Research in Archives & Special Collections

The George Fox University Archives preserves significant records documenting the history and activities of the university and its schools, departments, programs, and offices, as well as records documenting NWYM 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.

• Access is available by appointment.
• Researchers using archival materials must remain in the research room with supervision from an archives staff member.  Archives use policies will be reviewed and signed by every researcher as part of registration.  These policies are designed to care for the archives collections and protect archives staff and patrons.  All researchers are expected to abide by all policies.
• Each researcher using the collections must register in the Archives once every academic year.
• Researchers must provide identification, and acknowledge with their signature that they have read the following rules. Researchers who do not adhere to the rules or who behave in any other way threatening the welfare of the materials, other researchers, or staff will forfeit their right to use the archives materials.
• Only trained staff members are allowed access to the archives stacks.
• The collections housed in the Archives are available to the public for the purpose of research.
  • Persons under the age of sixteen, however, will not be permitted to use materials unless they are accompanied by adults who will take responsibility for the safe use of the materials.

Equipment

The following may be used with the permission of the archivist

• Laptops
• Phones
• Audio and video equipment
• Soft-lead pencils (ex. No.2)

Top

Handling Materials

Materials must be handled with care.

• Archives materials do not circulate and must be used in the reading room.
• Soft-lead pencils are used for taking notes, if needed pencils are provided by the Archives. 
  • Do not use mechanical pencils.
  • Do not use fountain pens, felt-tipped pens, or similar writing instruments
• Documents should be left in the condition one finds them. 
• Marking, erasing, tracings, and rubbings are not permitted.
• Please leave the surface of materials free of any objects.
  • Do not rest books or other objects on the surface of the items.
  • Do not write notes on top of materials.
• Do not apply paper clips, fasteners, tape, “Post-it” notes, or rubber bands.
• Handle materials by the edges when at all possible.
• Use gloves (provided in the Archives) when handling photographs and artifacts.
  • Gloves should not be used with documents.
• Collections may be photographed without flash. 
• Scanning is performed by staff and only if the condition of materials will not be harmed.
• Eating and drinking are welcome outside of the Archives.
• Personal belongings including purses, bags and jackets, not being used for research purposes will be kept in a location designated by the archives employees.

Top

Circulation

No material will circulate outside of the Archives without explicit permission. Other institutions may request loans by contacting the University Archivist. Additionally, the Archives may request loans from other archives with approval from the Library Director.

Top

Reproduction

Material may be photocopied or scanned in accordance with the limits of the copyright act and the Archives’ policies. The Archives may set restrictions to protect fragile or damaged materials. Larger requests may have a cost associated to account for staff time and resources.

Cost 

• First 50 pages free, then $1/page after that. 
• Requesters will be sent an invoice at time of delivery.
• If needed, we can serve as a liaison in suggesting a student research assistant who can, if being compensated, reproduce desired materials.

Top

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.

Top

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 grant permission to others to do so. The user 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 NWYM, and the Archives from claims arising as a result of use of the material so obtained. If the donors have retained literary rights, the user must obtain their permission before publication. George Fox University Archives requests a complimentary copy of published materials that have utilized our collection.

Top

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.

Top

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.

Top