Protected Access

Why are some things unavailable? 

There may be instances where items in our collections are unavailable for consultation. This could be due to a number of reasons. All our collections, regardless of location, will need to be checked for the protected access characteristics below before we can make them available. Therefore, it is essential to contact us at least one week in advance of any planned visit. All access and retrievals are managed by our staff; it is not possible to browse the shelves. 

The item is too fragile. 

Sometimes an item cannot be consulted because it is too fragile and handling it could cause additional damage. In these cases, our conservators will do an assessment and advise on whether the item can be photographed to provide alternative access. We are committed to providing access wherever possible, but also to preserving our collections for future researchers in the long-term, which sometimes means we have to restrict access now. 

A small number of items in our collections are designated as ‘iconics’. These items are the most beautiful, important, and unique treasures in the University’s collections. Some, like the Rashid al-Din manuscript, are known across the world. Others, like Clement Litill’s charter which founded the Library, are key to the story of our collections. To ensure the long-term preservation of these treasures, we limit handling of these items as much as possible and instead encourage researchers to consult the high-quality digital surrogates on our image catalogue. Permission to consult these items in-person will be considered on a case-by-case basis, so do get in touch if you have a specific research need to see the original item. 

The item contains sensitive information.  

All of our collections are subject to UK GDPR legislation and archival material in particular often contains personal data. We have a duty to make sure that we do not violate UK GDPR by sharing personal data in our collections and so may need to check and protect access to certain material. We have produced a fact sheet with further information about how UK GDPR applies to our collections.

When a request is made for archival material dated within the last 100 years, an archivist will screen and clear the material before it is made available. In some cases, the material may not be made available, or may be made available with restrictions. In this case, you will be asked to sign a form agreeing to those restrictions. 

The screening process can take some time, depending on the size and nature of the material. Please get in touch well in advance if you are hoping to access archival material dated within the last 100 years. 

Since health records can be particularly sensitive, both UK GDPR and Scottish Government guidance cover access to personal health records in Lothian Health Services Archive (LHSA). This means that health information about deceased individuals will also be classed as confidential within certain timeframes. LHSA staff will be able to advise on access restrictions on a case-by-case basis, and can help find the best way forward for your research. Because all LHSA records are owned by NHS Lothian, slightly different access procedures apply from those covering University-owned material. 

The item is within copyright. 

Copyright refers to the rights granted to the creator of any original work to permit or prevent other people from copying it. Many of our collections are out of copyright and can be accessed and photographed without restrictions. Those that are still in copyright can also be accessed, but there may be some restrictions on photography and the re-use of the material. There are some exceptions to copyright and we have produced a fact sheet with further information on how this legislation applies to researchers using our collections.

The item is held offsite. 

Many of our collections are located on site at the Centre for Research Collections or St Cecilia's Hall, however some are held at other locations and offsite stores. Items held offsite can still be accessed and we have weekly deliveries between our locations, however we will not be able to provide same-day access for you. 

The item is on loan or on display. 

We have an active exhibition and loans programme. The item(s) you request may be on display at St Cecilia’s Hall or the Exhibition Gallery in the Main Library; or they may be on loan to a museum worldwide. If the item is on display locally, we will advise you of where and when you can view it on display.