Indiana Room Access Policy
I. User Groups
1. The Indiana Room is open to the general public. No special permission or letters of introduction are required. Researchers using the Archival Collections must register with the Indiana Room on an annual basis at which time they must show a valid form of photo identification and sign a logbook. A valid library card may be substituted if the researcher does not possess photo identification. Researchers coming in to use the genealogical, book, and vertical file collections will be exempt from needing to register each fiscal year although will still need to sign the logbook each time they come in.
II. Limitations on Access
1. The Indiana Room is committed to preserving its collections and making them available for research as soon as possible after they are received. At the same time, the Indiana Room may have an outside obligation, legal or otherwise, to restrict access to part of or all of a collection. Indiana room staff will inform researchers of any conditions that are governing the collections that are requested.
2. Private donors may impose reasonable restrictions with specific time limitations on the collections that are donated to the Indiana Room. Such restrictions must be documented on statement of gift. Donors are allowed to access collections that they have donated and restricted. However, they may not grant access to others; as such permission would legitimize unequal access to the Indiana Room’s collections.
3. Restricted records are closed to researchers. The Indiana Room Staff will not redact materials unless it is expressly permitted to do so under the statement of gift.
4. Unprocessed collections are available for research provided that they are not restricted and ownership has been established. However, access may need to be delayed for the Indiana Room staff to inventory the collection as well as stabilize any fragile materials. Items may take up to but will not exceed 180 working days from the date of donation to be made available for research.
III. Intellectual access
1. The archives will facilitate the access to collections by informing researchers about their existence. This is accomplished through online indexes, catalogs, inventories, web sites, and the assistance of the Indiana Room Staff.
IV. Physical Access
1. To protect and ensure the continued accessibility of its collections, all materials must be used in according to the Indiana Room Rules.
2. The Indiana Room may limit the access of an individual who has demonstrated such carelessness or deliberate destructiveness that has endangered the safety of its collection or has violated the Indiana Room rules.
3. The Indiana Room may require researchers to use access copies of materials in place of originals whose physical condition or format makes them unstable.
V. Reference/Copy Services
1. The Indiana Room facilitates access to its collections and the information they contain by providing copying services. All inquiries concerning reproductions of original materials must be referred to the Indiana Room Staff. A photocopier and microfilm scanner/printer is available in the Indiana Room for self-service use. Personal copying equipment is permitted as long as it is discussed in advance with Indiana Room Staff, does not endanger the materials and does not disrupt other researcher’s quiet research time. All copies, whether made by department staff or researchers, must be made in accordance with copyright law, and concern for the physical preservation of what is being copied.
2. The archival and photographic collections available in the Indiana Room are the property of the New Albany-Floyd County Public Library. The Indiana Room does not charge individuals for personal use of copies from our collections. However the department requires written permission for public use of photos or copies of photos in our collection that are still under copyright (this predominantly consists of photos that are dated after 1923). Distribution of copied materials from Stuart B. Wrege Indiana History Room collections is and always will be strictly prohibited.
3. The Stuart B. Wrege Indiana Room Collections contain many original items that are of either a historic or artistic nature. Part of what makes them this way is there uniqueness. To protect this uniqueness copying of these special materials may be prohibited. This will be decided at the discretion of the library’s archivist or if he/she is not available, the Indiana Room Staff member who is on duty.
4. The Indiana Room will provide researchers a suggested form of citation that will credit the Indiana Room and identify the items within its holdings.
VI. Loan of Materials
1. Materials may be temporarily loaned back to the donor for a limited time. However, the Indiana Room strongly encourages donors to use collections in the reading room, instead of having them loaned back to the donor or to create reference copies when the information is required for an extended period of time.
2. In some circumstances the archives may temporarily loan items for exhibition following institutional procedures. The final decision to loan materials will be made by the Archivist in consultation with the Head of Public Services and the Indiana Room staff.