ACRL News Issue (B) of College & Research Libraries 199 Draft Statement on the Reproduction of Manuscripts And Archives for Noncommercial Purposes* The following statement will be considered for approval by the Association of College and Research Libraries at the Midwinter Meeting in Chicago, 1974. All comments and sugges­ tions for revision should be sent to Ruth Salis­ bury, Chairman of the ACRL Rare Books and Manuscripts Section, Historical Society of Western Pennsylvania, 4338 Bigelow Blvd., Pittsburgh, PA 15213, or to Beverly P. Lynch, Executive Secretary, ACRL, 50 E. Huron St., Chicago, IL 60611. 1. It is the responsibility of a library, archives, or manuscript repository to assist qualified researchers, as defined by the respective in­ stitutions, by making or having made repro­ ductions of any material in its possession, subject to certain conditions. Manuscript and archival materials may be reproduced if: a. the condition of the originals will permit such reproduction b. the originals have no gift, purchase, or legal restrictions on reproduction c. the holders of appropriate common law or statutory rights have given their written approval to said repro­ ductions. 2. All conditions relating to use of manuscript or archival materials shall apply to reproduc­ tions. 3. No repository shall be required to reproduce a complete manuscript collection or archival record group or extensive portions there­ from, the limitation to be set by the owning repository. The repository may, by a special agreement, do so for the mutual advantage of individuals and other institutions and may offer such copies for sale on its own behalf. 4. The price of reproductions shall be set by the repository, which should endeavor to keep charges to a minimum. 5. Copies should be made for the use of indi­ vidual researchers and educational institu­ tions as follows: a. Repositories which permit their man­ uscript and archival collections to be reproduced in whole or part must specify before the copies are made what restrictions if any have been placed on the use of the copies. Pur­ chasers must abide by these restric­ tions. b. All reproductions must identify the source of the original manuscript collection or archival record group. c. Copies of reproductions should not be made for a third party by the owner of a reproduction without the written permission of the repository owning the originals. 6. The repository must inform the researcher that permission to make extensive direct quotation from or to print in full any repro­ duction must be obtained from the institu­ tion owning the originals. In the case of ma­ terial under copyright, the right to quote or print must also be obtained by the research­ er from the copyright owner. Manuscripts cannot be used for publication without due regard for common law rights, literary rights, property rights, and libel laws. The researcher assumes legal responsibility for observing these rights. A repository should, to the best of its ability, inform the research­ er about known retention of literary rights. Draft Statement on Access to Original Research Materials In Libraries, Archives, and Manuscript Repositories The following statement will be considered for approval by the Association of College and Research Libraries at the Midwinter Meeting in Chicago, 1974. All comments and sugges­ tions for revision should be sent to Ruth Salis­ bury, Chairman of the ACRL Rare Books and Manuscripts Section, Historical Society of Western Pennsylvania, 4338 Bigelow Blvd., Pittsburgh, PA 15213, or to Beverly P. Lynch, Executive Secretary, ACRL, 50 E. Huron St., Chicago, IL 60611. 1. It is the responsibility of a library, archives, or manuscript repository to make available to qualified researchers, as defined by the * This statement is not applicable to com­ mercial reproduction. A separate statement on commercial publication or reproduction of ar­ chival groups and manuscripts is being pre­ pared by the ACRL Rare Books and Manu­ scripts Section’s Committee on Manuscripts Collections. 200 respective institutions, on equal terms of ac­ cess, research materials in its possession. Because the accessibility of material de­ pends on knowing of its existence, it is the responsibility of a repository to inform re­ searchers of the collections in its custody. This may be accomplished through a card catalog, inventories and other internal find­ ing aids, a published guide and reports to NUCMC where appropriate, and the freely offered assistance of staff members. 2. To protect and insure the continued accessi­ bility of the material in its custody, the re­ pository may impose several conditions. a. The repository may limit the use of fragile or unusually valuable materi­ als so long as suitable reproductions are made available for the use of all researchers. b. All materials must be used in ac­ cordance with the rules of and un­ der the supervision of the repository. Each repository should publish and furnish to potential researchers its rules governing access and use. Such rules must be equally applied and enforced. c. The repository may refuse access to unprocessed materials, so long as such refusal is applied to all re­ searchers. d. Normally, a repository will not send research materials for use outside its building or jurisdiction. Under spe­ cial circumstances a collection or a portion of it may be loaned or placed on deposit with another in­ stitution. e. The repository may refuse access to an individual researcher who has demonstrated such carelessness or deliberate destructiveness as to en­ danger the safety of the material. 3. Each repository should publish a suggested form of citation crediting the repository and identifying items within the collection for later reference. Citations to copies of ma­ terials in other repositories should include the location of the originals. 4. A repository should advise the researcher that he and his publisher have the sole re­ sponsibility for securing permission to pub­ lish from unpublished manuscripts in which literary property rights are retained or to publish any extensive quotation from copy­ righted works. Manuscripts cannot be used for publication without due regard for com­ mon law rights, literary rights, property rights, and libel laws. The user assumes le­ gal responsibility for observing these rights. A repository should, to the best of its abil­ ity, inform the researcher about known re­ tention of literary rights. 5. A repository should not grant exclusive use of materials to any person or persons, or con­ ceal the existence of any body of material from any researcher unless required to do so by law, donor, or purchase stipulations. 6. A repository should, whenever possible, in­ form a researcher of parallel research by other individuals using the same papers. It may supply names upon request. 7. Repositories are committed to preserving manuscript and archival materials and to making them available for research as soon as possible. At the same time, it is recog- Union Catalog Expands Libraries’ Holdings A union catalog has been formed be­ tween the librarians of Friends Univer­ sity and Sacred Heart College—two small private liberal arts church-related colleges (one Quaker, one Catholic) in Wichita, Kansas. This union catalog is unique in that every card in each school’s catalog was reproduced, appropriately marked to identify the library, and then interfiled in the cooperating college’s card catalog. This differs from most union catalogs where only the main entry cards are reproduced and interfiled in the other catalog. The philosophy behind this procedure was to provide as much useful information on each title as possible in order to assist the undergraduate student in his library needs. The completion of this project has now shown that 20 percent of the holdings of the two college libraries is duplication, which means that each library now has additional complete information on 80 percent of a different collection—that of the cooperating school. Put another way, since each college has holdings of 50,000 volumes, the union catalog essentially gives all the information on a 90,000 vol­ ume collection. The two libraries are geographically only one mile apart, so there is no great inconvenience. A “hot line” between cir­ culation desks and a book courier pro­ vide additional convenience for the li­ brary patrons. 201 nized that every repository has certain ob­ ligations to protect confidentiality in its rec­ ords in accordance with law and that every private donor has the right to impose rea­ sonable restrictions upon his papers to pro­ tect confidentiality for a reasonable period of time. a. It is the responsibility of the reposi­ tory to inform researchers of the re­ strictions which apply to individual collections or record groups. b. The repository should discourage donors from imposing unreasonable restrictions. c. The repository should, whenever possible, require a specific time lim­ it on all restrictions. d. The repository should periodically reevaluate restricted records and work toward providing access to ma­ terial no longer harmful to individ­ uals or to national interest. ■ ■ News From the Field A C Q U I S I T I O N S ticles; biographies of show business personal­ ities; nonfiction works including Murder in Par­ • California State Univehsity, Fresno, adise, How to W rite and Sell Magazine Arti­ has acquired the archives of Albert Kimsey cles, and L et M y Heart Be Broken; and several Owen, founder of the utopian colony at Topolo- novels, two of which are Driven and The Had. bampo, Sinaloa, Mexico. These archives were given to the University Library, Department of • The library of Ohio State University Special Collections, by Mr. Ray Reynolds of San has recently purchased a collection of rare Diego, who obtained them from the Owen fami­ books on the history of geology from Professor ly. These archives will be added to a smaller George W. White, a distinguished geologist and collection of materials on the colony and the alumnus of the university. This acquisition con­ Credit Foncier Company of Sinaloa. The small­ stitutes a major addition to the library’s hold­ er collection was given to the university in 1955 ings in this field and will greatly facilitate by Mrs. Viola Gabriel, of Fresno, who was studies on the early development of geology born in the colony. here, both by students and faculty. The Reynolds collection consists of over ten thousand letters, maps, documents, newspapers, • Mr. and Mrs. Barry Moyerman and Mrs. pamphlets, and plans relating to the colony and Samuel Moyerman of Philadelphia have given the Credit Foncier Company. The Gabriel col­ to the Hugh M. Morris Library of the Univer­ lection contains about eight hundred items of sity of D elaware one of the largest gifts in a similar nature, as well as an outstanding col­ its history. Over a period of three years the li­ lection of nearly 100 photographs. brary has added to its collections over 25,000 The combined collection constitutes the larg­ volumes. The books and pamphlets are particu­ est and most complete collection of materials larly rich in local, state, and county histories of on any American utopian venture of the late the Delaware Valley, directories, almanacs, nineteenth century. eighteenth and nineteenth century travel, eigh­ teenth century legal material, American theolo­ • The Special Collections of Ganser Library gy, and materials reflecting American economic, of Millersville State College, Millersville, political, and social conditions. In addition to Pennsylvania has received the papers of Rich­ the books and other printed and pictorial ma­ ard Gehman. Given by his widow, Marianne, terials there are approximately 250,000 manu­ the collection includes scrapbooks relating to scripts. These papers primarily reflect the eco­ the publications of his works; original manu­ nomic, social, and artistic life of eighteenth and scripts of his novels, nonfiction works, and mag­ nineteenth century Pennsylvania and particular­ azine articles, both published and unpublished; ly Philadelphia. There are also circa 65,000 correspondence concerning his works; personal items from the Philadelphia Customs House diaries; taped interviews with subjects of books from 1790-1840. Included also are vast num­ and articles; photographs of Gehman during bers of diaries, daybooks, ledgers, recipe books, various phases of his life; leather bound copies and receipt books. Besides the books and manu­ of his longer books inscribed to Gehman by scripts there are large numbers of political and other authors. A native of Lancaster, Gehman theological broadsides and other ephemeral became known as the “King of Freelance Writ­ types of material reflecting all aspects of nine­ ers,” publishing 2,000 to 3,000 magazine ar­ teenth century America.