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F&M College Library

Archives Policies: Home

Collection Development Policy

The Archives & Special Collections is the main repository for official and unofficial records documenting the history of the college. In addition, the collections support the liberal arts scholarship of the local academic community, and serves to document the broader cultural heritage of Lancaster county, and southern Pennsylvania.‚Äč

Programs Supported by the Collections

1. Research
Materials collected and made available shall further the research of all scholars exploring the history of Franklin and Marshall College and the surrounding region.  In order to support all levels of research, Archives & Special Collections shall seek to provide exhaustive resources on the history of Franklin and Marshall College and the greater Susquehanna Valley.
2. Preservation
Crucial to the ongoing operation of Archives & Special Collections is the preservation of research materials.  Collections are stored in accordance to established archival techniques in a secure, climate-controlled environment.  All collections are non-circulating, and may not be removed from the reading room. In addition, all visitors must register upon arrival, and agree to written guidelines governing the use and handling of the collections. 

Digital records are migrated from obsolete media and formats. Records on deteriorating media are digitized. All records in digital form are stored following digital preservation best practices.
3. Exhibitions
Archives & Special Collections hosts both traditional and web based exhibits on a rotating basis.  Exhibitions are prepared by library staff, and feature rare books, archival materials, and manuscript collections.
4. Outreach
Archives & Special Collections seeks to further the use and development of the collections through an ongoing series of exhibitions, publications, tours, and web based resources.  Information about the collections is available on the Archives & Special Collections website, and through regional and national directories such as Archives Finder and the National Union Catalog of Manuscript Collections.
5. Acquisitions
Archives & Special Collections acquires materials through internal transfer, external donation, and purchase.  Donation of materials is essential in supporting the mission of the institution, and the support of donors is greatly appreciated.  Grant funding for special projects is also sought when such projects will contribute to the appraisal, arrangement, exhibition, or preservation of the collections.

Clientele Served by the Collections

The policy of Archives & Special Collections is to make materials available to researchers on equal terms, subject to appropriate care and handling.

1.  Faculty/Staff
College faculty and staff, as well as visiting scholars, are welcome to use Archives & Special Collections with proper registration.
2.  Graduate and Undergraduate Students
Resident undergraduate students, as well as visiting students, are welcome to use Archives & Special Collections with proper registration.
3.  Alumni
Graduates of Franklin and Marshall College, as well as Franklin and Marshall Academy, are welcome to use Archives & Special Collections with proper registration.
4.  Public
Members of the public are welcome to use Archives & Special Collections with proper registration.

Strengths and Priorities of the Collections

1.  Present Identified Strengths
Strengths of Archives & Special Collections include the German-American Imprint Collection, the Napoleon Collection, the Herbert Rawnsley Autograph Collection, the Franklin J. Schnaffer Collection, the Johannes Schwalm Historical Association Collection, the World War I Poster Collection, the Reynolds Family Collection, the Mifflin Family Collection, and the Franklin and Marshall College Archives.
2.  Present Collecting Priorites
In addition to building upon its existing strengths, Archives & Special Collections seeks to develop its collections in the following subject areas:
  • Agricultural History of Pennsylvania
  • Antarctic and Pacific Exploration
  • Artists' Books
  • Benjamin Franklin Monographs, Pamphlets, and Imprints
  • Civil Rights Literature
  • Fore-edge painting
  • History of Physics and Mathematics
  • Illustrated Literature
  • Miniature Books
  • Ornithology

Subject Areas and Types of Materials Collected

Archives & Special Collections collects materials in the following subject areas:

  • African American History
  • Art of the Book
  • Artists' Books
  • Autographs
  • Classical Literature
  • Exploration - 19th Century
  • Franklin & Marshall Academy History
  • Franklin & Marshall College History
  • German American Imprints
  • History of Science
  • Incunabula
  • Items relating to Benjamin Franklin
  • Items relating to John Marshall
  • Jewish American History
  • Lexicography
  • Lincolniana
  • Literary Papers
  • Local History, Lancaster City, PA
  • Local History, Lancaster County, PA
  • Military History
  • Miniature Books
  • Napoleonana
  • Pennsylvania Civil War History
  • Pennsylvania German Culture
  • Theater, Television, and Film
  • Women's History

Archives & Special Collections includes materials of the following types/formats regardless of medium (analog or digital):

  • Autographs
  • Born-digital records (including but not limited to photographs, emails, videos, and word processing documents)
  • Broadsides
  • Correspondence (personal and professional)
  • Diaries/ Journals
  • Drafts of creative works
  • Films/ Videotapes
  • Financial Records
  • Fraktur
  • Legal Records
  • Maps
  • Memoirs/ Reminiscences
  • Microfilm/Microform
  • Newsletters
  • Organizational Publications
  • Office Files
  • Oral History Tapes/ Transcripts
  • Pamphlets/ Brochures
  • Photographs
  • Postcards
  • Posters
  • Prints
  • Rare Books
  • Reports
  • Scrapbooks
  • Sheet Music
  • Sound Recordings
  • Speeches/ Lectures

Statement on Collecting Policy

1.  Deed of Gift
Archives & Special Collections will not accept materials without a deed of gift.  Please see the Archives & Special Collections Gift Policy for further information.
2.  Closed Collections and Collections on Loan
Archives & Special Collections will not accept collections of materials that are closed to public access in perpetuity. In addition, Archives & Special Collections will not accept collections on temporary or permanent loan.
3.  Public Exhibitions
Archives & Special Collections reserves the right to include unrestricted materials in exhibition displays and publications in accordance with accepted archival procedures and practices.
4.  Exhibition Loans
Materials will be loaned to other libraries and museums when conditions for exhibition are favorable to the policies of the Franklin and Marshall College Library. Written approval will be granted upon the satisfactory demonstration of proper insurance coverage, transportation, and environmental monitoring.

Statement on Deaccessioning Policy

Duplicates and materials that do not reflect the subject areas and/or types of materials collected by Archives & Special Collections may be deaccessioned according to established guidelines, and offered to more appropriate institutions.

Gift Policy

Over the years, the Archives & Special Collections at Franklin & Marshall College has grown from the generous donation of material and financial gifts. Alumni, faculty, private organizations, and members of the public have all given generously in support of the college's mission. The College Library continues to welcome such gifts, and hopes you will consider contributing to the educational and historical value of the collections.

What the Library Collects

Archives & Special Collections seeks materials that match aspects of the following subject areas:

  • African American History
  • Art of the Book
  • Artists' Books
  • Autographs
  • Classical Literature
  • Exploration - 19th Century
  • Franklin & Marshall Academy History
  • Franklin & Marshall College History
  • German American Imprints
  • History of Science
  • Incunabula
  • Items relating to Benjamin Franklin
  • Items relating to John Marshall
  • Jewish American History
  • Lexicography
  • Lincolniana
  • Literary Papers
  • Local History, Lancaster City, PA
  • Local History, Lancaster County, PA
  • Military History
  • Miniature Books
  • Napoleonana
  • Pennsylvania Civil War History
  • Pennsylvania German Culture
  • Theater, Television, and Film
  • Women's History

Archives & Special Collections collects materials of the following types/formats:

  • Autographs
  • Broadsides
  • Carte-des-Visites
  • Correspondence (personal and professional)
  • Diaries/ Journals
  • Digital Files
  • Drafts of creative works
  • Films/ Videotapes
  • Financial Records
  • Fraktur
  • Legal Records
  • Maps
  • Memoirs/ Reminiscences
  • Microfilm/Microform
  • Newsletters
  • Organizational Publications
  • Office Files
  • Oral History Tapes/ Transcripts
  • Pamphlets/ Brochures
  • Photographs
  • Postcards
  • Posters
  • Prints
  • Rare Books
  • Reports
  • Scrapbooks
  • Sheet Music
  • Sound Recordings
  • Speeches/ Lectures

 

Please Note: New collections that may support the mission of the college will also be considered with great interest. For a complete understanding of current collecting priorities, please consult the Collection Development Policy of Archives & Special Collections.

What the Library Does Not Collect

Archives & Special Collections does not collect any and all items relating to American and World History, common reproductions of historical documents, decorative arts artifacts, and local genealogical materials.

Access to Materials

The College Library abides by the 2009 Association of College & Research Libraries/Society of American Archivists (ACRL/SAA) Joint Statement on Access to Research Materials in Archives and Special Collections Libraries .

The Archives & Special Collections of Franklin & Marshall College can only accept items when they are donated free and clear of all restrictions. Materials will not be accepted with restrictions as to use, secure storage, or future disposition.

Care of Materials

When the Archives & Special Collections accepts and catalogs new gift material, it takes care to ensure its long-term preservation, and to make items accessible to students, faculty, and professional researchers. All materials are housed in secure areas under environmentally controlled conditions. Items do not circulate outside the Archives & Special Collections Reading Area. Acid-free boxes, folders, and other containers are employed to house physical materials, and item-level conservation steps are taken when appropriate. To enhance the research use of materials, collections are arranged, described, and cataloged in accordance with nationally recognized library and archival standards. To promote widespread awareness of holdings, the College Library makes descriptions of collections available through its website, the Franklin & Marshall DISCOVER system, internet search engines, and national directories such as Archives Finder.

Copyright and Tax Considerations

Copyright

Preferably, copyright remains with the donor and/or donor's heirs, subject to copyright ownership and renewals. The statement on copyright within the Deed of Gift should be addressed at the time of transfer. For additional information regarding copyright and public domain, please see the following websites:

Tax Considerations

In compliance with the current tax law, the Library does not provide appraisals for gifts received. The appraisal of a gift to the Library for tax purposes is the responsibility of the donor who benefits from the tax deduction.

Form 8283, Noncash Charitable Contributions - If a donor makes noncash gifts over $500 for the year, the donor must complete and attach IRS Form 8283 to their annual tax return. If any single gift or group of similar gifts is valued at over $5,000, the donor must also get an appraisal of the item from a qualified appraiser.

Making a Gift

If you are interested in making a material or financial gift to the Archives & Special Collections, please stop by the Martin Library of the Sciences, or contact librarian Christopher Raab with a description of the potential gift.

Christopher Raab, Associate Librarian
Archives & Special Collections
Martin Library of the Sciences
Franklin & Marshall College
P.O. Box 3003
Lancaster, PA 17604-3003

Please Note: For UPS/FedEx packages, please substitute the following street address and zip code for P.O. Box 3003:

415 Harrisburg Avenue
Lancaster, PA 17603


Telephone (717) 358-4225
Email christopher.raab@fandm.edu

Deed of Gift

Deed of Gift will be discussed with the donor, and signed by all parties upon transfer of the materials. The Deed of Gift addresses the following legal concerns:

  1. Statement as to the ownership of the physical materials.
  2. Statement as to the administration and use of the materials.
  3. Statement as to the ownership of literary rights.
  4. Statement as to the disposition of materials not retained upon final review.

 

A sample copy of our Deed of Gift form can be provided upon request.

 

Thank you for considering the Archives & Special Collections at Franklin & Marshall College.

Guidelines for Access and Use

To assist in the ongoing preservation and future availability of collections, please observe the following guidelines when utilizing the F&M Archives & Special Collections.

  • 1. All researchers must fill out the required registration form and be prepared to provide identification if requested.
  • 2. NO FOOD or BEVERAGE is allowed in the Archives & Special Collections Reading Room.
  • 3. Outer clothing, attache cases, backpacks, and other similar items are to be left in the designated place.
  • 4. Researchers are asked to use pencil only to take notes. The use of pens is prohibited to avoid inadvertent damage to the materials.
  • 5. In some instances, the use of gloves (provided) may be required when handling certain types of materials.
  • 6. Materials are to be handled with care; they must not be marked, torn, cut, folded, soiled, traced over nor notes be written on top of the material, nor handled in any manner which might cause damage.
  • 7. To assist in maintaining the original order of the collections, researchers are requested to use only one folder from a box at one time and to preserve the order of the materials within individual folders. If there is any doubt as to the order or if there is any apparent damage, please notify the departmental staff.
  • 8. Materials from the department do not circulate and may not be removed from the reading room for ANY reason.
  • 9. For preservation purposes, access to original materials may be restricted if a published or digital reproduction is available for use.
  • 10. Material can be photocopied or scanned by Archives & Special Collections staff for personal research use only. At their discretion, staff may set restrictions to protect fragile or damaged materials and/or will refuse to reproduce copyrighted material in excess of "fair use". Personal cameras may be used with the permission of staff subject to the same rules. Use of reproduced materials in publication requires a permission to use form.
  • 11. We reserve the right to refuse access to archival materials to anyone who fails to abide by the above guidelines.