Queen Square Library

Queen Square Library

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Access to rare books & journals, archives & digital images

The Queen Square Library holds a unique collection of rare books, reprints and journals, and some archival records of the UCL Institute of Neurology.  The Queen Square Archive and Museum houses the archives of the National Hospital for Neurology and Neurosurgery and the Maida Vale Hospital.   The collections are open to researchers, students and members of the public during library opening hours. Please check our holdings before your visit. To search the collections, use our catalogues:

• The Library rare book and journal collections have been catalogued and are searchable using our library catalogue online. The reprint collections have been part catalogued.
• The archive and image collections are part catalogued. Progress to date can be searched and browsed here: Queen Square Archives

Access, use and copyright

Information about access and use of the Library collections is on the Library web site.  Information about access to the archives, case notes and archival images is as set out below.

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The Queen Square Archives and Museum

Overall policy & access

The Queen Square Archive and Museum seeks to provide access to the historical records of the National Hospital of Neurology and Neurosurgery, and the Maida Vale Hospital.  The aim is to use these records to tell the medical, scientific, educational and social story of Neurology and Neurosurgery, of Queen Square, and the people who worked here, to make this available to as wide an audience as possible, and to promote further academic and public understanding of these areas.

Access to the archive collections are by prior appointment; we regret that we are not always able to accommodate enquiries without an appointment. If you are unable to visit we will always try to help where we can, but we are unable to undertake extensive research on your behalf. An application form for requesting access to specific items (download form here) should be submitted before you arrive.

We will endeavor to respond to written enquiries and requests within 21 days.

Copying or photography is not allowed unless approved by the Library staff.

Archival collections

In the case of delicate or heavily used archival materials we reserve the right to restrict use of such records. The QSA will however strive to provide surrogate copies in order to minimize handling of the originals in the interest of their preservation.

The archives are for reference only and borrowing of documents is not permissible. Exceptions to this rule will be considered under special circumstances such as exhibitions, reprographics or research but only under the supervision of the Librarian or Archivist. Loan procedures and transport guidelines  are in place for such occasions.

All researchers must handle the archival material with care. Detailed advice is given in our archival materials handling guidelines

Access to Health and other sensitive records

Published material, such as annual reports are freely available for consultation. Records more than 100 years old are also open to all individuals. If the record you wish to consult is less than 100 years old, or for any record containing sensitive personal identifiable information, access is restricted.

These records are protected by law, including the Data Protection Act 1998, the Public Records Act 1958 and the Access to Health Records Act 1990  and are only accessible by special permission.  Guidance and best practice (e.g. DoH Guidance for Access to Health Records Requests, 2010) must be followed at all times. Examples of health and other sensitive records held in the archives include personnel records, patient admission records, clinical images and case note records.

Enquirers who wish to study information contained in any record where access is restricted should make written application. An application form for requesting access (download form here) must be submitted before you arrive. Access will be granted in approved cases, but will be subject to an assigned undertaking, including that no individual shall be able to be identified from the results of the research.

Access to the written case notes of the National Hospital for Neurology & Neurosurgery, and the Maida Vale Hospital (1863-1946) is on site only, to those who have followed the formal application procedure above. Access is strictly by appointment only.  Readers are unable to browse the collection and should advise us in advance what materials they wish to consult.  Copying is not allowed unless approved by Library staff regardless of date.

Access to digitised clinical films is on site only, and only to qualified UCLH medical personnel and/or those who have followed the formal application procedure. Copying is not allowed.

Copyright and use of digital images

Where possible, and subject to the criteria above regarding access to health and other sensitive records, copies of images can be supplied on request following the guidelines as set out below. A charge may apply in some circumstances.

Please complete and return the Image Reproduction Form - by fax, email or post.  Contact us with any questions.  On assessment of your application, we will contact you to check any details, and to arrange payment as necessary.  The Queen Square Library/Queen Square Archive (QSL/A) retains the right to reduce the fee in the case of non-commercial  use, or decline any request for reproduction of an image, at its discretion.

The QSL/A is not resourced to supply large numbers of images, or non standard prints or scans. These may be passed to the IoN/NHNN Medical Illustration Department for supply, in which case separate charges may apply. 

Copyright:
The QSL/A holds material for which it either does not own copyright, or where details of the copyright holder are unknown or unclear.  It is not possible to supply such material unless the client obtains permission for this from the copyright holder first, or seeks to establish copyright status.  The QSL/A accepts no liability for any infringement caused by a client’s use of a copyrighted image.

Useful information to copyright on images is available on these web sites: Leeds University Library guide, and Leeds Met Library guide.

• Other images from the archival collections are copyright National Hospital for Neurology and Neurosurgery.
• No copyright in any image shall pass to the client with the supply or with the QSL/A’s grant of reproduction permission.

Conditions of use:

• Images of the objects in the QSL/A’s collection and images from the QSL/A’s archive may not be reproduced in any way without the written permission of the QSL/A and must be credited as ’ Image courtesy of the Queen Square Library, Archive and Museum. Copyright National Hospital for Neurology & Neurosurgery’ or as agreed.
• Clients must sign the copyright declaration on the application form.
• Reproduction rights, if and when granted, are strictly limited to the use specified by the client on the application form – for additional use, new permission must be sought.
• Reproduction rights are never granted exclusively to the client.
• Permissions are granted to the client and may not then be assigned to any third party.
• Rights granted to a client for reproduction of an image on or in any publication or product do not include the right to use that image directly or indirectly in any manner in the advertising of that publication or product unless that right is specifically granted.
• The client shall agree to indemnify the QSL/A in respect of any claim or damages or loss or costs arising in any manner from reproduction without proper reproduction rights of any image supplied by QSL/A.
• The QSL/A shall not be liable for any loss or damage suffered by the client or any third party arising from the use of any picture or its caption.
• Any payments must be made in advance.
• The QSL/A retains the right to decline any application to reproduce an image from its collection

Library, museum and archive refurbishment generously supported by the Brain Research Trust and the National Hospital Development Foundation.

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