Use of the Staubitz Archives
The Staubitz Archives welcomes all individuals to use its materials, whether you are a part of the Carthage community or a member of the general public.
It is the responsibility of the user to assist in the preservation of archival materials. Appropriate care should be exercised to ensure that future generations of researchers have access to these materials. Visitors are therefore requested to observe the following guidelines:
- Upon arrival, please sign in with the archivist.
- The archives staff reserves the right to request a form of photo identification.
- Visitors are requested to leave their coats and bags in the Archives office area.
- Laptops are welcome, but laptop bags must be stowed in the Archives office area.
- Food, beverages, and gum are not permitted in the Archives.
- Pens and highlighters are not permitted; only pencils may be used.
- Cell phone ringers must be turned off. Calls made or received should take place outside the reading room.
- The Archives is non-circulating and all requested materials are brought to researchers by Archives staff. Materials must remain in the reading room.
- Researchers are asked to handle materials with clean hands; the staff will provide gloves to be worn when handling photographs and other fragile materials.
- All archival materials must be handled carefully. Use only one folder at a time and keep the papers in their existing order. Do not place books or volumes face down. Use pencil only and do not write on anything except your own paper.
- Do not separate out materials for reproduction.
- If you wish to publish material from the Archives, please credit: [Document Name], [Collection Name], Staubitz Archives, Carthage College.
Staubitz Archives Reproduction Policy
This policy provides the parameters for reproducing items in the Staubitz Archives by means of photocopying, scanning, digital photography, or publication.
Photocopies
- Users may photocopy documents that are in good condition on the public photocopier. Archives staff should be consulted prior to photocopying any item to ensure that brittle or large items are not damaged.
- The staff reserves the right to refuse reproduction privileges based on the condition of the item or internal restrictions.
- Reproductions are to be used within the definition of “fair use” under copyright law of the United States and are provided for research and study use of the grantee only. Reproductions must not be duplicated or made available to any other person or institution without written permission from the Staubitz Archives.
- The Staubitz Archives will not duplicate any published work in its entirety and there is a 50 page limit on all requests.
- Reproduction of non-print media will be duplicated only if the request is in accordance with the above regulations. It is the duty of the requesting party to secure permission and/or rights from the copyright holder or department of origin.
Photographs and Scanning
- The Staubitz Archives will supply photographs for publication or personal use. There is a limit of 10 images per request.
- Photographs will not be loaned out for use; photographs will be sent out to a photo-duplicating service or scanned for reproduction. All photograph copies are and remain the property of Carthage College.
- The copyright for a majority of the photographs in the Staubitz Archives is held by Carthage College. For the photographs which were not taken by employees of Carthage College, the copyright is held by the various studios or photographers. It is the responsibility of the requestor to verify copyright and gain permission for use on all photographs.
- The photograph credit line should read as follows: Photograph courtesy of the Staubitz Archives, Carthage College and/or “x” Collection, Staubitz Archives, Carthage College.
Fee Schedule
Please note: For large duplication orders of over 500 photocopies, or $250 of combined duplication services, a $50 service fee will be charged.
Materials may be digitally scanned or photocopied, as long as the process does not harm the originals. All scans are prepared by the archives staff. Large orders may require several days to complete. Printing of photographs is performed by an outside vendor. The archives staff will assist researchers in determining if copyright restrictions apply, although responsibility for copyright and obtaining necessary permissions rests with the researcher. Supplying a photocopy or photograph is not authorization to publish. See below for our rights and permissions statement.
Photocopies
- 1 – 10 photocopies per patron request: no charge
- 11+ photocopies per patron request: .10¢ per side
- Photocopying of oversize and fragile materials is subject to the discretion of the archives staff and subject to a $10 per hour surcharge for equipment set-up and labor.
Digital Scanning
- $2.50 per scanned image, or $25.00 per hour. There is no charge for images that have already been scanned.
- Scanning of oversize and fragile materials is subject to the discretion of the archives staff and subject to a $10.00 per hour surcharge for equipment set-up and labor.
Photographs (digital prints in color or black and white)
- 4” x 6” @ $2.00 per
- 5” x 7” @ $5.00 per
- 8” x 10” @ $7.00 per
- 11” x 14” @ $20.00 per
- Please consult with an archivist before ordering any enlargements 11” x 14” or larger to determine if a quality print can be made.
DVDs (motion footage) / CDs (audio)
- $10.00 per disc
Other formats
Outsourced reformatting of any material will be subject to the standard fees charged by the company. In house reformatting of audiovisual materials is subject to availability of media. A charge of $25 / hour plus the cost of materials will be applied.
