Policies

Collection Policy Statement

The primary focus of Alabama State University Archives is to identify and acquire, organize and preserve collections, particularly primary source materials that document the history and the internal operations of Alabama State University. The Archives will collect material that sheds light on how the school influenced African Americans in Montgomery, in Alabama, around the southeast, and throughout the nation. It is also the goal of the Archives to develop and catalog a collection that will preserve and make accessible for study, materials relating to the people, aims, strategies, and achievements of the modern civil rights movement, paying particular attention to those areas where civil rights activism intersects the history of Alabama State University, and in those instances where material connects the local movement to wider civil rights initiatives. Finally, the Alabama State University Archives will collect material that reflects the cultural expressions of African Americans in Alabama. However, the Archives will also consider other material that may not clearly match the aforementioned criteria on a case by case basis.

The impetus to establish a school for the black citizens of Alabama began shortly after the Civil War. In 1867, African-American leaders founded Lincoln Normal School in Marion. In 1870, the State provided its initial support, $486, and the school became the State Normal School and University for Colored Teachers and Students. Over the years, the school reorganized and moved to Montgomery, offering its first classes in the new location with expanded state funding on October 3, 1887. After several role expansions and name changes, it became Alabama State University in 1969. As a direct descendent of the Lincoln Normal School, it is the one of the nation’s oldest institutions of higher education.

Alabama State made a major contribution to America’s citizens through the involvement of its employees and students in the Montgomery Bus Boycott. This protest set the stage for the modern civil rights movement by successfully coupling non-violent civil disobedience with anti-discrimination litigation. The Montgomery Bus Boycott also catapulted Martin Luther King, Ralph David Abernathy along with a host of other local activists onto the national stage and it also awakened the nation to the denial of Civil Rights for a major part of the population.

The University Library has always collected materials to document the African-American experience, and in recent has aggressively sought to preserve materials documenting the Civil Rights Movement. Through its efforts, Alabama State created the National Center for the Study of Civil Rights. The Center collects textual documents, photographs, and artifacts. In addition, it sponsors symposia and produces both audio and video tapes for documenting the stories of the Civil Rights Movement leaders.

Rules & Regulations for Use of Archival Materials

The University Archivist will attempt to answer general reference questions about the collections and the history of Alabama State University. Questions requiring extensive research may be beyond the scope of this service.

1. Before using material users must familiarize themselves with the rules and regulations governing Alabama State University Archives.
2. We ask researchers to contact the Alabama State University Archivist prior to their anticipated arrival so the archivist can determine what collections are needed, assure that they will be available, and explain any restrictions which might apply.
3. First time archive users must present a valid driver's license or photographic I.D. and must complete a Research Application. (Form A) A new Research Application Form must be completed once each academic year. (October 1 to September 30) Researchers are requested to sign the register once daily during every research visit.
4. No food or drink is allowed in the area. Smoking is prohibited.
5. All book bags, briefcases, large purses, outerwear, and other large items must be left in the lockers at the entrance of the Special Collections area.
6. Portable computers, typewriters, tape recorders & cameras, including cell phone cameras cannot be used unless permission is granted.
7. Archival materials do not circulate and cannot be placed on Reserve.
8. Selected archival materials cannot be sent through interlibrary loan.
9. Restricted items & unprocessed collections may be accessed only with the permission of the archivist and the library Director.
10. Researchers are limited to one box at a time and can remove only one folder at a time.
11. The use of pens is prohibited, but pencils are permitted.
12. Documents should be maintained in the order found. If you feel something is misplaced or missing, please consult with the archivist.
13. Handle documents carefully. Do not lean on, write on, make any marks on or write over documents. Do not fold, trace, fasten with paper clips, or handle material in any way likely to damage it. Do not use post-it markers. To mark places in folders or books ask the archivist to provide paper strips.
14. If it is necessary to leave the Reading Room temporarily, arrange with the archivist either to reserve the materials for your return or leave the materials on your table. Replace all materials having containers into their proper place, close all containers and volumes, and notify the archivist immediately upon your return to resume use of the materials.
15. Researchers suspected of theft or vandalism may be subject to search and prosecution in accordance with the laws of the State of Alabama.

 

Photocopying Services

Copyright

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, library and archive are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be used for any purpose other than private study, scholarship, or research. If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of “fair use,” that user may be liable for copyright infringement.

1. Researchers are not permitted to photocopy archival materials or photographs.
2. Due to workload involved in assisting patrons and other responsibilities, photocopying may not be done on demand. Patrons needing this service should fill out a photocopy request form. The cost of copying is .25 cents per page and payment is due when service is completed.
3. The Archives also reserves the right to refuse a reproduction request if, in its judgment, fulfillment of the request would involve violation of copyright law, legal restrictions or if doing so will damage the original or violate donor agreements.
4. The Alabama State University Archives reserves the right to limit the volume of duplication; in addition, the Archives will not reproduce an entire collection unless the researcher obtains the written permission of the writer, donor, depositor, literary heir or Alabama State University Archives in compliance with the U.S. Copyright laws.
5. Scanned items sent as e-mail attachments are billed at $12.00 at 15-minute increments.
6. The copying of musical works is prohibited according to copyright law.
7. Citations for the Archives should conform to the following format:
   
   Name of collection, Courtesy of Alabama State University Archives.
   

Please note: Payment for all services must be by check or money order, made payable to Alabama State University. We regret that we cannot accept payment via credit card.

Research (By mail/e-mail or phone):
A $12.50 minimum reference service fee is required on all requests that are more than a ready reference request. This covers up to 15 minuets of staff time and up to 5 pages photocopied. If deemed necessary, postage charges may be added to the total fee. Additional copies cost 25 cents each. Referral may be made for additional research required.

Photographs
Photographs may also be scanned into digital images for delivery by e-mail or on disk through U.S. Postal Service. Available formats for digital images include .jpg, .tif, .gif, and others. Please contact the Alabama State University Archivist for digital imaging fees.

Reproduction of audio or visual tapes will be done on a case-by-case basis. This determination will be based on preservation issues, donor restrictions or copyright restrictions imposed upon the item. When copy negatives must be made, they become the property of the Archives. Original materials from the Archives' collections will not be lent to researchers.

Permission to Publish, Exhibit or Broadcast:

1. The Archives at Alabama State University claims only physical ownership of most Special Collections material. Persons wishing to broadcast or publish this material must assume all responsibility for identifying and satisfying any claimants of copyright. The recipient agrees to indemnify and hold harmless the Archives at Alabama State University its officers, employees and agents from and against all suits, claims, actions and expenses arising out of the use of reproductions provided by the Archives.
2. If you wish to use either published or unpublished materials from our collections in a publication, you must determine whether the work has passed into public domain and is no longer under copyright protection or find the copyright holders and get permission to use the material. It should be clearly understood that the supplying of copies of manuscripts and the giving of permission to publish by the Alabama State University Archives is not to be construed as a transfer of literary rights.
3. Permission to publish, exhibit or broadcast materials owned or held by Alabama State University Archives must be requested and granted in writing. The Archives at Alabama State University reserves the right to refuse permission to individuals and publishers who have not complied with its policies. The Alabama State University Archives requests a copy of any publication that arises from material housed and used in the Archives, and requires credit given upon publication: “Courtesy of Alabama State University Archives.”

Mail to:
Alabama State University Archives
Levi Watkins Learning Resource Center
Alabama State University
915 South Jackson Street
Montgomery, Alabama 36104

Non-Profit Organization/Non-Commercial Use

Legitimate non-profit organizations, public broadcasting, and academic users will be charged 50% of the regular charge for photo use, provided the Alabama State University receives an appropriate credit line and is supplied with a copy of the completed product for the Center's collection.

By signing this form I agree that:
- I will not make or permit to be made additional copies of the items identified below without prior written authorization from Alabama State University Archives.

- If I cite or quote this material in any publication, presentation or performance I will fully credit, Courtesy of Alabama State University Archives, with ownership of the original.

- If I have obtained this reproduction under Fair Use provisions of the U.S. Copyright statute (17 U.S.C. 107), I certify that it will be used only for legitimate scholarly, research or classroom use and that it will not be used for any commercial undertaking. I further indemnify Alabama State University Archives, and their officers and employees from and against any copyright infringement claims, suits, costs, and liabilities arising from use of the items identified below.

Make checks payable to: ASU. We regret that we cannot accept payment via credit card.

Mail to:
Alabama State University Archives
Levi Watkins Learning Resource Center
Alabama State University
Montgomery, Alabama 36106

Conditions for permission to publish or exhibit photos

1. Credit must be given to Alabama State University Archives, Montgomery, Alabama.
   Credit must appear on all publications directly below the photo.
   For web page use the credit must read, Alabama State University Archives and be linked to our main page www.alasu.edu
2. Use fees are charged in addition to reproduction costs when an image is to be published or used commercially. Payment of this fee does not exempt the user from the credit line.
3. Permission is for one-time use only and one version only. Alabama State University Archives retains all rights to the photos and they are to be used only for the purpose listed in the permission form.
4. Alabama State University Archives reserves the right to limit the number of photographic copies; to restrict the use or reproduction of rare or valuable photos; to ensure that materials from its files are reproduced in good taste; to make special fee quotations on items involving unusual difficulty in copying; to charge a higher fee than specified for a small number of rare or unique photos.
5. Authorization to use under this agreement does not extend to others without prior written permission from Alabama State University Archives.
6. Consistent with these conditions for permission to publish, the requestor agrees to indemnify and save and hold harmless Alabama State University Archives from any and all claims of any nature arising under this agreement, including specifically any action involving infringement of the rights of any person, heir, or descendant under statutory copyright.
7. One complimentary copy of each publication and or videotape in which the photographic copy appears must be sent to Alabama State University Archives no later than the first date of publication.
8. Any additional use or reuse requires the prior written agreement by Alabama State University Archives.
9. Image Manipulation:
   Our primary interest is to protect the integrity of the original image.
   Any manipulation of the photos must be approved by the Alabama State University Archives.

Photographs
B & W Prints
4 x 5 = $25.00
Scanning and printing images: $50.00 per hour charge (includes staff time and postage, if mailed).
The minimum charge is $12.50.
Images are also available on disk at the same hourly charge plus medium cost (see below).
Disk Media: CD (800 MB) = $5.00
Handling fee: A $5.00 handling fee is added to the total order if material is mailed.
Publication/exhibition fee (educational/not-for-profit use): $100.00 per photographic image
Publication fee (domestic commercial use): $200.00 per image

Audio Recordings
Handling fee: A $5.00 handling fee is added to the total order if material is mailed.
Audio Recordings: $5.00 for each CD + $50.00 per hour charge (includes staff time and postage, if mailed).
Publication fee (educational/not-for-profit use): $100.00 per minute of actual recording used.
Publication fee (domestic commercial use): $200.00 per minute of actual recording used.

Video Recordings
Handling fee: A $5.00 handling fee is added to the total order if material is mailed.
Video Recordings: $5.00 per tape + $50.00 per hour charge (includes staff time and postage, if mailed).
Publication fee (educational/not-for-profit use): $100.00 per minute of actual footage used.
Publication fee (commercial use): $200.00 per minute of actual footage used for domestic distribution.

Accessioning Process

Acquisitions Guidelines
Alabama State Archives accepts donations of material for its research collections from individuals, organizations, institutions, and businesses.

When accepting material, the Archives is responsible for:

1. Maintaining the materials, ensuring accepted practice for preservation and security, preparing the materials for research use through professional arrangement and cataloging, and supplying them to any interested researcher on an equal basis during posted hours or by appointment.
2. Ensuring that all material containing confidential information is restricted from all use in accordance with the explicit instructions of the donor as long as the restriction is "reasonable." The Archives cannot accept collections that are restricted indefinitely or for which the restriction cannot be enforced with reasonable effort.
3. Making decisions about preserving and preparing collections consistent with professional archival practice to best serve the material itself, researchers, and this organization. Materials that the Archives wishes to remove from the collection will be discarded, offered to another institution, or returned to the donor according to the donor's instructions.
4. Securing legal documentation for every gift that makes clear the terms of the transfer and any instructions of the donor. The Archives will accept a deed of gift that transfers title to this organization or a loan agreement that specifies terms under which the loan will become a donation. Donors may retain copyrights in their donation to themselves or transfer these rights to the Archives. The Archives will honor all agreements with the donor.

The Archives cannot:

1. Accept donations without transfer of title or the clear intention to transfer title at a defined time.
2. Accept material for which the donor does not have clear title.
3. Provide appraisals of the monetary value of gifts. The Archives will provide the names of appraisers without recommendation to donors who wish to have material appraised.
4. Accept liability for loss or damage of materials due to deterioration, fire, or other natural disasters.

Archival Appraisal Policy

The Alabama State Archives cannot appraise donated materials to determine their fair market value since the Archives is considered an interested party in the transaction. Such evaluations do not meet the IRS definition of “qualified appraisal.” To qualify as acceptable for income tax use, the appraisal must be performed by an objective, qualified appraiser, unconnected with either the donor or the institution, hired for this purpose by the donor. In addition, the Archives cannot provide tax advice or interpretation of the tax laws to answer individual questions. Donors should consult an expert tax advisor for information on the use of gifts or property for charitable contribution deductions. The Archives can assist a donor by providing the names and addresses of qualified manuscript appraisers if a professional appraisal seems desirable or necessary.