Special Collections Department: Archives & Manuscript Collections

Using the Collections

To safeguard the valuable and unique materials housed within the Special Collections Department, researchers are requested to observe the following rules:

1. No smoking is permitted in the Special Collections reading rooms. Food and beverages are also not permitted. Outer clothing, attache cases, backpacks and other similar items are to be left in the appropriate place.

2. Fountain pens, felt-tip pens, bottles of ink or similar writing materials cannot be used. Researchers are asked to use pencils. Laptops and tape recorders may be used; please avoid disturbance of other patrons.

3. Cameras or photographic equipment may be used with permission of the Department Head.

4. Patrons must fill out a registration card with their name, address, telephone number, and research topic prior to materials being requested.  An out slip for each collection or item should be submitted to the person at the Reference Desk.

5. Materials must be handled with care; they must not be marked, torn, cut, folded, soiled, traced over, nor noted be written on top of the material, nor handled in any manner which might cause damage.

6. To assist the staff in maintaining original order of the collections, researchers are requested to observe the following: Use no more than four (4) boxes at a time; Use one folder from a box at a time; Maintain the existing order of material within each folder and box. If there is any doubt as to the order or if there is apparent damage, please notify the Reference Desk.

7. Material may not be removed from the reading area without permission. Material may be photoduplicated in accordance with the policies and procedures of the Special Collections Department. The Department may set reasonable restrictions to protect fragile or damaged materials.

8. The use of certain manuscripts or other materials may be restricted by statute, by office of origin, or by the donors. The researcher must assume full responsibility for fulfilling the terms connected with any restricted material. For the protection of its collections the Library also reserves the right to restrict the use of materials which are not arranged or in the process of being arranged, materials of exceptional value and fragile materials.

9. Permission from the Library must be obtained in writing before manuscripts, diaries, correspondence, documents and any other published materials from its collections can be published. 

10. If permission to publish is granted, location of the material must be indicated in the works, and a complimentary copy presented to the Special Collections Department.

(8/2003)