| Forms | Policies & Procedures| Digital Preservation

These procedures are designed to ensure the security and preservation of Archives & Special Collections materials so that they remain available for future use.

Hours

The holdings of Valdosta State University Archives & Special Collections are available for reference use in the William H. Mobley IV Reading Room in Odum Library, Monday–Friday, 9:00 a.m.–5:00 p.m. Other times may be available by appointment. To make an appointment, contact Archives & Special Collections at (229) 333-7150, archives@valdosta.edu, or through our online contact form.

Special Arrangements

Special arrangements for the use of Archives materials are made on a case-by-case basis. Faculty members planning class visits should contact Archives & Special Collections in advance to determine whether special arrangements are needed. Archives orientations and instruction are available upon request.

Reference Questions

Archives & Special Collections welcomes reference requests by email, phone, or through the online reference request form. For requests requiring extended research, staff will provide information about relevant holdings and any applicable reproduction costs.

Archives Registration

Researchers using archival materials or rare books may be asked to complete a researcher registration form providing contact information and acknowledging the Archives’ usage guidelines. Registration information is maintained by Archives & Special Collections and may be renewed annually.

Personal Belongings

Personal belongings, including coats, jackets, bags, and backpacks, must be stored in designated lockers while using archival materials. Locks are available upon request.

Handling and Care of Materials

  1. The researcher must accept the responsibility for the careful handling of all materials used.
  2. Archives & Special Collections is not an open-stack browsing collection. Requested materials will be retrieved by staff for use in the reading room.
  3. Archives staff may limit the quantity of materials provided to a researcher at one time.
  4. Researchers must maintain the existing order and arrangement of materials. If an apparent filing or arrangement error is discovered, do not correct it; notify Archives staff.
  5. Archives materials may not be written on, folded, traced, or handled in any manner that could cause damage. Loose sheets, book pages, photographs, and other materials should be handled carefully according to staff instructions.
  6. Only one folder may be removed from a box at a time. Items are not to be removed from the folder.
  7. Use of ink is prohibited. Pencils only must be used for note-taking. Pencils will be provided by the Archives staff.
  8. Laptops, tablets, mobile phones, cameras, and other personal electronic devices may be used in the reading room when their use does not disturb other researchers or endanger collection materials.
  9. Eating and drinking are prohibited in the reading room.
  10. Documents and volumes must lie flat on the table. They are not to be placed in the lap or propped against the edge of the table.
  11. Archives staff reserve the right to inspect collection materials and containers used in the reading room as necessary to protect the collections.
  12. Mutilation, destruction, and theft of Archives materials are subject to prosecution.

Circulation

University Archives materials and rare books do not circulate. Some Special Collections materials may circulate; please ask Archives & Special Collections staff for details.

Reproduction for Research Use

  1. Reproduction of materials may be permitted when it can be done without risk of damage and when reproduction does not violate copyright, donor agreements, access restrictions, or other applicable requirements. Staff may restrict reproduction of fragile materials.
  2. Archives staff can provide photocopies or digital reproductions when the condition of the materials and applicable restrictions permit. Fees may apply. Archival materials may not be removed from the reading room without staff authorization.
  3. Researchers may use personal cameras or mobile devices to photograph materials when permitted by Archives staff. Staff may also provide digital reproductions when appropriate. Restrictions may apply because of condition, copyright, donor agreements, or other considerations.
  4. Permission to reproduce materials does not, by itself, constitute permission to publish or otherwise distribute them.

Permission to Publish

Researchers are responsible for determining the copyright status of materials and obtaining any permissions required for publication or other use. Archives & Special Collections does not necessarily hold copyright in materials in its collections. Additional permission may be required when Valdosta State University holds copyright or when donor agreements, access restrictions, or other conditions apply.

More on Copyright

For general information about copyright, see the U.S. Copyright Office. Researchers with questions about the rights status of specific collection materials should contact Archives & Special Collections staff.

Proper Citation Format

Archival materials are unique and are rarely cataloged at the item level, which can make citations challenging. Citation format varies by style guide, including MLA, APA, and Chicago. The following examples identify the core information generally needed to cite materials from VSU Archives & Special Collections.

Manuscripts:

[item], [folder title], [series title (if any)], [collection name and number], Archives & Special Collections, Valdosta State University, Valdosta, Georgia.

Example:

Magazine article on Lamar Dodd (signed by Dodd), Lamar Dodd, 1949, Personal/Biographical Papers, Reade Papers, UA 2-1-3, Archives & Special Collections, Valdosta State University, Valdosta, Georgia

Photograph Captions:

[description of image], [identification number or name], [collection name], Archives & Special Collections, Valdosta State University, Valdosta, Georgia.

Example: [Description or title], [date], [item identifier], [collection name and number], Archives & Special Collections, Valdosta State University.

Online Materials:

[Item title or description], [date], [collection name], [identifier], Vtext or VSU Archives & Special Collections, Valdosta State University, [persistent URL].

Questions?

Contact VSU Archives & Special Collections at archives@valdosta.edu or (229) 333-7150. See Our Team for current staff contact information.