Archival materials are often fragile and require us to be extra careful when handling them. To help ensure the longevity of our collections, the following rules must be followed during any research appointment.
Before Your Appointment: Make sure hands are washed right before arriving for an appointment. There are restrooms available in the Killian Building near the Lakeside Café.
Personal Belongings: Large bags, books, and other personal items must be placed under the table where the researcher is sitting. Researchers can have pencils, paper, cell phones/cameras, and laptops on the table. No pens are allowed. If researchers do not have a pencil, one can be borrowed from the Archivist.
Accessing Materials: Access to requested materials is set for the duration of the research appointment. Requests for additional items or collections during the appointment will be reviewed by the Archivist on a case-by-case basis depending on the time needed for the new request. All materials must stay in the archive and are not open for circulation.
Handling Materials: Please handle all items with care. Ensure hands are clean with no lotion on them. Handle one item at a time and only have one folder open at a time. When looking at photographs, hold the picture by the edges. Gloves will be provided if materials are particularly fragile.
When looking through the materials in a collection, researchers agree to:
- Use pencils only
- Keep materials in the same order as they are found in the folder/box
- Only remove one folder at a time from a box and replace each folder in the correct order (ask the archivist for help if you are unsure where a folder goes inside a box)
- Keep materials completely on the table and use any support structures as instructed
When looking through the materials in a collection, researchers agree not to:
- Use any type of pen or permanent markers
- Fold, tear, cut, or damage any documents or photographs
- Use paper and pencil to make a tracing or rubbing of any document
- Touch the surface of photographs, documents, or book pages if they can be safely handled by their edges
- Attach Post-it notes or sticky tabs to any materials
- Place anything on top of materials (examples: laptop, cell phone, paper/notebooks)
- Take notes on top of materials
Eating and Drinking: Food and drink are not allowed in the Archive Room during your research appointment. Researchers may keep a closed bottle of water on the ground and step outside to drink it when necessary. If researchers need to eat during their appointment, let the Archivist know, and all materials will remain at the researcher’s table
Technology: Researchers can use a laptop, tablet, or cell phone to take notes and pictures of materials. Researchers are allowed to use cell phones and/or digital cameras without flash with permission from staff. Researchers are fully responsible for all their possessions.
Reproduction: If researchers need a high resolution copy of a photograph or document, they can make a request for a limited number of scans during their appointment. The Archivist will approve requests if time allows. Depending on the number of scans and/or material to be reproduced, the Archivist might need time to fulfill the request. If the request cannot be met during the researcher’s appointment, they will be asked to fill out the Digitization Request Form and scans will be emailed to them at a later date. Some requests may be denied if digitization would cause unnecessary damage to the material or duplication would violate donor access restrictions and/or copyright laws.
Restricted Materials: The use of or access to certain materials may be restricted for legal reasons or due to donor stipulations. Researchers are responsible for fulfilling all terms needed to use restricted materials (i.e. using copyrighted materials for non-educational purposes). Access to unprocessed or partially processed collections is determined by the Archivist.
Publication: Anyone seeking to use any materials currently housed in the Archive or Special Collections in a publication or exhibit must complete the Use Agreement and submit it to the Archivist. The Archivist must then approve the request. If copyright has been retained by the donors, researchers must obtain their full permission before publication. Researchers assume full responsibility for use of materials in publication and for conformity to the laws of defamation, privacy, and copyright. They will indemnify and hold harmless Blue Ridge Community College Archive and Special Collections from any claims that may arise as a result of the use of materials.