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Archives Policies and Procedures

Procedure for Obtaining Materials

1. Each researcher must submit a Researcher Application form for every research project in order to establish his/her identity, and to assist the Archives staff in locating potentially useful sources. (Data from this form may be used for statistical and research topic summaries.)

2. Sign the guest register.

3. Only one box or volume of requested material will be issued at a time. Photographs are normally made available one folder at a time.

4. The researcher is responsible for returning all materials to a staff member; no materials may leave the Archives, nor may they be transferred to another researcher. A College administrative unit may request the temporary return of its own records for administrative purposes. Authorized College personnel wishing to borrow materials will need to fill out a Loan form and get permission from the Archivist. The staff reserves the right to restrict the use of unprocessed collections, materials of exceptional value or items in fragile condition.

5. As a security measure, the Archives reserves the right to inspect all articles used at the reading tables. While in the reading area, please store coats and personal belongings (briefcases, knapsacks, purses, etc.) in the area provided for this purpose

Care of material

1. All materials must be handled with care. Do not bend or fold materials. Marks may neither be added nor erased; tracing and rubbing are prohibited. Loose sheets and volume pages should be handled by their edges. Please do not touch the surface of photographic prints. Cotton gloves (supplied by the Archives) must be worn in certain circumstances.

2. Remove only one folder from a box at a time. Do not remove material from the folders. Maintaining the exact order of material in a folder and folder within a box is of singular importance. If a mistake in arrangement is discovered, please call it to the attention of the staff person; do not re-arrange material yourself.

3. Due to the potential harmful residue from ink, only pencils and laptop computers may be used for taking notes in the archives. In addition to archival materials, pencils and papers will be provided for researchers.

4. Smoking, eating and drinking are prohibited in the Archives.

Duplication, Citation, and Publication

1. Misericordia University owns the copyright on all images and collections housed in the Sister Mary Carmel McGarigle Archives. Please contact the Archivist for additional information about reproduction, duplication, publication or citation of archival materials.

2. Duplication information is provided in the "Request for Photographic Services" forms, available at the reference desk.

3. The Archives staff will consider requests for photocopying unless it will cause damage to the original or violates copyright law.

4. Staff will perform all copying for 10 cents per image. Photocopies are only for the private study of the researcher, who agrees not to transfer copies to other repositories or further reproduce them or to publish any part of them without the written permission of the Archivist. Please do not alter the order of the collection or remove items. To identify what materials you wish to have copied, use acid-free paper slips, available from a staff member. Write on a slip if part or all of a collection is to be copied. A postage and duplication charge will be applied to mail requests.

5. Citation information is provided in the "Examples of Citation" sheet available at the reference desk.

6. In the event that this research becomes a source for publication, College Misericordia Archives requests a copy of the publication. If a copy is unavailable, please send us a bibliographical note.

7. Materials obtained from the Misericordia University Archives must receive credit in print or publication as "Courtesy of the Misericordia University Archives".

8. Duplication of photographic prints and other materials may be available upon request. Researchers will be charged duplication expenses.

Restriction of Use

1. All researchers are duly bound to the guidelines set forth in the College Misericordia Archives Rules for use of archival materials. Signature identifies consent to comply with archive policies and restrictions.

2. Individuals may use archival materials by making an appointment with the Archivist to request to use archival information.

3. Data pertaining to any individual of the college community requires the written permission of that person. (Forms available on request.)

4. The use of certain materials is restricted by statute, by the office of origin, or by the donor. For the protection of its collections, the Archives also reserves the right to restrict access to records which are not arranged, are being processed, or are exceptionally valuable or fragile. In some cases copies may be substituted for the originals. Responsibility for infringing upon copyright rests with the researcher and not the Archives. The staff will, however, assist the researcher in obtaining the necessary permission to publish materials in the collection.

Donations and Gifts

1. Gift Policy: the Mary Kintz Bevevino Library and the Sister Mary Carmel McGarigle Archives have benefited from generous donations and gifts. Anyone interested in donating to the Library or Archives should submit a Deed of Gift and contact the University Archivist at