Archives

General Policies governing Use of Collections 

The Archives is a closed stack area.  Patrons are not allowed to browse the collections and materials must be used in the archives.  Patrons wishing to use materials housed in the archives must consult with the Archivist.  Most books housed in the archives have been cataloged and can be located with the SMC Library Catalog; a comprehensive list is available for uncataloged materials.  Finding aids for some archival materials are available on the archives website and in house; patrons are encouraged to consult these finding aids as early in the process as possible.  The Archivist is happy to assist in identifying other materials as well.  Patrons will be asked to fill out a Registration Form while materials are being retrieved.  Patrons will be asked to abide by the Rules for Use.  Certain materials may be subject to further restrictions based on condition or restrictions on use. 

Photocopying 

Although most materials in the Archives Department may be photocopied, photocopying is subject to approval.  Copies may be denied because of condition of material or because of copyright or other considerations.  Patrons must consult with the Archivist before photocopying.   

Patrons may photocopy materials using the photocopier located in the Archives Department.  Materials may not leave the Archives Department.  Special arrangements may be necessary for oversize materials and certain other items.  In special circumstances, Archives staff may photocopy materials for patrons.  Copies may take up to two weeks to produce.   

The cost is $.10 per page for non-SMC affiliates.  Oversize materials are $.15 per page.       

Materials protected by copyright and not subject to the Fair Use clause of the Copyright Act may not be reproduced without written permission of the copyright holder.  A copy of the signed permission must be on file in the Archives prior to any duplication.   

Audio and Video Recordings 

The Archives has a collection of audio and video recordings dating from approximately 1945.  Most are recordings of special events or student productions or groups. Films of campus sporting events are also available.  Other materials, including oral histories of both SSE and College personnel are also available.  An inventory is available both in-house and online.  Patrons may access recordings in the Archives.  Upon request and whenever possible, the Archives will make copies of unrestricted audio and video recordings in the Archives collections for patrons.  Saint Michael's staff, faculty and students should provide the Archives with blank audio and/or videocassettes for this purpose.  Other patrons should refer to the fee schedule below. 

Audiotapes       $5.00
Videotapes       $15.00
DVD’s             $30.00
Film reproduction*       $30.00 per film, plus cost of media as outlined above.     

Materials protected by copyright and not subject to the Fair Use clause of the Copyright Act may not be reproduced without written permission of the copyright holder.  A copy of the signed permission must be on file in the Archives prior to any duplication.   

Copies of audio and video recordings may take up to two weeks to produce.  Film reproduction may take up to one month.       

*Some films have already been reproduced and will be available for the cost of the copy only. 

PHOTOGRAPH USE POLICY

Patrons may access the photograph collection according to the Archives Department Rules of Use.  Patrons may browse through the photograph boxes, which are arranged into broad subject categories.  The photograph collection is quite large and is not cataloged.  Locating a specific image can be difficult and patrons should plan accordingly.     

Patrons may request photocopies, copy prints, slides, and digital images for most photographs in the SMC Archives.  Photographic reproductions may take up to two weeks to produce. Staff will photocopy photographs upon request.  Copies of photographs are provided for personal, curricular, scholarly and administrative use.  Patrons planning to reproduce photographs in books, articles, exhibits, videos, or other media must request permission in advance by submitting a Reproduction Use form.  Permission will normally be granted as long as applicable use fees are paid and donor or copyright restrictions do not prohibit the intended use.  The long-term preservation of the image is the primary concern of the archives and as such, the archives reserves the right to limit reproduction due to age, condition or format.     

All other photo reproduction services are subject to the following:  

Copy prints and slides:
·        Consult the fee schedule for a full list of services and prices.  Copy print prices are set by the vendor.   
·        Prints are made through an outside vendor.
·        Archives Staff will transport photos to/from the vendor.
·        The patron must pay the charge for producing a  4”x 5” negative if one is not on file.  Negatives are retained by the Archives Department.  Patrons may not purchase negatives for their own use.
·        Copy prints and slides are subject to the queue at the vendor and may take up to 2 weeks.
·        All photographs may be subject to a one-time use fee.

Digital reproduction:
·        Cost is $5.00 per image for non-SMC patrons. 
·        Archives staff will scan all images.  Patrons may not scan their own nor use a hand-held scanner.  Patrons may not use digital cameras.  Archives staff will make necessary arrangements for scanning oversize images.  
·        Each image's print dimensions will correspond on a 1:1 ratio with the original, unless special arrangements are made.  Maximum size of original is 9" x 12”. 
·        Patrons may choose either color or grayscale images.  Special arrangements may be made in advance for different specifications.
·        No image editing beyond basic quality control, will be performed.  Basic quality control includes proper alignment, resolution, and color correction.
·        Patrons must specify resolution.  Images can be scanned up to 300 dpi, unless special arrangements are made with staff.  Arrangements must be made in advance.
·        Patrons must specify file format.  If no format is specified, images will be delivered as a .jpg.
·        Small orders may be delivered via email.  Larger orders can be burned to CD or placed on diskette.  The patron must supply the media.   
·        All photographs may be subject to a one-time use fee.

 Please let staff know if you have deadlines or other special needs.

Our preferred photo credit line is Photograph Collection, Saint Michael’s College Archives (or Society of Saint Edmund Archives,) Saint Michael’s College, Colchester, VT.

 Copyright:
It is the responsibility of anyone reproducing photographs to determine the copyright holders and obtain permission from them if necessary.  Archives staff will provide available copyright information on request.  Materials protected by copyright and not subject to the Fair Use clause of the Copyright Act may not be reproduced without written permission of the copyright holder.  A copy of the signed permission must be on file in the Archives prior to any duplication.   

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Maintained by Elizabeth Scott, last update - Thursday June 30, 2005