Policies and Procedures

The purpose of the History and Archives Policies and Procedures is to codify the policies, procedures, and responsibilities for the acquisition, care, and use of materials accessioned into the archive of the University of Tennessee Health Science Center.

The purpose of the History and Archive Project is to collect, catalog, preserve, and make available for research materials that are of historical significance to the University of Tennessee Health Science Center.

Classes of Materials Considered for the Archive

Archival materials are those related to the origins, history, aims, programs and development of The University of Tennessee, Memphis and all its predecessors and parts.

Included are such materials as:

  • Artifacts, memorabilia relating to the history of UT Memphis and its different periods
  • Campus publications (newspapers, yearbooks, catalogs, bulletins, directories, faculty/staff rosters, student and faculty handbooks, alumni magazines, calendars, etc.)
  • Correspondence relating to planning, development, programs, significant activities of departments, colleges, etc.
  • Laboratory, hospital, or scientific instruments or equipment that are unique or of special significance
  • Maps, blueprints, other plans depicting physical growth and development
  • Minutes of any committees, faculty meetings that are over five years old (Permanent Records)
  • Organizational charts and administrative listings
  • Personnel records prior to 1970
  • Photographs of events, individuals, programs & other notable items
  • Policy manuals over five years old (Permanent Records)
  • Program accreditation reports/supporting documentation over 5 years old (Permanent Records)
  • Public addresses, resolutions, news broadcast videos and news releases
  • Portrait, pictures, prints, busts, plaques, certificates
  • Special studies and reports created by the University or about the University
  • Statements of missions, goals, objectives
  • University related non-print materials regardless of form

Materials not to be retained in the archives include:

  • Materials associated with the formal records management program
  • Records of the UT System, which are not expected to be in high demand or of particular interest to UT Memphis
  • Reprints normally maintained in the Library

Photocopying Materials for the Archive

Photocopying of materials in the History and Archive Project is different from photocopying for materials in the circulating collections of libraries. Requests for permission to photocopy materials in the collections are considered by the Archivist on a case by case basis; no copies may be made without permission of the Archivist.

Background

In the case of the circulating collections the majority of books, periodicals, and microforms may be photocopied. The patron is responsible for making copies and for abiding by the restrictions imposed under copyright law. Although the library seeks to maintain the circulating collections in a good state of preservation, priority is implicitly given to the user.

The UT archive is the repository for rare and unique materials as well as subject-specific research collections. Photocopying is guided and governed by considerations of intrinsic value (uniqueness, rarity, value) and condition, with a view to continuing to make the resources in the collections available to readers and researchers, not only now, but in the future.

Procedures

In each instance where photocopying is desired, you must receive permission from the Archivist before an item from the collections can be copied. While many materials may be copied, certain items are too fragile to permit the handling required in the process of photocopying. Others may be too rare, under some sort of restriction, or may require handling by a staff member at the photocopier. In general, copies of entire books or manuscript collections are not permissible.

The use of portable photocopiers or hand held scanners to copy materials in the collections is not permitted.

Although the University possesses physical property rights to manuscript materials through ownership, some literary and artistic property rights may reside with the donor or creator of the material, or with that individual's or group's heirs or executors. History and Archives does not grant exclusive publication rights, but must make its collections available for use and publication subject to any restrictions which may apply to given items or collections.

The deposit of copies (xerox/photographic) in another repository is prohibited, unless expressly consented to in writing by the Archivist.

Reproduction (photocopy, photography, or other) of published material without the permission of the copyright holder is restricted by federal law (Title 17 of the U.S. Code) and the doctrine of educational fair use (Section 107 of H.R. 2223) to excerpts (not the entirety) of books, articles, essays, etc., and to scholarly, noncommercial use only. Archive staff will not knowingly violate copyright law or the "fair use" doctrine, or knowingly give permission for the user to do so. Libraries and archives are authorized under this law to furnish a photocopy or other reproduction on condition that the reproduction is not to be "used for any purpose other than private study, scholarship, or research." If a user makes or requests a reproduction, or later uses it, for purposes in excess of "fair use", that user may be liable for copyright infringement.

In all cases, permission to copy is at the discretion of the Archivist. Permission may be denied if injury to the item or items would result; if the rarity, uniqueness, or costliness of the item mitigates against copying; or if violation of copyright law and/or "fair use" may result.

Citations

When citing the University of Tennessee as the institution holding a source employed in research and publication, this is the standard form suggested:

The University of Tennessee History and Archive Project of the University of Tennessee Health Sciences Center.

All images and text are copyrighted by the University of Tennessee. Any use of text and images by viewers must be restricted to personal or educational uses. Any commercial use or publication of these contents without permission is strictly prohibited.