Further on GDPR, I think it is worth considering the details to be written in search room/attendance/sign-in registers, especially if they will be visible to the next signatory. Should you expect researchers to write contact details somewhere other researchers can see them? 

And I remember one conversation with someone in a private archive which allows access only after correspondence on the research topic but then requires the researcher to repeat details in the sign-in book. My question was why do you need all this if you have it already ? 

Of course, what this is all about is asking yourself rigorous questions about what personal details you need, knowing why you need them , and documenting it all so that you can point to a policy and justification if challenged. Good professional practice as well as contributing to GDPR compliance! 

All the best 

Susan Healy 


On 16 Apr 2018 at 11:53, <Groom, Tim (F&C)> wrote:

Archives do also have paper trails of individual archival items requested in their reading rooms by identity-verified readers, in the form of document request slips kept in either date order or customer name order or both for a period of years.  Those with electronic ordering systems have a further advantage.

 

Further measures are also used such as the weighing of bundles of loose documents, which can alert the archivist to missing items, and CCTV cameras which can aid in investigation and deter potential thieves.

 

Tim Groom

 

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Tim Groom | Senior Archivist

Staffordshire & Stoke on Trent Archive Service

 

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From: Archivists, conservators and records managers. [mailto:[log in to unmask]] On Behalf Of Darren Ingram
Sent: 16 April 2018 11:45
To: [log in to unmask]
Subject: Re: Verification of readers

 

That, of course, makes sense. I guess I focussed on the "reader's ticket" mention and I did indicate that I could see alternative, valid situations.

 

In the case of rarer items, however, I would certainly consider verification in excess of just showing a driver's licence or passport in certain cases, and maybe even an audit trail of individual items fetched for a certain party if so rare / verifying it was returned in good order before they left (but labour intensive). Then, of course, there's always the "inside job" problem, as I recall in the U.S. a few archivists in trusted positions have abused that trust for their own economic benefit. Or sought to, before eventually being caught.

 

Otherwise, just because person X showed a document (which if they had bad intent could be forged anyway) Y years ago, doesn't necessarily mean anything without evidence that they had document Z on a given date, issued by person A and checked-in verified by person B. I guess it depends on the material. That said, I was in a specialist archive in Finland a month or so ago. The personnel fetched the archive boxes I needed and then trusted me to get on with the job -- a first time visit after an email exchange, and just signed in without any ID. Admittedly, it wasn't "irreplaceable" in terms of one copy existing of the material, but abuse of the archive would have created significant difficulties in recreating the collection.

 

BW, Darren

 

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On 16 April 2018 at 13:36, susanhealy230 <[log in to unmask]> wrote:

Darren, an archive service is responsible for original and unique materials - it is not like a library where you can buy another copy of a book if something goes missing or is damaged. Pages within a file can be removed, autographs of famous people cut out, even pages inserted to provide false provenance of an artistic work. All of these have happened, despite supervision of researchers using archival material. So, archive services need to keep a record of who has had access to particular records and to be able to follow up with them if there are any problems, which means having verifiable identity and contact details. 

 

Best wishes 

 

Susan Healy 

On 16 Apr 2018 at 10:45, <Darren Ingram> wrote:

Could it also be relevant to ask *why* information is needed? I am not familiar with the particular library and what access may be provided with a reader's ticket (or whether that confers borrowing privileges), but if it just provides a means to read within the library, is information gathering that is backed by a government-issued ID necessary. This is not a criticism. Of course, if loan privileges are offered, or perhaps access is given to rare documents under controlled access and specific conditions, then identity verification and more can be wholly justified.

 

Maybe I am just used to things over here, with many municipal libraries just asking for a form to be filled in before the card is issued. Whether they check the information afterwards is unknown, but no ID card was shown in any case (for at least three libraries I remember) and material could be loaned straight away. 

 

An interesting thread that I will be watching out of pure interest.

 

BW, Darren

 

 

 

 

On 16 April 2018 at 12:37, Lyon, Edmund <[log in to unmask]> wrote:

Hi

Out of curiosity, what have you done in cases where someone has neither a passport or driving licence - what alternatives have you requested?

Best wished

Ed Lyon             

-----Original Message-----
From: Archivists, conservators and records managers. [mailto:[log in to unmask]] On Behalf Of Penny Hutchins
Sent: 16 April 2018 09:48
To: [log in to unmask]
Subject: Verification of readers

Hello

Just trying to find out what is common practice regarding verifying the identities of readers for issuing of readers tickets.

Currently we require a valid passport or driving licence, and make a note of the document number on the reader application form. I am trying to cut down on the collection and retention of personal details where possible, and have questioned if we actually need to make a note of these numbers or not, or if it is enough to just see the documents at the point of registration.

It would be helpful to know what other institutions do (particular in the museum sector) as I am not sure if we are just doing this 'because it has always been done this way'!

Many thanks

Penny

Records Officer, National Army Museum
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