The Archives and Special Collections is committed to preserving unique archival material for current and future generations. In some cases, original documents cannot be produced for consultation in the Reading Room and suitable alternative access arrangements are provided instead.
Why are some archival documents not produced?
Certain archival documents require special protection and are therefore not normally produced for consultation. Reasons may include:
Physical fragility: The document is in poor condition and handling could cause further damage.
Preservation requirements: The item requires conservation treatment
Availability of a copy: A digital or printed copy is available and can provide access without risking damage to the original.
Exceptional significance or rarity: The item is of outstanding historical, cultural, or evidential importance and requires enhanced safeguarding measures.
Unusual format or size: Some items are difficult to produce safely because of their format, binding, or size.
Documents available through digital or printed copies
The Archives and Special Collections, where possible, provides access through digital or printed copies to those archival documents that require protection. Researchers will normally be directed to consult these copies rather than the original documents.
Examples of materials that may only be consulted through copies include:
Rare and heavily-used manuscripts where high-quality digital images are available.
Items that have undergone conservation assessment and for which a copy has been designated as the primary access copy.
Requesting access to an original document
Researchers who believe there is a compelling academic or research need to consult an original document that is not normally produced may submit a special request.
Requests should be made to the Senior University Archivist and should explain:
Why the original item is required.
Why the available digital or printed copy is insufficient for the research purpose.
Any specific features of the original document that need to be examined.
Each request will be considered on a case-by-case basis, taking into account:
The condition of the document.
Preservation and conservation considerations.
The nature and significance of the research.
Any practical or legal restrictions affecting access.
Please note that permission to consult an original document will only be granted in exceptional circumstances.
Information in the online
The online catalogue of the Archives and Special Collections will clearly indicate when an original document:
Is not normally available for consultation.
Must be consulted through a digital or printed copy.
Requires special permission before access can be granted.
Contact details
If you have questions about access to archival materials or wish to discuss a request to consult an original document that is marked as being available as a copy only, please contact:
Senior University Archivist
Archives and Special Collections
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