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The Scott Polar Research Institute Library
and
Thomas H. Manning Archive
Special Collections Access Policy
The special collections (historic library and archives) of the Scott Polar Research Institute are maintained to preserve the documentary heritage of the polar regions. The special collections are housed in the Library and Archives, and are open to anyone who can demonstrate a reasonable need to consult material that they contain. The Library is a participant in the Inspire programme for widening access to learners.
Enquiries about the collection can also be made by telephone, fax and e-mail, and the Librarian, Archives Assistant or Picture Librarian may also be able to satisfy requests for photographic or microfilm reproduction of suitable materials. The Institute is particularly concerned to ensure access for users with disabilities. There is lift access to the Library and Archives, and steps within the Institute are provided with ramps and/or handrails.
The Institute is keen to promote awareness of the contents of the collection:
- by providing access to on-line bibliographic records and finding aids
- by exhibition both within the Institute, and nationally and internationally
- by working with record offices and archives in areas to which
the material relates - by publication of scholarly works
The Library is open to visiting readers 09:00-12.55 and 14:00-17:30, Monday to Friday.
The Archives are open 09:30-13:00 and 14:00-17:00, Monday to Friday.
We are closed for a short period at Christmas and Easter, and also for two weeks during the Long Vacation.
Appointments
As the Library and Archives can only accommodate a small number of readers at a time for the purpose of study, it is necessary to make an appointment. Readers are requested to arrange their visits in advance, via the online booking request form. Alternatively readers may apply either in writing to:
The Archives Manager,
Thomas H. Manning Archive,
Scott Polar Research Institute,
University of Cambridge,
Lensfield Road,
Cambridge
CB2 1ER
by telephone (01223-336555), or by e-mail (archives@spri.cam.ac.uk).
They must be able to produce means of identification, and (where this is appropriate) a letter of introduction from a senior member of their university. Not more than one manuscript or three printed books will normally be issued at any one time.
Access to papers held in the Archives
Archival material is made available to readers in accordance with the following regulations. These are based on those issued by The National Archives.
Infringement of these conditions may result in the withdrawal of the privilege of access.
- Archival material is issued to readers, with satisfactory proof of identity, during the reading room opening times of 09:30 - 13:00 and 14:00 - 17:00, Monday to Friday, by appointment only (appointment times may be restricted owing to prior bookings, special events, public and University holidays or the availability of staff for supervision).
- Readers should provide a concise description of the reason for the request for archival documents.
- Catalogues, finding aids and details of recent acquisitions are available from the Archivist; wherever possible, electronic copies of finding aids will be made available for public consultation.
- Forms for permission to consult documents are provided; full details from the catalogues should be entered for each item requested. The forms record a reader's signature acknowledging these regulations and the conditions for publishing material.
- Documents are issued in coded folders. Documents must be kept in order in these folders and returned to the Archivist* in them.
- Readers may order up to seven items at a time; these will be issued individually.
- Readers should use pencil to take notes,ink and ball-point pens must not be used with archival material. Tracing from documents is prohibited. A lap top computer may be brought into the reading room.
- Copying of material by photography, electrostat or scanning devices by readers is prohibited. The Institute may be able to provide copies of some documents on request for lodgement in publicly available repositories or for private research.
- Copyright restrictions apply to most material. The copyright may lie outside the Institute and, if so, it is necessary for the reader to seek appropriate permission to consult, copy or publish any such material. (The Institute does not seek this permission on behalf of readers.)
- Written permission to publish material subject to the Institute's copyright must be obtained from the Director. Details of conditions and fees may be had from the Archivist.
- Readers must handle material with care. Surfaces with writing, painting, sketching, or photographic emulsion must not be touched. Gloves and transparent film are provided when necessary. Items issued in transparent envelopes may not be removed from them.
- Damaged, defective or misplaced records must be reported to the Archivist.*
- Readers will be held liable for material issued to them and for its safe return.
- All material must be returned to the Archivist* before 17:00 on the day of issue, or after use if this is earlier.
- No materials may be taken out of the Archive / Picture Library reading room under any circumstances.
- The Institute reserves the rights at any time to impose specific restrictions on the use of, or prohibit access to, any material.
- Some materials deposited with the Institute are not owned by the Institute. In such cases the Archivist* will advise about any requirements imposed by the owner. These may include seeking permission to read, extended closure, or other specific conditions.
- The times available for readers are sometimes limited; if an appointment cannot be met early advice may allow its allocation to another. Should an appointment of more than one day not be kept and no notice received, it may be cancelled in entirety and the time allocated to other readers.
- Readers must register with the Library Office and deposit any coats, briefcases, bags or similar items in the lockers provided.
- Mobile telephones should not be used in the Archive / Picture Library reading room.
- Food and drink must not be brought into the Archive / Picture Library reading room.
- Currently the Institute charges no fees to archival readers subject to these regulations. In specific circumstances, however, it reserves the right to impose search fees for providing access to certain materials (such as those requiring much time to make them available).
* Archivist or other authorised representative of the Institute.
Access to Library Special Collections
Published material in the Special Collection is subject to the same regulations as the Archives. In addition:
- All printed material must be handled with great care, and must not be marked in any way.
- Only 2B pencil may be used. No tracings or rubbings may be made without specific permission.
- No books, papers or other objects (except book-weights) may be laid on the material.
- Bound volumes must be consulted on the book-rests.
- Gloves will be provided for handling certain items and must be worn on request.
- Readers will be assigned a desk from which the requested material may not be removed. Library staff will replace items in the locked cases after use.
No material may be removed from the Library and Archives, except for the purposes of exhibition, and then only under the supervision of the Librarian or Archivist. The Librarian or Archivist and Director of the Institute must be satisfied that the material will be exhibited under secure and environmentally suitable conditions, and that the material is insured whilst in transit and on exhibition. A separate loans policy statement is available on request.
Infringement of these conditions may result in the withdrawal of the privilege of access.