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Archives Policy

Location:

Archives are housed on the second floor of Memorial Library.  If you have questions regarding Cortland’s buildings, programs, course descriptions for classes you took, or other issues concerning the history of the college, please contact us.   If you are interested in the Didascaleion, the Dragon Chronicle, Press and Hilltop Press, they are available on microfilm in the Periodicals area.  

Archival material does not circulate outside of the building.   Use of the archives is welcomed; please contact us prior to assure availability of a staff member

Donations of items related to the history of the school are accepted within the limits of available space and resources.    Also, the library can assist in finding a proper location for items such as faculty papers. 

Archives Control Binder:

The Archives Control Binder is available for public use in identifying archival material. It is located behind the reference desk. It will be updated and expanded as needed. The Archives Control Binder facilitates identification of the needed Record Group (RG), SubGroup (SG), and Series (S).

Telephone Questions:

In general, use of information and materials contained in the Archives requires the patron to be present in the library building. Telephone requests will be handled by the Reference Desk librarians, who at their discretion may provide limited assistance for telephone requests, or suggest that the patron visit the Library. The library does not supply alumni address or telephone number information; requests for such up-to-date information should be referred to the Alumni Office.

Research Assistance:

The Reference Desk librarians, using the Archives Control Binder, will help patrons to identify materials. If additional help is needed, appropriate faculty or other institutional assistance -- such as the Cortland County Historical Society -- will be suggested.

Log In:

When the patron comes to the Archives, the Reference Desk librarian will accompany the patron to the Archives area, unlock the door, and assist the patron in using archival material. The patron must sign in on the patron log and must present a validated I.D. card, resident borrower's card, or driver's license to the clerk. The log will have space to identify the material used.

Use of Collection:

The Reference Desk librarian will show the patron any materials identified, and discuss with the patron requests for further information or materials. The librarian will instruct the patron to use only pencil when working with archival material, and will be prepared to provide a pencil and paper for the patron if needed. The patron will be instructed to use the identified archival material either in Archives if supervision is available during the entire work period, or be taken to the Reference area where the librarian on duty will be responsible for supervising use of the archival material. Patrons will be instructed to leave archival materials on the table in the Archives room and not to attempt to reshelve materials. The Reference Desk librarian will verify that all materials are accounted for and are in proper condition before the patron leaves.

Browsing:

Generally, patrons will not be allowed to browse the collection. If, however, a patron has a valid reason -- such as historical research for an academic project or a SUNY Cortland administrative request -- the Reference Desk librarian may authorize limited browsing privileges, and will be present during the browsing period.

Refiling:

The Reference Desk librarian will refile all materials used by the patron and make sure that the Archives area is locked following the patron's departure.

Circulation:

Generally, archival materials do not circulate outside the library building. Special permission for use of archival material outside the building may be authorized only by the Director of Libraries.

Microfilm:

Because of the poor physical condition and vulnerability of certain material, patrons interested in using the Didascaleion (1926 to present on microfilm; circulating copies in main stacks [LB/1921/C75]); the Dragon Chronicle (1990 to present on microfilm); Press (1971-1990 on microfilm); Hilltop Press (1965-1971 on microfilm) will be instructed to use microfilm copy which can be handled and copied without damage to the original.