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<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Most recently revised by the ACRL/RBMS-SAA Joint Task Force, these guidelines outline the responsibilities for researcher access, as well as legal and institutional obligations,
of a repository in preserving collections for use.<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Both the Society of American Archivists’
<a href="https://www2.archivists.org/statements/saa-core-values-statement-and-code-of-ethics">
<span style="color:blue">Core Values</span></a> and Rare Books and Manuscripts Section’s
<a href="https://rbms.info/about/#diversity"><span style="color:blue">Statement on Equity, Diversity, and Inclusion</span></a> emphasize the importance of providing access to materials. This document is intended to be applied in conjunction with the
<a href="https://www2.archivists.org/statements/saa-core-values-statement-and-code-of-ethics">
<span style="color:blue">SAA Code of Ethics for Archivists</span></a>, the <a href="http://rbms.info/standards/code_of_ethics/">
<span style="color:blue">RBMS Code of Ethics for Special Collections Librarians</span></a>, and other related professional statements and standards. Within the context of repository types, audiences, collections, or other factors, these Guidelines can serve
as an advocacy tool and foundation for policies and procedures to facilitate equitable access to resources and services.<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><a href="https://www2.archivists.org/standards/ACRL-RBMS-SAA-Guidelines-on-Access-to-Research-Materials-in-Archives-and-Special-Collections-Libraries-2020"><b><span style="color:blue">See
the current version of the <i>Guidelines</i> here.</span></b></a> (And pasted in below!)<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b>-----<o:p></o:p></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b><span style="font-size:16.0pt">ACRL/RBMS-SAA Guidelines on Access to Research Materials in Archives and Special Collections Libraries (2020)<o:p></o:p></span></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b><span style="font-size:13.5pt">Introduction<o:p></o:p></span></b></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto">Both the Society of American Archivists’
<a href="https://www2.archivists.org/statements/saa-core-values-statement-and-code-of-ethics">
<span style="color:blue">Core Values</span></a> and Rare Books and Manuscripts Section’s
<a href="https://rbms.info/about/#diversity"><span style="color:blue">Statement on Equity, Diversity, and Inclusion</span></a> emphasize the importance of providing access to materials. This document is intended to be applied in conjunction with the
<a href="https://www2.archivists.org/statements/saa-core-values-statement-and-code-of-ethics">
<span style="color:blue">SAA Code of Ethics for Archivists</span></a>, the <a href="http://rbms.info/standards/code_of_ethics/">
<span style="color:blue">RBMS Code of Ethics for Special Collections Librarians</span></a>, and other related professional statements and standards. Within the context of repository types, audiences, collections, or other factors, these Guidelines can serve
as an advocacy tool and foundation for policies and procedures to facilitate equitable access to resources and services.<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b><span style="font-size:13.5pt">Discoverability<o:p></o:p></span></b></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l2 level1 lfo1">
Establish a minimum baseline for intellectual access to holdings, even in the case of unprocessed and/or restricted materials.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l2 level1 lfo1">
Enable the discoverability of collections with finding aids, catalog records, blogs, web pages, databases, and other means.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l2 level1 lfo1">
Assess discovery tools regularly and update as needed.<o:p></o:p></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b><span style="font-size:13.5pt">Physical and Digital Materials<o:p></o:p></span></b></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo2">
Make available all materials intended for public access, regardless of format.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l0 level1 lfo2">
Implement policies, procedures, and programs to ensure the authenticity, reliability, completeness, and preservation of materials from one user to the next.<o:p></o:p></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b><span style="font-size:13.5pt">Laws, Regulations, and Restrictions<o:p></o:p></span></b></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l4 level1 lfo3">
Restrictions on access may be imposed to protect national security, by law, by institutional mandate, tribal laws, cultural stewardship practices, by donor agreement, or to preserve materials. If restricted due to preservation concerns, provide materials in
an alternative format.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l4 level1 lfo3">
Fulfill legal and institutional obligations to protect privacy or confidentiality as outlined by the Family Educational Rights and Privacy Act (FERPA), Health Insurance Portability and Accountability Act (HIPAA), the Privacy Act, and other applicable laws or
regulations.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l4 level1 lfo3">
Make information on restricted materials accessible.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l4 level1 lfo3">
Advocate for limited or no restrictions when negotiating with donors of materials.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l4 level1 lfo3">
Periodically review and reevaluate restricted material. Remove restrictions when they are no longer required.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l4 level1 lfo3">
Implement security measures to safeguard staff and collections.<o:p></o:p></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b><span style="font-size:13.5pt">Copyright<o:p></o:p></span></b></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l5 level1 lfo4">
Communicate the copyright status of materials.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l5 level1 lfo4">
Ensure researchers understand that they are responsible for adhering to copyright law<sup>[1]</sup> when copying, using, or publishing from materials.<o:p></o:p></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b><span style="font-size:13.5pt">Accessibility<o:p></o:p></span></b></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l3 level1 lfo5">
Factor accessibility into all areas of access including the reading room, collections, exhibits, services, and events.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l3 level1 lfo5">
Address and advocate for policy and workflow changes to remove barriers.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l3 level1 lfo5">
Comply with state and federal guidelines for accessibility of collections, venues, and services according to the Americans with Disabilities Act (ADA)<sup>[2]</sup>, Web Content Accessibility Guidelines (WCAG), respective SAA and ALA accessibility guidelines,
and other related parameters.<sup>[3]</sup><o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l3 level1 lfo5">
Provide alternative format options to accommodate users.<o:p></o:p></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><b><span style="font-size:13.5pt">Reproductions and Use<o:p></o:p></span></b></p>
<ul type="disc">
<li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo6">
Provide access to collections at no direct cost to users.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo6">
Make policies governing access and use available.<o:p></o:p></li><li class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto;mso-list:l1 level1 lfo6">
Offer reproduction services administered in accordance with the copyright laws, institutional access policies, and repository regulations.<sup>[4]</sup><o:p></o:p></li></ul>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><i>Approved by the SAA Council, August 1994; Revisions approved August 2009, September 2020. See previous versions <a href="https://www2.archivists.org/groups/saa-council/ala-saa-joint-statement-on-access-guidelines-for-access-to-original-research-materials"><span style="color:blue">here</span></a>.</i><o:p></o:p></p>
<div class="MsoNormal" align="center" style="text-align:center">
<hr size="1" width="33%" align="center">
</div>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><sup>[1]</sup> For more information on copyright and user rights please see the SAA pamphlet available here:
<a href="https://www2.archivists.org/publications/brochures/copyright-and-unpublished-material">
<span style="color:blue">https://www2.archivists.org/publications/brochures/copyright-and-unpublished-material</span></a>.<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><sup>[2]</sup> The ADA guidelines relate to gaining physical access to the building, room, or space.<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><sup>[3]</sup> American Library Association, Library Services for People with Disabilities Policy:
<a href="http://www.ala.org/asgcla/resources/libraryservices"><span style="color:blue">http://www.ala.org/asgcla/resources/libraryservices</span></a>. Society of American Archivists, Guidelines for Accessible Archives for People with Disabilities
<a href="https://www2.archivists.org/standards/guidelines-for-accessible-archives-for-people-with-disabilities">
<span style="color:blue">https://www2.archivists.org/standards/guidelines-for-accessible-archives-for-people-with-disabilities</span></a>.<o:p></o:p></p>
<p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><sup>[4]</sup> ACRL/RBMS Guidelines Regarding Security and Theft in Special Collections:
<a href="http://www.ala.org/acrl/standards/security_theft"><span style="color:blue">http://www.ala.org/acrl/standards/security_theft</span></a>; ALA Copyright information and resources:
<a href="http://www.ala.org/advocacy/copyright"><span style="color:blue">http://www.ala.org/advocacy/copyright</span></a><o:p></o:p></p>
<p class="MsoNormal">Updated: 2020-09-25<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
<p class="MsoNormal"><span style="font-size:10.0pt">------------------<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt">Janet Carleton & Amanda Rindler</span><span style="font-size:10.0pt"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt">Cochairs, </span><a href="https://ohioarchivists.org/marketing/"><span style="font-size:10.0pt;color:windowtext">Marketing and Communications Committee</span></a><span style="font-size:10.0pt">,
</span><a href="https://ohioarchivists.org/"><span style="font-size:10.0pt;color:windowtext">Society of Ohio Archivists</span></a><span style="font-size:10.0pt">
<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="font-size:10.0pt">______________________________<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt">Janet Carleton | <i>Working from home</i><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:10.0pt">Digital Initiatives Coordinator | Preservation and Digital Initiatives | University Libraries | Alden 333 | 1 Ohio University | Athens, Ohio | 740.597.2527 |
</span><a href="mailto:carleton@ohio.edu"><span style="font-size:10.0pt;color:windowtext">carleton@ohio.edu</span></a><span style="font-size:10.0pt"> |
</span><a href="http://media.library.ohio.edu/"><span style="font-size:10.0pt;color:windowtext">http://media.library.ohio.edu</span></a><span style="font-size:10.0pt">
<o:p></o:p></span></p>
<p class="MsoNormal"><o:p> </o:p></p>
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