to donate their collections
to a college because of its exceptional reputation.
The collections maintained by Library Services reflect the broad range of disciplines
taught across the University. They are rich in the work of private presses and book and
graphic designers, demonstrated through the artists’ book collections at Chelsea,
Camberwell, the Printing Historical Collection at LCC and the Eckersley Poster
Collection at the ASCC. Fine art is represented at Chelsea, particularly through the
holdings in the Artists Multiples collection.
The University Archives and Special Collections Centre has as its cornerstone the
archive of the late, acclaimed film-maker Stanley Kubrick. The Archive is one of the
world's most comprehensive collections of materials relating to film production
comprising scripts, treatments, drafts, extensive working and research documents,
correspondence, costumes, props, models, production schedules, photography, books
and film equipment. Collections representing the work of film directors John Schlesinger
and Thorold Dickinson augment this strength.
Digital representations of a selection of the University’s and Library Services collections
can be found on the Visual Arts Data Service at http://www.vads.ac.uk/
Library Services is scoping a strategy for digitisation and digital assess management of
its collections.
3.2 Definitions of archives and special collections
Archives and special collections contain publications, original documents or artefacts
which are unusual, important or especially noteworthy. Collections are often linked by
reference to the original collector of the material, eg. The Tom Eckersley Collection or
the Stanley Kubrick Archive.
The National Archives proposes:
Archives are documents in any medium that have been created by an individual, family,
business or organisation during its existence and have been chosen to be kept permanently
because they are considered to be of continuing value. These documents are unique and
irreplaceable.
Archives are not just written documents on paper or parchment, such as wills, diaries and
letters. They may be photographs; audio-visual material like sound recordings and films;
maps, plans and drawings; printed matter such as an organisation’s minutes or accounts and
information held in electronic form such as word processed documents, databases and web
pages. (http://www.nationalarchives.gov.uk/archives/what_archives.htm)
7
Similarly Prof. John Feather proposes:
Special collections are collections of documents connected with some subject, or with the
original collector of the material, or gathered for some reason in a library which is
otherwise general in character.
(International encyclopedia of information and library science, edited by John Feather
and Paul Sturges, London: Routledge, 1996)
The central concept that defines a special collection or archive is that it is treated
differently from the mainstream collections that support teaching, learning and research
held by the institution, in terms of access, preservation, cataloguing and curation.
Working on these collections draws on the range of professional skills offered by
librarians, archivists, museum and gallery curators and conservators.
A list of subjects currently covered by the collections within the libraries is contained in
Appendix 1.
4.
Users
4.1
Users
The users of the collections are:
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University further education, undergraduate and taught postgraduate students
University academic staff, research postgraduate students and the professoriate
University management, administrative and support staff
Alumni and governors
Staff and students of other universities
External readers, including private researchers and interested members of the
public with a serous research interest
Curators, practicing artists and designers
Journalists and critics
Other users include those on short courses and Artscom courses.
Library and archival facilities and services managed by Library Services are available to
all staff and students of UAL, and to external users by arrangement. These
arrangements are administered locally and may vary according to local needs and
constraints. Staff with archive and special collections responsibility will be available to
assist users to access these collections either on demand or at advertised times or by
appointment. Details of access are on the University web pages at
http://www.arts.ac.uk/study-at-ual/library-services/collections-and-archives/
4.2
Monitoring use
Staff will monitor and record access to and use of archives and special collections, to be
reported to the Library Services Senior Management Team in annual statistical returns.
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5.
Responsibilities
The Director of Libraries and Academic Support Services has overall responsibility for
Library Services as well as Academic Support Services at the University. The Associate
Director has overall responsibility collection development and management. The
Archives and Special Collections Centre Manager manages the delivery and
development of the University Archives and Special Collections Centre and provides
guidance on issues related to the development and management of archives and special
collections within Library Services and, where appropriate, across the University.
The Learning Resources Manager at each college has local responsibility for collection
development and management within each library. Each college library has a named
contact with responsibility for special collection management. Academic Support
Librarians work in close collaboration with academic staff and technicians to ensure the
appropriate development of collections. Decisions to accept small donations are taken
by the college library staff, in line with this policy, aided by the Guidelines for staff who
are offered archives or special collections as donations to Library Services in Appendix
5.
The Library Services Senior Management Team, advised by the Manager of the
Archives and Special Collections Centre and academic staff with identified, specialist
interest relevant to the proposed donation, are responsible for recommending to the
University, decisions on substantial donations and proposed acquisitions of archives and
special collections. This will follow the assessment procedure outlined below, and will
have regard to the interests of other relevant organisations.
Library and archival staff are encouraged to research and write papers relating to the
UAL archives and special collections, many of which have appeared in professional and
scholarly publications and/or have been presented at internal and external conferences.
These contribute to the documentation of the Arts and to the advancement of collection
development practices at national and international level (see Appendix 7).
6. Selection Principles
6.1 Statement of purpose
The ongoing acquisitions of archives and special collections will support the University’s
role as a world-leading University for teaching and research in the fields of arts, design
and communication.
Our archives and special collections reflect the University’s commitment to value and
foster excellence and originality, value and respect diversity, individuality and difference,
and to value research and professional practice, not only to inform our teaching and
learning but also to increase our contribution to creative exploration and innovation.
They support our strategic priority to invest in research which is recognised as worldleading and in the creation of a sustainable research environment appropriate to the
University’s profile.
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6.2 Selection criteria
Future acquisitions will be in line with the University’s and Library Services’ vision in
ways which will develop, build on and extend current collection strengths, outlined in
Appendix 1.
Preference will be given to potential acquisitions which meet a substantial number of the
following criteria. They will:

Underpin research activity and inform teaching and learning practice in response
to College and University need.

Inform and inspire current and future developments within arts, design and
communication, education and practice.

Build on and complement existing collecting strengths or address identified areas
of current weakness.

Collect the work of current students, staff and alumni to articulate the
development of education in the arts, design and communication practices.

Celebrate the rich and varied histories of the colleges that make up the University
of the Arts London from their inception to the present day.

Provide a key resource for researchers of endangered creative practices in the
arts, design and communication.
6.3 What is not currently covered by this Policy
The following collecting areas are not covered by this Policy:

The University’s own administrative and student records are separately
maintained by the University Secretary’s Office.

Digital collections of research outputs are separately maintained by the UAL
Research Online (Institutional Repository)

The University Art Collection is separately maintained by SEE

Special collections and archives managed outside of Library Services

Mainstream teaching and learning collections maintained by Library Services
which are covered in the Collection Development and Management Policy.
Acquisitions outside the current stated policy will only be made in exceptional
circumstances, and then only after proper consideration by Library Services Senior
Management Team, advised by the Manager of the Archives and Special Collections
Centre, having regard to the interests of other relevant organisations.
6.4 Constraints on collecting
The department recognises its responsibility, in adding to its collections, to ensure that
care of collections, cataloguing and use of collections will meet the requirements of
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national standards such as those issued by the National Archives. It will take into
account limitations on collecting imposed by such factors as resource constraints,
storage and care of collection arrangements.
Each potential acquisition will undergo a risk assessment and the results of this will
inform Library Services of limitations and subsequent decisions.
6.5 Condition criteria
Only collections containing documents which (in the judgement of library and archival
staff) are of sufficient quality of condition for permanent preservation will be considered.
In some cases an external consultant may be brought in to advise on preservation
issues.
7. Access
Staff will make archives and special collections accessible to users in a safe and secure
way, following as closely as possible the guidelines issued by The National Archives4
and opportunities for appropriate training in the professional standards of collection use
and care will be available in line with Library Services’ staff development policy.
From time to time it may be necessary to place restrictions on access to some archives
and collections for the purposes of collection care and management. These will be
advertised on the University’s website.
Staff, in liaison with the Manager of the Archives and Special Collections Centre, should
be aware of the content and research potential of archives and special collections across
the department and the wider University.
It is a condition of selection and acceptance of archives and special collections that a
substantial proportion of the documents they contain will be available for academic use
and where possible, public access, either immediately or at the expiry of a specified
period.
7.1 Storage, collection care and preservation
Archives and special collections are held on closed access in specified areas of the
libraries, for reasons of security and preservation. They are not available for loan to
students or staff.
All storage conditions for archives and special collections should comply as closely as
possible with PD5454 Recommendations for the storage and exhibition of archival
documents.
When the department decides to acquire an archive or special collection, its preservation
needs should be considered in the assessment procedure and a professional
preservation manager or conservator should be consulted if necessary. A survey of
newly acquired archives and special collections should be carried out by appropriately
trained staff, using national models such as, the National Preservation Office
4
http://www.nationalarchives.gov.uk/documents/framework.pdf
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Preservation Assessment Survey. This should inform the ongoing care and
management of each collection.
Each manager of archives and special collections should consider carrying out or
updating a previous collection care audit utilizing the Benchmarks in Collection Care for
Museums, Archives and Libraries document available at
http://www.collectionstrust.org.uk/benchmarks-in-collections-care
All archives and special collections should be protected in suitable packaging materials
which meet archival standard and are purchased from reputable conservation suppliers.
(See Appendix 2 for a list of the Department’s preferred suppliers). An appropriate
amount of the local consumables budget should be allocated for the purchase of
conservation supplies, depending on the needs of the local archives and special
collections.
7.2 Access to Special Collections for disabled users
Students who require inter-site transfer of books (as listed in their Individual Support
Agreement) may request that items from Special Collections that are available for
reference only at a particular site, may be transported from the home site to another
temporary host site for their supervised use.
This policy statement refers specifically to items that are held within Special Collections
and are therefore managed under the Archives and Special Collections Development
and Management Policy.
This Policy is the last-resort option and will be applied on a case-by-case basis.
Items from Special Collections which are requested by a student will only be transported
from their home site to another temporary host site, under the following conditions:
 The items are not available at the student’s home site.
 No alternative form or edition of the requested work is available at the student’s
home site.
 The student is unable to travel to the item’s home site to consult them, due to
mobility related disability or, the student requires specific support which can only
be provided at their home site.
When items require specific transport arrangements, rather than the Library Services
inter-site van, Learning Resources Managers will authorise the expense.
The collection manager at the home site reserves the right to refuse the transportation of
any item, for these or other reasons:
 Items may be too fragile or unsuitable for transportation.
 Items may require conservation.
 Items may need to remain available to students and staff at their home site,
either continuously or during specific periods, in support of teaching, learning and
research.
Further details relating to this Policy and the procedures to implement it are available in
Appendix 9.
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7.2 Organisation
Archives require description according to the International Council on Archives, General
International Standard of Archival Description [ISAD (G)], 1994. Staff at the University
Archives and Special Collections Centre apply this standard to archive collections and
use the archive management system CALM. It is a recommendation of this policy that
the use of this standard and CALM is extended across the department, with the aim of
describing all archive collections according to the International standard.
In addition, the University uses The Museum System to catalogue items in the
accredited museum, managed by Central Saint Martins, to meet the Spectrum standard
of cataloguing museum objects. Collection managers may consider the benefits of using
the Spectrum standard in appropriate cases.
Special collections of books and other formats suitable for library cataloguing, are
described and organised following International (e.g. AACR2, MARC21, LCSH, DDC)
and UAL cataloguing standards and guidelines. The records are published on the online
library catalogue (currently Voyager).
7.3 Promotion
Library and archival staff should ensure that the archives and special collections are
effectively promoted across the department through inductions and information skills
programmes and enquiry services.
This can be achieved through participation in the RNUAL programme and the Academic
Support Freestanding programme, which are additional to any course-based activities.
Archives and Special Collections staff should seek to participate in University events
such as the PhD Open Evening, Learning and Teaching Days, College Open Days and
other promotional events.
Staff with responsibility for archives and special collections across the department will
produce finding aids including specific guides to local archive and special collections,
contribute to web page descriptions as required and will also contribute to any future
editions of the University Archives and Special Collections Guide.
Information about archives and special collections should be suitable for publication in
paper form and online, through the department’s web pages, which are co-ordinated and
updated by the Assistant Archivist at the University Archives and Special Collections
Centre, in liaison with relevant collection management staff across Library Services.
In addition to internal promotion, archive and special collections staff should promote
collections on external websites, and ensure up-to-date information is available on
national and regional archive databases including:
AIM25
http://www.aim25.ac.uk
Archives Hub
http://www.archvieshub.ac.uk
Archon
http://www.archon.gov.uk
Masc25
http://www.ucl.ac.uk/ls/masc25
National Register of Archives http://www.nationalarchives.gov.uk/nra/default.asp
Visual Arts Data Service
http://www.vads.ac.uk
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7.4 Exhibitions
Items are lent regularly to exhibitions, both within UAL and externally. Where this is
agreed, a loan policy and procedure recognised by a national body such as MLA (the
Museums Libraries Archives Council), should be used. (See the policy used by the
University Archives and Special Collections in Appendix 3)
Physical and digital displays of archives and special collections take place regularly in
most Library Services facilities and are an effective form of promotion across the
University. The principles of exhibition and display as outlined above should be applied
to internal loans at the university to ensure safe and secure loan of original artefacts.
7.5 Digitisation
New digital objects based on the collections may be created, such as images or oral
histories, subject to licence where necessary, in line with the department’s emerging
Digital Strategy. Library Services is currently evaluating the case and resources
required for further digitisation, for preservation and increased access.
Approximately 23,500 digital images from the University’s archives and special
collections are currently available through the Visual Arts Data Service.
7.6 Copying or scanning items from archives and special collections
Copying of archive and special collections items should be assessed on a case by case
basis. The following consideration should be given before a decision is made:

Is the work published?

Is it covered by the Comprehensive Agreement with the Copyright Licensing
Agency (CLA licence), to which the department subscribes on behalf of the
University?

Is the work unpublished?

The legal provisions that allow copying of unpublished works are:
 The copyright holder has not expressly denied copying
 The purchaser only uses copies for non-commercial research/private study [if
we know for example that they are really for commercial then we are
infringing copyright in collusion with the purchaser]
 The purchaser has completed a declaration form (See Appendix 4)
 The purchaser pays at a level which at least covers the cost of the copying,
plus/including a contribution to the general expenses of the library/archive

Is the work covered by any other Agreement with a donor which places
constraints on coping or provides permission for copying?

Is the work robust enough not to be damaged by copying or scanning (will it
suffer from exposure to light or a flat-bed photocopier?)

Can an appropriate charge be made for a copy of the item?
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7.7 Sharing professional expertise
Professional training within and across the department will be supported through internal
and external staff development opportunities. Librarians, archivists and colleagues
across the University that are involved with archives and special collections through their
curatorial, academic or technician role are encouraged to become members of the
University Archives and Special Collections Community of Practice. This group was
established to represent archives and special collections from all parts of the University.
It enables and facilitates links between internal and external researchers, and fosters
and supports connections between the collections and the disciplines and practices they
represent. The Community meets regularly to share experiences and best practice,
arrange joint events and exchange advice.
In line with staff development policies, staff are also encouraged to consider work
placements and job shadowing opportunities to broaden their professional expertise.
8. Selection procedure for significant donations
Significant donations which are substantial, resource intensive, archives or special
collections, require assessment according to an agreed procedure, prior to acceptance.
Prior to agreement to accept a donation or acquire a collection the following local
procedures will be carried out:

The selection criteria outlined above will be applied to the potential acquisition.
(see 6.2)

A template (Appendix 6) will be completed for donations, by staff with appropriate
subject expertise who will inform the Learning Resources Manager of their
recommendations.

A risk assessment of the potential acquisition, to determine whether the benefit to
the department and the University is proportionate to identified risks.

A costing exercise, to determine anticipated start-up costs (eg. storage
requirements) and anticipated ongoing revenue costs (eg. cataloguing,
maintenance and conservation, costs associated with scholarly use).

After this assessment and costing exercise, the Learning Resources Manager
should take the consequent findings and recommendations to the Director of
Libraries and Academic Support Services for consideration who may refer this to
the Library Services Senior Management Team.

The Director of Libraries and Academic Support Services, advised by the
Associate Director and Head of Resources and the Manager of the University
Archives and Special Collections Centre, is responsible for recommending to the
University, decisions on substantial donations and proposed acquisitions of
15
archives and special collections, following the assessment procedure outlined
here, following consultation with relevant University colleagues, including
academic staff, and having regard to the interests of other relevant organisations.

An understanding of the ongoing relationship between the Donor and the
University must be reached in agreement with Library Services.

A legal Agreement, outlining terms and conditions of ownership, will be reached
between the University and Donor. This should cover both physical property and
intellectual property issues. This will take the form of a standard letter, or an
individually negotiated Agreement, based on a standard template (available on
request from the Archives and Special Collections Centre Manager). The Donor
or representative, and a suitable representative from the University must sign the
Agreement.
A set of guidelines for staff considering an archive or special acquisition is available in
Appendix 5.
The University will be open and transparent in the way it makes decisions and will act in
accordance with its own ethical guidelines at all times. See
http://www.arts.ac.uk/media/arts/research/research-degrees/duration-registration/FINAL-UAL-Guidance-on-R-Ethics-July-2011.pdf
8.1 Collecting policies of UAL and other organisations
This policy is referenced in the Library Services: Collection Development and
Management Policy, approved by Academic Board in June 2009 and reviewed annually.
Sections 8.10 and 9 refer to special collections, archives and donations.
In addition to local procedures, the department will take account of the criteria which will
designate certain library and archival collections as being of national importance, as well
as the collecting policies of other organisations collecting in the same or related areas or
subject fields. It will consult with these organisations where conflicts of interest may arise
or to define areas of specialisms, in order to avoid unnecessary duplication and
inefficient applications of resources.
Specific reference is made to the following organisations:

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


Tate
Victoria & Albert Museum
British Museum
British Library
British Architectural Library
National Media Museum, Bradford
BFI
Glasgow School of Art
Other arts based institutions at higher education and national level
Regard will be given to professional bodies and organisations such as the Chartered
Institute of Library and Information Professionals (CILIP), the Archives and Records
Association (ARA), the National Archives (TNA) and ARLIS/UK & Ireland: the Art
Libraries Society, to ensure that all acquisitions are obtained legally and ethically.
16
8.2 Retention
It is assumed that all archives and special collections will be permanently retained by
Library Services. Where collections are appraised and disposal is recommended, the
disposal guidelines below should be followed.
8.3 Disaster planning
Library Services has a plan for business continuation and also a contract with a disaster
recovery company (Document SOS), with the aim of preventing, managing and
recovering from any disasters affecting any of its collections. Each college library has a
local version of the departmental plan, in which important collections are prioritised for
rescue or salvage. In the event of a disaster, large or small, the disaster recovery
company will send in salvage experts who will advise and assist in the assessment of
damage and the rescue and restoration of collections. Information about the Document
SOS contract is in Appendix 7.
To support the disaster plan, local managers should ensure that insurance schedules
are kept up to date and where relevant, items or collections are named on the
University’s risk register, available through Finance.
8.4 Disposal procedures
The department shall, in accordance with agreements reached with donors, evaluate
and select for removal those documents deemed not to be appropriate for permanent
retention, and the intention shall be made clear at the time of transfer.
In the first instance, archives and special collections held by the department which are
no longer required or relevant in their current location, must be offered across the
department in agreement with the Associate Director and Head of Resources. If not
required by the department, these collections may then be offered elsewhere in the
University.
If the department and the University no longer require these collections, then this matter
will be referred by the Learning Resources Manager to the Director of Libraries and
Academic Support Services who will take a decision advised by Associate Director and
the Manager of the University Archives and Special Collections Centre who will consider
existing disposal policies and professional advice such as that offered by ARLIS /UK &
Ireland.
In line with national standards and on behalf of the University:
a. By definition, the Library Services Department recognises a long-term purpose and
should possess (or intend to acquire) permanent collections in relation to its stated
objectives. The governing body accepts the principle that, except for sound collection
management reasons, there is a strong presumption against the disposal of any items in
the Department’s collections.
b. The Department will establish that it is legally free to dispose of an item. Any decision
to dispose of material from the collections will be taken only after due consideration.
c. When disposal of an object is being considered, the Department will establish if it was
acquired with the aid of an external funding organisation. In such cases, any conditions
17
attached to the original grant will be followed. This may include repayment of the original
grant.
d. Decisions to dispose of items will not be made with the principal aim of generating
funds.
e. Any monies received by the Department from the disposal of items will be applied for
the benefit of the archives and special collections.
f. A decision to dispose of a specimen or object, whether by gift, exchange, sale or
destruction (in the case of an item too badly damaged or deteriorated to be of any use
for the purposes of the collections), will be the responsibility of the governing body of the
University acting on the advice of staff from Library Services, in liaison with the curator of
the collection (if any) and appropriate academic staff.
g. Once a decision to dispose of material in the collection has been taken, priority will be
given to retaining it within the public domain, unless it is to be destroyed. It will therefore
be offered in the first instance, by gift, exchange or sale, directly to accredited museums,
archives or libraries likely to be interested in its acquisition.
h. If the material is not acquired by any accredited museums, archives or libraries to
which it was offered directly, then the museum, archive and library community at large
will be advised of the intention to dispose of the material, through an announcement in
the professional journals and discussion lists where appropriate.
i. The announcement will indicate the number and nature of specimens or objects
involved, and the basis on which the material will be transferred to another institution.
Preference will be given to expressions of interest from other accredited museums or
archives. A period of at least two months will be allowed for an interest in acquiring the
material to be expressed. At the end of this period, if no expressions of interest have
been received, the Department may consider disposing of the material to other
interested individuals and organisations.
j. Full records will be kept of all decisions on disposals and the items involved and proper
arrangements made for the preservation and/or transfer, as appropriate, of the
documentation relating to the items concerned, including photographic records where
practicable in accordance with national standards for Archives on deaccession and
disposal.
9. Policy review procedure
This Policy will be reviewed, in line with the development of University strategies and the
Library Services Collection Development and Management Policy, or at least once every
five years. This review of the policy took place in September 2014. The date when the
policy is next due for review is noted on the cover sheet of the policy.
Should the University register its collections with The National Archives or as a
recognised Museum (as is the case at Central Saint Martins), or an Accredited Archive
Service then the Regional Agency / Museum Council will be notified of any changes to
the collecting policy, and the implications of any such changes for the future of existing
collections.
18
10. Document version record
This document was drafted and circulated to Library Services Senior Management Team
for comment on 3rd December 2009.
This document was endorsed by Library Services: Library Senior Management Team on
25th May 2010, with minor revisions made following the meeting on 3rd November 2010.
It is being submitted to UAL Academic Board for endorsement on 9th December 2010.
The document was revised on 22nd September 2014.
19
APPENDIX 1: List of subjects covered by existing archives and special collections
in Library Services
Advertising Art
College Histories
Menus
African-Carribean,
African and Asian Art in
Britain
Comics
Natural history
Conceptual art
Paper
Constructivist art
Performing arts
Artists’ books
Contemporary art
Posters
Artists’ sketchbooks
Walter Crane
Printing
Drama
Private press
Education
Product design
Ephemera
Publishing
Fashion
Trade Schools
Film
Typography
Glasgow Style
Women’s art
Graphic design
World War two
Art Nouveau
Bibliography
Book art
Book jackets
Book trade
Bookbinding
C&A
Calendars
Children’s book
illustrations
Illustration
Manuscripts
This list can be supplemented by the subject list in the University Archives and Special
Collections Guide available here:
http://www.arts.ac.uk/study-at-ual/library-services/collections-and-archives/
20
Appendix 2: List of Library Services Preferred Conservation and Archive Materials
Suppliers
Conservation by Design
www.conservation-by-design.co.uk
01234 846300
Preservation Equipment Ltd
http://www.preservationequipment.com/Home
01379 647400
Conservation Resources (UK) Ltd
www.conservationresources.com
01865 747755
Secol Ltd
www.secol.co.uk
01842 752341
John Purcell Paper
www.johnpurcell.net
020 7737 5199
Picture Hanging Systems Ltd
www.picturehangingsystems.co.uk
0845 500 7035
Bruynzeel
www.bruynzeel.co.uk
Elaine Witchell
Direct: 01444-237225
Email: Elaine.Witchell@bruynzeel.co.uk
21
Appendix 3: Part 1: Exhibition loans policy for items in the University of the Arts London
Library collections.
This policy is used by Chelsea College of Arts, and has been adapted for use in Camberwell
College of Arts and Wimbledon College of Arts.
Why do we loan?
Chelsea College of Art and Design Library has outstanding collections of rare books and
journals, artists’ books and multiples, and ephemera and archival materials, with a strong
emphasis on modern and contemporary art. We lend items from the collections to promote
scholarship and research, encourage dialogue around the visual arts and to make the
collections accessible to a wider audience. We also lend as a means of promoting the Library
collections and raising the profile of the College and the University.
What do we loan?
We will consider the loan of items from the Library’s collections for the purpose of exhibitions
mounted by third parties, including other parts of the University of the Arts London, in
consultation with Library staff. We reserve the right to refuse the loan of any item, for these or
other reasons:



Fragile items or those unsuitable for transport or display.
Items requiring conservation.
Items that need to remain available to students and staff of the College, either
continuously or during specific periods, in support of teaching, learning and research.
There is no pre-defined limit on the number of items we will loan at any one time; this will be
discussed and agreed with the borrower.
Who do we loan to?
We will consider loans to institutions that are engaged in research in, and contributions to
knowledge of, the visual arts and related fields, such as the libraries of other institutions,
museums and galleries, whose aims and objectives are not contrary to those of Chelsea
College of Art and Design and University of the Arts London. Loans to institutions outside Great
Britain may be considered.
How long do we loan items for?
Items may be borrowed for up to a maximum of 6 months; exceptionally, longer periods may be
considered, subject to negotiation.
Responsibilities
Chelsea College of Art and Design Library will:
 Discuss the requirements of potential borrowers with them.
 Consider all reasonable requests for loans of items from the Library’s collections, taking
into account the number of items requested and their nature and condition.
Borrowers will:
 Collect and return items from the Library.
 Provide a condition report for the item.
 Package, transport and display loaned items appropriately, in line with established
standards such as those produced by the National Preservation Office.
22




Ensure adequate insurance covering all risks and liabilities for any loss or damage
incurred; the borrower is responsible for any damage caused to an item while on loan.
Give suitable and agreed credit to the lender in the exhibition display and any associated
materials, such as catalogues, displays, publicity materials etc.
Report and discuss any proposed changes to the schedule of exhibition e.g. changes in
venue or length of exhibition.
Follow copyright and any other appropriate legislation as it applies to any items
borrowed.
How to apply
In the first instance, borrowers should approach the Library in writing with a broad outline of the
kind of items they wish to borrow and general background information including a description of
the exhibition project. This should be as far in advance as possible of the proposed loan,
certainly no less than 2 months. The Library will then contact the borrower to discuss the
request, which may be followed by a visit to the Library to see items in the collections. The
item(s) to be borrowed and the conditions of the loan will then be agreed through discussion,
taking the factors above into account, on an individual item basis. The Library reserves the right
to refuse the loan of any item from the collections at any time.
Having agreed items and conditions for loan, a loan agreement will be drawn up, to be signed
by a representative of both parties. Documentary evidence of insurance, transport and display
arrangements will be required before items may be lent.
April 2008
Appendix 3: Part 2: TEMPLATE FORM FOR LOANS OF ARCHIVAL ITEMS FOR
EXHIBITION
TERMS AND CONDITIONS FOR LOANING MATERIAL FROM THE UNIVERSITY ARCHIVES
AND SPECIAL COLLECTIONS CENTRE
The Borrower is the institution named on page one of the accompanying Loan Out Agreement.
The Legal Owner of the material to be loaned is the University of Arts London Archives and
Special Collections Centre hereinafter referred to as the ASCC. These terms and conditions
protect the Borrower, the item(s) being borrowed and the ASCC.
The Archives & Special Collections Centre will lend items for display at exhibitions and for other
special purposes at the discretion of the Manager of the ASCC. Applicants for loans must meet
the conditions set out below and sign the accompanying loan form.
General
1. Loans out will only proceed where the Borrower is prepared to accept the ASCC’s Terms
and Conditions, as outlined in the following paragraphs.
2. All item(s) on loan will be recorded using the ASCC Loans out agreement setting out the
obligations and responsibilities of each party (the conditions of loan) agreed by both sides
and without opportunity for ambiguity and contradiction.
23
3. The Loans Out Agreement shall be subject to the Laws of England unless agreed
otherwise with the Borrower, in which case appropriate legal advise will be sought by the
ASCC.
4. All loans out will be for a fixed period with the possibility of renewal. The loan period will
be the period of the exhibition plus whatever time is reasonably required for transport,
preparation, installation, de-installation, packing and return transport.
5. The item(s) will be accompanied to and from the exhibition by a member of the ASCC
staff, who is given absolute authority to withdraw the items on loan if dissatisfied with the
conditions at the place of exhibition.
6. Unless a specific agreement has been made for an individual loan, the Borrower will bear
all direct expenses of borrowing including, cost of transport (for the borrowed items and
the accompanying ASCC staff member), photography, conservation, display preparation
(material costs), independent valuation, insurance.
7. Items are lent for the purpose of public exhibition only and may not be made available for
study or other purposes outside their showcases without the written consent of the ASCC
Manager. After they have been mounted in the showcase for exhibition they must be left
undisturbed, except in the case of an emergency, until the exhibition is dismantled.
8. Items are lent to a single institution. No application for a travelling exhibition will be
accepted without further agreement.
9. One copy of the exhibition catalogue and any promotional materials such as posters must
be sent to the ASCC free of charge.
10. The ASCC will be allowed reasonable access to the loaned item(s) during the loan period
at a mutually convenient time arranged.
11. Irrespective of the terms of the loan, the Borrower shall return any or all of the exhibits at
the written request of the ASCC Manager.
12. The University of the Arts London reserves the right at any time not to proceed with the
loan.
Care
13. Exhibition premises shall in all respects be safe and secure and adequate safeguards
must be available before any items are borrowed. The ASCC may request additional
measures of care and security on the advice of its own staff or that of specialists including
the Museum Security Advisor at Museums, Libraries and Archives Council “MLA” this may
include a site visit. Special transport, environmental and security requirements will be
specified in the Loans Out Agreement.
14. All items will be photographed and condition-checked prior to packing and transport by a
member of ASCC staff and upon arrival at and exit from the Borrower’s premises. Records
of the condition checks will be kept by the ASCC with the loan documentation.
24
15. All items must be displayed in locked showcases these should comply with BS5454
Recommendations for the storage and exhibition of archival documents. Any other method
of display must be discussed with (and approved by) the ASCC Manager.
16. Items must be placed in their showcases by or in agreement with the accompanying
member of the ASCC staff, who will supervise the locking of the case, after which time the
exhibits and their mounts must remain undisturbed, except in the case of an emergency.
An alarmed case or environmentally controlled case may be specified by the ASCC
Manager for items of exceptional value or delicacy if specified by the item’s corresponding
Checklist for Loans Out.
17. No mark in pencil, ink, paint or any other material may be made on any item lent, nor may
any such existing mark be obliterated. No adhesives of any kind may be applied to the
items. All materials used within the cases with which the items may come in contact must
be ph neutral.
18. No conservation measures of any description may be carried out other than under the
instruction and supervision of the ASCC Manager.
19. Any item(s) borrowed from the ASCC for the purpose of exhibition will not be operated or
worn without the ASCC Manager’s written permission.
20. The ASCC will require written assurance that the environmental conditions are suitable
for the exhibits and will stipulate any necessary changes. The temperature in the
exhibition area should not exceed 20ºC, the relative humidity should be 55%+/- 5% and
the lighting should not exceed 50 lux.
21. No smoking, eating or drinking can be allowed in the exhibition area.
Insurance
22. The Borrower will be responsible for insuring all the items against all risks, nail-to-nail, and
will be required to provide proof of cover prior to transport of the item(s).
23. The ASCC will determine the value of insurance required in all cases.
24. Where appropriate a government indemnity can be accepted from libraries, galleries and
museums within the United Kingdom, but commercial insurance will be necessary where
the facility is not available, and from foreign Borrowers.
25. In the case of overseas loans, the ASCC will make insurance arrangements in the United
Kingdom at the expense of the Borrower.
26. If the item(s) is damaged during the period of the loan, the Borrower will inform the ASCC
immediately.
Packing and Display
27. The ASCC will pack all items for transport to and from the exhibition.
25
28. Such packaging must be stored safely by the Borrower during the course of the exhibition
to enable it to be used for the return of the exhibits.
29. The ASCC will stipulate in the Loans out Agreement the credit line for use in the exhibition
and any accompanying materials such as, leaflets. The credit line should be used for
online and hard copy.
30. A condition report will accompany each item on loan and must be agreed with the Borrower
before display. It must be checked and agreed before the end of the exhibition.
Travel
31. Items should travel at an agreed time shortly before the exhibition opens to minimise risk
and to avoid inconvenience to the users of the ASCC.
32. The ASCC will decide the carrier to be used and make the necessary arrangements for
exhibitions in the United Kingdom. For overseas exhibitions it may appoint a shipping
agent to make arrangements on its behalf.
33. Customs formalities for overseas loans will be handled by the U.K. shipping agent. The
Borrower is responsible for making similar arrangements for the return journey. No loan is
to be unpacked by the Borrower, other than by a member ASCC staff, for examination at
any point on either journey.
34. Items must not be stored anywhere other than the stated place of exhibition.
Reproduction
35. Reproduction including but not limited to photography is only allowed with the written
consent of the ASCC manager or the accompanying member of ASCC staff
Accountability and Responsibility
36. Any item(s) borrowed from the ASCC will not be lent to a third party without prior consent
from the ASCC.
37. The Borrower is responsible for loaned item(s) from the point at which the items are
installed in the Borrower’s exhibition cases. The Borrower remains responsible for the
loaned item(s) until they are collected by a member of ASCC staff.
38. The ASCC is responsible for loaned item(s) up to the point at which the items are installed
in the Borrower’s exhibition cases.
39. The Borrower’s responsibility for loaned Item(s) will cease when the ASCC staff collects
the items from the Borrower.
40. The ASCC’s responsibility returns when the ASCC staff collects the items from the
Borrower.
26
41. All loans will be arranged in line with existing donation agreements. Where these
agreements affect the terms and conditions of the loan this will be recorded on the
corresponding Loan Out Agreement form.
Appendix 3: Part 3: LOAN OF ARCHIVAL ITEMS FOR EXHIBITION: LOAN OUT AGREEMENT
BORROWER
Name
Address
Contact Name
Telephone
Fax
Email
Total Item(s)
Total Value:
Loan Venue
Loan Purpose
Loan Period
The
Agreement
Environmental
parameters for
display
Credit Line
Start Date:
End Date:
The University of the Arts Archives and Special Collections Centre (ASCC) declares that it is the
sole lender of the items listed in this Agreement and hereby agrees to lend the Item(s) to the
above named Borrower for the stated period. The Borrower has read the Terms and Conditions
attached to this Agreement and the display and security recommendations in the individual
condition checklists and agrees to be bound by them. The ASCC agrees to honour these
conditions.
UV Level:
Lux Level
ASCC
Representative
Signed for
ASCC
Signed for the
Borrower
Temperature:
Date:
Date:
Return of item(s)
ASCC
Representative
Signed for
ASCC
Date:
27
RH%
Signed for the
Borrower
Date:
This document is not complete without all the Checklist For Loans Out and Terms and Conditions of Loan
Out.
Appendix 3: Part 4: LOAN OF ITEMS FOR EXHIBITION: CHECKLIST FOR LOANS OUT
A report form must be completed for each individual item, and agreed with the borrower
prior to display
Item name:
Refno:
Owner: University of the Arts London Archives and Special Collections Centre
Description:
Condition of Item
Including any Repairs:
Diagram:
Key:
Display Recommendations:
Security Requirements:
Valuation:
Date:
Signed for ASCC:
Date
Signed for Borrower:
Date:
28
Appendix 4: University Archives and Special Collections Centre Template
Copyright Declaration Form
Reader no._____
Please supply me with a copy of the item(s) listed overleaf for the purpose of research or private
study.
I declare that:
a) I have not previously been supplied with a copy of the same material by you or any other
librarian or archivist;
b) I will not use the copy except for research for a non-commercial purpose or private study
an will not supply further copies to any other person.
c) [For published works] To the best of my knowledge no other person with whom I work
or study has made or intends to make, at or about the same time as this request, a
request for substantially the same material for substantially the same purpose.
d) [For unpublished works] To the best of my knowledge the work has not been published
before the document was deposited in your archive and the copyright owner has not
prohibited copying of the work.
The use of copies for publication (including use on any website), exhibition, broadcast, or other
commercial use, requires permission from the current copyright owner(s).
When this is the case users are responsible for identifying the owner(s) and for obtaining any
permissions required.
Photographs that are in copyright cannot be copied at all without prior permission from the
copyright owner(s)
I understand that if the declaration is false in a material particular, the copy supplied to me by
you will be an infringing copy, and that I shall be liable for infringement of copyright as if I had
made the copy myself.
Name:
Address:
E-mail:
Tel:
Signature:
Date:
We are required by law to retain copyright declaration forms for six years. This form and any
accompanying extension form will be kept in accordance with the Data Protection Act 1998.
Item Reference
Page numbers/description
29
No. copies
Method
30
APPENDIX 5: Guidelines for staff who are offered archives or special collections as
donations to Library Services
Introduction
These guidelines are intended for Library Services staff who might be approached by a potential
donor of an archive or a special collection. It is important to consider a number of criteria before
any donations can be accepted.
Scope
Our archives and special collections reflect the University’s commitment to value and foster
excellence and originality, value and respect diversity, individuality and difference, and to value
research and professional practice, not only to inform our teaching and learning but also to
increase our contribution to creative exploration and innovation. They support our strategic
priority to invest in research which is recognised as world-leading and in the creation of a
sustainable research environment appropriate to the University’s profile.
Future acquisitions of archives and special collections will support Library Services’ vision:
“to be at the heart of discovery and learning in the arts” and to support the Library Services
Medium Term Strategy 2008-2012 statement of intent:
“Developing, sustaining and making accessible collections that are significant to our
users and to the documentation of the Arts.”
.
Any donation must be in line with the Archives and Special Collections Development and
Management Policy, to which these guidelines are appended.
Procedure
When a member of staff receives an offer of donation, they are requested to work in partnership
with Library Services staff and, as appropriate, colleagues from and the University, including a
legal advisor, from an early stage in the discussions. The Director of Library Services, advised
by the Associate Director of Library Services and the Manager of the Archives and Special
Collections Centre, is responsible for recommending to the University, decisions on substantial
donations and proposed acquisitions of archives and special collections, following the
assessment procedure outlined here, following consultation with relevant University colleagues,
including academic staff, and having regard to the interests of other relevant organisations.
The procedure has four stages:
1. Investigation
2. Resource assessment
3. Risk assessment and cost analysis
4. Decision
1.
Investigation
An initial investigative discussion should take place between appropriate members of University
staff and the potential donor to establish whether the collection is likely to meet a substantial
number of the following criteria.
Will it:
31

Underpin research activity and inform teaching and learning practice in response to local
and University need.

Inform and inspire current and future developments within arts, design and
communication, education and practice.

Build on and complement existing collecting strengths or address identified areas of
current weakness.

Collect the work of current students, staff and alumni to articulate the development of
education in the arts, design and communication practices.

Celebrate the rich and varied histories of the colleges that make up the University of the
Arts London from their inception to the present day.

Provide a key resource for researchers of endangered creative practices in the arts,
design and communication.
2.
Resource assessment
If the resource seems to fit these selection criteria then it will be important to consider a number
of quantitative issues to determine the potential resource requirement of the material. The
template ‘Record of possible donation to University of the Arts London’,
in Appendix 5, should be used to record this essential information.
3.
Risk assessment and cost analysis
The answers to the questions in the template ‘Record of possible donation to University of the
Arts London’ will lead to an informed picture of the collection and its potential benefit to the
University.
The assessing team should carry out an analysis of the strengths of the collection, the
weaknesses, the opportunities it offers to the University and the threats it might present if the
University agrees to take it. This SWOT analysis will indicate the overall balance of risk and
gain which the University might encounter.
The assessing team should also consider the risks in terms of their likelihood and impact and
suggest the mitigating measures which might be put in place to counter these.
A critical question, particularly in the economic climate of this policy, is to consider whether the
donation can be managed within exiting resources, or what financial resources would be
required to manage the collection. A cost analysis needs to be undertaken in liaison with
information professionals to determine the capital and revenue resource requirement of taking
the donation.
4.
Decision – approval or refusal
Following these considerations, a proposal can be made to take or reject the donation, based
on the principles in the Archives and Special Collections Development and Management Policy.
For small gifts, which can be dealt with using existing resources, this proposal will be made to
the local Learning Resources Manager of the local Library Services. It may be referred to the
32
Manager of the Archives and Special Collections Centre for support and guidance. The
decision will be made locally, in liaison with whoever the assessing team feels is appropriate.
For larger gifts, which will require significant additional resources, the proposal should be
referred to the Director who will take it to the Deputy Vice-Chancellor Academic and/or the
relevant Head of College or a specially constituted advisory board with referral to Executive
Board if approval is recommended. This will ensure that the decision to accept the proposed
donation is made by appropriate senior University Managers, who will take into consideration
the information provided by the assessing team.
33
APPENDIX 6: Record of possible donation to University of the Arts London
1. Background information
Potential donor
Date and venue of initial meeting with donor and names of those present
Present at the meeting
2. Details of the potential collection or archive
1. What is the broad subject area of the material ?
2. What is the format of the material (e.g. manuscript letters, costume,
photographs, largely paperbacks etc.)?
3. What is the approximate size of the gift (e.g. 200 volumes, 10 cardboard
boxes, 30 shelves)?
4. What is the general age of the material (e.g. post-1850, pre-1980)?
5. What is the general condition of the material (e.g. good, suspect mould or
pest damage)?
6. Is the donor happy for us to select which material we want or must the
collection be accepted in its entirety?
7. Where is the material located? Is the donor able to provide any assistance
with transporting it to the University?
8. Does the donor have a connection with University of the Arts London? If
not, what made the donor decide to offer this gift to us?
9. Has a current or future research interest in this field been demonstrated (eg.
Have researchers accessed the collection or published on it)?
34
10. Who owns the copyright in the content of the donation? Please provide
contact details if different from above.
11. Are digital copies of the material in existence and are these part of the
donation?
12. Are there any other potential repositories for this material?
13. Donors contact details
14. Notes written by whom and when
15. Additional information
16. Actions agreed following the initial meeting
35
Appendix 7:
Conferences where collection managers have given papers on archive, museum and
special collections
Daniels, R.A. (2011) Visioning Vietnam in East London. Paper given in NAM project conference,
‘The architecture of conflict’, National Media Museum, Bradford, 27th October 2011.
Daniels, R.A. (2012) Visioning Vietnam in East London. Paper given in NAM project conference,
‘The architecture of conflict’, Imperial War Museum, London, 18th February 2012.
Daniels, R.A. (2013) A Clockwork Orange: from page to screen to controversy. Paper given in
Anthony Burgess Foundation Conference, ‘50 years of A Clockwork Orange’, Manchester, 30th
June 2012.
Daniels, R.A. (2013) 2001 – A Space odyssey: Kubrick’s Second Brush with the Apocalypse.
Paper given in ‘Melonchondria Conference’, Marburg University, Marburg, 7th June 2013.
Garnett, D. (2011) On the Body. Paper given in Australian Institute for the Conservation of
Cultural Material Textile Special Interest Group ‘Diaghilev and the Camberwell Ballets Russes
costume collection: multi-disciplinary projects exploring the potential for an art college
collection’, [Location], 18th March 2011.
Willcocks, J. (2009) Career progression in museums. Paper given in London Museums Group
symposium on leadership for the museum sector, [Location], 5th November 2009.
Willcocks, J. (2010) Working with the Nationals Museums on loans. Paper given in Museums
Association conference, [Location], 11th October, 2010.
Willcocks, J. (2011) Skills sharing. Paper given in Museums Association conference, [Location],
3rd October 2011.
Willcocks, J. (2012) Early history of the Central School of Arts and Crafts. Paper given in History
of the Art School invite only academic symposium at the Royal Academy, 9th November 2012.
Willcocks, J. (2013) In Exchange archiving project. Paper given in ‘Curating the Archive’, UAL
symposium, 5th February 2013.
Gilmour, S and Mahurter, S (2012) Knowledge Transfer Partnerships: Materials & Products
Collection at CSM and Artists Books Collections at Chelsea. Paper given in ARLIS/ UK &
Ireland Annual Conference, ‘From Beijing to Bloomsbury: Art Librarianship in an Olympic Year’,
UCL, London, 25th June 2012.
Mahurter, S. (2007) The Stanley Kubrick Archive at University of the Arts London. Paper given
in EVA Conference, [Location], 11th-13th July 2007.
Mahurter, S. (2013) The Inner Circle Oral History Project at The Stanley Kubrick Archive. Paper
given in ‘Into the Archive: Re-viewing Kubrick’, LACMA, Los Angeles, 9th February 2013.
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Montero, G.G. (2010) Artists’ books: a Chelsea history. Paper given in Goldsmiths, MFA Art
Writing, London, 9th July 2010.
Montero, G.G. (2011) Collecting and using artists’ moving image in academic art libraries. Paper
given in ARLIS workshop on artists' film, LUX, [Location], 2nd March 2011.
Montero, G.G. (2011) Cataloguing art ephemera and artefacts in libraries. Paper given in ARLIS
workshop ‘Cataloguing art materials’, Christie’s Education, London, 15th December 2011.
Montero, G.G. (2012) A Wikipedia reader. Paper given in ‘Transforming artist books’
symposium, UAL/Tate, London, 18th May 2012.
Montero, G.G. (2012) Production and distribution of artists’ publications in a digital environment.
Paper given in ‘Bold Tendencies’, [Location], 21st July 2012.
Montero, G.G. (2013) Working with Special Collections. Paper given in ARLIS workshop ‘Taking
the plunge: art librarianship as a career option’, National Gallery, London, 27th May 2013.
Stuckey, K. (2009) Lolita: a journey with Nabokov and Kubrick from the page to the screen.
Paper given in ‘Archives and auteurs’, University of Stirling, Stirling, 2nd-4th September 2009.
Curation, talks and other activities by collection managers
Gustavo Grandal Montero:
Panel member, Don Celender, art and artists' books, Arnolfini, Bristol, 20 April 2013.
Co-presenter, Booktrek seminar, Whitechapel Gallery/Chelsea College of Art & Design, 15
March 2013.
Panel member, The Politics of the Archive, Raven Row, 6 December 2012.
Advisory panel member, Dom Sylvester Houédard event (South London Gallery) and
publication (Occasional Papers), 2 December 2012.
Co-curator, BookMare, Camberwell Space, 12 – 13 July 2012.
Co-organiser and participant, Lynda Morris in conversation with Jo Melvin and Gustavo Grandal
Montero, Chelsea College of Art & Design, 4 July 2012.
Participant, Royal Academy Forum 'Conversazione' on Concrete Poetry, RA, 7 March 2012.
Monographs
The following are titles which are edited by collection managers or to which collection managers
will contribute a chapter.
Daniels, R. ed. (2014) Stanley Kubrick: New Perspectives (working Title). London: Black Dog;
December 2014.
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Montero, G. ed. (2011) The show must go on: exhibitions in Camberwell Chelsea and
Wimbledon Libraries. London: CCW, University of the Arts London. . In: Simpson, N. (ed.) Notes
from the Cosmic Typewriter. London: Occasional Papers.
Pollard, J. ed. (2013), ‘Mythologizing the Vietnam War’, A collection of essays exploring the
visual and cultural legacies of the US involvement in South East Asia. London: PARC.
Editorial roles
Sarah Mahurter Rare Books Newsletter for the Rare Books and Special Collections Group,
CILIP; 1997 – 2014
Gustavo Grandal Montero: Deputy Editor, Art Libraries Journal, April 2012-
Articles and Conference Papers published by collection managers
Bury, Stephen and Scott, Helen (2000) ‘The artist speaks: the interview as documentation’, Art
Libraries Journal, Vol. 25, No. 1, pp. 4-9.
Christie, P. et al (2001) ‘The special collections and archives within the libraries of The London
Institute’, Library & Learning Resources at The London Institute.
Glancy, E and Montero, G.G (2008) ‘Introduction, collection descriptions (with Gustavo Grandal
Montero)’, Special Collections Guide, Chelsea College of Art and Design Library, pp. 14-45.
Lawes, E and Webb, V (2003) ‘Ephemera in the art library’, Art Libraries Journal, Vol. 28, No. 3,
pp. 35-39.
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Appendix 8: Disaster recovery information
DOCUMENT SOS, 24hr emergency response 07850 345 154
Document SOS Ltd., 34 Abbey Business Centre, Ingate Place, London, SW8 3NS
Tel: 020 7498 8080; Fax: 020 7627 2233; Email: help@documentSOS.com
Sites covered by Library Services contract with Document SOS:
Karen Carden
Learning Resources Manager (Resources & Systems)
London College of Communication
Elephant & Castle
London, SE1 6SB
Tel: 020 7514 6592
Fax: 020 7514 6597
Email: k.carden@arts.ac.uk
Tania Olsson
Learning Resources Manager
London College of Communication
Elephant & Castle
London, SE1 6SB
Tel: 020 7514 6777
Fax: 020 7514 6597
Email: t.olsson@lcc.arts.ac.uk
Sarah Mahurter
Archives and Special Collections Centre Manager
Archives and Special Collections Centre
London College of Communication
Elephant & Castle
London, SE1 6SB
Tel: 020 7514 9330
Fax: 020 7514 9334
Email: s.mahurter@arts.ac.uk
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Mike Yianni
Senior Technician
Camberwell College of Arts
Peckham Road
London, SE5 8UF
Tel: 020 7514 6434
Fax: 020 7514 6405
Email: m.yianni@camberwell.arts.ac.uk
Jayne Batch
Assistant Learning Resources Manager
Central St Martins College of Art & Design
Southampton Row
London, WC1B 4AP
Tel: 020 7514 8125
Fax: 020 7514 7033
Email: j.batch @csm.arts.ac.uk
Judy Willcocks
Head of Museum and Contemporary Collections
Central Saint Martins College of Art & Design
Southampton Row
London, WC1B 4AP
Tel: 020 7514 7146
Fax: 020 7514 7024
Email: j.willcocks@csm.arts.ac.uk
Peter Jennett
Learning Resources Manager
Camberwell Chelsea Wimbledon
Merton Hall Rd
London, SW19 3QA
Tel: 020 7514 9693
Fax: 020 7514 9642
Email: p.jennett@wimbledon.arts.ac.uk
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Karen Ellis-Rees
Learning Resources Manager
London College of Fashion
20 John Prince’s Street
London, W1G 0BJ
Tel: 020 7514 7518
Fax: 020 7514 7580
Email: k.ellis-rees@fashion.arts.ac.uk
41
Appendix 9: Access to Library Services’ Special Collections for disabled users
Policy
Access to Library Services’ Special Collections for disabled users
Students who require inter-site transfer of books (as listed in their Individual Support
Agreement) may request that items from Special Collections that are available for reference
only at a particular site, may be transported from the home site to another temporary host site
for their supervised use.
This policy statement refers specifically to items that are held within Special Collections and are
therefore managed under the Archives and Special Collections Development and Management
Policy.
This Policy is the last-resort option and will be applied on a case-by-case basis.
Items from Special Collections which are requested by a student will only be transported from
their home site to another temporary host site, under the following conditions:
 The items are not available at the student’s home site.
 No alternative form or edition of the requested work is available at the student’s home
site.
 The student is unable to travel to the item’s home site to consult them, due to mobility
related disability or, the student requires specific support which can only be provided at
their home site.
When items require specific transport arrangements, rather than the Library Services inter-site
van, Learning Resources Managers will authorise the expense.
The collection manager at the home site reserves the right to refuse the transportation of any
item, for these or other reasons:
 Items may be too fragile or unsuitable for transportation.
 Items may require conservation.
 Items may need to remain available to students and staff at their home site, either
continuously or during specific periods, in support of teaching, learning and research.
Process
When it is necessary to send Special Collections items from their home site to a host site, for
the use of an eligible disabled user, the loan procedures in Appendices 3 of the Archives and
Special Collections Development and Management Policy will be considered and followed as
appropriate.
In particular, the Academic Support Librarians (collection managers) at the home site will:
 Carry out appropriate conservation checks on the items to be loaned to ensure their
suitability for travel and use at the host site.
 Supply a condition report on the item before transportation and receive one from the
host site on return of the item.
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
Liaise with the collection manager at the host site in support of the arrangements for
transportation and use of the items.
The Academic Support Librarians (collection managers) at the host site will:
 Arrange appropriate transport, to ensure safe delivery and return of the items to the
home site, approved by the authorising budget manager.
 Ensure that invigilation procedures are implemented at the host site as appropriate for
the item and that appropriate support, including handling skills training, is offered to the
user.
 Agree the specific time period for the loan to another site with the Academic Support
Librarian at the home site.
For further advice on this policy please refer to Sarah Mahurter, Manager, University Archives
and Special Collections Centre, s.mahurter@arts.ac.uk
For further advice on transporting items from Special Collections, please refer to staff at the
University Archives and Special Collections Centre, archive-enquiries@arts.ac.uk
Students who wish to make use of this policy are advised to approach their Academic Support
Librarian at their college library for assistance.
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