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The Purdue University Archives and Special Collections (which is hereafter referred to as the “Archives”) serves as a repository for the records, manuscripts, publications, and other historical materials documenting the intellectual, cultural, and administrative history of Purdue. It is the responsibility of the Archives to balance researchers’ needs for access with the needs for confidentiality of persons and institutions whose activities are reflected in the collections. [1] The Archives is committed to providing open and equal access to the materials in its care to researchers, educators, students, and the public without discrimination or preferential treatment. Unless specifically noted, special permission is not required.
Discovery of and access to collection material is facilitated by descriptions and inventories on the Purdue Archives website, online tools and indexes, displays and exhibits, digitization, staff assistance, and by use in the archives reading room.
Researchers viewing collection materials in the Archives reading room must complete a Researcher Registration Form once annually. Doing so ensures that researchers agree with the terms and conditions for research at the Archives. Researchers must present a valid photo ID and fill out a User Request Form at each visit. Archival materials are non-circulating and must be viewed in the Archives reading room.
The Archives reserves the right to revoke access privileges to researchers who violate the terms and conditions for research. See the Conducting Research page for details.
While the Purdue Archives promotes the widest possible access and use of its collections, there are materials that must be restricted for a period of time due to legal or institutional obligations.
Records containing sensitive patient health information, personal financial information, personally identifiable information (PII), student records, legal records, personnel information, and other materials private or sensitive in nature will be restricted for research use according to the time stipulated by state and federal laws, Purdue University policies, or the wishes of the donor of the material. Such information may only be disclosed to the donor of the materials or the donor’s designee.
Access to materials may be limited to preserve materials in poor or fragile condition. In these instances, the Archives will provide access to materials in another format, when feasible.
Access to materials may be delayed in the event that an archivist must review unprocessed collections for sensitive information prior to making them available to researchers.
Archival repositories have a responsibility to inform researchers of restrictions. Collection descriptions and inventories will indicate if material has been removed or redacted, what materials specifically, the reasons for doing so, and for how long this content will be restricted. When reasonable and possible, Archives staff will provide access to copies of restricted materials with the private or sensitive information redacted.
A researcher who would like to obtain access to restricted or closed records may appeal to the University Archivist in writing. The researcher must indicate clearly which materials are of specific interest, why they are important to their research, and the intended use of the records.
The Purdue Archives makes every effort to ensure that it has appropriate rights to provide access to content. If, during the course of your research, you encounter material which contains information that raises privacy or confidentiality concerns, please let an archives staff member know.
If you would like to contest the accessibility of materials in the Archives and Special Collections, contact archives@purdue.edu and your request will be directed to the most appropriate staff member. Your request must include a description of the material of concern (including collection name and box number; if digital material, a URL or unique identifier), an explanation of how this information jeopardizes your rights, and your contact information. The Archives staff will review your request and consult with Purdue Libraries administration and University legal counsel regarding your request.
ALA-SAA Joint Statement of Access: Guidelines for Access to Original Research Materials International Council on Archives: Technical Guidance on Managing Archives with Restrictions
Brandeis University Access Policy for University Archives Caldwell University Archives Access Policy City College of New York Archives Access Policy Frick Collection Archives Access Policy Georgetown University Archives Access Policy Guggenheim Archives Access Policy Pomona College Archives Access Policy Smithsonian Institution Archives Policies Concerning Access and Restrictions on Use Wellesley College Archives Access Policy University of South Carolina Libraries Access, Use, and Removal Policy
