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Re: Access to unprocessed material



Dear Rahel:

This has always been a problem in archives and is bound to become more
pressing as collections grow exponentially while staff doesn't grow at
all.

Our access policy gives us the right to close unprocessed collections,
but we will consider allowing access on a case by case basis.  The
criteria are usually the physical condition of the collection (is it
filled with crumbling carbons or newsclippings?) and our level of
intellectual control (are there folder lists or is stuff just thrown in
boxes?).  Besides these, any requests for records that might possibly
contain legally protected information (in our case on students, faculty
and patients) should set off alarm bells.

In cases where we feel that the records cannot be opened to researchers
we will sometimes volunteer to look for information if the collection is
not too disorganized and the question is a limited one.

The fact that many of our collections may not be processed for years to
come is an arguement for capturing as much information about collections
during the accession process -- if only so *we* can find information in
our holdings!
--
Stephen E. Novak
Head, Archives & Special Collections
A.C. Long Health Sciences Library
Columbia University
701 West 168th St.
New York, NY  10032
(212) 305-7931
FAX: (212) 305-6097


> Rahel wrote:
>
> Hi,
> Recently we have had considerable trouble with the issue of allowing
> access to unprocessed material.
> Due to budget constraints over the last few years, the amount of
> unprocessed material at my archives has grown quite considerably.
> While we are aware of the dangers of allowing access to such material,
> we are loathe to simply close it all, as the chances of getting to
> process it in the near future are small. I was wondering if any of you
> have some ideas on the matter. Under what conditions, and to
> whom, could we consider allowing access?
> Thanks!
> Rochelle Rubinstein
> Central Zionist Archives
> Jerusalem
>

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