Terms of Deposit
Society for the History of Astronomy
Agreement for the deposit of records
between
the Society for the History of Astronomy
And
Depositor…………………………………………………………………………..
These terms of deposit are an integral part of the accession form used by the Society
for the History of Astronomy (SHA), and depositors will be asked to sign them when
material is transferred to the Archives. These terms of deposit shall be held binding
unless any special terms or conditions are agreed below. Any special conditions or
exceptions to the usual terms should be agreed by all parties at that time.
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The SHA Archive is:
1.1
The authorised by the Council of the SHA to be the repository for
records of the SHA, its publications and any other material
considered worthy of preservation.
1.2
Managed by the SHA Archivist who is an officer of the SHA.
GIFTS AND BEQUESTS
2.1
Records may be transferred to the SHA Archive in one of two ways,
which will be indicated by the relevant letter on this form.
Gift [G]: an outright transfer of the records to the ownership of the
SHA.
Deposit [D]: an indefinite loan of the records to the SHA, ownership
remaining with the depositor, who may withdraw them.
2.2
It shall be possible at any time to convert a deposit into a gift or
bequest at the discretion of the depositor(s).
2.3
The depositor may withdraw the deposited records at any time,
after giving not less than twelve calendar months' notice of his/her
intention to do so or such shorter period of notice as the Archivist
or SHA Council, at his/her discretion, may agree in any particular
case.
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SHA Archive
c/o Institute of Astronomy Library
Madingley Road
Cambridge
CB3 OHA
Terms of Deposit
2.4
The depositor may withdraw records temporarily for exhibition or
other purposes after giving a minimum of one months’ prior notice
to the Archivist or SHA Council and at the discretion of the
Archivist. The depositor is asked to make proper provision for the
security of the records during the period of withdrawal. If the
records are to be put on display, the Archive Service will advise the
depositor on the suitability of the depositor's proposed
arrangements for the security and physical keeping of the records.
2.4
In the event of deposited material being withdrawn permanently
within 10 years of the date of deposit, the depositor shall be liable
to defray the costs of any cataloguing or conservation work carried
out on the documents. After 10 but before 25 years, the depositor
shall be liable to 50% of such costs.
2.5
Where it is proposed to withdraw for sale, the SHA shall have the
first option to purchase the collection.
2.6
The SHA has the right to dispose of any material transferred as a
gift. In the case of all other forms of transfer, the SHA may refuse
to accept the material, or may transfer it back to the owner, but
may not otherwise dispose of it without the owner's consent, unless
all reasonable attempts to contact the owner fail
2.7
It is the responsibility of the depositor(s) to notify the Archivist of
change of address or a change in title to the records.
Communications relating to deposited records will be sent to the
depositor(s) or his/her/their duly appointed agent(s) at
his/her/their last known address. In the event of these being
returned or unacknowledged and following a lapse of ten years
thereafter the liability of the SHA to communicate with the
depositor(s) will be deemed to have been discharged.
2.8
Any request for the production of any deposited record or records
for official or legal purposes shall be notified to the depositor(s).
2.10
Records are unique and irreplaceable, they are not insured by the
SHA. The depositor should consider whether to insure deposited
records at their expense.
2.11
The SHA accepts in good faith that the depositor of records is the
owner of them, or has the right to transfer them to the Archives,
and responsibility for transfer remains with the depositor.
2.12
Records may be transferred to another recognised repository for
the purposes of study at the discretion of the Archivist or SHA
Council.
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SHA Archive
c/o Institute of Astronomy Library
Madingley Road
Cambridge
CB3 OHA
Terms of Deposit
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Access
3.1
Access will normally be granted to members of the SHA to all
records held in the SHA Archive unless an agreement to the
contrary is concluded at the time of transfer. It may be necessary
to make restrictions on access for administrative reasons, when the
Archive is held in property not owned by the SHA.
3.2
In the preparation of lists, calendars, indexes and other finding aids
the degree of such work to be undertaken shall be at the discretion
of the SHA. The copyright in all such lists, calendars, indexes or
other finding aids, made, commissioned or undertaken by SHA
Archive in respect of any records shall be vested absolutely in the
Council, which is free to publish such works.
3.3
Subject to the requirements of the Copyright Acts, 1911-1988,
reproduction of records may be provided on request for members
of the SHA, for the purposes of private study only, at the discretion
of the Archivist. Further reproduction must not be made without
application to the SHA Council.
3.4
Specific closed periods may be negotiated for particular records,
but no permanently closed material will be accepted.
3.5
Restrictions may be placed on access to records for the general
public at the discretion of the Archivist.
3.6
Direct access to records in the Archive will be free of charge.
3.7
No records will be made available for use in legal proceedings
without the written permission of the depositor/owner.
3.8
All records deposited may be used in talks and exhibitions with the
consent of the SHA Council.
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Finding Aids
4.1
Records transferred to the SHA Archive will be listed or catalogued,
but no fixed date can normally be given for the completion of such
lists or catalogues. Priorities will be set at the discretion of the
Archivist
4.2
No list or catalogue on public access will include personal details of
the owner/depositor of the records unless requested; however,
details of the owner/depositor's name and address are kept for
office use, in accordance with the terms of the Data Protection Act.
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SHA Archive
c/o Institute of Astronomy Library
Madingley Road
Cambridge
CB3 OHA
Terms of Deposit
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Preservation
5.1
The conditions under which all records shall be stored at SHA
Archives shall not be less than those considered acceptable for the
storage of the hosting organizations own records.
5.2
As far as is possible, adequate precautions are taken against damp,
fire, vermin and illegal access, but under no circumstances will the
SHA hold itself liable should records be damaged, lost or stolen.
5.3
All records may be photographed or microfilmed for security.
5.4
Copyright and ownership of such photographs or microfilms shall
remain vested in the SHA at all times.
5.5
In order to protect original records members may be required to
study available photographic or microfilm copies.
5.6
All records may be marked with a finding reference for their own
safety and identification
5.7
Necessary conservation work on records may be undertaken when
considered appropriate and practical by the Archivist.
5.8
The Archivist shall have the right to withhold access to records
which are in a fragile condition until such time as the necessary
conservation work on these records has been completed.
Gift or Deposit…………………………………………………..
Signed by the
depositor:..............................................................................Date:
Signed for the
Archive:................................................................................Date:
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SHA Archive
c/o Institute of Astronomy Library
Madingley Road
Cambridge
CB3 OHA