Access to information in the Archives is governed by the need to balance two
sometimes conflicting needs: the widest access to the most information and protection
of the legitimate privacy rights of individuals. The Archives also must comply
with University policies and regulatory and statutory prohibitions on the release
of information.
Restrictions are based on the Content, Status,
and Age of records.
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Unprocessed Materials
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Regardless of any other characteristic, these are restricted.
Unprocessed records may be used only by the archivists and representatives
of the creating or successor office. Unprocessed papers may be used only
by the archivists and the donor. |
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Publications
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If processed, are unrestricted. Anyone may use them. |
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University Records
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If processed and
- more than 80 years old, are unrestricted. Anyone may
use them.
- between 20 and 80 years old and do not contain protected
information, are unrestricted. Anyone may use them.
- between 20 and 80 years old and contain protected information
are restricted. They may be used by the archivists and employees responsible
for administration of functions treated in the records. Other users must
request permission to use these records.
- less than 20 years old are restricted. They may be used
by the archivists and employees responsible for administration of functions
treated in the records. Other users must request permission to use these
records.
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Personal Papers
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If processed and there are no donor restrictions, are unrestricted.
Anyone may use them. Student grades and graded coursework are subject to
the same restrictions as University records. |
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Organizational Records
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Access to records of University-sponsored student, faculty, staff, alumni, and friends groups are governed by the by-laws or regulations of the group. Absent such restrictions, if processed, these records are unrestricted. Anyone may use them. Records of University subsidiaries are subject to the same restrictions as University Records. |
Permission to Use Restricted Records
In preparing to do research in the Archives,
you may determine, from the finding aids or in consultation with an archivist,
that restricted materials may be relevant to your project. If your project is
likely to require access to records less than 80 years old or unprocessed records,
it is in your best interest to contact us some weeks before your visit.
Records between 20 and 80 years old must be reviewed to determine if they contain protected information.
When reviewing is complete, you will be notified if the records of interest to you contain protected information.
You may request permission to use restricted records in writing, via fax, letter, or email. Include a description of:
- •your project
- •the materials you wish to use, including identification number of the accession or series containing the material, box and folder numbers and folder title, type of restriction
- •your name and contact information (phone, fax, email, or mailing address)
Your request will be reviewed and you will be notified of the decision as soon as possible. Again, it is in your interest to submit this request as early as possible.
Sample permission request:
I am a doctoral student in the information management program of State University. As part of my dissertation research on the effect of the Classification Research Group on U.S. library science curriculum during the 1960s, I would like to use the following restricted materials:
45L 1:5 Library Science Students. (student information, 1964)
45QB 1:3 Center for Applied Linguistics (personal finances, 1967)
45RP8 11:6 Pathology Research Projects (personal finances, 1964)
A87-090 1:5 Special Classification Center, 1964 (unprocessed)
Joe Student
phone: 123-456-7890
email: jxs57@123.edu
Content Restrictions
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Lawyer-Client Privilege
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Legal advice from an attorney to a client and information
given to the attorney for the purpose of securing legal advice |
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Employee Evaluations
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Evaluation of job performance by supervisor or other authorized
agent |
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Medical Information
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Mental and physical health conditions or treatment |
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Grievances and Discipline
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Grievance and disciplinary proceedings and unresolved allegations
of misconduct |
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Financial Information
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Salary, income, net worth |
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Student Information
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Non-directory personally identifiable information about students |
Status Restrictions
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Processing
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Processed materials have been integrated into the collection. Unprocessed records have not - they remain as they were when transferred to the Archives. |
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Original Ownership
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University records are those created by employees or those authorized to act for the University, in the conduct of their jobs.
Personal papers are created by an individual acting in a private capacity and owned by that individual.
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Distribution
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Unpublished materials were created for distribution only to participants in the activities for which the records were created.
Publications were created for distribution to third parties, i.e., the intended recipients were not participants in the activities which created the records.
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Age Restrictions
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In general, restrictions diminish as records age. Our cut-off points are 20 years and 80 years. |
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