(1) Materials closed to research and physically sealed by legal
agreement with the donor for a set period of time (e.g. T. S.
Eliot-Emily Hale Correspondence, until 1 January 2020).
(2) Materials closed to all research by legal agreement with the donor
or seller for a set period of time but not physically sealed (e.g.
Carlos Fuentes's correspondence with certain authors and performers).
(3) Materials closed to research by legal agreement with the donor or
seller for a set period of time, unless written permission is granted by
that person or a designated literary executor for someone to use the
materials in question (e.g. José Donoso's notebooks).
(4) Materials closed to research by legal agreement with the donor
because the original items are fragile and will not hold up to heavy use
(e.g. F. Scott Fitzgerald's manuscripts; Osip Mandelshtam's papers). In
such cases, donors usually specify that RBSC must provide microfilm,
preservation photocopies, or some other facsimile or surrogate for
purposes of consultation, unless a reader has a compelling reason to see
the originals (e.g. if a reader needs to identify watermarks, which are
obviously not captured in copies and surrogates).
(5) Materials may be open for research by legal agreement with the donor
yet still restricted in some way (e.g. Woody Allen's scripts may be
consulted but not photoduplicated).
(6) For preservation reasons, RBSC staff may occasionally restrict
routine access to high-profile items that are frequently requested and
will not hold up to heavy use. In such cases, RBSC offers microfilm
(ACLU Archives); preservation photocopies (Ernest Hemingway's author
files in the Archives of Charles Scribner's Sons); color transparencies
or published facsimiles (e.g. Lewis Carroll Photograph Albums, or the
Pencil of Nature); and color transparencies, bound facsimiles, and
online digital versions (Garrett MS. 125 and MS. 158). Again, readers
may request permission from the curator in charge of the materials in
question for access to the originals, on the basis of a compelling
research purpose not satisfied by copies and surrogates.
(7) Materials closed to research in accordance with U.S. law and/or
security regulations (e.g. political or scientific research files
requiring particular levels of U.S. security clearance; records covered
by the Family Educational Rights and Privacy Act (FERPA).
(8) University records may be closed or restricted by the department or
campus office that created them (e.g. records of the Office of General
Counsel or pertaining to Human Resources). Particulars are
here.
Policy per RBSC Unit Heads Meeting
Minutes, 4 February 2003
