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
Hold photographic prints and negatives with cotton gloves
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.
Ask the Receptionist before making photocopies. Please submit payment to Receptionist for any copying charges incurred.

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 MSU 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 pay the entire cost of the copy request and submit a signed request form before the staff will make the copies.


Photocopies and copies from microfilm may be made for ten cents (10˘) each. Since archival materials may not be taken from the main office, attendants 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

Archives staff will provide digital images (scans) of materials for $2.00 per scan. The staff will provide access to the digital images on a temporary website. If the patron requires the images on a compact disc or printed, additional charges will apply.  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. Charges 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, but the patron may choose which local company will make the copies. The patron will pay the entire cost of the requested copies and a surcharge of five dollars ($5.00). 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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