Research in Archives & Special Collections

Policies

The George Fox University Archives and Museum preserve significant records documenting the history and activities of the university and its schools, departments, programs, and offices, as well as records documenting Northwest Yearly Meeting churches, governing bodies, boards, commissions, and outreach organizations.

Below are general policies to help ensure that records of administrative, fiscal, legal, and historical/research value are preserved, maintained, and made available for research and administration.

Consult the university archivist for additional guidance on records retention and disposition issues as they pertain to the Archives.

Learn more about donating your collections

Guidelines for Using Collections

To safeguard the unique and valuable archival and museum collections, researchers are requested to observe the following rules:

Equipment

Laptops, tablets, phones, and photographic, video and audio equipment may be used with the permission of the archivist.

Circulation

No material will circulate outside of the Archives with the exception of circulating material to university departments wanting records for administrative purposes or university promotion.  Persons requiring use of material they have transferred/donated to the Archives may also have material circulated to them provided that they have prior approval of the archivist.

Reproduction

Material may be photocopied in accordance with the limits of the Copyright Act and the Archives' policies. The Archives may set restrictions to protect fragile or damaged materials.

Restricted Materials

The use of certain documents may be restricted by statute or by the office of origin/donor. The researcher must assume full responsibility for fulfilling the terms connected with the use of the restricted material. For the protection of its holdings, the Archives also reserves the right to restrict the use of materials which are not arranged or in the process of being arranged, materials of exceptional value, and fragile materials.

Publication

Permission from the Archives must be obtained before unpublished documents can be published. In giving permission to copy, quote from, or publish, the Archives does not surrender its own right to publish such material or to grant permission to others to do so. The researcher assumes full responsibility for the use of material and conformity to the laws of defamation, privacy, and copyright, and shall indemnify and hold harmless the university, the Yearly Meeting, and the Archives from claims arising as a result of use of the material so obtained. If the donors have retained literary rights, the researcher must obtain their permission before publication. George Fox University Archives and Museum requests a complimentary copy of published materials that have utilized our collection.

Citation

If permission to publish is granted, location of the material must be indicated in the work.  Examples of footnote citation are available on request from the archivist.

Handling Materials

Materials must be handled with care. DO NOT:

• Mark on material or erase existing marks
• Use fountain pens, felt-tipped pens, or similar writing instruments
• Write notes on top of material
• Make tracings or rubbings
• Rest books or other objects on the surface of the items
• Touch the surface of loose sheets or book pages if they can be handled by their edges
• Apply paper clips, fasteners, tape, Post-it Notes or rubber bands  

Accessing The St. John’s Bible

Individual and Small Group Access (up to 4 persons)

• Individual and small group access occurs in the archives reading room during posted archives hours.
• All patrons may request access to the Heritage Edition.
• Access requests should be submitted with an advanced notice of 72 hours. Access may be limited based upon staff availability.
• Staff will advise patrons on proper handling of the Heritage Edition and will remain available for the duration of use.
• Patrons will register and adhere to all Archives policies.

Group Access (more than 4 persons)

• Access requests should be submitted with an advanced notice of three weeks. Access may be limited based on staff availability.
• Access to the Heritage Edition for a group or class may be requested by current faculty and staff of George Fox University.
• Student groups wishing to view the volumes may request access through a George Fox University faculty or staff sponsor.
• Access will be arranged in the Murdock Library. Access outside of the library is considered an exhibit. Please contact the Archives for more information about the exhibition.
• George Fox Library personnel (typically the archivist or a librarian) will set up the volume(s) and meet with the requesting employee to instruct them on handling of the volumes.
• An individual designated by the George Fox Library will remain in the room for the duration of the class or event to answer questions and assist with handling.