Louisiana and Special Collections

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Policies and Procedures

Visiting the Louisiana Collection Reading Room

Requesting Materials from the Collections

Using Materials from the Collections

Placing Materials on Hold

Reproduction Policies

Copyright, Publication, and Exhibition

Citing Materials

Donations


Visiting the Louisiana Collection Reading Room

Visitors to the Louisiana Collection Reading Room are asked to secure any large bags, backpacks, or purses in one of the lockers located in room 402. Food and drink are not permitted, and patrons should turn off or silence their cell phones while in the Reading Room. We also ask that patrons take any cell phone conversations into the fourth floor lobby area.

Requesting Materials from the Collections

A "Researcher Form" must be filled out when requesting Special Collections materials. These forms can be found on the front counter of the Louisiana Collection Reading Room. One form must be filled out per day for each unique visit to the Louisiana and Special Collections Department, regardless of whether or not the same materials are being requested. These forms are kept on record, but your personal information will not be shared or revealed to any non-departmental staff, except as required by law. Upon completion of the Researcher Form a staff member will retrieve the requested materials.

Certain requests may take longer than others to fulfill due to the size or location of the desired collection. We understand that your time is valuable, and that travel to and from campus may be difficult. Patrons are encouraged to call or e-mail their requests ahead of time, along with their approximate time of arrival, and we will do our best to locate and hold the requested materials in advance.

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Using Materials from the Collections

It is the goal of the Louisiana and Special Collections Department to make materials accessible to researchers in a timely manner while also preserving those same materials for subsequent generations. To this end, several rules for the use of manuscript collections exist that are not intended to impede or constrain researchers, but to protect the materials in a way that will guarantee their availability for many decades to come.

Louisiana and Special Collections Department materials may not be checked out or removed from the Louisiana Collection Reading Room. This includes any items from the manuscript collections, verticle files, books and periodicals from the Louisiana Collection "open" stacks, and items from the reference shelves. UNO theses and dissertations are the only exception to this rule and may be checked out by university students and faculty. Please consult a staff member if you are unsure if an item is a UNO thesis or dissertation.

Food or beverages are not permitted in the Louisiana Collection Reading Room. Please make an effort to thoroughly wash and dry your hands before handling Louisiana and Special Collections materials. We also ask that patrons use only pencils when working in the Louisiana Collection Reading Room. Please leave any pens, markers, or other permanent writing implements capped and inside your belongings. Lockers are available for the storage of any large bags, briefcases, backpacks, purses, or similar items.

Flash photography of Louisiana and Special Collections manuscript materials is prohibited. Non-flash photography is allowed on a limited basis. The copying of materials from manuscript collections must be handled by department staff. Request Forms for scans or photocopies can be found on the front counter of the Louisiana Collection Reading Room. Specific details regarding our photoduplication policies can be found on here.

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Placing Materials on Hold

Louisiana and Special Collections materials may be placed on hold for up to one week. After one week any held items will be re-shelved. As some materials are in high-demand and commonly requested by other patrons, we ask that researchers do their best to limit their hold requests to only those materials they immediately require. Blue Hold Slips are available on the front counter of the Louisiana Collection Reading Room.

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Reproduction Policies

Monographs (books or bound periodicals) located in the Louisiana Collection Reading Room "open stacks" may be photocopied by patrons. A self-service photocopy machine is available for patron use at a cost of $.10 per page. Materials from the Special Collections Department may not be photocopied by patrons and must be handled by a Louisiana and Special Collections Department staff member.

Fragile, bulk, or large-format items may be rejected as candidates for reproduction at the discretion of the Louisiana and Special Collections staff. More information on the reproduction of these materials can be found here.

Photography

Non-flash photography is allowed on a limited basis. Consult with a Louisiana and Special Collections staff member before photographing materials. Patrons must supply their own camera, as photographic equipment is not provided by the library. As a courtesy to others, any and all camera sound effects should be disabled.

Non-flash photography is encouraged over other forms of reproduction whenever possible, as it minimizes wear and tear on materials. However, in the interest of preserving the existing order and arrangement of materials, please avoid separating individual items from their folders while photographing them. It is also recommended that patrons take careful notes regarding the items being photographed, so that materials may be accurately identified or cited at a later date.

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Requesting Photocopies

Patrons who require photocopies of Special Collections materials should consult with a staff member when identifying the items they wish to have duplicated. Yellow photocopy request slips are available on the front counter of the Louisiana Collection Reading Room. Currently there is a charge of $.50 per page (letter or legal sized) for photocopies of Special Collections materials.

In the interest of preserving the existing order and arrangement of manuscript materials, please do not remove individual items from their boxes or folders when requesting reproductions. Instead, patrons should indicate in the notes area of the order form which items and folders they wish to have photocopied. Additional request slips may also be used to bookmark a desired item's location.

Please note that photocopy orders cannot be fulfilled within the same day, and that larger orders may require several weeks.

If orders are to be mailed, the patron requesting photocopies is responsible for all applicable postage costs. More information on delivery options for photocopied materials can be found here.

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Requesting Scans

Patrons who require scans of Special Collections materials should consult with a staff member when identifying the items they wish to have duplicated. Yellow scan request slips are available on the front counter of the Louisiana Collection Reading Room. Currently there is a charge of $10 per scan of Special Collections materials. We are unable to provide more than five scans for any single project.

In the interest of preserving the existing order and arrangement of manuscript materials, please do not remove individual items from their boxes or folders when requesting reproductions. Instead, patrons should indicate in the notes area of the order form which items and folders they wish to have scanned. Additional request slips may also be used to bookmark a desired item's location.

Patrons should consider ahead of time what level of detail and file format they desire. It is important to indicate these preferences clearly on the scan request form. Scanned images are often too large to be e-mailed. If scans are to be delivered via postal mail, and no storage media is supplied by the patron, there is an additional charge of $1 per CD and $2 per DVD for any discs that the requested images are copied to. As there is no guarantee that CDs and DVDs will be available, patrons are encouraged to provide their own storage media.

Please note that scan orders cannot be fulfilled within the same day, and that larger orders may require several weeks.

If CDs or DVDs of scans are to be mailed, the patron requesting scans is responsible for all applicable postage costs. More information on delivery options for scanned materials can be found here.

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Fragile, Bulk, and Large-Format Materials

Due to their age, some materials may be extremely brittle or fragile. Others may be too large for in-house equipment. If the possibility of causing irreversible damage to fragile, brittle, or large-format materials exists, then reproduction of any kind may be prohibited, at the discretion of the Louisiana and Special Collections Department.

Materials that are unlikely to suffer undue physical harm during the reproduction process but cannot be scanned in-house must be handled by a vetted professional reprographic studio or organization experienced in the handling of archival materials. Patrons are responsible for all applicable reproduction costs, including fees related to transporting the materials.

Bulk reproduction orders may exceed the capacity of the Louisiana and Special Collections Department's staff to complete the work. Orders of this size will also have to be sent out to a vetted professional reprographic studio. Please consult with a Louisiana and Special Collections Department staff member for more information on bulk reproduction orders.

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Delivery Options for Reproduced Materials

Once the desired materials have been located and reproduced, several options for delivery are available.

For scans:

  1. Flash memory or USB drive:
    If you are able to provide your own flash memory or USB drive, scans will be copied to said drive.

  2. CD or DVD:
    If you are able to provide your own blank CDs or DVDs, scans will be copied to said discs. If you are unable to provide your own blank CDs or DVDs, they will be provided for you at a charge of $1.50 per CD and $3.00 per DVD, if supplies of blank CDs or DVDs are available.

  3. Email:
    If the total file size of the requested cases permits, scans may be delivered via e-mail. This method may require that a case be compressed into one or more .zip files before it is sent. For more information on .zip files please read the following FAQ (Frequently Asked Questions). Please ensure that your e-mail provider accepts attachments of 20 megabytes or larger, or alert us to any restrictions regarding file size your e-mail provider may institute.

  4. Web access:
    If the total file size of the requested cases is large enough to make e-mail delivery troublesome, scans may be uploaded temporarily to the Earl K. Long Library website. This method will require that scans be compressed into one or more .zip files before they are uploaded. For more information on .zip files please read the following FAQ (Frequently Asked Questions). A link to the .zip files containing the requested scans will be e-mailed to you when they are available for download. Files will be deleted one week after being uploaded.

For photocopies or scans burned to CD/DVD:

  1. U.S. Mail:
    Copies of requested materials may also be mailed via the United States Postal Service. Postal charges are in addition to any applicable media and materials charges ($0.25 per page for photocopies, $1.50 per CD or $3.50 per DVD for scans). Requested materials will either be sent in a flat-rate priority mailing envelope or a flat-rate priority mailing box. Large orders will be charged for each envelope or box required. The University is not responsible for materials lost or damaged during the mailing process.

  2. Pick-up:
    Requested materials may also be picked up from the Earl K. Long Library at no additional charge beyond any applicable costs for media and materials. Once an order is completed, photocopies or CD/DVDs of scanned images may be picked up at the Circulation desk on the first floor of the library. For digital materials that have not been burned to CD or DVD ahead of time, please arrange to arrive at the library when the Louisiana and Special Collections Department is open.

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Copyright, Publication, and Exhibition

Researchers assume full responsibility for complying with laws regarding copyright, literary property rights, and libel. This includes requests for reproductions of manuscript materials.

For more information please consult the Copyright Law of the United States (Title 17 of the U.S. Code) and guidelines for "fair use" published by the United States Copyright Office.

Permission to examine manuscript materials or receipt of reproductions does not constitute permission to publish. Any publication or use of materials that exceeds the limits of fair use requires specific prior written permission.

Requests for permission to publish or exhibit should be addressed in writing to the Department Chair, Louisiana and Special Collections Department, Earl K. Long Library, 2000 Lakeshore Drive, New Orleans, LA 70148.

The rights to some Louisiana and Special Collections materials still remain with the original copyright holder. In these cases it will be necessary for the patron or researcher to contact the legal copyright holder for permission to publish or exhibit.

When permission to publish is granted, two copies of the publication will be requested for the library.

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Citing Materials

We ask that any writings, works, or publications that make use of library materials also properly acknowledge the appropriate manuscript collections. The correct citation form for each collection is included in the collection's finding aid. Copies of scholarly publications based on research in Louisiana and Special Collections are welcomed.

Generally the proper citation form is as follows:

Collection Name (Manuscript Number), Louisiana and Special Collections Department, Earl K. Long Library, University of New Orleans.

Example:

Marcus Christian Collection (MSS 11), Louisiana and Special Collections Department, Earl K. Long Library, University of New Orleans.

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Donations

The Louisiana and Special Collections Department welcomes inquiries regarding the donation of materials to our archives. Patrons interested in familiarizing themselves with the why, what, and how of donating your personal or organizational documents and materials should visit the Society of American Archivists' guide to "Donating Your Personal or Family Papers to a Repository" and "Donating Your Organizational Records to a Repository". Potential donors will be required to sign a "Deed of Gift" form, which is necessary to ensure that the Louisiana and Special Collections Department is granted proper legal ownership and custody of the materials. For more information on Deeds of Gift, visit the Society of American Archivists' "Guide to Deeds of Gift".

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