Wellcome Library FAQ on depositing your digital material with the Library

Q: Why is the Library interested in my digital material?

A: Organisations and individuals are increasingly creating their records in digital form. Often this is the same material the Wellcome Library has always collected, only now the Library will take your material in digital form. Digital donation is the process and the means of providing this material to the Library.

Q: Can you give me examples of digital material?

A: Yes, word processed documents, spreadsheets, presentations, emails, digital camera images.

Q: In the past we've transferred our paper archives to the Library, do you want them in digital form from now on?

A: The Library is acquiring digital material. We'd like to talk to you about the most appropriate form for the material you are offering us.

Q: Has the Wellcome Library stopped collecting paper archives?

A: No. Paper archives will continue to form a very important part of our collections. Times change, and digital materials are becoming more common. The Library needs to collect material in this format if our collections are to grow and to continue to support research in the future.

Q: Can I carry on working on material that I’ve transferred to the library?

A: Not really. We prefer to have material that has reached the end of its life cycle and would normally be archived by you. In other words, not your current business documents.

Q: What if I need to see some of my own material in the future?

A: In an emergency we can make your material available to you. However, in some cases it may not be in the form in which you transferred it to us. For instance it may be in an Open Document format or in XML.

Q: Some of my material is old and I can’t open the files anymore, do you still want it?

A: We'd like to discuss that with you. In some cases yes, in some no. At the Library we're able to read files in a variety of formats even though some of those formats may not be current. Material that is around three to eight years old should present few problems, any material older than that should be discussed with us before transfer. Material you may have that is on floppy disks, especially the older five-and-a-quarter inch disks should also be discussed with us. There are exceptions though and we'd discuss these with you and talk through the options.

Q: Does it matter what software we have used?

A: Not really. At the Library we're able to read files in a variety of formats, and material that was created on a number of different operating systems, e.g. Windows, Linux or Macintosh. We're also able to work with material created under 'old' operating systems, such as Windows 98 or with 'old' programs such as Microsoft Word 2. However, we'd like to know some of these details before you transfer material.

Q: Is there anything we should do to our records before transferring them?

A: Not really. Please leave your material as it is, don’t convert it to a 'newer' format or to PDF, we prefer to have material in its original form. Please try to retain the original folder structure and file naming sequences. It's important that we have as much of the context of the material as possible as this is an important part of the significance of the material.

Q: How will you ensure that my material isn't inadvertently changed?

A: The integrity and context of the material you provide is very important if it is to have future research value. We use tools such as validation keys when transferring material to ensure that what leaves you is the same as what arrives in the Library. We store digital material in a managed environment to ensure that access to it is properly managed. We maintain an audit trail of everything that is done to the material to ensure that all processes are authorised and carried out properly.

Q: Will you be preserving my digital material for ever?

A: That's the aim. The Library normally acquires material with the intention of holding it in perpetuity, and this includes digital material. Digital material is subject to the vagaries of software and hardware obsolescence, and every effort will be made to actively manage material to ensure that it remains viable into the future. However, we can't rule out the possibility that in the future we may run out of options for some digital material.

Q: Would it be best if the Library worked with my records manager or my IT manager?

A: It is best if one liaison/contact person is assigned from your organisation to deal with arrangements. If you or your records manager or archivist has an existing relationship with the Wellcome Library we would prefer to continue working with that person.

Q: Where can I get further information?

A: The Library has produced a series of Frequently Asked Questions (FAQs) about working with digital material. We will be happy to send you copies of these. Alternatively you are welcome to contact Library staff.

Q: Is there someone in the Library I can talk to?

A: Yes. There are two contacts at the Wellcome Library who are available to answer your questions:
Dr Chris Hilton, Senior Archivist - c.hilton@wellcome.ac.uk
Dave Thompson, Digital Curator - d.thompson@wellcome.ac.uk
Phone +44 (0)20 7611 8888

FAQ 1 October 2007