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Archives are housed on the second floor, opposite the Reference Desk.
The Archives Control Binder is available for public use in identifying archival
material. It is located behind the reference desk. It will be updated and
expanded as needed. The Archives Control Binder facilitates identification
of the needed Record Group (RG), SubGroup (SG), and Series (S).
In general, use of information and materials contained in the Archives requires
the patron to be present in the library building. Telephone requests will
be handled by the Reference Desk librarians, who at their discretion may
provide limited assistance for telephone requests, or suggest that the patron
visit the Library. The library does not supply alumni address or telephone
number information; requests for such up-to-date information should be referred
to the Alumni Office.
The Reference Desk librarians, using the Archives Control Binder, will help
patrons to identify materials. If additional help is needed, appropriate
faculty or other institutional assistance -- such as the Cortland County
Historical Society -- will be suggested.
When the patron comes to the Archives, the Reference Desk librarian will
accompany the patron to the Archives area, unlock the door, and assist the
patron in using archival material. The patron must sign in on the patron
log and must present a validated I.D. card, resident borrower's card, or
driver's license to the clerk. The log will have space to identify the material
used.
The Reference Desk librarian will show the patron any materials identified,
and discuss with the patron requests for further information or materials.
The librarian will instruct the patron to use only pencil when working with
archival material, and will be prepared to provide a pencil and paper for
the patron if needed. The patron will be instructed to use the identified
archival material either in Archives if supervision is available during
the entire work period, or be taken to the Reference area where the librarian
on duty will be responsible for supervising use of the archival material.
Patrons will be instructed to leave archival materials on the table in the
Archives room and not to attempt to reshelve materials. The Reference Desk
librarian will verify that all materials are accounted for and are in proper
condition before the patron leaves.
Generally, patrons will not be allowed to browse the collection. If, however,
a patron has a valid reason -- such as historical research for an academic
project or a SUNY Cortland administrative request -- the Reference Desk
librarian may authorize limited browsing privileges, and will be present
during the browsing period.
The Reference Desk librarian will refile all materials used by the patron
and make sure that the Archives area is locked following the patron's departure.
Generally, archival materials do not circulate outside the library building.
Special permission for use of archival material outside the building may
be authorized only by the Director of Libraries.
Because of the poor physical condition and vulnerability of certain material,
patrons interested in using the Didascaleion (1926 to present on microfilm;
circulating copies in main stacks [LB/1921/C75]); the Dragon Chronicle (1990
to present on microfilm); Press (1971-1990 on microfilm); Hilltop Press
(1965-1971 on microfilm) will be instructed to use microfilm copy which
can be handled and copied without damage to the original.
