Archives Access

The Archives can be reached by visiting the Asa H. Gordon Library, by mail, by phone, by fax or via the Internet.  Researchers are asked to agree to abide by the established "Terms of Access and Use."  A limited number of photocopies may be made available for research use, for those researchers unable to visit the Archives, as the materials' condition, access restrictions and staffing permit. Material in the Archives is not available through Inter-Library Loan. 

Use of Materials

These procedures are designed to ensure the security and preservation of the materials in the Archives so that they will be available for future use.

• Materials in the Archives do not circulate.
  
  
• All materials are used only in the reference room.
  
  
• All visitors must sign-in at the reference desk.
  
  
• All personal materials including purses, briefcases, and book bags must be left at the Reference desk.  All outerwear, coats, hats, jackets, and umbrellas must be left at the reference desk.
  
  
• Eating, drinking, and smoking are not permitted.
  
  
• Notes taken while using archival materials may be taken only in pencil.  No pens, highlighters, etc. are permitted.
  
  
• Patrons may use only one box of materials at a time, and will be careful to maintain the order of the documents within a folder.  If any of the contents of a box or folder appear to be out of order, please bring it to the attentions of the staff.
  
  
• All photocopies and scans will be made by the staff.  Restrictions may apply to the photocopying of some materials.
  
  
• The staff reserves the right to examine research materials, personal notes, etc. at any time.
  
  
• Materials will not be retrieved for the stacks after 4:30 p.m.
  
  
• All materials must be returned to the reference desk by 4:45 p.m.
  
  

Reproduction Services & Fees

To facilitate scholarly and official use of its collections photocopies are provided as a service to researchers for their private study and use on a fee for service basis. 

In order to protect the materials from inadvertent damage, all photocopying is performed by the Archives staff.  Researchers may not use their own equipment. All requests for reproduction must be approved by a staff member. Requests may be denied if the item is too fragile, if it cannot be duplicated with available equipment, or if the size of the request will place an unreasonable strain on available staff resources. The Archives reserves the right to set limits on the amount of copying it will undertake.

Most orders will be filled at the time of the request, although larger orders may require a longer turn-around time.  Permission to reproduce does not constitute permission to publish.  The researcher assumes full responsibility for conforming to copyright law.

Fees

Payment is required in advance for all photocopy orders and may be made by check or money order.

Photocopies

Copyright

The copyright law of the United States (Title 17, United States Code); govern the making of photocopies 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 specified conditions is that the photocopy 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.  The Archives reserves the right to refuse to accept a copying request if, in its judgement, the request would involve a violation of copyright law.

Conditions

• The purchase of an image reproduction does not constitute permission to publish.
  
  
• Permission to publish must be requested in writing.  If granted, permission is only for one-time use.
  
  
• Request for reuse or change in use must be applied for in writing.
  
  
• The Archives requires a citation as follows; [Collection Name], Savannah State University Archives, Asa H. Gordon Library, Savannah State University.
  
  
• Any change to the original copy should be indicated in the accompanying caption.
  
  
• In authorizing publication of a copy, the Archives does not surrender its own right to publish it or grant permission to others to do so.
  
  

Persons requesting copies assume all responsibility for complying with U.S. copyright restrictions applicable to these materials and agrees to indemnify and hold harmless the Board of Regents of the University System of Georgia, Savannah State University, and their officers and employees, from and against any claim of invasion of privacy, copyright infringement, or any other suits, costs, and liabilities arising out of any use of the material period.