Policies and Guidelines

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SDSU Archives and Special Collections Policies and Guidelines for Researchers

Special requests with variations to these procedures should be directed to the University Archivist.

The policies and rules of the Archives are subject to change without notice.

Materials Use Policy

All material located in Archives and Special Collections may be used only with supervision.

All material held by Archives and Special Collections do not circulate.

Many materials and resources in Archives and Special Collections are not in the public domain and copyright is largely held by the donor. Staff makes these materials available for private study, research and teaching. Online material may be downloaded and printed without prior permission for these purposes, on condition that you attribute the Archives in all copies.

By using these resources and materials, you agree to the following conditions of use:

These resources and materials may not be used for any commercial purpose without prior written permission from the Archives or the copyright holder. These resources and materials may not be re-published in print or electronic form without prior written permission from the Archives, or the copyright holder.

The use of certain materials may be restricted by statute, by the office of origin, or by the donor. For the protection of its collections, Archives and Special Collections also reserves the right to restrict use of records that are not arranged, are being processed, or are exceptionally valuable or fragile. In some cases, copies may be substituted for originals. There is no limit to how many times a researcher may request materials.

You may not download these resources and materials in order to mount them on another server for public use, or for use by a set of subscribers. Institutions may link to the resources and materials of the Archives, subject to these conditions of use.
Any permission given to reproduce these resources and materials is non-exclusive.
Photocopying may be done only with permission. The university Archives reserves the right to refuse photocopy requests if the material is fragile or may be damaged by the photocopying process.

Research Study General Rules

All users must fill out the researcher registration form.
Researchers will be asked to show a photo ID (preferably a Driver's License or a student ID) to the archives staff. Staff will make a copy of the ID for their records. The University Archives maintains records of patron visits to the Archives for a period of five years. This information is confidential.
Staff will assign you a place to sit to ensure that it has been cleaned and is ready for use.
Archives staff will re-shelve the items. Please leave items on the table or on the designated book truck.
Researcher's are to place personal belongings such as coats, purses, briefcases, backpacks, books and notepads into the designated cubby and closet space.
No food or beverages are allowed while researching. Gum chewing is also not permitted.
Please use only pencils for taking notes. Pencils and paper are available upon request.
All notes and bags are subject to inspection and approval prior to removal from the research room.
Laptop computers, tablets and other similar devices may be used.
The Archives reserves the right to revoke or deny access to any or all of the collections.
Researchers removing any material from the research study without approval will be referred to the University Police Department for prosecution.

Handling the Collection

The materials in the room must be handled with respect and care. Materials must be used with supervision in the reading room, with the exception of videos or other media which must be removed from the reading room for use.
Please make sure that your hands are clean.
One box of archival material is allowed per patron at a time.
One folder can be removed from the box at a time.
Items in folders should be examined one at a time.
Please keep the materials flat on the table.
Be sure to keep the materials from the folder in their original order. If materials appear to be out of order, please notify staff instead of attempting to rearrange them.
Consult research room attendant for photocopies.
Do not remove staples, ask a staff member for assistance
Never place an open book face down.
Do not lean on books or documents.
Never write or trace on books or documents.
Be careful when opening books and turning pages. Always lift the top corner of the page.
Do not use paper clips, rubber bands, post-it notes, or any three-dimensional object for place-markers. Paper bookmarkers are available at the reference desk.
Do not remove items, such as photographs, from their clear polyester sleeves.
Please handle photographs only when wearing white gloves provided by staff.
When using materials housed in special enclosures, please be sure to put them back in the same way. If you need help re-housing an item, please ask staff to assist you.
If the item you are using seems too fragile to handle, please ask staff to assist you.

The copyright law of the United States (Title 17, U.S. Code) governs the making of photocopies and other reproductions of copyrighted material. Libraries and archives are authorized to furnish reproductions upon request for specified purposes, including private study, scholarship and research, publication and public exhibition. This institution reserves the right to refuse to accept an order if, in its judgment, fulfillment of that order would involve violation of copyright law.

Users assume full responsibility for conforming with copyright laws and conventions, libel laws and individuals' rights to privacy and for the literary property rights that may be involved with the use of any materials.

The Archives may not hold the copyright to all of the original materials in its collections. It is the responsibility of the researcher to obtain any required copyright permissions from the copyright holder.

Permission to examine or to duplicate materials is not an authorization to publish. You must notify the Archives of any intent to publish or use archival materials beyond fair-use. If you intend to publish, please fill out and submit an "Intent to Publish, Quote or Exhibit" form. An archivist will notify you of any copyright information in our possession.

Duplication Policy

Any duplication is subject to the physical condition of the material and any donor or copyright restrictions.
Researchers may use personal cameras and cell phones for research purposes. A self-service scanner is available for use in the reading room.
The Archives provides high-quality scans. Charges for this service vary, please review the Reproduction Charges.
Copying materials is not an authorization to publish them. It is the responsibility of the researcher to obtain any required permissions from the copyright holder.
Please leave all items to be duplicated in their original order within the folders. Staff will provide you with paper slips to flag materials for duplication.
The Archives reserves the right to limit the size of duplication requests.
Copies of audiovisual materials may have to be obtained through off-campus resources; rates for these services would be determined by that resource.

Publication or Public Exhibition

Permission to use materials from the Archives for publication or public exhibition must be obtained in writing from the ��«Ӱҵ Archives. In a written application please indicate which items you are seeking to publish or exhibit and where you wish to publish or exhibit them.

The Archives would appreciate receiving copies of any publications using items from the collections. Use of any archival copies must be only for the purpose stated. If you later wish to make a different or additional use of department material (particularly if you will be publishing or exhibiting them), you will need to contact the Archives again for permission.

By authorizing permission to publish or quote from this material, ��«Ӱҵ does not surrender its own right to publish it or grant permission to others to do so.

The applicant assumes the responsibility regarding questions of copyright that may arise in the use of this material. The material will be cited as follows: [Collection Name], ��«Ӱҵ Archives, ��«Ӱҵ, Brookings, S.D.

SDSU Archives and Special Collections Collecting Policies and Guidelines

Collection Development Statement

The Collection Development Statement guides the selection of materials by the SDSU Archives and Special Collections. The Archives strives to select, preserve, arrange, describe, provide access and promote the use of its rare and unique collections. The Archives maintains materials due to subject matter, age, condition, uniqueness, rarity and items best managed separately from the H. M. Briggs Library's general collection.

University Archives

The SDSU Archives and Special Collections seeks to document the development of the ��«Ӱҵ community, including the administration, faculty, staff and students, by collecting records with enduring value. Records that have historical, fiscal, administrative and legal value are identified and retained permanently, regardless of format. Only inactive files will be accepted for transfer to the University Archives. The Archivist and Special Collections Librarian will determine materials for the collection based on the following criteria:

Official records, papers and publications of ��«Ӱҵ administration, colleges and departments that are created during the conduct of university business. This will consist of records generated by the administration, colleges, centers, committees and departments. These records include but are not limited to:
1. Correspondence
2. Meeting agendas and minutes
3. Reports
4. Photographs, slides, audio recordings, film, video, etc.
5. Publications, including course catalogs, directories, newsletters, newspapers, bulletins, etc.
6. Memorabilia and artifacts departments are to consult and comply with the .
Papers of ��«Ӱҵ faculty, which document the research and teaching of the university. Faculty papers also provide additional understanding of the operation and history of the university and its culture. These papers may include, but are not limited to:
1. Biographical material
2. Correspondence – personal and professional
3. Course materials – syllabi, lecture notes, and examples of exams. Please note that the Archives will not accept student work without the permission of the student.
4. Research files and publications
5. Department and committee files
6. Photographs, slides, audio recordings, film, video, etc.
7. Diaries, journals, and scrapbooks
8. Memorabilia and artifacts
Records of ��«Ӱҵ student organizations that document student life at the university. These records may include but are not limited to:
1. Meeting agendas and minutes
2. Membership information
3. Photographs, slides, audio recordings, film, video, etc.
4. Reports
5. Scrapbooks
6. Memorabilia and artifacts
Papers of ��«Ӱҵ students and alumni document the lives of SDSU graduates and former students, including their time at SDSU and after leaving SDSU. These papers may include, but are not limited to:
1. Biographical material
2. Correspondence – personal and professional
3. Papers relating to career activities and family life
4. Papers relating to activities as a student
5. Photographs, slides, audio recordings, film, video, etc.
6. Diaries, journals, and scrapbooks
7. Memorabilia and artifacts
Materials not added to the Archives may include, but are not limited to:
1. Documents produced by an office that does not have enduring value, such as receipts, work orders, reservations and acknowledgments
2. Records scheduled for destruction per the.
3. Materials from entities outside of the University, such as publications, reports and brochures that do not contain information about the University, which are created by other universities, professional organizations, and governments

Manuscript Collections

The SDSU Archives and Special Collections seeks to collect and preserve rare and historically significant materials, regardless of format, that supports the major research and educational subject areas of ��«Ӱҵ and document the development of the area surrounding the university. This includes collections of regional interests such as local organizations, businesses, and community members. Other criteria used include:

Geographical Considerations: While the collection's focus is mainly on Brookings County, South Dakota, and the surrounding region, collections from a more broad geographic area will be considered based on their subject matter and how they complement existing collections.
Subject Area Considerations: The subjects collected by the Special Collections reflect the major research and educational subject areas of ��«Ӱҵ and focus on South Dakota. These areas include:
1. Agriculture and rural life
2. Architecture
3. Engineering and technology
4. Pharmacy and nursing
5. Social and political development
6. Literature, in particular, poetry
Chronological Consideration: The Archives and Special Collections actively collect items from the 19th, 20th and 21st centuries. However, materials created before the 19th century will also be considered.

Rare books

The SDSU Archives and Special Collections acquires and preserves rare books, maps and ephemeral print matter due to their rarity, value, and significance. These items support the curriculum and research of ��«Ӱҵ.

Rare books
Archives and Special Collections may consider materials for the Rare Book Collection based upon the following criteria:
1. Printed prior to 1875.
2. Books with less than 10 copies available in libraries worldwide.
3. First editions of significant volumes.
4. Books with inscriptions from prominent authors.
5. Books that are susceptible to theft, such as those with valuable plates and maps.
6. Books that are in very poor condition and impossible to replace.
South Dakota Collection

The Archives and Special Collections maintains and actively collects books and other formats for the H.M. Briggs Library’s South Dakota Collection. This collection is comprised of books about South Dakota and/or written by South Dakota Authors.

Other Considerations that Affect the Collection Development Statement

Donations
The SDSU Archives and Special Collections welcome donations of archival materials and books from individuals and organizations. Donors are to contact the Archives to discuss potential donations prior to donating to the Archives. A signed deed of gift is required for any donation of materials given to the Archives. Not all materials donated to the Archives will be selected for permanent retention, and donors have the opportunity at the time of donation to designate if they want to have the unselected materials returned to them or have the Archives dispose of such items.
Transfers from University Offices
The SDSU Archives and Special Collections accepts transfers from university offices. Upon receiving the records, the Archives will send an acknowledgment to the transferring department. Archives staff will review records sent to the Archives, however, not all materials will be selected for permanent retention. The Archives will not accept items designated for destruction per the SDBOR Records Retention Manual.
Electronic Records
Electronic records are digitally created, transmitted and stored documents. These materials broadly include text files, images, web pages, electronic newsletters and publications, social media posts, email messages and recorded sound and video. Much of this includes the same information as traditional forms of records. As records, electronic materials are to be treated in the same manner as traditional records. Archival materials are retained for their content regardless of format.
Deaccessioning
Materials that do not fit within the collection scope of the SDSU Archives and Special Collection or do not have enduring value may be deaccessioned according to the terms of the donation and the State of South Dakota property laws. The Archivist and Special Collections Librarian will make this determination.
Loans
The SDSU Archives and Special Collections will not accept materials on loan for its permanent collection. Loans will be accepted for a limited time and at the discretion of the Archivist and Special Collections Librarian.
Closed Collections and Restricted Materials
The SDSU Archives and Special Collections will not accept collections that are indefinitely closed to the public. Restricted materials will only be accepted with a designated opening date agreed upon, in writing, prior to donation.
Revision of the Collection Development Statement
The Collection Development Statement will be reviewed biennially.

Approved by the Library Faculty: May 6, 2015; Reviewed 2022.

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