Purdue University Libraries
Archives and Special Collections Unit

POLICIES AND PROCEDURES

 

 

Mission Statement

The mission of the Purdue University Libraries Archives and Special Collections unit is to support the discovery, learning, and engagement goals of Purdue University by identifying, collecting, preserving, and making available for research records and papers of enduring value created or received by the University and its employees

Access Policy

Collection materials in the Archives and Special Collections are accessible to Purdue University students, faculty, staff, and the general public. Except for emergency personnel and maintenance workers responding to a particular facilities issue, no individuals working outside the Archives and Special Collections unit are allowed access to the Archives stacks area. Maintenance workers responding to a particular facilities issue may access the stacks if access is warranted and prior permission from the Head of Archives and Special Collections is obtained. Except in an emergency situation, all maintenance, cleaning, and facilities work must be done during regular open hours and in the presence of a full-time staff member in the Archives and Special Collections unit. Staff in the Archives and Special Collections unit retrieve materials for students, faculty, staff, and the public. Restricted records are available only with written permission from the donor and the Head of Archives and Special Collections. Archival materials are non-circulating and may not be charged or checked out by patrons under any circumstances. Original archival materials will not be made available for inter-library loan. When surrogates of original materials are available, these may be made available for inter-library loan at the discretion of the Head of Archives and Special Collections.

Use Policy

Patrons will register and present photographic identification before using materials in the Archives and Special Collections, and patrons will fill out a request slip that includes the patron’s name, address, and identification number. No more than four boxes, books, or other materials will be retrieved for one person at a time. Patrons may only use one box, book, or item at a time. Patrons’ belongings will be put away before they can use the materials. No pens, markers, or other harmful writing utensils will be allowed near the records; only pencils may be used for taking notes. Patrons are allowed to bring laptop computers into the library. No food, gum, or beverages are allowed in the reading room. In special circumstances, food and beverages are allowed in the Archives and Special Collections space if they are in conjunction with a planned special event hosted by the Libraries.

Photocopying of Archival Materials

  • Researchers are not permitted to make their own photocopies of archival materials.
  • Archives and Special Collections staff may refuse photocopy requests of rare, fragile, or oversized materials.
  • A maximum photocopy order of 30 pages may be placed at one time. See staff regarding current photocopy fees.
  • No more than 10% of a collection may be photocopied for a patron.
  • Content from books will only be reproduced by staff and only if the Head of ASC or the Head of Reference inspects the item and agrees that duplication of the item will not violate copyright law and condition of the item is good enough that the duplication process will not cause harm.
  • Photocopying requests are filled by the Archives and Special Collections staff, and may require time to process.
  • Photocopies may not be further reproduced.
  • Supplying a photocopy is not authorization to publish.
  • Photocopy orders provided by mail may be subject to shipping and handling fees.

Photographing of Archival Materials

ASC allows patrons to bring in and use personal cameras (regular or digital) under the following conditions:

  • Before photographing any materials the patron must obtain permission from the Head of ASC or the Head of Reference and must complete a Photography request form identifying what they will be photographing and for what purpose.
  • Photography must be for personal or research use only; special permission is required to publish or further reproduce the materials in the ASC collections in print, on the Internet, or for exhibition purposes. If you anticipate publishing any original material from the ASC collections, request a Permission to Publish form.
  • No flash photography can be used.
  • Items photographed must be loose (unbound) manuscripts in good condition without donor restrictions.
  • Only up to 10% of a collection may be reproduced.
  • No tripods, supports, special lighting, or other photographing apparatus may be brought into the reading room except with advance special permission from the Head of ASC or the Head of Reference.
  • Patrons will not prop items up or lean on items during the photographing process. ASC staff may, in some instances, be able to provide physical supports for items while they are being photographed.
  • Patrons who are photographing materials will be respectful of other researchers and not disrupt the quiet study environment of the Reading Room.
  • ASC staff will supervise the photographing process and reserve the right to refuse permission to photograph materials if patrons abuse these rules.
  • It is the user's responsibility to obtain the University's and/or other copyright holder's permission before using the material for any purpose other than private study, scholarship, or research.
  • Patrons are not at any time allowed to bring in personal scanners.
  • Photographs will be reproduced by ASC staff through our standard system, fees, and permission form.
  • Content from books will only be reproduced by staff and only if the Head of ASC or the Head of Reference inspects the item and agrees that duplication of the item will not violate copyright law and condition of the item is good enough that the duplication process will not cause harm.
  • General photography of the physical space is allowed.

Collecting Policy

The Archives and Special Collections unit of the Purdue University Libraries collects, preserves, and makes available to University students, faculty, staff, and the public materials of all formats relating to the history of the University and its areas of subject emphasis as the land grant institution for the state of Indiana. The Archives and Special Collections accepts donations of materials relating to the history of Purdue University, including materials that document the lives and work of people and organizations associated with Purdue; significant research materials relating to the history of Indiana; materials of a regional or national focus relating to the subject strengths of Purdue University that meet the educational and research needs of the University and its faculty, staff, students, and researchers; and significant research materials relating to major individuals and events in United States history. The Archives and Special Collections unit also encourages gifts of materials that document the history of women and minorities in the Purdue community and the state of Indiana.

The Archives and Special Collections does not accept donations of duplicate materials; copies of archival materials held by other institutions; non-archival materials such as current records or records with no enduring value; non-rare books or other publications, unless they relate to the history of Purdue University, the state of Indiana, or the people associated with the University or the state of Indiana.

Appraisal Policy

The Purdue University Archives and Special Collections welcomes gifts of manuscript or archival materials that fit within its collecting policy guidelines. When gifts are of a substantial nature, due to value or volume, professional appraisals are beneficial to donors for tax purposes. Purdue University cannot appraise gifts of materials, nor can University employees appraise materials submitted or brought in for identification or estimation of value by patrons. The Internal Revenue Service regards archives, libraries, and museums as interested parties, and appraisals prepared by them for gifts that they receive are subject to question. As an interested party, it is inappropriate for the recipient of a gift to also be its appraiser. A disinterested third party should always act as an independent appraiser of the archival materials for the donor. Patrons and potential donors may contact the Appraisers Association of America, Inc., 541 Lexington Avenue, New York, New York 10022, for a list of local appraisers of manuscripts, rare books, and other historic materials