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Policies and Guidelines

Special requests with variations to these procedures should be directed to the University Archivist.

The Collection Development Statement guides the selection of materials by the SDSU Archives and Special Collections. The Archives strives to select, preserve, arrange, describe, provide access and promote the use of its rare and unique collections. The Archives maintains materials due to subject matter, age, condition, uniqueness, rarity, and items best managed separately from the H. M. Briggs Library's general collection.  

Please contact us if you have any materials you wish to donate to the Archives.

Materials Use Policy  

All material located in Archives & Special Collections may be used only with supervision.  

All material held by Archives & Special Collections do not circulate.  

Many materials and resources in Archives & Special Collections are not in the public domain and copyright is largely held by the donor. Staff makes these materials available for private study, research, and teaching. Online material may be downloaded and printed without prior permission for these purposes, on condition that you attribute the Archives in all copies.  

By using these resources and materials, you agree to the following conditions of use:  

  • These resources and materials may not be used for any commercial purpose without prior written permission from the Archives or the copyright holder.
  • These resources and materials may not be re-published in print or electronic form without prior written permission from the Archives, or the copyright holder.
  • You may not download these resources and materials in order to mount them on another server for public use, or for use by a set of subscribers. Institutions may link to the resources and materials of the Archives, subject to these conditions of use.
  • Any permission given to reproduce these resources and materials is non-exclusive.
  • Photocopying may be done only with permission. The University Archives reserves the right to refuse photocopy requests if the material is fragile or may be damaged by the photocopying process.  

The use of certain materials may be restricted by statute, by the office of origin, or by the donor. For the protection of its collections, Archives & Special Collections also reserves the right to restrict use of records that are not arranged, are being processed, or are exceptionally valuable or fragile. In some cases, copies may be substituted for originals. There is no limit to how many times a researcher may request materials.

Research Study General Rules  

  • All users must sign the logbook. First time users must fill out a "Research Registration Form" in addition to signing in.
  • Researchers will be asked to leave a photo ID (preferably a Driver's License or a photo ID) with archives staff. The ID will be held until research is complete for the day.
  • Tables in the research study are available on a first come, first served basis. If the research room reaches maximum capacity, then the staff will institute a waiting list to reserve limited time slots for patrons.
  • Archives staff will re-shelve items. Please leave items on the table or on designated book truck.
  • Researchers removing any material from the research study without approval may be referred to the University Police Department for prosecution.
  • The University Archives maintains records of patron visits to and research at the Archives. These records are subject to the provisions of the USA PATRIOT ACT of 2001, Public Law 107-56.
  • Do not bring personal belongings such as purses, briefcases, backpacks, books, and notepads into the research stud. Please store these items on the designated shelf.
  • No food or beverages are allowed in the research room. Smoking and gum chewing are also not permitted.
  • Please use only pencils for taking notes. Pens and highlighters, as well as post-it notes, should not be used in the research room. Pencils and paper will be provided by the Archives and are the only items allowed on the table while viewing materials from the collection. All notes are subject to inspection and approval prior to removal from the research room. In most instances a laptop computer may be used, though prior permission is required.
  • Use of public access computer and online research must comply with University rules and is restricted to University resources and online finding aids.
  • The Archives reserves the right to revoke or deny access to any or all of the collections.
  • The policies and rules of the Archives are subject to change without notice.

Handling the Collection  

  • The materials in the room must be handled with respect and care. Materials must be used with supervision in the reading room, with the exception of videos or other media which must be removed from the reading room for use.
  • Please make sure that your hands are clean.
  • One box of archives material is allowed per patron at a time.
  • One folder can be removed from the box at a time.
  • Items in folders should be examined one at a time.
  • Please keep materials flat on the table.
  • Be sure to keep materials from the folder in their original order. If materials appear to be out of order, please notify staff instead of attempting to rearrange them.
  • Consult research room attendant for photocopies.
  • If the document has staples, ask attendant to remove prior to photocopying.
  • Never place an open book face down.
  • Do not lean on books or documents.
  • Never write or trace on books or documents.
  • Be careful when opening books and turning pages. Always lift the top corner of the page.
  • Do not use paper clips, rubber bands, post-it notes, or any three dimensional object for place-markers. Paper bookmarkers are available at the reference desk.
  • Do not remove items, such as photographs, from their clear polyester sleeves.
  • Please handle photographs only when wearing white gloves provided by staff.
  • When using materials housed in special enclosures, please be sure to put them back in the same way. If you need help re-housing an item, please ask staff to assist you.
  • If the item you are using seems too fragile to handle, please ask staff to assist you.

Copyright Restrictions  

The copyright law of the United States (Title 17, U.S. Code) governs the making of photocopies and other reproductions of copyrighted material. Libraries and archives are authorized to furnish reproductions upon request for specified purposes, including private study, scholarship, and research; publication; and public exhibition. This institution reserves the right to refuse to accept an order if, in its judgment, fulfillment of that order would involve violation of copyright law.  

Users assume full responsibility for conforming with copyright laws and conventions, libel laws and individuals' rights to privacy, and for the literary property rights that may be involved with the use of any materials.  

The Archives does not hold the copyright to many of the original materials in its collections.  It is the responsibility of the researcher to obtain any required copyright permissions from the copyright holder.  

Permission to examine or to duplicate materials is not an authorization to publish. You must notify the Archives of any intent to publish or use archival materials beyond fair-use. If you intend to publish, please fill out and submit an "Intent to Publish, Quote or Exhibit" form. An archivist will notify you of any copyright information in our possession.

Duplication Policy

A self-service copier is available in the research room; use is limited to materials approved by staff depending on the condition and size of the items, otherwise staff will do the copying. Copies are $.05 per page.  

Permission to duplicate materials is not an authorization to publish them. It is the responsibility of the researcher to obtain any required copyright permissions from the copyright holder.  

Please leave all items to be duplicated in their original order within folders. Staff will provide you with place-markers to flag materials for duplication.  

All duplication is subject to condition of materials and any donor or copyright restrictions.  

Staff will provide handling and photocopying instructions to ensure that items are not damaged.  

The archives reserve the right to limit the size of photocopy requests.  

All scanning will be performed by Archives staff only and is subject to scheduling priorities. Reproduction of all photographic material is performed by Archives staff.  

No personal photocopiers, flatbed scanners or digital recorders are allowed. A scanning pen or digital camera with the flash disabled may be used with permission.  

Permission for the reproduction of photographs is on a one-time only, non-exclusive basis.  

Copies of audiovisual material may have to be obtained through off campus resources; rates for these services would be determined by that resource.  

Credit Line  

Our preferred citation for material found in the Tom Daschle Congressional Career Papers is:  

        The Tom Daschle Congressional Career Papers, South Dakota State University Archives and Hilton M. Briggs Library Special Collections.

Our preferred citation for all other material found in University Archives is:   

        South Dakota State University Archives and Hilton M. Briggs Library Special Collections.

Publication or Public Exhibition  

Permission to use materials from the Archives for publication or public exhibition must be obtained in writing from the South Dakota State University Archives. In a written application please indicate which items you are seeking to publish or exhibit and where you wish to publish or exhibit them.  

The Archives would appreciate receiving copies of any publications using items from the collections. Use of any archival copies must be only for the purpose stated. If you later wish to make a different or additional use of department material (particularly if you will be publishing or exhibiting them), you will need to contact the Archives again for permission.  

In authorizing permission to publish or quote from this material South Dakota State University does not surrender its own right to publish it, or to grant permission to others to do so.  

The applicant assumes responsibility regarding questions of copyright that may arise in the use of this material. Material will be cited as follows:  [Collection Name], South Dakota State University Archives, South Dakota State University, Brookings, S.D.

Reproduction Charges