Research Regulations

Because the vast majority of our materials are unique, rare, or fragile, we ask patrons to observe the following regulations in order to create an atmosphere conducive to research and help us preserve these materials for future scholars.

 General Rules

  • Archival materials are non-circulating. They may be used in the reading room only.
  • Stack areas are closed to researchers.
  • Food and drink are not permitted in the reading room.
  • All personal belongings, except those necessary for research, should be placed in the reading room lockers. This includes coats, bags, briefcases, and laptop cases. Archives staff reserves the right to inspect any bags or containers brought into the reading room.
  • Laptops are permitted within the reading room. Use of other devices (scanners, cameras, and tape recorders) must be approved by Archives staff.
  • Use of certain University, Medical Center, and student and personnel records is regulated. Consult Archives staff for particulars of the access policy.
  • Every effort is made to maintain convenient hours, but we reserve the right to close for brief periods when, due to our staffing level, a staff presence cannot be maintained. Persons coming from a distance should make arrangements ahead of time to ensure that they can be accommodated.

 Use & Handling of Materials

  • Only one box of materials may be used at a time. Remove only one folder at a time, using an “Out Card” to mark its place within the box.
  • Maintain the exact order of folders in a box and items within a folder. If an item appears to be damaged or misfiled, please notify Archives staff.
  • Handle materials carefully. Archival materials must lie flat on the tables; do not place items in your lap or hold them up. Do not rest objects on them or take notes on top of materials.
  • Use a pencil when working with materials. Pens, highlighters, and similar implements are not allowed.

Reproductions

  • Copies of unpublished materials are for research only, and may not be forwarded to another party, reproduced, or deposited in another repository. There are restrictions on copying records covered by University policies on access, unprocessed administrative records, fragile materials, and personal papers restricted by a donor.
  • Permission to photocopy or examine does not constitute permission to publish. Consult Archives staff for paperwork to begin this process.

Publication

  • The patron assumes full responsibility for conforming to the laws of libel and literary property rights that may be involved in the use of any document preserved in the Archives.
  • Permission to examine or to photocopy materials does not constitute permission to publish. Permission to publish must be secured prior to publication. A fee may be charged for commercial use of records.
  • Published work created using Duke University Medical Center Archives materials should include a proper acknowledgement. The suggested citation format for use in a bibliography is “Duke University Medical Center Archives,” followed by the name of the collection. 
  • The Archives will appreciate receiving a copy of any paper, article, or other work that has made use of the records here.

 

All researchers will be asked to sign and attest to the following statement: 

I hereby agree to abide by the regulations and procedures of the Duke University Medical Center Archives and by the restrictions, if any, that have been placed upon the collections I use. I understand that the records and related materials which I examine may be subject to copyright law (Title 17, US Code), the Family Education Rights and Privacy Act (34 CFR Part 99 as amended) Health Insurance Portability and Accountability Act of 1996 (PUBLIC LAW 104-191), and/or other federal and state privacy laws. I agree to indemnify and hold harmless Duke University, its officers, employees and agents from and against all suits, claims, actions, and expenses arising out of the use of the collections in the Duke University Archives. I agree to secure written permission from the Duke University Medical Center Archives prior to publication of any material from the collections of the Archives.