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  • All visitors to Archives & Special Collections are required to register and set up an account. To do so, complete the fields below. Your ID will be verified when you visit, so remember to bring valid photo identification.


  • Your check of this box indicates your understanding and agreement to follow these regulations.

    1. Use of material in Archives and Special Collections requires presentation of appropriate identification and registration.
    2. Eating and drinking is prohibited in the Research Room.
    3. Handle materials with care. Do not write on or over the records, manuscripts, or books.
    4. Use only one box at a time. Remove only one folder at a time. Please do not remove items from folders. Maintain the exact order and arrangement of the records. Please notify Research Room staff of any apparent misplacement.
    5. Pens of any type may not be used, and use of personal papers, books or notebooks may be restricted.
    6. In citing materials, please include the full name of the collection and repository. For example: Romano L. Mazzoli Papers, University Archives and Records Center, University of Louisville Archives and Special Collections.
    7. Please consult Research Room staff about copying, photography, or other reproduction options.
    8. Literary and intellectual property rights of manuscripts, records, and photographs rest with the creator of the document unless specifically transferred to the University of Louisville Foundation. The user assumes full responsibility for complying with all copyright laws and must secure all necessary permissions from copyright holders.
    9. Access to university records is governed by various laws and institutional regulations, including, but not limited to, the federal Family Educational Rights and Privacy Act of 1974, the University of Louisville Student Records Policy, and the Kentucky Open Records Act.
    10. Researchers working with university records must bring any stray personnel, student, or medical records they may find in these materials to the attention of Research Room staff, while ignoring their content. In the absence of the permission of the University Archivist, they are prohibited from publishing, communicating, or taking note from any such restricted records.
  • Personal Digital Camera Policy

    Personal digital cameras can place less stress than photocopying or scanning on archive materials, save time and lessen reproduction costs, and reduce environmental impact of using paper when making copies. As a result, researchers may be allowed at the sole discretion of Archives and Special Collections (ASC) to use personal digital cameras (cell phone, point & shoot, and tablet cameras) within ASC in order to copy materials. ASC will not approve any use of flash lighting, any copying that puts materials at risk, or requests that may prove otherwise inconsistent with rigorous archival practices, the requirements of ASC, or the directions of ASC staff from time to time. In addition, when permitted to make copies, the researcher acknowledges and agrees to the following conditions and limitations in making those copies.

    • The copies are made solely for personal use and research and the researcher or anyone acting on their behalf may not publish or broadcast the materials in any media, exhibit or distribute them on open networks or unsecured networks, archive them other than in a personal and secured research archive, or disseminate them to third parties unless otherwise approved in writing by the Director of ASC and otherwise consistent with US copyright law and/or with permission from any known rights holders.
    • ASC staff will be available to assist the researcher in proper handling of materials. The researcher cannot under any circumstances remove the materials from the Mylar sleeves or sheets.
    • ASC prohibits the use of personal scanners, SLR cameras, tripods, and/ or other camera or reproduction equipment. These technologies and equipment are not permitted in the Research Room. No photographs of the staff, the room, or archive materials not previously requested and identified may be taken.
    • The researcher is solely responsible for keeping complete citations to properly identify the material photographed and to assess compliance with U.S. Copyright law (Title 17, United States Code).
    • Researchers who have other copy needs that are not otherwise permitted by this agreement, such as copies for publication or further reproduction, must place an order for reproduction services with ASC and obtain permission from the copyright holder.

    My check of the box on the registration screen signature below indicates that I have read the above conditions and agree to abide by them. In addition, I agree to indemnify and hold harmless the University of Louisville from all suits, claims, actions, and expenses arising from any use of the copies made of Archives and Special Collections materials.

    NOTICE WARNING CONCERNING COPYRIGHT RESTRICTIONS

    The copyright law of the United States (title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specific conditions is that the photocopy or reproduction is not to be "used for any purpose other than private study, scholarship, or research." If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of "fair use," that user may be liable for copyright infringement. This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.

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