How do you manage requests for restricted special collections?

Special collections are valuable and often rare materials that libraries preserve and make available for research and education. However, some of these collections may have restrictions on access, use, or reproduction due to legal, ethical, or donor-related reasons. How do you manage requests for restricted special collections in your library? Here are some tips and best practices to ensure a smooth and compliant process.

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1 Identify the restrictions

The first step is to identify the nature and scope of the restrictions that apply to the collection you are handling. This may involve consulting the collection policy, the donor agreement, the copyright status, the privacy or confidentiality issues, or the ethical or cultural sensitivities of the material. You should document the restrictions clearly and communicate them to the potential users and staff.

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Meredith Eliassen

Associate Librarian, Lecturer/Special Collections Librarian at San Francisco State University
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Working at a university archives, I comply with the federal Family Educational Rights and Privacy Act (FERPA) and I carry that standard for all collections. I am retrospectively going through collections to identify protected material and returning it to the originating office. For prior material restricted by donors I am complying with agreements and keeping them sealed until restrictions end, and they are all open now. Working in a public archive I aspire to not accept collections that require restrictions beyond copyright. The cost of processing material is only complicated by restrictions, and the archives I work with are not comprehensive. Requests may present educational opportunities to refer to parallel resources in public records.

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2 Evaluate the requests

The next step is to evaluate the requests for access, use, or reproduction of the restricted collection. You should consider the purpose, scope, and duration of the request, as well as the qualifications and affiliations of the requester. You should also check if the request complies with the library's mission, values, and policies, as well as the relevant laws and regulations. You may need to consult with the donor, the curator, or the legal counsel before approving or denying a request.

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3 Provide the access

The third step is to provide the access to the restricted collection in a secure and appropriate manner. You should ensure that the requester signs an agreement that acknowledges the restrictions and the responsibilities of using the collection. You should also monitor and document the access, use, and reproduction of the material, and report any issues or violations. You should also provide guidance and support to the requester on how to handle and cite the material properly.

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4 Manage the risks

The fourth step is to manage the risks associated with providing access to restricted collections. You should be aware of the potential legal, ethical, or reputational consequences of disclosing or misusing sensitive or confidential information. You should also have a contingency plan in case of theft, damage, or loss of the material. You should also review and update the restrictions periodically, and seek feedback from the users and stakeholders on how to improve the process.

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Luis Enrique Lescano Borrego

Automating Libraries with Technology ðŸ¤– | Training the Librarians of the Future ðŸŒŸ ðŸ” Follow my content to stay updated
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Es crucial planificar emergencias en colecciones, especialmente las de valor histÃ³rico restringido. Evaluar la estructura, mobiliario y depÃ³sito esencial para prever riesgos como inundaciones, robos, vandalismo, incendios o plagas, protegiendo asÃ la colecciÃ³n. CÃ¡maras de seguridad, acceso restringido y digitalizaciÃ³n son medidas Ãºtiles contra robos. Registrar ingresos y consultas es clave para saber exactamente que el personal que consulto los documentos. Asimismo, la formaciÃ³n de brigadas de rescate documental y simular emergencia son claves para la recuperaciÃ³n, estabilizaciÃ³n y almacenamiento de documentos.

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5 Educate the users

The fifth step is to educate the users and the public about the value and importance of restricted collections. You should promote the awareness and appreciation of the collection through exhibits, publications, or outreach programs. You should also provide information and resources on how to access and use the collection responsibly and respectfully. You should also encourage the users to share their research outcomes and impact with the library and the donor.

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6 Collaborate with others

The sixth step is to collaborate with other libraries and organizations that have similar or related collections. You should network and exchange best practices and experiences on how to manage requests for restricted collections. You should also explore opportunities for partnerships, digitization, or sharing of resources that can enhance the accessibility and preservation of the collection. You should also participate in professional associations and forums that advocate for the ethical and legal use of special collections.

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7 Hereâ€™s what else to consider

This is a space to share examples, stories, or insights that donâ€™t fit into any of the previous sections. What else would you like to add?

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Directory

How do you manage requests for restricted special collections?

1

2

3

4

5

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7

1 Identify the restrictions

2 Evaluate the requests

3 Provide the access

4 Manage the risks

5 Educate the users

6 Collaborate with others

7 Hereâ€™s what else to consider

Library Services

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Directory

How do you manage requests for restricted special collections?

1

2

3

4

5

6

7

1 Identify the restrictions

2 Evaluate the requests

3 Provide the access

4 Manage the risks

5 Educate the users

6 Collaborate with others

7 Hereâ€™s what else to consider

Library Services

Rate this article

Thanks for your feedback

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