Special Collections & Archives

For the preservation and security of these historical items, visitors are limited on what outside items can be brought into the archive area. UNG staff reserves the right to require visitors to check in any items they deem as a potential risk to archive materials.

• All brought items are subject to inspection before entry and exit of the archive.
  • Examples: Hinged items (notebook, textbook, tablet with screen cover/flap, laptop) or stacks of items (printer paper, notecards, etc.)
• Pens, markers, highlighters, or any other writing utensil that uses anything other than common graphite are prohibited.
  • Any research notes must be made by a pencil (complimentary pencils are available from staff), or,
  • Portable computers (laptops/netbooks/tablets) are also permitted for notetaking.
• All storage accessories, containers, and packaging are prohibited.
  • Examples: Briefcases, bookbags, laptop cases, purses, poster tubes, envelopes, folders, etc.
• All food (and chewable/“food-like” items like gum, cough drops, antacids) and liquids of any kind are prohibited.
  • Examples: Bottled water, breath mints/spray/strips, popcorn, candy, etc.
  • Reason: Any moisture/condensation, sticky residues, grease, acidic flavoring, food coloring, sugars, salts, natural solvents, et cetera can cause direct or indirect damage, promote fungal/bacterial growth, or attract pests that can either consume or contaminate materials.
• Items or devices that can make a sound that is audible at a distance greater than one foot, must be silenced or checked in at the front desk.
  • Personal listening devices (headphones or earbuds; preferably wireless) are permitted, but the volume must be low enough to not disturb other researchers.
  • Staff reserve the right to require visitors to check in any devices that they deem can cause a disturbance or potentially damage materials.
• Cameras (and similar devices with photo-capture functionality) are prohibited without a completed Photography Request Form approved by Special Collections & Archive staff.
  
  • Absolutely no flash photography. (Intense light accelerates the breakdown of pigments and inks.) If your photography request is approved, your photo-capture device must be able to indicate during your entire visit that its flash features are either disabled or nonexistent.
  • Material handling guidelines must be maintained at all times, you cannot "pose" materials beyond their standard reading and storage positions, even for photos.
  • All other photography equipment is prohibited (tripods, cables, additional lighting, diffusers, remotes, ...)
• Be mindful of your clothing and accessory choices at the time of your visit as these can accidentally drag across materials causing pigments to smear or paper to tear.
  • Favor shirts/tops with a smooth, uniform surface.
    Avoid shirts/tops/sleeves with added features that can snag or scrape, like: zippers, metal studs/rivets, rhinestones, beads, badges, patches, flap pockets, oversized lapels/cuffs, ruffles, buttons/snaps (collar buttons are fine.)
  • Favor sleeves that are either short or form-fitted.
    Avoid long sleeves that are flared/flowy, loose/"baggy", or rolled.
  • If you have long hair, consider a hair tie to keep your hair up and away from your face, table, and other surfaces. This will reduce unnecessary repetitive motions (brushing your hair aside) and keep your hair from interacting with archive materials (adding oils or brushing pigments/inks/dyes...)
  • Reduce or remove nonessential accessories
    (decorative jewelry, wristwatches, neckties, ...)
  • Reduce or remove nonessential layers
    (coats, jackets, hoodies, scarfs, ...)

• All archived materials must be handled with considerable care.
  • Consult with a Special Collections & Archive staff member if you are ever unfamiliar with the proper handling technique for a collection item.
• Books, manuscripts, and archival documents are paged for readers and may only be used in areas designated by staff.
• Readers must comply whenever directed to:
  • Wear protective gloves.
  • Place books or bound manuscripts on book rests or cradles.
  • Use provided page weights for holding books open.
  • Check in any items that are deemed a risk to archive materials or guest focus.
• All archival materials must remain flat on the table (or book rests or cradles, when applicable.)
• Do not place anything on top of archival materials except for staff-provided paper placeholders and/or (when directed) page weights.
• No writing on, marking in, or erasing any materials.
  • Paper bookmarks or "placeholders" are available from staff.
• No leaning on, tracing over, smudging, “finger reading”, folding, impression rubbing, nor any other actions that add pressure, cause strain, smear ink, deform, alter or damage materials.
• Hands must be clean and dry before handling any archival materials.
  • Any moisture, sticky residues, excess grease, pen ink, marker dyes, food coloring, acidic flavoring, solvents, et cetera can cause direct damage, promote fungal/bacterial growth, or attract pests that can eat or contaminate materials.
• Turn pages slowly and gently.
  • Pages may be too thin or brittle to handle fast movements and may unexpectedly catch/halt on something (shirt button, baggy sleeve, a wristwatch, etc.) resulting in damage.
• SC&A staff will remove and replace any metal fasteners (paper clips, binder clips, staples, etc.)
  • Never attempt to remove or replace metal fasteners yourself.
• Proper handling guidelines must be maintained at all times regardless of activity; including, but not limited to photography (e.g. items cannot be “posed” with disregard to the standard reading or storage positions as any other positions violate safe handling protocols.)
• To reduce the risk and range of potential mishaps, limits are imposed on the number of items allowed to be checked out at the same time, 
  • For printed volumes:
    • Readers are permitted to consult up to three* books at a time.
    • *Based on the size or condition of the book(s), staff can further limit the number of books for a reader down to two or one.
  • For manuscripts and archival documents:
    • One box is circulated at a time.
    • Only one folder can be removed from a box at a time.
    • The exact arrangement of unbound materials (both the papers in the folders and the folders in the boxes) must be maintained.
    • Notify the staff member on duty if any materials appear misfiled out of proper order.
      The staff will determine whether the order of materials was intentional.
      Never attempt to rearrange the order of papers or folders yourself.
• All collection items must be returned to the librarian before the archive's closing time.
  • Materials can be placed on hold for 24 hours.