The Museums Service

Access to Museum Collections

Collections not on display are held in our secure, environmentally-controlled store at the Museums Service Headquarters in Haddington. Whilst this is not open to the public, appointments can be arranged to view objects upon request. Everyone is welcome to access ELC Museums research materials but children under 16 must be accompanied by an adult.

In principle all museum objects and research materials are available for public viewing and study. There are some objects which require more stringent access conditions due to their condition, cultural sensitivity, legal conditions or health and safety requirements. Users will be advised of these conditions when making a booking and it may take longer to arrange access.

All material must be ordered in advance. Requests to view museum objects can be made by contacting us via the details on this page. Requests must be made at least two weeks in advance. The Collections Officer will confirm your booking at least one week in advance of your proposed visit and reserve a space for you in the study area or store. Many museum objects have ‘object files’ containing related information. You may request to see these also but only at the time of booking and they will be supplied with the museum objects. If not requested at the time of booking, they may not be available.

We require anyone using the reserve collections or research materials to observe and sign a Code of Practice. This will be sent to you prior to your appointment and can be signed on the day.

How do I know what to ask for?

The John Gray Centre website http://www.johngraycentre.org provides an overview of the collection and allows users to identify the collection areas and specific items that they are interested in.

Where is the Museum Store and what facilities are there?

The Museum Store is located in Haddington. Access to the store is all on one level & there are access to toilets and an area that can be used to consume your own refreshments. The nearest shops are a 15 minute walk away or a short drive by car. There is ample car parking at the Museum Store which is located near to a bus stop.

What happens when I arrive for my appointment?

Please ring the bell to gain entry when you arrive. On entering you will be asked to sign the fire register at the reception desk and you will be issued with a visitor badge. You will need wash your hands and will then be directed to the study area or store. You will need to read and sign the Code of Practice for using ELC Museums Research Materials and will need to provide proof of identity and address, such as a passport, photo driving licence, Young Scot card, a copy of a recent utility bill, or bank or credit card statement.

Using the Study Area or Store

Most of the collection consists of items which are rare, unique or fragile and users are asked to treat the materials with care and respect. You may only use pencils or a laptop to take notes or make drawings, as ink can permanently damage objects.

You will be asked to follow the instructions given by ELCMS staff for the safety and security of the collection. You should wash your hands before and after handling any collection items. Where protective equipment is required (e.g. gloves) this will be provided for the user. Users are responsible for all items issued to them until returned to ELCMS staff. Visitors are asked to respect other users and conduct any necessary discussions quietly. The use of mobile phones or personal audio equipment is not allowed in the study area. Food and drink are not permitted in the study area or store.

Copyright etc. Users should ensure that any information obtained from our collections relating to living individuals is used in accordance with the principles of the Data Protection Act 1998. Users may make drawings or take digital images for personal research purposes only.

Images can only be published or disseminated in any form with the express permission of ELCMS and there is a separate permission form for this. Where ELC Museums’ objects are referred to in publications we will give the user the appropriate citation information to use.

Where ELC Museums’ collections form part of a research project we will request that a copy of the completed study, whether published or not, be deposited with us for future reference. This may be a digital or hard copy.