Process for takedown and reclosure requests

Submitting a request

Requests must be submitted to the Archives Service at York Explore by emailing us at archives@exploreyork.org.uk or writing to us at Archive Service, York Explore, Museum Street, YO1 7DS.

Please include:

  • your full contact details, including name, address, email and telephone number
  • the archive reference(s) for the material
  • urls for online material
  • a full explanation of the details of your request
  • evidence that you are the copyright holder, where the request relates to copyright

What to expect after submitting your request

  • The material in question will be temporarily withdrawn from online/public access as soon as possible after receiving a request. Please note that it may not be possible to remove online content immediately. The material will remain withdrawn while the request is being considered.
  • A panel of archivists will consider the request  in accordance with the criteria in our Takedown and Reclosure Policy. This panel will make a decision within 30 working days (you will be informed of any delays).  
  • We will notify you by email or in writing, setting out the rationale behind our decision
  • If you are unhappy with this decision, you can make an appeal to the Head of Archives (using the same contact details as above). Appeals should be submitted within 2 months of receiving a decision.

What happens if a decision is made to takedown or reclose material?

Takedown of material

  • Takedown of online material for Information Governance reasons will usually be for a temporary period. The material may be made available online again at a later date, once the period of sensitivity has passed, for example once an assumed lifespan of an individual has passed.
  • Takedown of online material for copyright reasons will usually be until copyright expires, or  under terms agreed with the copyright holder.

Reclosure of material

  1. Reclosure of material will usually be for a period in accordance with Information Governance legislation and archival best practice.  Access conditions for that material on our online catalogue will be amended to reflect any changes.
  2. The material may be reopened at a later date, once the period of sensitivity has passed.