Belk Library Archives and Special Collections

Copyright Disclaimer

The nature of the Archives and Special Collections Department of Belk Library means that copyright or other information about restrictions may be difficult or even impossible to determine despite reasonable efforts. The Archives and Special Collections Department of Belk Library claims only physical ownership of most materials. The materials from our collections are made available for use in research, teaching, and private study, pursuant to U.S. Copyright law. The user must assume full responsibility for any use of the materials, including but not limited to, infringement of copyright and publication rights of reproduced materials. Any materials used for academic research or otherwise should be fully credited with the source. The Archives and Special Collections assumes no responsibility of infringement of copyright or literary property rights.

The digitized collections are accessible for purposes of education and research. We’ve indicated what we know about copyright and rights of privacy, publicity, or trademark. Due to the nature of archival collections, we are not always able to identify this information. We are eager to hear from any rights owners, so that we may obtain accurate information. Upon request, we’ll remove material from public view while we address a rights issue.

Use of Public and Private Records Policy

The Belk Library University Archives has both public and private records. Depending on the researcher’s request, access to these public and private records may be limited. Outlined below are general guidelines of what one can expect when requesting information from public and private record collections.

Public Record Requests:

Public records include documents, collections, and publications that the university has published or that the Archivist has processed and noted no highly controversial or confidential materials. These records are usually readily available for consultation and research. In rare cases, patron registration and usage information may be shared with other campus offices on a need-to-know basis, as the well-being of Elon University takes precedence over the researcher’s privacy rights.

Private Record Requests:

Private records include any documents and collections that contain confidential information or that have not been processed completely by the Archivist. Depending on the researcher’s request, the use of sensitive records such as files from the Board of Trustees and the President’s office will require written permission to be obtained from appropriate offices on campus. When requesting to use private records from the Archives, the well being of Elon University will take precedence over the researcher’s immediate needs. Patron registration and usage information may be shared with other campus offices on a need-to-know basis.

Society of American Archivists Code of Ethics:

For both public and private record requests, the Archivist will follow the Code of Ethics outlined by SAA in relation to Access and Privacy.

I. Access

Archivists strive to promote open and equitable access to their services and the records in their care without discrimination or preferential treatment, and in accordance with legal requirements, cultural sensitivities, and institutional policies. Archivists recognize their responsibility to promote the use of records as a fundamental purpose of the keeping of archives. Archivists may place restrictions on access for the protection of privacy or confidentiality of information in their records.

II. Privacy

Archivists protect the privacy rights of donors and individuals or groups who are the subject of records. They respect all users’ right to privacy by maintaining the confidentiality of their research and protecting any personal information collected about them in accordance with the institution’s security procedures.

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Non-Cash Gift Acceptance Policy

Gifts of books, manuscripts, photographs, audio/visual materials, artifacts and any other resource materials are welcomed by the Archives and Special Collections Department of Belk Library.

The following policy governs the acceptance of Gifts by the Library:

1. The Library and Archives retains unconditional ownership of the Gift as per Deed of Gift.

2. The Library and Archives reserves the right to determine the housing and circulation policies of all Gift items accepted for additions to the collection.

3. The Library and Archives reserves the right to dispose of Gift items which do NOT meet the needs of the collection and the mission.

4. The Library and Archives will provide bookplates for special Gifts if requested by the donor.

5. The acceptance of a Gift appraised by a third party does not in any way imply an endorsement of the appraisal by the Library and Archives.

6. The appraisal of a Gift to the Library and Archives for tax purposes is, in accordance with the Internal Revenue Service regulations, the responsibility of the donor. Donors are encouraged to seek professional tax advice if the estimate of a Gift’s value exceeds $500.00.

7. The Library and Archives does NOT accept periodicals and/or textbooks. If these items are given unconditionally (as per Deed of Gift Agreement) by a donor, the archives reserve the right to dispose of them or donate them to another repository.

8. The Special Collections Librarian and Archivist is to accept and process all Gifts unless the donor wishes to place restrictions on the Gift contrary to the principles stated in these guidelines (see note on Deed of Gift).

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Audio-Video Collection Use Policy

The audio-visual materials that are part of the Belk Library Archives and Special Collections Department are housed in an off-site, satellite shelving facility. Materials that are cataloged may be retrieved by filling out a REQUEST FOR OFF-SITE MATERIAL form that can be found at the Information Desk in Belk Library, or by speaking directly with the Archivist. To view an item that is not cataloged, please consult with the Archivist. Material will be retrieved and available by 9 a.m. the following day, Monday-Thursday, and by the following Monday if requested on a Friday, or over the weekend. Listed below are standards and guidelines regarding the use of the Archives Audio-Visual Collection.

Standards and Guidelines

1. Archival audio-visual materials may be used only as follows:

Elon University faculty and staff are able to view materials either in Belk Library or another on-campus location (such as a classroom or office).
Elon University students are allowed to view these materials only in Belk Library.
Members of the general public are allowed to view these materials only in Belk Library.

2. Audio-visual materials are NOT to be reproduced in any format by the user.

3. Some materials may have viewing restrictions, please consult with Archivist regarding these materials and restrictions.

4. When citing Belk Library Archives audio-visual materials, please use the following citation style:

Author or name associated with material. Day Month Year. Title. Videocassette and/or DVD, number. Belk Library Archives and Special Collections, Elon, NC.

Please refer to the Citation Styles section for additional information and examples.

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Publication and Reproduction Policy

Note: This policy offers guidelines for proper citation when publishing information from the Belk Library Archives and Special Collections Department.

The granting of permission to publish a facsimile reproduction of any materials from the Belk Library Archives and Special Collections Department requires the completion of an application form (please see Archivist for application form). All restrictions regarding the use and reproduction of any materials in the Archives and Special Collections will be enforced.

In granting permission to publish a facsimile reproduction of an item(s) from the Belk Library Archives and Special Collections Department, we do not surrender our own rights to publish or to grant others the permission to publish. The granting of permission does not remove the author’s and/or publisher’s responsibility to guard against the infringement of copyrights that may be held by others. Elon University and Belk Library do not assume any responsibility for infringement of copyright by the author and/or publisher herein granted permission to publish a facsimile reproduction.

Credit is required on all facsimile reproductions of the materials in the Archives and Special Collections. Please refer to the Citation Styles section for additional information and examples, or consult directly with the Archivist if there are further questions.

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Loan Agreement Policy

Typically, the Archives and Special Collections Department of Belk Library does not accept items on loan. In addition, items from the Archives and Special Collections are not loaned. However, there may be exceptions. Please consult with the Archivist for further information regarding loans.