Special Collections & Archives Policies

Special Collections and Archives hours are Monday & Friday: 10a.m.- 4p.m., Tuesday-Thursday: 10a.m.-7:00p.m., and Saturdays by appointment only. Exceptions to these hours will be included on the library homepage. Appointments can be made outside of these hours via the online form or contacting Special Collections staff.
To ensure that materials are well-cared for and available for future use, anyone accessing physical item(s) must sign-in once they arrive, prior to the staff member retrieving the item(s). If item(s) require special handling, a staff member will assist the individual throughout their visit, as needed.
In the event of severe weather or an active threat, researchers must follow the direction of UNCP staff who are guided by university policies.
All items must be used in the library or Special Collections’ reading room. Materials cannot be checked out or removed from the library for any reason.
Researchers are prohibited from bringing food, beverages, pens, or hand sanitizer into the reading room while they are using Special Collections materials.
Researchers will request materials by completing the online form available through the library’s website or by calling a staff member. The appointment is not confirmed until the researcher is contacted by Special Collections’ staff.
The number of items given to a researcher for use at the same time is limited and will depend on the condition and size of the materials.
Researchers must not remove paper clips or staples from documents. Ask staff for assistance.
Researchers will keep materials flat on the surface of the table.
Documents in folders must remain in the folders. Items must remain in their original order.
Items will be removed, and a researcher’s privileges revoked if they are observed in any behavior that could damage collection material.
Researchers will not disturb other researchers in the reading room.

Camera Use in the Reading Room

Researchers will not take photographs of the materials, staff, or other researchers.
Researchers will not publish images of the collection materials in print or electronic publications, nor exhibit them without obtaining permission from staff.
Researchers will not donate, sell, or provide reproductions to another repository.
Researchers may request publication-quality images from staff. Fees may apply. Researchers must use the provided citation in the publication.
It is the responsibility of researchers to obtain permission to publish from copyright owners. Staff will provide any known information about copyright holders to researchers.
Staff reserves the right to deny permission to photograph material at its discretion.

Digital Collections Copyright Statement

Copyright for the images in this collection is held by UNC Pembroke. The images are available for use in research, teaching, and private study, provided that proper citation is used (i.e., Mary Livermore Library, University Archives/Special Collections, University of North Carolina at Pembroke, Pembroke, NC). Any commercial use of the materials, without the written permission of UNC Pembroke, is strictly prohibited.

Special Collections and Archives Statement on Harmful Language and Content in Collections

The University of North Carolina at Pembroke’s Livermore Library Special Collections and Archives strives to make its collection materials accessible to all as unaltered historical record. Some of our collection materials may include images or words that are offensive. We do not support or condone these harmful ideas, and we embrace a culture that prioritizes diversity and inclusion. We make these items available because they are critically important resources for education and research, while acknowledging their impact on various peoples and groups.

Our goal is to provide original descriptions of the material for the purposes of transparency and research; however, some materials may contain offensive language, negative stereotypes, and/or depictions of violence. Viewer discretion is advised.

We in Special Collections and Archives aim to describe these materials in a manner that is respectful to both the creators and those viewing the material today. Cultural competency is critically important: what constitutes appropriate description varies with context over time and is affected by the descriptive standards in which we apply. We encourage users to provide all feedback to help us continue to improve our archival description practices. Please contact us with any questions or concerns.

Why contribute to an archive?

One of the most lasting things you can do is contribute your historical materials to a repository such as an archive, special collections library, historical society, or museum. From personal letters to family photographs to business records, your collection adds to a more inclusive historical record.

A repository can provide long-term preservation of your materials, while also allowing current and future researchers such as genealogists, writers, and students to better understand and analyze history. Even more importantly, your collection can enrich your community’s collective memory.

Here are some tips on what to do when considering donating your materials to an archive:

University Archives

The University Archives is the official repository of UNCP publications and records relating to the history of the university. In addition, the University Archives strives to document the full experience of UNCP students, employees, and alumni through collections both official and unofficial. The department is committed to expanding the voices of the historically underrepresented in university history and the University Archives through collection and preservation of personal and organizational material. Typical items kept in University Archives include:

Materials published by faculty, staff, or students. Examples include books, manuscripts, theses/dissertations, journal articles, and documentaries.
Campus publications. Examples include yearbooks, course catalogs, department newsletters, and media.
Items relating to the history of the university. Examples include ephemera, some memos and announcements, items curated by current and former high-ranking faculty members.
Other items outlined in the University of North Carolina System Records Retention and Disposition Schedule.

As part of the University of North Carolina System, UNC Pembroke must follow any all guidelines laid forth in the most current edition of the Records Retention and Disposition Schedule for all University Archives materials.

Special Collections

Special Collections collects and preserves rare and unique materials including rare books, oral histories, manuscripts, photography, visual materials, art, and artifacts. Collections are preserved for use by students and faculty/staff of UNCP, members of the community, and by the scholarly community at large.

At the discretion of the department head, the Special Collections department may collect materials, in any format, that support our mission. Acquisitions are made through donations, and occasionally through purchases for select books that support the mission statement. Donations to Special Collections are considered on a case-by-case basis. Donations must be accepted by the department, and all donors must complete a Gift Agreement Form.

Examples of types of items collected for Special Collections currently include:

Manuscripts, books, and media created by local members of the community about the community-at-large.
Manuscripts, books, and media that relate to the histories of Pembroke, Robeson County, North Carolina, The Lumbee Tribe of North Carolina, other Southeastern American Indian Tribes, or any other similar topic as seen fit by staff, faculty, students, or other patrons.
Photographs or works of art that reflect the local community, American Indians, or are created by individuals of either.
Ephemera relating to local events or people.

Organization and Description

Organization of a collection is often best handled by the repository. The “original order” of materials can provide helpful clues to future researchers.
It is helpful if you can provide contextual information (the who, what, when, and where), such as names of people who appear in photographs or the stories behind significant items that document personal or family history.
You can choose to include letters and labels with your items to describe the items, just be careful to not cause damage. Do not use paper clips, rubber bands, or tape that will rip materials.

Taxes

It may be possible for a donor to take a tax deduction for the donation of a collection to a repository. Speak with your tax accountant or attorney about this possibility. Archivists cannot give tax advice or appraise the monetary value of a collection.

Donations vs. Loans

Most archives can only invest materials and labor in the preservation of items that they own, and will not accept items on loan. Donors are asked to sign a deed of gift form, which formally signifies that the materials become the property of the archives.

Access

Access to donated materials is governed by the repository’s policies regarding availability, duplication, and publication. As a prospective donor, you should become familiar with such policies and discuss any special needs or concerns with the archivist or curator before completing the deed of gift. Final description of the collection may not occur immediately and repositories vary in the speed with which description of the collection is posted online.

Restrictions on Use

If you are concerned that material considered confidential or private may be represented in your personal and family records, be prepared to discuss with the archivist the possibility of restricting part of the collection for a period of time.

Copyright

Assignment of copyright is often complex and you should work with the repository staff to clarify issues of copyright ownership. Generally, copyright belongs to the creator of writings and other original material (such as photos and music) but can be legally transferred to heirs or others.

Monetary Donations

Preparing materials for use by researchers is the most expensive operation in a repository. Although such monetary donations are rarely a prerequisite for the acceptance of a collection, donors who are able to assist repositories by providing funds toward the arrangement, cataloging, and conservation of their personal or family records are encouraged to discuss the possibility with the archivist.

Credit: This work contains some derivative material sourced from Donating Your Personal or Family Records to a Repository – Society of American Archivists, utilized under a Creative Commons Attribution 4.0 International License.

Special Collections and Archives Collecting Policy

Special Collections and Archives is the university’s repository that serves students, faculty/staff, the local community, and outside researchers through its unique, rare, and specialized research collections of archives, books, and published materials and more. This policy provides information about Archives and Special Collections practices that guide acquisition decisions in line with the mission and priorities of Mary Livermore Library and professional best practices.

Special Collections

At the discretion of the department head, Special Collections department may collect materials, in any format, that support our mission. Acquisitions are made through donations, and occasionally through purchases for select books that support the mission statement. Donations to Special Collections are considered on a case-by-case basis. Donations must be accepted by the department, and all donors must complete a Gift Agreement Form.

Examples of types of items collected for Special Collections currently include:

Manuscripts, books, and media created by local members of the community about the community-at-large.
Manuscripts, books, and media that relate to the histories of Pembroke, Robeson County, North Carolina, The Lumbee Tribe of North Carolina, other Southeastern American Indian Tribes, or any other similar topic as seen fit by staff, faculty, students, or other patrons.
Photographs or works of art that reflect the local community, American Indians, or are created by individuals of either.
Ephemera relating to local events or people.

University Archives Collection

The University Archives is the official repository of UNCP publications and records relating to the history of the university. In addition, the University Archives strives to document the full experience of UNCP students, employees, and alumni through collections both official and unofficial. The department is committed to expanding the voices of the historically underrepresented in university history and the University Archives through the collection and preservation of personal and organizational material. Typical items kept in University Archives include:

Materials published by faculty, staff, or students. Examples include books, manuscripts, theses/dissertations, journal articles, and documentaries.
Campus publications. Examples include yearbooks, course catalogs, department newsletters, and media.
Items relating to the history of the university. Examples include ephemera, some memos and announcements, and items curated by current and former high-ranking faculty members.
Other items outlined in the University of North Carolina System Records Retention and Disposition Schedule.

Responsible Collecting

All repositories have an obligation to preserve and make available for research and use the materials they have acquired. UNCP follows suit using archival best practices, following Protocols for Native American Archival Materials and the Society of American Archivists’ Core Values Statement and Code of Ethics.

Deaccessioning Policy

Definition: the process by which an archives, museum, or library permanently removes a collection or parts of a collections from its holdings. Librarians and archivists must use professional judgment when determining if an item or collection may need reappraisal or deaccessioning. Ethical considerations regarding the disposition of collections must be considered and handled in a transparent manner. Reappraising and deaccessioning collections for the primary purposes of generating operating income; satisfying personal interests, aversions, or prejudices; and pleasing donors or resource allocators are not consistent actions with best practices or the SAA Code of Ethics.

Materials that do not fall within the Special Collections scope and contents may be subject to deaccessioning, subject to broader library collections policies, university regulations, and state and federal laws. Other potential reasons for deaccessioning may be

A potential biohazard that cannot be contained for any reason.
Duplicates. University and Special Collections keep no more than two of most items with some exception.

Special Collections materials pending deaccessioning may be announced via public forum, to be determined, before being surplused via university guidelines.

University Archives items do not fall under the same guidelines listed above for Special Collections and are subject only to the most recent edition of the University of North Carolina System Records Retention and Disposition Schedule. Public records, including electronic records, not listed on this schedule are not authorized to be destroyed or deaccessioned in accordance with N.C. Gen. Stat. § 121-5 authorizes DNCR to regulate the destruction of public records, codified in the North Carolina Administrative Code, Title 7, Chapter 4, Subchapter M, Section .0510.