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Using the Collections

Also see Finding Primary Source Materials

The following policies and procedures govern access to and use of collections in Special Collections & University Archives at the University of Oregon Libraries.

Access to Materials
Restrictions
Preservation
Duplication

See also Teaching with Primary Source Materials

Access to Materials

1. All users must register. There is no cost for registration and no University affiliation required.
2. Browsing is not possible. For security, materials are kept in closed stacks.
3. Some materials require 48 hours' notice. Books and manuscript materials are made available upon demand, usually within a few minutes. Some collections are stored off-site, and may require as much as 5 days' notice to retrieve. For security reasons, materials of extremely high value or contentious content will not be available on Saturdays unless you have made prior arrangements with us to ensure the availability of additional staff. Requests must be placed more than 30 minutes before closing time. Photographs and architectural drawings are made available with 48 hours' notice* (Sundays and holidays not counted). Whenever possible, scans or copy prints will be provided instead of vintage photographs or negatives.
4. To place a request, you must know the call number, author, title, and specific pieces (boxes or volumes) you want to consult. Some of our materials are listed in the online catalog and some on these pages, but most collections cannot be remotely searched. Please contact us if you need any assistance locating materials.
5. You may request materials in advance, via fax or e-mail. To ensure accuracy, please provide written requests, not phone calls. If your request is not accurate or is misunderstood, there may be a delay in providing access to the materials you want.
6. Materials may be placed on hold for you for ten days. Materials may be held for longer periods by arrangement.
7. We will make reasonable effort to accommodate users with disabilities and special needs. Advance communication of your needs is very helpful to us.

Restrictions

1. All users and visitors to the Paulson Reading Room are required to register annually. By registering, you agree to abide by our rules. For the protection of our materials, you may be denied access if you do not comply with our rules.
2. No materials belonging to Special Collections may be removed from the Paulson Reading Room without the express consent of the curator.
3. The Paulson Reading Room is monitored at all times for security.
4. While using our materials, you may have only paper, pencil, or a laptop computer with you. No pens are permitted. All bags, containers, and computer cases must be parked on the table provided at the Paulson Reading Room entrance. Small valuables may be kept on your lap. A rack is provided for your coat and hat. We are not responsible for the security of your personal property.
5. Within the Paulson Reading Room personal electronic devices (cell phones, recording and playback devices, et cetera) may only be used to access AV materials or take notes. All electronic devices should be muted.

Preservation

1. To protect our fragile materials, all tobacco, food, drink and snacks are banned from the Paulson Reading Room.
2. No pens are permitted. We always have pencils available for you.
3. Please handle all materials as if they were ancient and fragile. Use cradles for all bound materials, turn pages gently, and lay your pencil down while you are handling the materials. When taking notes, please make sure your paper is on the table, and not atop our materials.
4. You may be asked to wear gloves while handling photographs or very old items.
5. You may have requested many boxes or items, but we ask that you use only one at a time. Please notify us when you are ready for the next item, and allow us to do all the transporting. This reduces your risk and ensures that our trained staff remain responsible for movement of the materials.
6. Please use markers when removing folders or items from boxes, and remove only one item at a time. It is very important that items retain their order within a box.
7. No self-service duplication of materials is permitted. You may not bring in your own scanner or camera.
8. If you discover materials in need of rehousing or preservation treatment, please bring it to our attention immediately. Thank you!

Duplication Services

1. We can provide duplicates in many formats (photocopies, scans, photographs, microfilms, and AV copies) provided the originals are in adequate condition and there are no legal restrictions upon the collection. You will be charged a service fee for production of the duplicate. We may be able to negotiate a bulk rate for production costs.
2. If you plan to publish or display our materials, you must receive permission and you will be assessed a use fee. Use fees are charged on a sliding scale. If you are charged a use fee, you will also receive an explicit statement of the permissible uses. Any additional or altered use requires a new negotiation of the rights and the use fee. Use fees are our sole source of income for preserving our collections.
3. You are responsible for conforming to the laws governing copyright and libel. Note that we do not hold copyright on all of our materials but will try to direct you to the copyright holder when we can. Many of our materials are out of copyright protection, but we retain property rights in those materials. For more info see the Copyright Management Center and their checklist.
4. Photocopy requests should be limited to 100 copies. Larger orders will incur a 25% service charge and are subject to approval by the curator. If, in the judgment of the curator, you have requested duplication of a substantial portion of a collection, we may require that the collection be microfilmed instead of photocopied. Microfilming may be more expensive but it is less damaging and preserves the collection by creating a persistent surrogate.
5. We may require that you pay for the production of a copy negative for preservation of photographic materials, but we retain ownership of all negatives.
6. We can ship duplicated materials to you. You will be charged a minimum shipping and handling fee of $5.00. We can ship by courier if you have a courier account.
7. We can often expedite duplication. A fifty percent surcharge will be added to the service fee.
8. We may require that you pay a deposit for large duplication orders.