Policy Title: Archives Department Usage Policy 
Policy Number: LP-023
Type of Policy: Library 
Last Reviewed Date: November 12, 2024
Next Review Date: November 30, 2027 
Responsible Administrator: Dean of Libraries 
Policy Owner: University Archives
Contact Name: University Archivist
Contact Title: University Archivist and Head of Special Collections 
Contact Email: Library@clayton.edu 

Policy Statement:
Given the historic and rare nature of archival collections held in the Clayton State University Library Archives, the guidelines and rules set forth in this policy will best preserve archival materials to ensure that researchers can continue to use them for years to come. 

Reason for Policy:
The policy outlines the rules and guidelines for accessing archival materials to protect and ensure the perpetual preservation of the repository’s holdings of valuable historical records, for individuals seeking research, scholarship, touring, and general visiting activities upon interacting with items held in the Clayton State University Archives.  

Policy Scope: 

The policy applies to: 

• All members of the university community
• All employees
• All public visitors to the University Archives 

Policy: 
All visitors are required to make an appointment to do research in the Clayton State University Library Archives during department business hours (hours may vary by semester). To schedule an appointment please use the web address link located in the Reference/Sources section of this policy. Certain requested archival items for research may take longer to locate than others, which may affect the available appointment date. Please allow staff the appropriate time needed to prepare items for your appointment time and date.  

Materials Brought to the Archives Reading Room 
All bags, coats, umbrellas, containers, backpacks, purses, computer cases, and other personal belongings must be left in the visitor storage shelving while you are using the Archives. The Archives nor the library staff are responsible for the security of your personal property. 

Registration 
Each researcher is required to complete a research application for each research project. Each researcher is required to sign in and present a photo id for each research visit. By signing in, you agree to abide by these rules. For the protection of our materials and collections, you may be denied access if you do not comply with the rules. 

Food and Drink Items 
No food or drink, even in a covered container, is allowed in the Archives. No gum, mints, or other edible items are allowed. 

Equipment 
While using archival collections, you may have a laptop computer. 

1. No scanners, cameras, or cell phone cameras can be used.
2. While in the Archives, all personal electronic devices (i.e. cell phones) must be muted. If a cell phone rings, you will be asked to leave the Archives to take your call. 

Handling of Materials 
Guidance to the proper handling of materials commonly found in Archives that you will interact with at the repository. 

1. Do not use ink or ballpoint pens, felt-tipped markers, or similar writing implements.
2. Use only paper and pencils provided.
3. Lay your pencil down when handling the materials.
4. Do not mark on materials or erase existing marks.
5. Do not write notes on top of materials
6. Do not fold, tear, or cut documents.
7. Do not make tracings or rubbings.
8. Keep unbound materials on the surface of the table and leave them in the folder while using them.
9. Turn pages gently.
10. Do not rest books or other objects on the surface of collection materials.
11. Use book cradles for books. Book cradles are provided by the Archives.
12. Do not apply paper clips, fasteners, staples, tape, sticky notes or rubber bands to archival materials.
13. Do not touch the surface of loose sheets or book pages if they can be handled by the edge.
14. Use gloves to handle film, photographs, and negatives.  Gloves will be provided by the Archives. 

Maintaining Original Order 
To protect the integrity of the archival documents, the original order must be maintained by: 

1. Request only one record series/collection at a time.
2. Use no more than one box at a time.
3. Use one folder from a box at a time.  Leave a colored sheet of paper to mark its  
4. space in the box.
5. Maintain the existing order of materials within each folder and box. 

Circulation

1. No materials, documents, or collections belonging in the Archives will circulate.
2. Exceptions may be made for offices or person requiring use of material they transferred/donated to the Archives provided they have prior approval of the Archivist. 

Reproduction

1. No self-service duplication of materials is permitted.
2. Materials may be photocopied or scanned in accordance with the limits of the copyright act and the Archives' policy.
3. Researchers should submit a Duplication Request form.
4. Archives staff will perform all photocopying and scanning activities of archival materials.
5. For the protection of its holdings, the Archives also reserves the right to restrict the use of duplication, copy, or reproduction of materials deemed of exceptional value, fragile, or bound by copyright protection of the copyright holder.  

Restricted Materials 

1. The use of certain documents may be restricted by statute or the office of origin/donor. 
2. For the protection of its holdings, the Archives also reserves the right to restrict the use of materials which are not arranged or are in the process of being arranged, materials of exceptional value, and fragile materials. 

Publication 

1. Obtain permission from the Archives before unpublished documents can be published.
2. In giving permission to copy, quote from, or publish, the Archives does not surrender its own right to publish such material or grant permission to others to do so.
3. The researcher assumes full responsibility for the use of material(s) and for conformity to the laws of defamation, privacy, and copyright. 

Violations of the Policy 
Anyone violating the policy will be asked to leave the Archives. 

Interpreting and Implementing Authority  
The Archivist will be responsible for interpreting and implementing the policy. 

Citation 
In citing sources from the Archives, the form should be as follows: 
Identification of the item and titles of the Record Group or Collection, Clayton State University Library Archives and Special Collections, Clayton State University Library, Clayton State University, Morrow, GA. 

Definitions:
Original Order – maintaining records in the arrangement established by the creator, to prioritize preserving context of how a creator organized their records. 

References/Sources:
Links to University Archives forms used in this policy and procedures: 

• Schedule Appointment Online Form - https://www.clayton.edu/archives/planning-a-visit 
• Research Application PDF – https://archive.clayton.edu/New%20directory-Objects-test-1/AdminDocs/

Policy History: 

Revision Date	Author	Description
01/20/2021	University Archivist	Combined smaller policies into one usage and procedures policy for using the Archives
11/12/2024	University Archivist	Updated to university standards for formatting