In general, use and access restrictions may be imposed on an entire collection or a portion of a collection depending on the specific circumstance. Access restrictions typically limit what researchers can view; restrictions are placed on materials that are in fragile condition or might be restricted for a period of time due to privacy concerns or donor stipulations.
In the case of University records, certain categories of records are closed to research for 50 years from date of creation and for records containing personal information, such as student records, these are closed to research for 80 years. To access restricted records, researchers are responsible for contacting the originating office to obtain permission. These restrictions do not apply to public records which are defined as University records that were intended for public use at the time of creation such as University publications, newsletters, pamphlets, catalogs and student publications, and certain other classes of materials.
Although Suffolk University claims physical ownership of all the materials held by the Archive, certain materials might have legal use restrictions based on privacy, copyright or stipulations made by donors. In general, use restrictions may be imposed on an entire collection or a portion of a collection and typically limit what can be done with materials. For example, a collection may be available for research purposes but users might be prevented from copying, quoting, or publishing materials due to legal use restrictions (privacy and copyright) or donor stipulations. The Archive provides information about the copyright holder when known but persons wishing to publish materials must assume all responsibility for identifying and satisfying any claimants of copyright. Additionally, to ensure the long-term preservation of research materials all reproduction, whether photocopying or digitizing, is done by Archive staff.
The Archive and Institute strictly adheres to the United States copyright law (Title 17, US Code) which governs the making of photocopies or other reproductions of copyrighted materials. When requested, libraries and archives can provide a photocopy or other form of reproduction for items located within their collections as authorized by the copyright law. The reproduction is not to be “used for any purpose other than private study, scholarship, or research.” If the recipient later uses a reproduction for purposes in excess of “fair use,” that user may be liable for copyright infringement. In addition, these reproductions may not be made for, or donated to, other repositories or further reproduced without written permission from the Suffolk University.
Any material located within the pages of the Archive and Institute Web site may be used for the purpose of private study, scholarship, or research, i.e., “fair use.” Researchers must contact the Archive in advance for permission to use materials on the Web site in print publications, broadcast, online presentations, or commercial products.
To request reproduction services or obtain permission, please consult the Requesting Reproduction and Permission section.
The John Joseph Moakley Archive and Institute collects and preserves archival collections that are relevant to Suffolk University and its research interests, mission statement, and core values, including Suffolk University’s institutional records as well as manuscript collections and oral history interviews. The Archive’s staff will review all proposed acquisitions based on this policy, the needs of the University, the collection’s overall research value, and the availability of resources to care for a collection. The Archive will consider acquiring research materials from the following categories:
1.Suffolk University records that:
2. Faculty papers: On a case-by-case basis, the Archive will consider the donation of the personal papers of tenured faculty, or those who have spent a substantial portion of their career at Suffolk University, that illustrate significant contributions made to their field of research, their profession, or to Suffolk University. Please consult the Guidelines for Faculty Donors for more specific information.
3.Alumni papers: On a case-by-case basis, the Archive will consider the donation of the personal papers of an alumnus or alumna that illustrate significant contributions made to their field of research, their profession, or to Suffolk University.
4.Collections with topical foci that complement subject strengths in our current collections, especially:
In general, the Archive cannot accept the following materials:
Archive staff seek to provide an environment for patrons that is conducive for research while at the same time protects the records for future use. Therefore the following guidelines are strictly adhered to:
The Archive provides patrons with reproductions of materials from its holdings when time permits and if there are no restrictions (content, copyright or condition, etc.) on the materials. Reproduction services are restricted to items owned by the Archive, and are subject to review by staff before request is processed.
All reproductions are intended for personal or scholarly use and patrons are responsible for clearing copyright and obtaining permissions to publish. The purchase of a photocopy or digital materials does not constitute a purchase of the material or its contents.
Use and access restrictions are implemented at the collection, series, folder and item level. Access restrictions may be defined by a period of time or by a class of individual allowed or denied access. Use restrictions limit what can be done with materials, or they may place qualifications on use. For example, an individual may be allowed access to materials but may not have permission or right to copy, quote, or publish those materials, or conditions may be imposed on such use. In addition to legal use restrictions, such as privacy and copyright, donor agreements often contain use restrictions.
Restrictions are designed to protect national security, personal privacy, or to preserve materials and cover condition, donor stipulations, content and copyright. Examples include: