Billy Graham Center
Policy on Duplication and Loan of Archival Materials
The Archives collects material is so that the material can be used. On the other hand, it is a prime responsibility of the Archives staff to protect original documents so that they will continue to be available to future generations. It is also the responsibility of the Archives staff to insure that interested users have equal access to materials. The fact that the materials in the past have had to be used only in the Archives has been a hardship to some potential users. In order to make the data in the Archives collection as accessible as possible while still performing their curatorial functions, the staff has developed the following policy on loans. Its purpose is to help make materials more available. Funds generated by user fees will be used to support the general work of the Archives.
1. There will be a item fee for all material lent out, except for paper records photocopied in the Archives Reading Room and items sent out by interlibrary loan. This item fee is in addition to copying costs, for which the user will also be billed.
The item fees are as follows:
2. The duplication fee (if done by the BGC Archives staff) is $US 15.00 per item. Note: All rates are subject to change without notice. If the Archives has to use an outside service for duplication, the fee will be whatever is required by the service and the researcher will need to pay the costs directly to the outside vendor.
- Wheaton (current faculty, staff, students): No charge for the first three items, five dollars ($5.00) per item for each additional item.
- Individuals: Ten dollars ($10.00) per item.
- Non-profit organization: Fifteen dollars ($15.00) per item.
- For-profit organization: Twenty five dollars ($25.00) per item for audio tapes and photographs, two hundred dollars ($200.00) per item for films and videos.
3. All fees may be paid in cash, money order, or credit card in U.S. currency before the order is processed.
4. No originals will be loaned out, only copies. In the case of images, the Archives can provide a copy either as a print or as a scanned digital file in several formats (JPEG, .BMP, .TIF, .GIF).
5. All items that are loaned are loaned for a specified one-time use only. No copyright held by the Billy Graham Center in the material is transferred by the loan. The borrower must state the purpose of the loan in writing, using the forms supplied by the Archives. If the purpose involves the publication or broadcasting of the items in any form, there may be additional fees. Written, specific permission from the Archives is needed from an authorized Archives staff member for publication or broadcast. See the
archival note on copyright.
6. All items that are loaned by the Archives must be returned to the Archives by the agreed upon period, except for photographs and photocopies of paper records, which do not need to be returned. No borrowed items, including photographs and photocopies of paper records, may be copied by the borrower except for the use previously agreed to by the Archives.
7. All photocopying of documents must be done by the borrower himself/herself on the Archives Reading Room copier. No item fee will be charged for paper photocopies.
8. When requesting items for a loan, the borrower must request them by their exact description (Collection number, item number, such as Collection 48, V1). The staff cannot loan items on the basis of a general description.
9. Certain items, such as those known to the staff to have copyright restrictions or other special requirements, will not be loaned.
10. The material the Archives has received from the Billy Graham Evangelistic Association was placed here on deposit, not as a gift. Therefore it still belongs to the BGEA. There will be no user fees charged to the BGEA for use of BGEA materials. There will be no user fees charged to individuals for BGEA materials if it is a BGEA-sponsored project. There will be a user fee charged if the BGEA has simply given permission for an individual to use its materials, but is not sponsoring the project or otherwise involved. The Archives staff will inform researchers about who is authorized at the BGEA to give permission to use materials.
11. If a donor of material to the Archives requests a copy of donated items, the Archives will usually make the copy at no cost and it will not have to be returned. If a large number of copies are requested, the staff will first work out with the donor the costs involved.
12. The steps in a loan will usually be these:
13. Certain microfilm and oral history collections can be borrowed through interlibrary loan. Anyone desiring to do so should request the interlibrary information form from the BGC Archives.
- The researcher requests a copy of an item, using the exact description
found in the guide to the collection containing the item.
- The user fee is paid by the researcher and any necessary loan form and permission forms are filled out and returned. The borrower agrees to return the item by a stipulated time.
- If permission for publication and/or broadcasting is needed and can be
given, it is sent to the borrower by the Archives staff in written form.
- Then the item(s) is copied. Borrowers will be billed separately for copying costs by the Archives or by the agent doing the copying for the Archives. Copying may take one to two weeks, so the borrower is advised to make his/her request long before the time the item is actually needed.
- Item is returned to the Archives by the agreed date.
14. The Archives reserves the right to limit the quanity of materials loaned to one indiviudal or organization.
15. Violation of any of the conditions of the loan by the borrow will mean no further materials will be loaned to that borrower.
Went into force: 9/1/1994
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Last Revised: 6/30/2015
© Wheaton College 2015