MOUNT SAINT MARY'S ARCHIVES &
DEPARTMENT OF SPECIAL COLLECTIONS
Use of Archival Materials
Permission to examine archival material will be granted to researchers at the discretion of the archivist. Researchers will be required to fill out a Researcher Registration form and sign to acknowledge their agreement to abide by the rules stated therein, which are discussed more fully below. Permission is subject to any restrictions that may have been placed on the material by the donor. Certain records, such as personnel files and alumni records of living persons, are never available for research. The Archives reserves the right to refuse access to its collection or any portion thereof.
Handling Archival Materials
A researcher is responsible for the safeguarding of any materials made available to him/her.
Researchers may not remove materials from the Archives for any purpose or rearrange the order in which they are delivered. If materials appear to be out of order, they will bring this to the attention of the archivist.
Researchers may use only one folder from one box at a time.
Where photocopies exist, they must be used instead of the originals, unless use of the original is justified.
Only pencils may be used for note-taking. Ink may permanently damage archival materials.
Documents may not be leaned on, written on, folded, or handled in any way likely to damage them.
White cotton gloves must be worn by researchers when handling unprotected photographs, negatives, or fragile documents or textiles.
Eating, drinking, and smoking are prohibited in the Archives.
Copyright and Proper Citation
Permission to examine and photocopy materials is not an authorization to publish them. Researchers who plan to publish their work should make independent inquiry concerning any copyrights that may be in force or any other restrictions on publication. The Archives does not assume responsibility for infringement of copyright material held by others. The researcher must obtain permission in writing to use entire or significant portions of materials which are still under copyright protection, and proper citation must be given for each use of an item from the Archives' collection. An example is as follows:
Manuscript collection, Mount Saint Mary's Archives and Department of Special Collections, Mount Saint Mary's University, Emmitsburg, Maryland.
Photoduplication
The Archives will consider requests for the photoduplication of material when such duplication can be done without injury to the material, does not violate copyright restrictions, and does not overwhelm the resources of the Archives. Researchers are not permitted to photocopy archival materials themselves. Instead, researchers should tag documents to be photocopied with document markers supplied by the Archives. For small orders, the Archives charges outside researchers twenty-five cents per page; large orders will be taken to the University's print shop and charged at cost. The Archives charges a fee of ten cents per page for photocopies made for the purposes of internal research by staff, faculty, or students. The higher fee applies to outside researchers and genealogy requests.
Reproducing Photographs
Fees for photographic reproduction for personal use:
If a negative exists: $5.00 + cost of photograph
If no negative exists: $5.00 + cost of creating a negative + cost of photograph (the Archives retains the negative)
Fees for digital images produced on photographic paper:
Fees for scanning for personal use:
Publication fee for all media: $25 per image. Permission will be granted for a one-time, non-exclusive use only.