About: Best Practice: SWiB Terms of Gifts & Deposits
PLYMOUTH BARBICAN ASSOCIATION SOUTH WEST IMAGE BANK: ARCHIVE
TERMS FOR GIFTS AND DEPOSITS
1. Many records have been given to us or deposited here by private individuals, organisations, and businesses. These guidelines explain how you can give or lend your records to the South West Image Bank.
GIFTS AND BEQUESTS
2. You can donate or bequeath your records to the Archive. Documents received as gifts (together with your copyright, if any, in those documents) will become the outright property of the archive. Gifts or bequests are the best method of ensuring that your records are permanently preserved for future generations.
3. You may prefer to lend your records to the Archive either as a long-term deposit for storage or as a temporary loan for us to produce digital surrogates for access. The records will remain your property and you can ask for them back at any time on giving reasonable written notice (see 4 & 5).
If you loan records to us you should tell us whether the records belong to you, or to someone else for whom you are acting. Please let us know of any change in ownership or contact details, in case we need to contact the owner about the records. The Plymouth Barbican Association South West Image Bank cannot accept responsibility for any consequences arising from not informing the Archive of new contact details.
4. You can ask for the return of the records you have deposited on loan. For example, if you have agreed for us to produce digital surrogates of your records or need the records for business, for a display on a special occasion. Please contact the Archive or arrange at the point of temporary deposit.
5. You can withdraw your records permanently subject to giving three months notice. Normally the Archive makes no charge for sorting, listing, storing and repairing your records provided that they remain in our keeping for at least 5 years. If you ask for the records to be returned after less than 5 years, then we may require you to pay a
proportion of our costs in processing the records.
6. We will allow members of the public to look at your records under staff supervision. (We may agree with you not to allow the public to look at all or part of your records for a number of years. Such restrictions will be agreed at the time of deposit, will be recorded on your receipt, and be in line with Data Protection and Freedom of Information
legislation). We may occasionally remove the records to be looked at elsewhere under the supervision of a member of our staff. Sometimes we may want to place records on display as part of a public exhibition. If this is not on our premises or under our full direct supervision then we will ask your permission first. If the County Archivist has reason to believe that someone wishes to consult or copy your records for use in legal proceedings, access will not be granted without your permission, except where a court orders their production.
COPYRIGHT AND COPYING
7. We will treat your records in conformity with the Copyright, Designs and Patents Act 1988 and any amendments to it. Subject to the operation of that Act we will allow people to take copies of your records for private study and research and for publication in any book or article they may publish.
We may make copies of your records to protect the original documents from wear and tear, or to make the information available at another centre. Copyright and ownership of such copies shall remain vested at all times. If you ask for your records back, we may take copies for private study by our users.
8. We will do our best to keep your documents in the condition in which we receive them. We may try to improve their condition if they are damaged or worn. We might not allow public access to records that are in a fragile condition until any necessary conservation work has been done.
9. Your records will be stored in the same conditions as those considered acceptable by The National Archives in accordance with British Standard 5454. We will take very good care of your records and we take special precautions against damage by fire, water and theft.
10. The contents of the building are insured under the Plymouth Barbican Association’s general insurance of its premises. Risks covered include fire, explosion and flood. There is no insurance against theft, and the main purpose of contents insurance is to cover the costs of repair in the event of extensive damage. If you want your records to be comprehensively insured against all risks, you should make your own arrangements for cover.
11. Any exceptions to these terms must be agreed with the Archive at the time of deposit. In our official receipt we will state any special conditions that we have agreed with you.
SD / 15/06/2009