Policies

The Paul Mellon Centre for Studies in British Art (PMC) holds three distinct groups of material that are available to readers:

1. Library
2. Archives
3. Photographic Archives

1.1 Library

The Library is a reference library covering the history of British art and architecture of all periods, acquired by purchase and donation. It consists of books, pamphlets, exhibition catalogues, journals, auction catalogues and theses.

The core subject strength is the history of sixteenth- to mid-twentieth-century British art and architecture. This includes works on British artists, collecting and patronage, the Grand Tour, collections of British art and the country house and garden. Current collecting includes acquiring material on British art and artists from the mid-twentieth century to the present day, especially those from a global majority background, and the history of photography and photographers.

1.2 Archives

1.2.1 Collected Archives

The Collected Archives comprise material acquired from outside PMC, usually by donation. They consist of the papers of art historians, museum directors, curators, dealers, art critics, collectors and other individuals working in the domain of British art during the twentieth and twenty-first centuries. Many were pioneers in the field. The collections do not include artists’ papers.

The Collected Archives concern the study of British art and architecture from the sixteenth century to the present day, with the strongest holdings relating to the seventeenth and eighteenth century.

1.2.2 Institutional Archive

The Institutional Archive consists of the records generated through the day-to-day work of PMC and its predecessor, the Paul Mellon Foundation, which have been identified as having long-term research value. The records document the history of the institution from its foundation in 1963 until the present day.

Many of the records contain personal data (information about living individuals) and are therefore closed to the public. Records that are open include primarily those that are already in the public domain, such annual reports (PMC3), newsletters (PMC7) and press cuttings. A small volume of records with high research value and containing no personal data – such as those generated in relation to the discontinued Dictionary of British Painters (PMC35/2) – are also open.

1.3 Photographic Archives

1.3.1 PMC Photographic Archive

This resource is a collection of approximately one hundred thousand reference photographs of British paintings, decorative painting, sculptures, drawings and prints covering the period 1500–1900 with some files into the twentieth century. Images have been mounted on card and include provenance information. The collection has been digitised in its entirety with typed and handwritten descriptive notations transcribed for searchability.

1.3.2 Tate Photographic Archive

This resource is a collection of approximately thirty-five thousand reference photographs of British paintings, drawings and prints covering the period 1500 to the twentieth century. It was created, compiled and used by curators working at Tate and acquired by PMC in 2009. The collection comprises a single sequence of ca. three hundred and fifty boxes arranged alphabetically by artist.

PMC’s Archives & Library collections are free to access and open to all but primarily serve the following communities:

• scholars and academics
• students
• curators and museum professionals
• authors and picture researchers
• members of the art trade
• artists
• journalists
• private individuals
• family historians
• internal staff
• Yale students and colleagues

PMC is committed to making the Archives & Library collections as accessible as possible via a variety of online catalogues as follows:

3.1 Library

All the library’s holdings are available on the library and photographic archive catalogue, available on PMC’s website.

Catalogue data is also exported to the following aggregate catalogues:

• Library Hub Discover
• LUX: Yale Collections Discovery

The library’s periodical holdings (journal and annual report titles) are additionally available in PDF format on PMC’s website.

3.2 Archives

The first point of access is via the archive catalogue, available on PMC’s website.

Catalogue data is also exported to the following aggregate catalogues:

• Discovery
• Archives Hub
• Archive Portal Europe
• LUX: Yale Collections Discovery

Where collections are uncatalogued, box lists are available which provide an interim point of access. These are located by opening the relevant Archive Collection tile on the Archive Collections page on the website.

3.3 Photographic Archives

3.3.1 PMC Photographic Archive

The PMC Photographic Archive has been digitised in its entirety and is available online free of charge.

It has also been catalogued by artist name on the Library and Photographic Archive catalogue, available on PMC’s website.

3.3.2 Tate Photographic Archive

This collection has been catalogued by artist name on the Library and Photographic Archive catalogue, available on PMC’s website.

4.1 Visitor Information

PMC’s Public Study Room is situated in the basement of our premises on 16 Bedford Square, London, WC1B 3JA. The Public Study Room provides a dedicated space to study the Archives & Library collections.

4.2 Opening Hours

The Public Study Room is open Tuesday–Friday 10am–5pm (excluding bank holidays). The room is unsupervised between 1pm–2pm and, as a result, Archives, Tate Photographic Archive and Library Special Collections material cannot be consulted during this hour.

4.3 First Time Visits

First time readers must undertake a registration process. This involves completing a Reader Agreement Form, showing Identification Documentation (ID) and taking part in a short induction. During this process, all readers must agree to abide by the Public Study Room Rules. Registration is valid for six years, at which point readers will be required to re-register. All readers are required to abide by the Code of Conduct for visitors published on PMC’s website.

4.4 Booking an Appointment

Appointments should be booked approximately two working days in advance of a visit and bookings can be made via email or telephone. Before booking an appointment, users should consult our online catalogues and other finding aids and provide the following: full name; proposed date of visit; list of items to be consulted.

Same-day appointments can be accommodated for registered readers but it is not guaranteed that all material will be available.

Where two or more readers wish to consult material together, a group visit booking will be necessary and should be made at least one month in advance.

4.5 Public Study Room Access Facilities

The Centre aims to provide a physically accessible space for everyone who wants to visit. Accessible facilities include:

• accessibility video and guide available on PMC’s website
• hearing loop at Reception and Public Study Room supervisor desks
• large print versions of all reader documentation (e.g. Reader Agreement Form)
• magnifying glasses: there are a limited number available to borrow
• coloured overlays are available for those with visual stress
• accessible toilet

There is currently no step-free access to the Public Study Room. Readers with mobility issues are advised to contact PMC in advance. A table which has been designed to accommodate the height for a standard wheelchair can be made available in the Seminar Room on the ground floor. Visits will be facilitated in this space with supervision from Archives & Library staff. All staff are trained in disability sensitivity training.

Information about general facilities (lockers, Wi-Fi etc.) can be found on the website.

4.6 Requesting Material

4.6.1 Available on Open Access

Library material marked on the Library catalogue as being housed in the Public Study Room or Library Annex

Readers may browse and retrieve this material from the open shelves.

4.6.2 Order in Advance

• collected archives
• institutional archive material already in the public domain
• Tate Photographic Archive
• material identified as “Library Special Collections” on the online catalogue

A maximum of ten items may be requested in advance. Additional material may be requested during the day, subject to availability. Aside from the lunch hour (1pm–2pm), retrievals will be actioned upon request.

Collected Archive material which is not yet catalogued but for which there is a box list can also be consulted. However, in accordance with PMC’s responsibilities under the Data Protection legislation, these collections need to be reviewed by staff before access is provided. Staff will endeavour to carry out this process promptly but may require more than two working days' notice.

4.6.3 Digitised and Available Online Free of Charge

From the PMC Photographic Archive.

4.7 Making Copies

4.7.1 Photography

Copying is permitted across all collections (Library, Archives and Photographic Archives) dependent on the condition of the item and only in accordance with UK copyright law. Photographs can be taken using personal handheld devices for non-commercial research and private study only. Readers will be required to complete a Reader Agreement Form, which establishes copyright responsibilities. The onward use, e.g. publication or wider dissemination of any document consulted within our collection, is not permitted and will require express copyright clearance, for which the reader is solely responsible.

4.7.2 Photocopying and Scanning

All Library material, except items identified as Library Special Collections in the Library catalogue, may be photocopied or scanned using the printer in the reader area.

Photocopying or scanning of all other material (Archive, Library Special Collections, Tate Photographic Archive) is not permitted. This applies universally across these holdings, regardless of date, format or condition.  

5.1 Enquiry Service

An enquiry service is available to assist with enquiries where information cannot be found in the online resources and/or the enquirer is unable to visit in person. There is no charge for this service but there may be limitations on staff time. Enquiries are addressed on a case-by-case basis.

Readers should email [email protected] and provide details of:

• name and contact information
• nature of enquiry (providing as much relevant information as possible)
• how we might help with enquiry

PMC aims to reply to all enquiries within five working days of receipt.

5.2 Digital Copying Service

Digital images of material in the Library & Archives collections can be requested upon the successful completion of a Request for Digital Images Form.

Images are provided for non-commercial research purposes and private study, or for criticism and review in accordance with UK Copyright Law. The images provided are low resolution and not suitable for publication.

There is no charge for this service and readers can request up to twenty-five images. In exceptional circumstances, it may be possible to exceed this amount.

Images from the PMC Photographic Archive can be downloaded free of charge directly from the online resource.

5.3 Artist and Subject Guides

PMC has compiled Artist and Subject guides, which are available on our website and identify material held across the Archive & Library collections pertaining to some of the most frequently researched subjects.

5.4 “Collections in Focus” features

“Collections in Focus” features provide an alternative means of exploring PMC’s most significant holdings. They were compiled by members of staff responsible for cataloguing or working closely with the material and provide a more in-depth view of the collections, often highlighting particular themes, subjects or individuals which may be less visible in the online catalogues.

5.5 Display Pamphlets

As part of PMC’s displays programme, pamphlets are produced which provide a commentary about the Archives & Library material on show. They are available in hard copy in our Public Study Room and are sent to other libraries on request. Digital copies are available via Issuu.

PMC is aware of its responsibilities under UK Data Protection legislation [the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018] and is committed to processing personal data fairly and lawfully.

6.1 Personal Information about Readers

Personal data about in-person and remote readers is collected during the process of providing access, primarily through the booking process and the completion of the Reader Agreement and Request for Copies Forms. All personal information supplied during the process of accessing PMC’s Archives & Library collection will be used solely for this purpose and to help maintain the security of the collections. Further information about how we manage your personal information can be found in PMC’s Privacy Policy.

6.2 Personal Information about Individuals Held in Our Collections

Access to all Archives & Library material held at PMC is provided in accordance with UK Data Protection legislation. Since Data Protection law is concerned with information about living individuals not already in the public domain, there are no implications for published material held at PMC. Procedure and practice regarding unpublished material are documented in PMC’s Data Protection and Access to Archive material document. In summary, this involves:

6.2.1 Collected Archives

Catalogued collections – a comprehensive data protection assessment is incorporated in the standard process of cataloguing a collection. Material that is identified as unsuitable for public access by the cataloguer during this process will be marked as closed, meaning that neither the catalogue descriptions, nor the physical file, will be made available to readers.

Uncatalogued collections – when requests are received to access an uncatalogued collection, the files are checked on a case-by-case basis by a member of Archives & Library staff. Material identified as not suitable for public access is marked as closed and not made available to readers. At least forty-eight hours' notice is required by readers wishing to view uncatalogued collections to allow time for these checks.

6.2.2 Institutional Archive

Many of the records contain personal data (information about living individuals) and are therefore closed to the public. Records that are open include annual reports (PMC3), newsletters (PMC7), press cuttings (PMC8) and general publicity records (PMC10), and the research papers compiled in relation to the discontinued Dictionary of British Painters (PMC35/2).

Any request for access to records in the Institutional Archive not already in the public domain are first assessed by the Chief Archivist and then referred to the Director for sign-off. In some instances, special provisions may be established for individuals working closely with PMC and in these instances, readers will be required to sign a confidentiality statement.

6.2.3 PMC Photographic Archive

This collection includes images of works in private collections and associated data, such as name of owner, on the photographic mounts. An extensive rights clearance exercise was undertaken during the project to digitise the collection. In publishing the resource online, PMC has sought to reflect the wishes of owners. The Take Down policy for this collection is available here: https://photoarchive.paul-mellon-centre.ac.uk/rights.

6.2.4 Tate Photographic Archive

When requests are received to access this collection, the files are checked on a case-by-case basis by a member of Archives & Library staff. Material identified as not suitable for public access, generally information related to export licence applications, is marked as closed and not made available to readers.

6.3 Subject Access Request

Any individual data subject has the right to ask what information PMC holds about them and why this is being held.

PMC will comply with requests for access to personal information as quickly as possible. In compliance with the law, this will always be at the latest within forty calendar days of receipt of a request, even if this is just to send a “holding” response, to clarify the scope of the request, or send a first batch of personal information to which the data subject is entitled.

Access restrictions are inevitable due to the unique nature and contents of the Archives & Library collections, but PMC strives to ensure material is available for consultation where possible. Closures are generally only imposed where PMC is upholding its responsibilities in the following areas:

7.1 Data Protection

Access to unpublished material held in the Archive and Photographic Archive Collections which contains personal or sensitive information concerning potentially living individuals is provided in accordance with PMC’s Data Protection and Access to Archive Material Document (as documented in 6. above).

7.2 Preservation of Material

Access to items in the Archives & Library collections may be refused if the item is in a fragile condition and handling is likely to cause further damage. The decision to refuse access on the grounds of preservation purposes is made at the discretion of the Chief Archivist or Chief Librarian. PMC endeavours to make fragile material available under the supervision of staff or via digitised copies. In some instances, fragile material may be temporarily unavailable whilst undergoing conservation treatment.

8.1 Displays

PMC’s Archives & Library collections are regularly showcased in a dedicated display space on site at 16 Bedford Square. The subject matter for these displays is varied and might focus on a new acquisition, particular theme or format. The production of an accompanying display pamphlet (published online) and printed and distributed in hard copy, ensures the displays have longevity.

8.2 Workshops

PMC hosts workshops based around the Archives & Library collections for a variety of audiences, including but not limited to undergraduate teaching workshops, scholarly workshops for experts in the field, legacy workshops for stakeholders and donors involved in acquisitions.

8.3 Talks and Tours

PMC regularly offers tours of the Archives & Library to special interest groups, societies, university students and colleagues in the sector. Archives & Library staff also speak at external events such as conferences, symposiums and study days.

8.4 External Events

Archives & Library staff partake in events such as History Day at the Institute for Historical Research to promote the collections to students.

8.5 Social and Broadcast Media

Archive & Library staff work with PMC’s Digital team to regularly create social media posts showcasing the collections. Requests to include the Archives & Library material in TV, radio and online platforms are facilitated where appropriate.

8.6 Loans

Library collections material may be considered for loan to other institutions in the United Kingdom for the purpose of display in an exhibition. Requests are granted at the discretion of the Chief Librarian. Items from the Library collection are not loaned to other libraries or individuals on inter-library loan.

Reader satisfaction is of the utmost importance to PMC and anyone that engages with the Archives & Library is treated with the utmost courtesy and respect. Staff receive regular training to support users and policies and procedures are regularly reviewed.

PMC takes part in the annual Archives & Records Association Visitor Survey to better understand readers’ needs and feedback is always encouraged.

This policy is reviewed every five years. The next review is due in 2030.

This policy was approved on 18 June 2025.