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POLICIES AND PROCEDURES

for the  

Henn-Johnson Library and Local History Archives Foundation  

A Research Facility for Historic Lincoln, New Mexico  

www.hennjohnsonarchives.org


I     Policy On Requesting Appointment at Henn-Johnson Material
II    Policy For Use Of Research Room
III   Policy On Behavior In The Research Room and Facility
IV   Policy On Research and Archival Retrieval of Documents
V    Policy On Copyright and Notice of Intention to Publish
VI   Policy On Copies and Duplication
VII  Policy On Citation and Credit



See APPENDIX for Policy Collection and Forms download links


I. Policy On Requesting Appointment For Research at Henn-Johnson Archives

A. Please Note: All research is to be done by appointment only and at the Henn-Johnson Foundation facility in Lincoln, New Mexico.

B. A Request for Appointment Form is found in the Appendix.

  1. The completed Request for Appointment Form (H-JLA Form # 1 ) must be attached in an email or by regular mail to the Archivist at info@hennjohnsonarchives.org or P.O. Box 141, Lincoln, NM 88338.
  2. Our apologies, but no telephone requests can be accepted.
  3. Persons requesting an appointment will be notified by the Archivist within 7 working days if the requested appointment can be scheduled at the requested time. Every effort will be made to accommodate patrons.
  4. Copies of material cannot be sent by mail or email: The requesting party must come to the Henn-Johnson Foundation facility to research or copy materials.

D. In your Appointment Request, please allow sufficient time to complete your research and for the staff to handle any duplication requests.

E. On the date(s) of your appointment, you will be asked to sign an acknowledgement that you have read and agree to comply with all Henn-Johnson Policies and Procedures.

Please Note:

The Henn-Johnson Foundation recognizes and adheres to the rule of Fair Use, as follows:

WARNING CONCERNING COPYRIGHT RESTRICTIONS

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 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.

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II. Policy For Use Of Research Room

A. The Henn-Johnson Research Room is reserved for researchers of Henn-Johnson materials only.

B. An archivist will be present in the Research Room.

C. Henn-Johnson materials of all formats may be used in the Research Room only.

D. Patrons may only bring pencils, blank paper, non-flash camera, and/or laptop into the Research Room.

  1. Coats, back-packs, fanny packs, tote bags, briefcases, and laptop cases are not permitted in the Research Room and must be left with the Archivist before entering the Research Room.
  2. The Henn-Johnson Foundation is not responsible for loss or damage to any items patrons bring with them.
  3. Cell phones are to set OFF.
  4. Non-Foundation books, three-hole binders, or other working papers needed for research are allowed on a limited basis; they must be checked by archivist upon entering and leaving the facility.

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III. Policy On Behavior In The Research Room And Foundation Facility.

I. The Foundation has an obligation to its researchers to manage any type of disruptive behavior in a professional and rapid fashion. Therefore, the Foundation reserves the right to refuse services to any user who, among other action, acts irresponsibly by disrupting the use of the facility, by being disrespectful to other users or to staff, or being careless with or causing damage to material. Irresponsible behavior includes, but is not limited to, the following:

  1. rudeness including loud and offensive language
  2. unreasonable demands for service
  3. being under the influence of controlled substances or alcohol
  4. threatening or erratic behavior

B. If confronted by a patron acting irresponsibly or disrespectfully, the Archivist or any other staff may take the immediate following steps:

  1. ask the patron to cease the behavior,
  2. tell patron he/she must leave the facility, and
  3. call the Lincoln County Sheriff's office.
  4. additional corrective action up to and including banning the patron permanently from Henn-Johnson facilities.

C. An Incident Report will be filed with the Foundation Board any time staff utilizes the right to refuse policy. The Incident Report will also be filed with the Lincoln County Sheriff's office.

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IV. Policy On Research and Archival Retrieval

A. Patron will fill out a Research and Archival Retrieval Request Form (H-JLAForm # 2) and give it to the Archivist.

B. There will be a separate Request Form for sets of materials. A request for books may list four titles at a time.

C. The Archivist shall make decisions on the use of materials following the policy stated below:

  1. Patron may use materials in the Research Room of facility only.
  2. The use of protective gloves may be required with certain documents.
  3. While working, patron is responsible for all records delivered to him/her.
  4. Archivist may limit quantity of documents delivered to work area at one time.
  5. Patron may only work from one container (box, folder or container) at a time.
  6. Patrons may not write on, lean on, fold, trace, erase, staple, or handle documents in any way likely to cause damage.

D. Patrons must keep unbound records in the order in which they are delivered to him/her by the Archivist. If any documents appear to be out of sequence, they are not to be re-arranged by patron, but must be referred to the Archivist.

E. When patron is through with items, they will be checked for completeness by archivist before other requests by that patron are filled.

  1. If patron must leave Research room for even a short time for any reason, all documents must remain in the Research Room.
  2. When patron is finished using records or books, they are to be returned to Archivist for proper storage or re-shelving.

F. No additional materials can be requested within 30 minutes before closing (4:30 p.m.).

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V. Policy On Copyright And Use of Material/Notice Of Intent To Publish

The Henn-Johnson Foundation recognizes and adheres to the rule of Fair Use

WARNING CONCERNING COPYRIGHT RESTRICTIONS

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 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.

A. Permission to examine or read documents and books alone is not an authorization to publish.

B. If applicable, patrons of the Henn-Johnson Library and Archives must fill out a Use of Material/Notice of Intent to Publish Form (H-JLA Form # 4).

Please Note:

  1. The Henn-Johnson Foundation does not hold the copyright to some of the materials and books in its collection
  2. It is the responsibility of the patron to obtain any required copyright permissions from the copyright holder, particularly if there is a copyright issue presented by the use of any archival material.

C. No previously published work will be copied in its entirety without explicit written permission from the copyright holder, obtained by the patron. This may be a letter from the copyright holder (with its envelope) or a copy of the entirety of an email exchange, including all dates and times of request and the reply. The mail or email record must be presented to the Archivist before book can be copied.

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VI. Policy On Copying-Duplication

A. Patron will fill out a Copy-Duplication Request Form (H-JLA Form# 3) indicating what is requested to be copied.

B. Documents and book pages may be copied for a fee.

  1. Fee schedule is posted in Research Room, and contained in Appendix A (H-JLA Form #3A).
  2. Personal checks and cash are accepted. We regret credit/debit cards cannot be accepted.

C. The Archivist alone will determine what may or what may not be copied.

  1. Certain items may not be copied due to physical condition, possible damage or legal restrictions.
  2. Copies may only be made by Archivist on Henn-Johnson copier.
  3. Patron is not to remove document from box or folder for copying.
  4. There will be no tagging with adhesive note pads or with paperclips on any material or book pages.

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VII. Policy On Citations And Credit To Henn-Johnson

Documents and Photographs used in any publications, exhibits or other use must be properly cited and credited, following this format: "Courtesy of The Henn-Johnson Library and Local History Archives Foundation, Lincoln, New Mexico."

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