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University Archives & Special Collections Policy

POLICY NO.: L:VII:01 DATE: 01/25/2005
SUBJECT: Policies and Procedures for University Archives & Special Collections
APPROVED: Deborah Fetch, Director of Library Services

I. General Policies and Procedures

A. Definition and Contents

The purpose of the University Archives & Special Collections is to house Felix G. Woodward Library materials that need special care for their protection and preservation. These are organized as collections. One collection in the Room is material which would be difficult to replace, dealing with Tennessee and Southern Middle Kentucky, especially Clarksville and the surrounding area. Another collection is items in various media relative to Austin Peay State University and the predecessor institutions on its site. A collection of commercially published books written by past and present Austin Peay faculty, students, and administrators is also maintained. A final collection consists of materials which need special care because of the difficulty of replacing them or because of their age, fragility, value, format, or uniqueness. Each collection requires slightly different policies and procedures and accordingly are treated separately below in Section II. Exceptions to these policies must be approved by the Director of Library Services.

B. Access to Room and Use of Materials

Access to the Room is restricted. Restrictions are necessary to help protect and preserve the materials. The Room is locked at all times. Keys are kept at the Information Desk. Persons are not allowed in the Room without being accompanied by a staff member. Some of the archives, uncataloged, and manuscript materials are locked in filing cabinets. Keys to the locked cabinets are available at the Information Desk.

C. Circulation

Use of materials is restricted to the building with three exceptions. The exceptions are: Interlibrary Loan, the APSU Collection, and very exceptional need. Exceptional need must be approved by the Digital Services Librarian. Material used in-house are checked out to the person using them. To check out materials for in-house use, the card in the pocket in the back of the book, or a sign-out card available in the Room for books which do not have cards in the back, are used. Patrons sign these.

The signed card is brought to the Information Desk by the individual who has assisted the patron. Upon return material is recarded. It is returned to the Room by the Digital Services Librarian or her designee. Out-of-building checkout follows the same procedure, except APSU Collection books which are checked out in the same manner as materials in the general collection. For APSU Collection see II.F.5.

On Interlibrary loan requests, approval from the Digital Services Librarian is required. Interlibrary loan restrictions and insurance amounts are also determined by the librarian. Theses, research papers, and field studies in the room are to be used only when the circulating copy has been checked out, lost, or lent on interlibrary loan. Upon notification of the need from the librarian, acquisition of replacements for circulating copies is the responsibility of the Monographs Librarian.