Policies and Procedures

Because archival materials are different from other items in a library, they are also handled differently for use and circulation purposes. This page will serve as a guide as to what you should expect when you wish to use items in the University Archives.

Guidelines for using materials

1. All users must register, showing positive current photo identification and signing the user log daily. A registration form is available online, and may be completed before visiting the archives the first time. After the first visit, users must use the daily login card for each subsequent visit.
2. Due to preservation concerns, all food and drink are prohibited.
3. An archives has closed stacks; all items must be requested for retrieval from the staff member on duty.
4. Due to the risk of inadvertent damage to the documents, use of ink is prohibited; please take notes on your own separate paper in pencil, or on your own laptop computer.
5. When using records, please use only one folder of materials at a time and keep the records in their present arrangement.
6. To preserve the originals for future use, please make no marks or erasures or other changes to the records. Make sure your hands are clean before handling documents.
7. All records in the Millikin University Archives do not circulate; they must remain in the Archives.

Photocopy procedures

1. If you wish to have an item photocopied, ask the staff member on duty. The archives staff will determine whether or not it is possible to photocopy items. Due to the condition of some items, photocopying may not be possible in some cases.
2. Items that are permitted to be photocopied should be flagged, an archives staff member will show you how to do this.
3. The Photo Duplication Request Form must be completed and signed before photocopies can be made.
4. Please see the fees page for an explanation of charges for this service.
5. In compliance with the copyright law, the Millikin University Archives limits the number of copies of each item to one. Furthermore, we cannot copy all or substantially all of a work for you unless an unused copy of the work cannot be found at a fair price. In addition, we reserve the right to restrict the use or reproduction of rare, valuable, or fragile items; and to make special price quotations on items involving unusual difficulty in copying; and to charge a use fee for staff time in excess of one half hour to fulfill this reproduction request.

Photograph duplication procedures

1. If you wish to have a photograph reproduced, consult with the staff member on duty. It is possible to reproduce most of our photographs in either print or electronic formats.
2. Photographs, particularly those without a negative, may need to be sent to an off-site processor. This will increase the time needed for reproduction.
3. The Photograph Duplication Request Form must be completed, signed, and any fees paid prior to orders being processed. A copy of the form is available in the archives, or online in PDF format.
4. Please see the fees page for an explanation of charges for this service.

Donation procedures

1. Please inspect our Deed of Gif and Inventory forms to make sure the terms are agreeable to you.
2. Call or email either University Archivist Amanda Pippitt (217-424-3957) to discuss the gift you wish to make to the Archives.
3. The University Archives and Special Collections only accepts donations of items related to our mission. At this time, we do not need any donations of yearbooks (Millideks) from 1925-1999.

As a service to the Millikin University community, the Archives will photocopy documents, scan images, or produce electronic files for faculty, staff, and students for free, subject to the discretion of the Archives staff. Due to limited staffing, requests by Millikin community members that require an excessive amount of staff time to fulfill may result in a fee being assessed.

All other Archives patrons may refer to the fee schedule below for more information. Large volume requests may require additional staff time to process and may be billed an additional fee at the discretion of the Archives staff.

Please see our Procedures page for the appropriate forms that must be completed for each type of request.