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Reading Room

Researchers are asked to complete a Registration Form describing their research project and publication plans.

Jackets, briefcases and other bags must be stored on the rack provided for that purpose outside the Reading Room. The Archives cannot assume responsibility for personal items.

A limited number of electrical outlets are available to accommodate laptop computers. Researchers are requested to use pencils only for note-taking.

Only one box of materials may be used at a time. Researchers are asked to handle all material with care. Many items are fragile, one-of-a-kind, and irreplaceable. Researchers are expected to maintain the original filing order of the materials and to notify the archivist if items are misfiled or found in disrepair.

Stack areas are closed to researchers. Materials must be returned to the archivist for reshelving.

Access to some materials may be restricted for reasons of confidentiality and legality. Unprocessed collections are unavailable for research until they have been reviewed for material that may contain sensitive or private information.

The archivist is happy to receive copies of any paper, article or other work which is a result of research done in the Archives. Citations should include the name of the collection followed by the name of the repository, such as The Gladys Swarthout Collection, University of North Carolina School of the Arts Archives.

Reproduction of Materials

Copies of materials may be made with permission of the archivist. Duplication requests will be approved based on copyright status, condition of materials and any restrictions that may apply. No collection may be copied in its entirety.

Photocopy restrictions apply to rare and fragile items, and original artwork and photographs. The Archives reserves the right to impose these and any other restrictions. Requests for duplication of photographic or audio-video materials will be approved on an individual basis.

It is understood that copies of unpublished materials may be made for the sake of convenience and are for private research use only. They may not be reproduced or transferred to any other person or institution without written permission from the archivist. Copiers are located on the first and second floors of Semans Library and require use of a patron copy card available at the circulation desk. Cost is $.10 per page.

Copyright and Publication

The copyright law of the United States (Title 17, U.S. Code), effective January 1, 1978, and extended by the Sonny Bono Copyright Term Extension Act of October 1998, provides copyright protection for all published as well as unpublished works. The terms of copyright are the same for both:

A work created on or after January 1, 1978, is protected by the law from the time of its creation until 70 years after the author’s death. For those unpublished works created before January 1, 1978, and not in the public domain or copyrighted, the law provides protection for the same life of the author-plus-70-years term prescribed for new works. However, all works in this category are guaranteed at least 25 years of statutory protection (from January 1, 1978). Thus, in no case will a copyright in a work expire before December 31, 2002, meaning that no unpublished material in this category will enter the public domain until January 1, 2003. For Pre-1978 works still in their original or renewal term of copyright, the total term is extended to 95 years from the date that copyright was originally secured.

Copyright, including the right to first publication, belongs to the creator of the material. Copyright descends to the heirs of the creator. Except in cases in which donors of the papers have given the rights to the public, permission to publish previously unpublished material must be obtained from the owner of the rights.

Researchers accept full legal responsibility for identifying and satisfying any claimants of copyright, as well as observing the laws of libel, invasion of privacy, and literary property rights when publishing or otherwise distributing materials found in NCSA collections.

Permission to examine or photocopy materials does not constitute permission to publish that must be obtained in writing prior to publication from the archivist or the copyright owners. The Archives reserves the right to charge permission or use fees for commercial use of materials from its collections.

Access Restrictions

Access to certain classes of records is restricted by federal law or request of donor. These include:

• Individual education records of living students or living former students as defined by the Family Educational Rights and Privacy Act of 1974, unless the student or former student grants access in writing.
• Individual employment records of living, current or former faculty members, administrators or other staff members, including records which concern hiring, appointment, promotion, tenure, performance, termination or other circumstances of employment.
• Records where usage might constitute an invasion of privacy or which are currently in litigation.
• Records the use of which has been restricted by Deed of Gift.