The fragile and irreplaceable condition of archives materials requires stringent monitoring and careful handling. Every care is made to protect and preserve this collections. The following guidelines are set to this end.
Access to these collections is by advanced appointment only.
Postal mail: Tim McCabe, Xavier University Library, 3800 Victory Parkway, Cincinnati, Ohio 45207-5211
In-person: ask for tim McCabe at the circulation desk
Response to these requests will be handled as quickly as possible, consistent with the appropriateness of a patron’s request, legitimate scholarly intent, and an absence of confidentiality issues. Every effort will be made to respond to requests within two weeks.
Access to archives is restricted to library staff designated by the Library Director. Staff may invite a patron to enter the collections area under extenuating situations. Patrons are not to be left alone in archives.
Patrons may be required to complete a Patron Use Request/Registration Form prior to using the collections. In addition, positive identification may be kept (e.g. Driver’s License) while patrons use the materials.
Archives materials may circulate to university personnel for due cause under extraordinary and safeguarded conditions. Letters of conveyance accompany an archives loan. Such letters detail the items loaned, the date items are due, and the borrower (name, address, telephone number) . Copies of these letters are kept on file.
In-library use of these materials will be under the direct supervision/monitoring of the designated library staff member. Use of materials are subject to the following guidelines:
Patrons may not eat, drink, chew gum or use tobacco products while Archives /Special Collections materials are in use.
Only materials needed for research may be taken into the viewing area. Briefcases, handbags and computer cases as well as coats and hats are not allowed in the viewing area. All personal effects are subject to inspection prior to and following patrons viewing materials.
Under no circumstances are marks of any kind to be made in the materials.
The only objects that may be placed in materials are acid-free makers available at the Library
No books or other materials are to be placed on top of materials. Tracings may not be made from materials.
Patrons must use pencils only while working with materials.
Materials will be viewed in a controlled manner. No more than two volumes will be viewed at one time, or in the case of archival materials, the “one box, one folder” rule will be used. All materials are to be viewed flat on the table.
Photocopying of materials is discouraged and may be done only at the discretion of the library staff member. Fragile materials will not be photocopied. Patrons are liable for any copyright infringement. All photocopying is to be done by a library staff member with the expense the responsibility of the requestor (50 cents per exposure).
The library reserves the right to deny access to these materials or to modify these guidelines as needed due to the condition of materials and/or staff availability.
The fragile and irreplaceable condition of archives materials requires stringent monitoring and careful handling. Every care is made to protect and preserve this collections. The following guidelines are set to this end.