Special Collections & Archives Policy

Collection Security

Our Special Collections area contains many one-of-a-kind materials. For this reason, the Special Collections storage area is kept locked, and patron access is restricted. For security reasons, you must show your driver's license, Randolph-Macon I.D. card, or some other form of photo identification to the staff prior to using materials in Special Collections.

Procedures for Use

  • Researchers must register with the Special Collections assistant or reference librarian on duty. Patrons are asked to use pencil, laptop computers, tablets or other electronic devices only in note taking. Photographs or scanners may only be used with prior permission by Special Collections staff. All book bags, books, purses, and briefcases will be left in the Special Collections work room or in the library's reference office before the patron is admitted to Special Collections. Paper for note taking will be made available.
  • A special study room, located in the Special Collections area allows the researcher to work with materials from the collections. Use of this study room does not allow physical access to the collections. Materials are brought to the study room by Special Collections staff.
  • No materials from these collections can be removed from the study room area.

Privacy and Freedom of Information

Some archival holdings which contain personal information about individuals have restrictions on public access. Special Collections staff will help researchers identify materials that are relevant to their research; however, some records may not be available for public use due to privacy considerations. Special Collections staff reserve the right not to provide materials if the disclosure would be an unreasonable invasion of personal privacy.

Photocopies or Scans

Photocopying will be done by Special Collections staff, within copyright guidelines . There is no charge for the first ten photocopies. For more than ten copies, there is a charge of twenty-five cents per page. Please be aware that we may not be able to make large numbers of copies during your visit, and many items may be too fragile to allow copying, a decision made by the Special Collections staff. Large copy requests (more than 20 pages) may incur additional charges due to the staff time involved. Scanning costs will vary depending on the number of pages and the handling involved. All charges will be communicated to the patron for approval prior to copying or scanning. College offices will not be charged.

All copies and scans are for personal use only within copyright guidelines, and may not be published, posted online or otherwise distributed without prior permission and proper crediting.