Access and Use Policy
The Moakley Archive and Institute at Suffolk University, open to research for members of the Suffolk community and the general public, provides access to and the use of their collections and resources. Although most collections are fully open for research; portions of collections may have access or use restrictions based on condition, donor stipulations, University policy, copyright status, or because the collection is not fully catalogued. This policy governs access to and use of the collections held by Suffolk University including information on restrictions, reproduction, and permission.
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.
Use and Copyright
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.
Collection Development Policy
The John Joseph Moakley Archive and Institute collects Suffolk University’s institutional records, manuscript collections and oral history interviews that are relevant to the University, its research interests, mission statement and core values. The Archive Oversight Committee reviews all proposed acquisitions based on this policy, the needs of the University and the collection’s overall research value. The Archive will consider acquiring research materials from the following categories:
- Records of Suffolk University that:
a. Describe and represent the history of the institution and its accomplishments since its founding in 1906; including alumni collections and oral history interviews;
b. Are identified by the University’s record retention schedule as having enduring, permanent value and considered vital University records, regardless of format; including but not limited to: executive records, photographs and audiovisual materials, University publications, trustee records, committee reports, student organization records, theses and dissertations, artifacts, administrative records, and promotional materials.
- 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 significant portion of their career at Suffolk University, that illustrate significant contributions made to the University, their profession or field of research, or with an affiliated organization, or other employing institution. Please consult the Guidelines for Faculty Donors for more specific information. Guidelines for Faculty Donors (.pdf)
- 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 the University, their profession or field of research, or with an affiliated organization, or employing institution.
- Related to John Joseph Moakley, his family, political career, or public policy issues relevant to his tenure in congress.
- Related to modern political history in Massachusetts, Boston, and the Massachusetts 9th Congressional District, including Moakley’s predecessors and successors, opponents, and political campaigns.
In general, the Archive cannot accept the following materials:
- Items that do not fall into the categories described above in the collection development policy;
- Donations without a transfer of title, or for which the donor does not have clear title;
- Collections that are restricted indefinitely, or for which the restriction cannot be enforced equally or with reasonable effort;
- Materials readily available through other sources such as electronic databases;
- Formats that the University cannot care for properly.
Guide to Citing Collection Materials
The Archive has created this general guide to citing our collection materials. Please note that researchers may need to consult other sources for instruction on specific citation styles. Citation guide
Reading Room Usage and Registration
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:
- Patrons must read the Reading Room Policy and complete a Registration Form (.pdf)
- Materials in the collections do not circulate
- No food or drink allowed in the Reading Room.
- Lockers and locks are provided for personal items. Please leave laptop cases in locker.
- Laptop computers, notebooks (bound or spiral) may be used in the Reading Room.
- Loose leaf paper is not allowed near materials. Staff can provide paper and pencil if needed.
- Please turn off all cell phones and pagers.
- Cameras, scanners and other photo duplication devices are not allowed.
- Please wash your hands before you handle any archival material or supplies and after any food breaks.
- Use pencil only! Pen ink can damage collection materials.
- Handle materials with care. Please do not exert pressure on the materials, such as leaning on, tracing, or writing on them. Gloves for handling photographs and fragile items are available from Archive staff.
- Please retain the order in which manuscript and photograph collections are placed in the boxes and folders. Use “Place Markers” when removing folders or files from a box, and please remove only one folder or file at a time.
- If you would like photocopies, please consult with a staff member. Reasonable requests can be accommodated depending on the condition of the materials and staffing levels.
- Members of the Suffolk University community will receive 20 courtesy copies free of charge.
- Please be aware that retrieval for off-site material may take 2-3 days.
Requesting Reproductions and Permissions to Publish
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.
- There is no self-service photocopying or photography (this includes scanners and digital cameras).
- Reproduction request forms are required to order copies. (.pdf)
- Applications for permission to publish are required to reproduce collection materials in print or electronic format. (.pdf)
- Pre-payment is required. We accept cash and checks in United States dollars drawn on a United States bank made payable to Suffolk University. Please do not send cash by mail.
- Same day service is not guaranteed.
- Patrons receive 20 free courtesy copies, additional copies are .25 ¢ per page.
- Digital scanning is available: The cost for a new image scan is $15.00 per image, the cost to transfer an existing image to CD is $5.00
- All orders over $5.00 incur a $5.00 shipping and processing fee.
- Complete use_fee_schedule.pdf
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:
- Condition: “Access to materials may be restricted based on their condition; consult Archivist.”
- Donor Stipulations: “Certain records are closed to research for a period of (insert time period); consult Archivist.”
- Content: “Access to sensitive or confidential materials may be restricted; consult Archivist.”
- Copyright: “Use of materials may be restricted based on their copyright status; consult Archivist.”