Pomona College Archives: Access Policy

The Pomona College Archives has the two-fold mission of documenting the history of Pomona College and providing access to primary sources that have long-term research and instructional value for Pomona College academic programs. The Archives provides open and equitable access to its services and the records in its care without discrimination or preferential treatment, and in accordance with legal requirements, institutional policies, and donor agreements.

I. User Communities

1. The Archives makes its resources and services available to Pomona College students, faculty, and staff, as well as the general public. No special permission or letters of introduction are required. Researchers using archives or manuscript collections must register with the Archives. They must present valid photo identification and sign a Visitor Registration Form at each visit.

II. Limitations on Access

1. The Archives is committed to preserving College records and manuscript collections and making them available for research as soon as possible after receipt. At the same time, the department may have a legal, institutional, or other obligation to restrict access to some collections or parts of collections. The Archives will inform researchers of the conditions governing access to its collections.
2. College offices may specify whether records transferred to the Archives may be freely used by other persons or should be restricted in their use. The Archives will refer requests for access to restricted records to the relevant office.
3. Private donors may impose reasonable restrictions with specific time limitations on collections donated to the Archives. Such restrictions must be documented in the Deed 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 constitute unequal access to the Archives’ collections.
4. Restricted records are closed for research purposes. The Archives will not redact restricted records unless it is expressly permitted to do so under terms specified in the accession documentation (in the case of College records) or Deeds of Gift (in the case of donated collections).
5. Unprocessed archival and manuscript collections are generally considered closed for research. However, the Archives will consider requests for access to such collections on a case by case basis.

III. Intellectual Access

1. The Archives facilitates the accessibility of its collections by informing researchers about their existence. This is accomplished through Web sites, finding aids, container lists, inventories, and the assistance of staff members.

IV. Physical Access

1. To protect and ensure the continued accessibility of its collections, all materials must be used in accordance with the regulations of the Archives.
2. The Archives may limit the access of an individual who has demonstrated such carelessness or deliberate destructiveness as to endanger the safety of its collections, or violated its policies and regulations.
3. The Archives may require researchers to use access copies of records in place of originals whose physical condition or format makes them unusable.

V. Reference Services

1. Copying Services and Fees. The Archives facilitates access to its collections and the information they contain by providing copying services. All inquiries concerning reproductions must be referred to the staff. Use of personal copying equipment is generally permitted, providing such use is discussed in advance with the staff, does not endanger the records being copied, and does not disrupt other researchers. Resources permitting, the Archives will undertake a limited amount of copying on behalf of researchers, and reasonable fees will be charged for this service. All copies—whether made by department staff or researchers—must be made in accordance with copyright law, departmental procedures, and concern for the physical preservation of the records.
2. Research Services and Fees. Resources permitting, the Archives will conduct a limited amount of research on behalf of researchers, and reasonable fees will be charged for this service. Charges apply whether or not an actual record is found.
3. Permissions for Public Use and Fees. The Archives does not charge individuals for their personal use of copies from our collections (e.g., a photographic print acquired for home decoration). However, the department requires written permission for any public use of our holdings or copies of our holdings.
   In some cases, the Archives may assess a fee based on its ownership of the physical materials in its collections. This fee represents no claim to copyright to any of the materials in question, although in some cases the Archives may hold copyright to those materials. Payment of the use fee does not constitute, and should not be viewed as, permission by a copyright holder to reproduce works that are copyrighted. Users must determine on their own if the use they intend to make of images invades copyright, rights to privacy, or other rights.
4. Citation Format. The Archives will provide to researchers a suggested form of citation crediting the repository and identifying items within its holdings.

VI. Loan of Materials

1. College records transferred to the Archives may be temporarily or indefinitely returned to the office of origin for administrative or legal use with permission of the Archivist. Nevertheless, the Archives strongly encourages offices to use records in the Archives’ reading room instead of having them returned, 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 original materials for exhibition following institutional procedures. The final decision to loan original materials is made by the Archivist.