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research tools and collections: archives and special
collections: policies
Joseph Wood Evans Memorial Special Collections and Archives Center
Policies and Regulations Governing the Use of Materials
Only Library users requesting to use materials from the Joseph
Wood Evans Memorial Special Collections and Archives Center can
conduct research in the Reading Room. Use of items will be under
supervision.
Scheduling and Registration
Individual research requests can be scheduled in advance. To avoid
a scheduling conflict when making arrangements for a class or group
session to use the Reading Room, professors and researchers need
to contact the Archivist at least one week in advance. Researchers
must either fill out a User Registration form or add their
request to their existing file. For a group session, only the professor
or lead researcher must fill out a registration form. Researchers
must agree to abide by the guidelines set forth below.
Access and Circulation
Materials must be used in the Reading Room. Any Hanover College
staff member, student or other researcher can use materials after
registering. Authorized Hanover College personnel wishing to borrow
materials for publication will need to fill out a Loan form
and get permission from the Archivist or Library Director. The staff
reserves the right to restrict the use of unprocessed collections,
materials of exceptional value or items in fragile condition.
Personal Items
Briefcases, bookbags, coats, bags, digital cameras, cell phones,
and other personal items must be deposited in the closet adjacent
to the Reading Room. The closet will be kept locked, and researchers
are required to check with a staff member before leaving the Reading
Room. We cannot be held responsible for the loss, theft, or damage
of personal items.
Food and Drink
No food or beverages of any kind are allowed in the Reading Room.
Conducting Research and Handling Materials
Researchers should wash and dry their hands before using collections.
The handling of some items will require white cotton gloves, which
will be provided. Only pencils are to be used in the Reading Room.
These are available upon request. Please leave all other writing
implements with your personal belongings. Researchers are not permitted
to write on, trace, lean on, fold or place other items on top of
archival material. Please lay documents flat on the table. The use
of portable computers is permitted. Personal books or textbooks
used in conjunction with research in the Reading Room must be shown
to a staff member in advance.
Collection Arrangement
A staff member will bring the materials to the researcher. Researchers
will keep the documents in the order they were received. Remove
one folder from a box at a time. If materials are out of order or
missing notify a staff member.
Photoduplication Services
The Archives staff will consider requests for photocopying unless
it will cause damage to the original or violates copyright law.
Staff will perform all copying for 10 cents per image. Photocopies
are only for the private study of the researcher, who agrees not
to transfer copies to other repositories or further reproduce them
or to publish any part of them without the written permission of
the Archivist. Please do not alter the order of the collection or
remove items. To identify what materials you wish to have copied,
use acid-free paper slips, available from a staff member. Write
on a slip if part or all of a collection is to be copied. A postage
and duplication charge will be applied to mail requests.
Permission to Publish
Performing research is not an authorization to publish. In case
of the commercial or private publication, (other than by faculty,
students, staff of Hanover College), of materials from the Archives
and Special Collections, a publication fee of $25.00 per image will
be charged, and a Permission Form must be filled out. A citation
is required if material is published; this repository should be
cited as "Archives of Hanover College - Duggan Library."
updated 7 August 2006
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