Wellcome Library FAQ on material for digital donation

Q: What sort of material is the Wellcome Library collecting?

A: The library collects a wide range of material from both individuals and organisations relating to the history of medicine.

Q: I represent an organisation: what sort of material would you want from us?

A: Here is an overview of the main categories of material with permanent and historical importance: We collect this material in either paper or digital form.

• Anything relating to the constitution and formal status of the organisation
• Minutes of central governing body and of other committees
• Annual reports
• Annual accounts (the formal collated ones)
• Material relating to activities of organisation (e.g. conferences, campaigns, projects)
• Policy correspondence of officers of the organisation
• Liaison with other organisations
• Membership records, e.g. registers
• Any publications circulated to membership only (as opposed to actual journals): e.g. newsletters

Ephemeral material like petty cash accounts or membership subscriptions does not fit our collection criteria.

Q: I'm an individual: do you want my material?

A: We'd like to discuss that with you. It is more difficult to specify what we would accept from individuals (although the general principles of the list above still apply). We are looking for material with a high informational, and therefore potential research content; which can vary from person to person.

Q: What if I have other sorts of material I want to transfer to the Library?

A: We'd like to discuss that with you. Other material might fit within our collection policy.

Q: My organisation has a large database of research data, do you want to archive that?

A: We'd like to discuss that with you. The long term life cycle management of datasets is a complex activity. We may be able to help you get your datasets archived by an appropriate agency.

Q: I'm a doctor in general practice, do you want my diaries or practice notes?

A: If you were working in the NHS then no, consult your local record office, as we're not a place of deposit for public records. If you did not work in the NHS, or your local records office declined the material, then we might accept it based on the richness of its content.

Q: My organisational or personal papers contain the names of other individuals, and in some cases personal information about them, do you still collect this material?

A: Yes; though this sort of material is only made available subject to the provisions of the Data Protection Act. This may mean that it is closed to the public for some years, but there is a set of procedures that determine this and it would be made available in the fullness of time according to the law and to archival best practice. We'd like to discuss that with you.

Q: I've published a lot of articles during my career, shall I scan them and send you the text?

A: Please don't. Published material is already available to the research community.

Q: I've written a book but I can't get it published, do you want the transcript?

A: We'd like to discuss that with you. We do have such material in our collections, although our focus is on primary source material rather than works of secondary analysis: ultimately the decision would be made based on whether the content fits the rest of our material.

Q: My organisation has a web site, do you want to collect that?

A: Your organisational or personal web site is an important record of you or your organisations activities and good evidence of your existence. The Library contributes web sites to the UK Web Archive. Please contact us to discuss this.

Q: Where can I get further information?

A: The Library has produced a series of Frequently Asked Questions (FAQs) about working with digital material. Staff will be happy to send you this material. Alternately 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:
Natalie Walters, Archivist - n.walters@wellcome.ac.uk
Dave Thompson, Digital Curator - d.thompson@wellcome.ac.uk
Phone +44 (0)20 7611 8888

FAQ 8 June 2009