Policies

Mission Statement and Collection Development Policy

Forms:
Agreement to Transfer University Records
Deed of Gift
 

Access Policy

Reference Service Policy

Rules for Using the Archives


Forms:
Research Application
 
 
 


Mission Statement and Collection Development Policy


Armstrong Atlantic State University establishes an Archives and Special Collections with the legal authority to collect, preserve and make available historical records as outlined in its mission statement and collection policy. The AASU Archives and Special Collections are administered the Director of Lane Library.
 

AASU Archives and Special Collections Mission Statement

The mission of the University Archives is to support the goals of Armstrong Atlantic State University by identifying, collecting, preserving and making available selected university records and personal papers of enduring value received from administrators, faculty and students for the use of university staff, students, scholars, and the general public.

The mission of the University Special Collections is to support the goals of Armstrong Atlantic State University by identifying, collecting, preserving and making available manuscript collections of enduring value for local or regional history. The AASU Special Collections will be made available for the use of university staff, students, scholars and the general public.
 
 

AASU Archives and Special Collections Collection Development Policy

Statement of Purpose:
The purpose of the University Archives is to identify, collect, preserve and make available university records and manuscripts of enduring value. The purpose of collecting such records is to provide documentation of the development and growth of the University, its role in the state of Georgia and in the community at large, the activities of its student body and alumni, and the development of its physical plant and grounds.

Types of Programs: The AASU Archives and Special Collections will support research, preservation efforts, exhibits, outreach and publications related to the Universityís documentary history.

Acquisitions: Material will be acquired through internal transfer, donation, deposit and purchase. Donations of materials and funds are essential to maintaining and developing the Archives and Special Collection. Grant funding is also sought. The decision to select and preserve records of historical value is the responsibility of the librarian in charge of the Archives and Special Collections.

Clientele: University staff, students, researchers and members of the community are permitted to use the AASU Archives and Special Collections after proper identification and registration.

Priorities and Limitations of the Collection: At present the Archives and Special Collections especially welcome donations of material relating to the first 50 years of the history of the University.  The collection will focus primarily on the history of Armstrong Atlantic State University. However, manuscripts significant to local and regional history will be collected.

The Archives and Special Collections will not serve as a records management and storage facility for routine records of the Universityís Registrarís Office or the Business Office.

The Archives will not, generally, accept the following: materials relating to other geographical regions, or partial manuscripts and archival collections when major portions have already been deposited in another repository.

Forms of Materials Collected: Archival records, Manuscripts, Books, Photos, A-V, maps, pamphlets, oral history, memorabilia and scrapbooks.

Co-operative Agreements: The AASU Archives and Special Collections will strive to co-operate with other local repositories.  A co-operative relationship exists between the AASU Archives and Special Collections and the Florence Powell Minis Collection, another special collection administered by the Lane Library. The two collections will share space and transfer appropriate materials so as to benefit both collections. Coordinating such arrangements is the responsibility of the librarian in charge of Archives and Special Collections.

Resource Sharing: The AASU Archives and Special Collections will not loan material from the collection to individuals or to other institutions, routinely.  Limited photocopying will be done upon written request if the individual is unable to travel to the University to use the Archives and Special Collections.

Statement of Deaccessioning Policy: Duplicates and materials that do not reflect the collecting areas of the AASU Archives may be deaccessioned, subject to the terms of acquisitions, and state and federal laws, and offered to other more appropriate institutions or the donor or donorís family.
 

Deed of Gift: The AASU Archives does not accept materials from outside the University without legal transfer of title, deed of gift, or other official acknowledgment.
 

Monitoring Development and Reviewing Collection Development Guidelines: The collecting policy may be changed as needed and will be re-evaluated every ten years in connection with the Universityís self-study for accreditation

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Armstrong Atlantic State University Archives

Access Policy for Archival Records


Mission Statement

The mission of the AASU Archives is to collect and preserve materials that document the history of Armstrong Atlantic State University and to make their information available for research.

Records Authority

The University Archives of Lane Library, AASU is the official repository for the University's records. The records may be in various media such as paper, magnetic storage, film, or audio-visual recordings. The record form may be correspondence, memoranda, reports, newsletter, press releases, newspaper clippings, photographs, memorabilia or other formats.

Access

The records of the University Archives will be made available in accordance with the rules and regulations of the Armstrong Atlantic State University and Lane Library. Appropriate Federal and State Laws govern the University in its policy. The Georgia Open Records Act has been amended to protect archival records in public institutions (O.C.G.A. 58-18-100-101.) Other policies of the University Archives related to its records are implicitly established in this procedure. In the absence of specific restrictions, and within the established guidelines, all materials in the University Archives will be opened to researchers on a non-discriminatory basis. Availability will be limited by the following:

1.  Transferring Department's restrictions.
Any restrictions the University office or department wishes to impose on the records they transfer to the Archives are spelled out in the transfer agreement. These restrictions are noted on the accession record.

During the restricted period, the records will be made available to the department or office of origin and staff of the University Archives as necessary. Access to the records of the department will be permitted with written consent of the current official of the department or office whose records are sought.

2.Donor's Restrictions.
Any restrictions the donor wishes to impose on the records are spelled out in the Gift Deed. These restrictions are noted on the accession record.

During the restricted period, the records will be made available to the individual or organization of origin and staff of the University Archives as necessary. Access to the records of the department will be permitted with written consent of the individual whose records are sought.

3. Condition of Materials
The University Archives reserves the right to deny access to unprocessed records. Also, researchers may be denied, restricted or required to utilize reproductions in lieu of original records, when the physical condition of  such records might be endangered by use.

4. Reproduction of Materials and Copyright.

In order to facilitate various aspects of research, the University Archives will provide reproductions of a reasonable amount of material, provided such copying is in consistent with donor instruction and copyright law.  Reproductions will be made by Library/Archives personnel only. The method of reproduction is at the sole discretion of the University Archivist or his/her designated representative. The researcher is solely responsible for the use made of any material secured from the university and any infringement of copyright.

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Armstrong Atlantic State University Archives and Special Collections

Reference Service Policies


Mission Statement:

The mission of the AASU Archives is to collect and preserve the materials that document the history of the University and make their information available for research.

Reference Service

Services provided by the University Archivist and Archives staff that assist researchers of the University Archives and Special Collections. These policies refer to use of unrestricted materials, see the Access Policy for policies concerning what material is available to researchers.

Research Aids

The University Archives will arrange and describe its holdings in finding aids, which are made available to researchers in the Reading Room, on the Library's web site and in national bibliographic utilities, such as OCLC. A brochure that briefly advertises the holdings, hours and contact information for the University Archives and Special Collections shall be made available to researchers and updated regularly.

Reference Service

Researchers may make reference inquiries of the University Archivist in person or through mail, telephone or electronic mail messages. Contact information is posted in the reading room, available in the brochure and on the library's web site. The level of reference service provided to such inquires will be decided by the Archivist, considering the nature question, staff time and giving priority to Armstrong staff, students and faculty.  For example, one level of reference service is to research and transmit the information requested to the researcher.  Another level of service is to provide the researcher with references to records from the Archives or collections that might answer their question and suggesting a visit to the Archives to use them.

Hours

Use of the Archives can also be arranged by appointment with the University Archivist. The University Archivist will determine the number of hours per week the University Archives can be open, balancing the needs of researchers with the Archivist's workload.  At the present time, the University Archives can not be staffed more than 15 hours per week during the semester.

Use

Before using the University's archival records for the first time, users must sign a research application agree to abide by The Rules for Use of the University Archives. The University Archives reserves the right to deny use of the materials at any time to any person who refuses to follow the rules or staff instructions. The stacks of the University Archives are closed.  Users must request materials with a Request form and use the records in the Reading Room when a trained Archives staff member is present.

Reproduction of University Archives and Special Collections Materials

Copies are provided by the University Archives as a service to researchers for their private study and on a fee for service basis. Copies provided may not be further reproduced.  In order to insure the careful handling of the records all photocopying is done by Archives staff. The University Archives may set limits on the amount of copying it will undertake.  Factors to be weighed, in addition to staff time, include possible infringement on copyright and the fragile nature of the materials.

A Research Application must be approved before copying is permitted. A duplication request form must also be completed and approved by University Archivist.

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Rules for the Use of University Archives


To safeguard the unique and valuable archival and manuscript material, researchers are requested to observe the following rules:

MATERIALS BOURGHT TO THE READING ROOM: Users must stow coats, books, briefcases, bags in the designated area in the Archives Reading Room.

REGISTRATION: Each user must fill out a research application on his/her first visit, and on succeeding visits when requested.

SMOKING, EATING AND DRINKING: are not permitted in the University Archives under any circumstances.

EQUIPMENT: Portable computers, photographic, video and audio equipment may be used with permission of the Archivist. Users are responsible for the security of the equipment and materials they bring to the Reading Room.

HANDLING OF MATERIALS: materials must be handled with care.
DO
1. Use only pencils and paper provided.
2 .Keep unbound material on the surface of the table and in the folder during use
DO NOT:
1. mark on materials or erase existing marks;
2. use ink pens, felt-tipped pens, or similar writing instruments;
3. write notes on top of material;
4. fold, tear or cut documents;
5. make tracings or rubbings;
6. rest books or other objects on the surface of items;
7. touch the surface of loose sheets or book pages if they can be handled by their edges;
8. apply paper clips, fasteners, tape, post it notes or rubber bands.

MAINTAINING ORIGINAL ORDER: To safeguard the integrity of the archival documents, the original order must be maintained by:

1. Requesting only one record series/collection at a time and use no more than two boxes at a time.
2. Using one folder from a box at a time
3. Maintaining the existing order of material within each folder and box. If there is any doubt as to the order please notify Reading Room staff.

CIRCULATION: No material will circulate. Exceptions may be made for offices or persons requiring use of material they have transferred/donated to the Archives provided they have prior approval of the Archivist.

REPRODUCTION: Material may be photocopied in accordance with the limits of the copyright act and the Archives' policies. Users should submit a Duplication Request form. Archives staff will do all photocopying.

RESTRICTED MATERIALS: The use of certain documents may be restricted by statute or the office of origin/donor. 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: Permission from the Archives must be obtained before any unpublished documents can be published. 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.  The Researcher assumes full responsibility for use of material and for conformity to the laws of defamation, privacy, and copyright.

CITATION: In citing materials from the University Archives, the form should be as follows: [Identification of the item and titles of the Record Group or Collection] University Archives and Special Collections, Lane Library, Armstrong Atlantic State University, Savannah GA.



Acknowledgement: Preparation of this policy manual was made possible by a grant from the Georgia Historical Records Advisory Board (GHRAB.) Many of the policies contained in this manual were adapted from examples compiled in GHRAB's Preferred Practices for Historical Repositories: A Resource Manual (April, 1999.)


Last Updated: September, 2000.
 

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