Rules for Using Materials in Archives and Special Collections

The Archives & Special Collections Department is open to anyone needing its resources for a meaningful inquiry, but all patrons must follow our rules for using materials.

All patrons must provide their name, address, telephone number, and topic of inquiry before using any materials. The patron’s signature on the registration form implies his or her agreement to abide by our rules of use.

All materials must be handled carefully. Please observe the following:

• Do not bring food or drinks into the Archives Reading Room.
Stow personal belongings (bags, purses, etc.) in the wooden cabinet in the Archives Reading Room.
Fill out a “pull sheet” to request materials. Some materials may require 24-hours notice for retrieval.
Use pencils, not pens
Turn pages carefully
Make no marks or folds on materials
Do not lean on materials or rest books or other objects on top of materials
Wear gloves when handling un-sleeved photographic prints and negatives
Preserve the existing order and arrangement of all unbound materials
Handle all materials carefully so as not to damage them.
Keep conversations to a minimum so as not to disturb other patrons.

The Archives & Special Collections Department is not responsible for patrons' personal items.


The McNeese State University Archives and Special Collections Department provides duplication services to expedite research and lessen wear on library materials. The department makes copies solely for the personal use of the individual patron requesting them. Patrons may not transfer copies to another individual or organization, deposit them at another institution, or reduplicate them without prior permission of the McNeese Archives and Special Collections Department. Duplication of materials in no way transfers either copyright or property right, nor does it constitute permission to publish in excess for "fair use." In some cases the department may refuse to make copies because of the physical condition of the material, the amount of staff time required to do the work, special restrictions imposed by the donor, copyright law, or right-to-privacy statutes.

Staff members will manage all duplication services performed outside of the department. The patron must submit a signed request form before the staff will make the copies.


The McNeese Archives asks for a donation of ten cents (10˘) for photocopies and copies from microfilm. Since archival materials may not be taken from the reading room, staff will make all photocopies for patrons. They will photocopy items when time permits, although waits are seldom long. Patrons may make photocopies from microfilm.

Digital Images

The McNeese Archives asks for a donation of $2.00 per scan digital reproductions. The staff will provide access to the digital images on a temporary website. For an additional donation, staff will place images on a compact disc.  The patron must read, complete, and sign a Request for Duplication form before copies will be made.

Audio and video tape copies

The McNeese Archives will make copies of audio and video recordings in its collections for patrons. Donation requests vary for this service. The patron must read, complete, and sign a Request for Duplication form before copies will be made.

Architectural drawing and map copies

Full-size copies of architectural drawings and maps must be made by a local company. The making of full-size copies is arranged for by the Archives staff. The patron will pay the entire cost of the requested copies to the local company. In addition, the McNeese Archives requests a donation of five dollars ($5.00) for each request. The patron must read, complete, and sign a Request for Duplication before copies will be made.


The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material.

Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or other reproduction is not to be "used for any purpose other than private study, scholarship or research." If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of "fair use," that user may be liable for copyright infringement.

This institution reserves the right to refuse to accept a copying order if, in its judgement, fulfillment of the order would involve violation of copyright law.

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