These guidelines are intended to assist the Library in preserving and maintaining archival and manuscript material. Failure to follow these guidelines may result in the denial of access to the collections Theft of library materials is subject to penalties under the law (including Wisconsin Statute 943.61 and Milwaukee Ordinance 106.21).
When an appointment is scheduled, that time has been set aside for that individual. If the session is missed, that time cannot be used to assist another patron. If the session is missed without prior notice the individual will not be able to schedule another appointment for three months. If sessions are repeatedly missed individuals will not be able to schedule any future appointments.
Obtaining Materials:
- An appointment may be needed to view special collections. They are not necessarily available on demand.
- Requests for items should be made prior to the visit so that materials can be retrieved and delivered to the desk.
Applications and Other Forms:
- All researchers must show identification and must complete this application form annually for each project.
- Applications are kept on file and the library adheres to all regulations regarding library user confidentiality as laid out in Section 43.30 of the State of Wisconsin Statutes.
- Each volume, file, record group, or item requires a separate request.
- A limited amount of material may be examined at one time, at staff discretion.
- Researchers must inform staff if they intend to use the material again within one week.
Using care in handling:
Researchers are responsible for careful handling of material made available to them.
Researchers:
- Must not mark, damage, or alter the material in any way.
- Must place the materials flat on the table.
- May not attach self-adhesive notes or bookmarks.
- May not open uncut pages or lay heavy items on the material.
- May not take materials from the assigned area.
- Must return all borrowed material to a staff member in the order and condition in which it was received.
- Must notify staff if material is found to be out of order or damaged, immediately upon discovery.
- Must have clean hands and must wear Library-provided cotton gloves when examining photographs.
- Must use only pencil, laptop computer, or tape recorder in taking notes.
Please note that no food or beverages, including water, are permitted in the assigned area.
Maintaining Security:
- Security cameras are in use.
- Briefcases, backpacks, computer cases, coats, purses, and other personal effects or containers are not permitted in the assigned area.
- Material may be subject to a piece-count before and after release to a researcher.
- Library reserves the right to inspect personal property including but not limited to bags, briefcases and backpacks.
Copying:
Staff will make all reproductions of Special Collections materials.
- Staff will make copies in as timely manner as possible, but may not be able to complete this on the same day as the researcher's visit.
- Staff will make all photocopies, photographs, prints, digital images, and will do all scanning of images unless other arrangements have been made with the Deputy City Librarian or Subject Coordinator.
- Permission to trace material will only be granted if, in staff's judgment, it will not appear to cause damage.
Please remember that copying is subject to copyright law and donor agreements.
Obtaining Permission to publish/distribute:
The Library reserves the right to all distribution of its materials.
- This includes publishing in printed, audio, video, and electronic formats; and exhibiting or posting on the Internet.
- Permission to distribute must be obtained in advance by applying to the Deputy City Librarian through the Subject Coordinator and specifying the name of the person or organization that will distribute the image, the format to be used, and the extent of the distribution.
- Permission may be granted subject to fees.
- All published material must credit the Milwaukee Public Library.
