Archives Access Procedure

    » Conducting research from off-site

Material in the Salve Regina University Archives may be used by anyone, including staff, faculty, students, alumni, Library Friends, and other researchers. Patrons who wish to conduct research in person should contact the University Archivist, Maria Bernier, in advance to make an appointment. Salve Regina faculty and staff who need copies of items in the Archives should contact the Archivist directly. Contact information: 401-341-2276, maria.bernier@salve.edu

The University Archives is located on the third floor of McKillop Library and is open Monday through Friday from 9:00 am to 4:00 pm. The Archives is closed on University holidays.

In order to preserve these items of permanent value as well as possible and to provide the best access possible, the following conditions apply:

Visiting the Archives in person:

Food, drink, smoking, and cell phone use are not allowed in the Archives area.

Some records in the Archives may be restricted and cannot be viewed. The Archivist will inform patrons of all applicable restrictions as soon as possible in the research process.

Before gaining access to archival material, all patrons must show valid photo identification, such as a University ID, driver's license, state-issued ID card, or passport. Patrons will also sign a registration form to indicate that they have read, understood, and agreed to abide by the Archives' policy regarding use of the collection. Patrons who refuse to sign will not be granted access to the Archives.

Patrons will store coats, bags, and other personal items in the Archives office while they are using archival materials.

Library staff will provide patrons with access to available finding aids and will retrieve all requested records.

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Patrons may take notes using pencil and paper or laptop computers, but pens, scanners, digital cameras and other copying devices are not allowed.

Patrons will treat all archival materials carefully and respectfully. Patrons will take care not to add or remove marks on the material and will not fold or trace material, write notes on top of material, rest laptop or other objects on the surface of items, or lean on materials. Researchers who damage material will not be permitted further use of the Archives and may be assessed repair fees. Any person found stealing, defacing, mutilating, or in any way destroying materials will be prosecuted.

Patrons using original records will wear cotton gloves provided by the Archives.

Patrons may use only one box at a time and should remove only one folder at a time, using colored placeholders to mark the correct location of that folder within the box. Patrons must not rearrange the existing order of papers within folders or boxes and should notify staff if materials appear to be damaged or out of order. Patrons will replace material and folders in the same order and facing the same direction as when received.

For the protection and preservation of the collection, the Archivist reserves the right to restrict the use of materials which have not been processed, are currently being processed, or which are particularly fragile.

Library staff will monitor patrons at all times when they are using material from the Archives. For security reasons, staff reserve the right to inspect all articles used at the research tables.

Conducting research from off-site:

The Archivist will conduct research for off-campus patrons with no affiliation to the University as time allows. The first hour of research is free; thereafter the Archives will charge a research fee of $20 per hour plus any related photocopy and shipping fees. Fees must be prepaid by cash, check, or money order in US dollars. Inquiries will be answered in the order they were received within a time frame that is practical for the Archivist.

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