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CAUL (a) Does your library have an archives collection? (If Archives (b) Are archival materials allowed out of the (c) If yes, under what circumstances and conditions? (eg All (e) If yes, what benefits has (f) If yes, how are items packed and transported? (g) If yes, how do you ensure that all Library yes, please cite the URL that provides information (d) If yes, have you experienced any problems? Survey building in which they are housed? collections, select collections, duplicate materials only, etc) this practice incurred? (Please indicate if any special means are taken). archival materials are returned? about the archive collection) August 2007 Australian Catholic No. NA NA NA NA NA NA University Australian Defence yes. http://www.lib.adfa.edu.au/speccoll/speccoll.htm no NA NA NA NA NA Force Academy Exposure of existence of Yes, the Lu Rees Archives of Australian Children's Literature archives to potential http://www.canberra.edu.au/lu-rees- the collection is owned Insurance coverage required if being used for exhibition in a public researchers; attraction of Always transported by Library staff or members of the University of Canberra by the Children's Book Council but Library provides Only for exhibition purposes. Cost of insurance coverage!! See (f) space. donations; benefit to the Children's Book Council accommodation, all technical services, all consumables and University's engagement with some equipment. the wider community. First and foremost the access conditions as stipulated in the original deposit/donation agreement must be adhered to. Archives deemed to See above. Making sure documentation is No. The CSU Regional Archives is a separate autonomous The major benefit from this be State Archives (permanent retention), state records and in-house fully completed and signed is a great help. entity from the Library. Previously the Archives had been practice has been the No. The only exception to this rule is private records University archives do not leave the building. As per the response However if people/groups/organisations are located administratively within the Division of Library Services, establishment of excellent Every care is taken in the transportation of archival items. or archival material that have been donated or above, some private records are borrowed by the original depositors, Very few if any problems. No archival material has ever been aware that the best place for their records and but it now resides with the Division of Research & Graduate working relationships with Our professionally qualified staff ensure that those Charles Sturt deposited by a group or organisation who then however this is only done on a limited basis where borrowing lost or not returned. Sometimes a phone call is necessary to archival material is in an environmentally Training. The CSU Regional Archives is a combined function donors/depositors who realise people borrowing items are briefed as to the best University requests items be borrowed for their own displays/ documentation is completed first. The borrower undertakes to properly remind people that borrowed items are due to be returned as controlled archives with professional staff, regional repository of some 4000 linear metres, collecting that they can deposit/donate practice procedures in the handling and packaging of exhibitions/reunions etc. This is also dependent care for the archival material and signs a borrowing form outlining full stipulated on the borrowing documentation. there appear to be very few problems, as and housing records from state government agencies, in- consignments of records and archival items. upon access conditions. contact details, reasons for borrowing the items, expected date of most organisations have their records/ house University and precursor records, and private regional then borrow them again if the return and a precise list of the items borrowed. Where possible to archives best interests at heart and are records. www.csu.edu.au/research/archives need arises. avoid the borrowing process, duplicates and copies are often supplied interested in their continued longevity. instead. Macquarie University We don't any more Yes, but at present there is no link to the information. Please No archive material is allowed out of the building. note that the SCU archive is not a repository for general SCU Section (b) should be qualified by the fact that at the records, but rather Library records, as well as older unit University Librarian’s discretion, some material Southern Cross outlines, and unbound theses. That is, it might not qualify as could be borrowed. Examples of what might have None NA NA NA NA University an ‘archive’ in the sense of this survey. No - we do not hold been borrowed include past Library minutes of any material that would be equivalent to station records, meeting (internal use only), old SCU newsletters or records of churches, unions, associations, researchers or yearbooks. writers or significant local identities. The UNE archives moved from the Dixson Library into the UNE Heritage Centre in 1994. This Centre now contains the UNE Archives that also operates as a NSW government University of New regional repository, a regional repository of public records for England the region and it houses the Museum of Education as well. The building was formerly the library of the Armidale College of Advanced Education prior to amalgamation of the two institutions. Sharing for exhibition purposes It depends on the item. Generally, items requested are A standard loan agreement, specifying date University of both promotes our collections, http://www.newcastle.edu.au/service/archives/index.html YES Items are sometimes lent to other institutions for exhibition. NO small (eg letters, books, photographs), so courier is and mode of return, citation of insurance Newcastle and builds links for reciprocal appropriate . certificates of currency. practices. Rare Books has a few collections received years ago and some papers of a science fiction author but we do not have an active collecting programme. The Library hosts the Archive of Items are all restricted for use in the Rare Books or We do lend items for exhibition subject to condition of the material, University of Sydney Australian Judaica (staffed by a Catholic nun!) - (http:// Archives reading room or in the Judaica room, all security, insurance etc. judaica.library.usyd.edu.au/) The University Archives does under the supervision of a staff member. take, but not actively seek, the papers of prominent staff or alumni. University of Blissfully free! Technology, Sydney University of Western No NA NA NA NA NA NA Sydney Charles Darwin Yes, but no webpage……..as yet! No archive material is allowed out of the building none NA NA NA NA University Ensures that the collection is available to all staff and students and publicises the Yes – in consultation with Information Resources Items are able to be carried by hand – no special Material may be required/used for displays, reproduction of materials, No – although it is necessary to continually follow up to ensure library’s role in the collection of Follow up with staff member – by email or Bond University Yes, http://www.bond.edu.au/library/find/bond.html Librarian. Requests to date have been from packaging has been required to date as usage of the marketing, etc that material is returned complete and in a timely manner. archival material relating to phone. University staff (rather than students). items has been on campus only. Bond as well as allowing collaboration between different departments of the university. Griffith has some special Heritage Collections of historic print publications. University Archives are managed by central university administration. The Heritage (Special) Collections are located in the Compactus Store at Nathan which is a If borrowed we would use the library system controlled environment designed to preserve library materials. To be determined case by case - perhaps for academics and higher Archive collection is stored in Griffith University Generally not. no Items are not packed and transported to formally loan them on brief manual records. Items in these collections will be catalogued as FLAS funded degree researchers only preservation conditions projects. Client requests to view materials may be directed to Faculty Librarians or Lending Services staff. Materials are not normally available for loan, but may be viewed in the ‘Red Room’ at the Nathan library. James Cook Yes, http://www.library.jcu.edu.au/Specials/archives.shtml No archive material is allowed out of the building. None NA NA NA NA University University of On rare occasions items may be lent for special exhibitions. Some Supporting other organisations The borrower pays for insurance. All items are couriered. We itemise carefully before sending and Yes http://www.library.uq.edu.au/fryer/#special It is rare for material to leave the building. No major problems but it happens very rarely Queensland material may also be taken off site for digitisation or preservation work. e.g. State Library of Qld. All necessary steps taken to avoid damage. check carefully on return CAUL (a) Does your library have an archives collection? (If Archives (b) Are archival materials allowed out of the (c) If yes, under what circumstances and conditions? (eg All (e) If yes, what benefits has (f) If yes, how are items packed and transported? (g) If yes, how do you ensure that all Library yes, please cite the URL that provides information (d) If yes, have you experienced any problems? Survey building in which they are housed? collections, select collections, duplicate materials only, etc) this practice incurred? (Please indicate if any special means are taken). archival materials are returned? about the archive collection) August 2007 University of the USC Library doesn't have an archives collection. Sunshine Coast Promotion of our collections to Depends on the item. An organisation or institutional Flinders University of Yes. http://www.lib.flinders.edu.au/resources/collection/ Checking material against the loan Not usually Usually only for exhibition loans no the wider research a n d borrower will usually arrange transport in consultation . South Australia special/ agreement on collection and upon return. general community. No. Archival material is only consulted in the Special Collections Reading Room. Interstate/overseas researchers are however occasionally allowed to University of Adelaide Yes, http://www.adelaide.edu.au/library/special/mans.html NA NA NA NA NA consult papers outside of Special Collections but within the main Library building and under supervision. Yes, http://www.deakin.edu.au/library/spc/manuscripts.php The following collections also contain significant amounts of Deakin University archival material: http://www.deakin.edu.au/library/spc/ No None NA NA NA NA spcgoldberg.php and http://www.deakin.edu.au/library/ geelonglawyers/index.html La Trobe University LTUL does not have an archives collection Yes, but very informally. There is no online statement. The Swinburne University This depends on the purpose. Almost all use of the collection is by Facilitates use - e.g. collection consists of photographs and other images, and Yes never No special means; it depends on the nature of the item. The process is informal. of Technology members of the University. photographic copying. documents and other artefacts relating to Swinburne. University of Ballarat No As a general rule, no! [See JCU’s answer to question (i)-(iii) happen so rarely – for safety’s sake, we would prefer The benefits vary. Loans to (i) “Standard archival practice to protect the archive never! – so far, we have not experienced problems. There is of exhibitions support the general Yes (i) when individual documents or other items are lent for exhibition; course inconvenience: eg for loans, paperwork, valuation, value of cooperation between from damage and loss.”] It simply isn’t done The packaging varies with the physical format of the (ii) if items require fumigation or conservation treatment or digitization, insurance, etc; and these are weighed against the benefits institutions and obviously nationally and internationally, and anyone who material, the key aim being to cushion movement within Our daily procedure of ordering and checking when these cannot be done in situ; (iii) if a collection is on deposit and risks. (iv) happens daily, but again, so far we have not advertise the archives. understands what archives actually are would not containers and the courier van (the 2nd part of the material in and out basically ensures all rather than owned outright by us (e.g. from a business or trade union) experienced problems as such, but the logistical implications Fumigation, conservation, University of lightly vary this rule. But the University of Melbourne question). When we are in doubt we take advice from material is returned. We also regularly review Yes. http://www.lib.unimelb.edu.au/collections/archives/ and the owner or a court using a subpoena insists on temporary return of separating a 15 kilometre collection from the main reading digitization benefits are self Melbourne Archives, just like for instance art galleries, will, in conservators. The format of the material may in fact material held for users, and if they have not of original items rather than copies; and (iv) when requested items/ room need to be experienced to be understood. And of course evident. Loans back to very special circumstances, move items (some justify requiring it be accessed at the repository given the returned to continue using material after a set collections are delivered to the reading room from the archives some collections are so fragile, large or badly listed that we depositors keep depositors worth tens of millions of dollars) out of their secure dangers of transportation (eg large plan or map items or time, return it to the repository. repository (approx 5k away) to the Baillieu Library supervised reading allow researchers to access material in our small reading happy (!) and honour storage as loans for example. And the National framed paintings, glass plate photo negatives, etc). room. room at the repository. Since the current arrangement was acquisition agreements to this Archives will move archival series between their state repositories. introduced in April 1999, we have only “lost” one collection in effect. Allowing material out of transit, and that was relocated within a couple of months. The the repository to be sent to the key is to ensure the Archives has full control over the process reading room on the main from start to finish. campus supports user Yes, http://john.curtin.edu.au/ for information about the JCPML In general, no archive material is allowed out of the Curtin University of convenience, but the primary collection and http://john.curtin.edu.au/gallop/ for information building. Items may be loaned for exhibitions etc none NA NA NA NA Technology benefit is derived from a central about the Geoff Gallop Collection. provided appropriate conditions are met. campus presence and profile. Proximity to other non archives collections also supports user convenience. Archival material is not normally allowed out of the Yes, the Library has a Manuscript Collection which We use specialist packing and transportation Specific loan agreement with requesting building, but there are occasional exceptions to Promotion of WU archival University of Western contains modern literary and educational archives: http:// Occasionally, loans are permitted for displays and exhibitions in services if an interstate loan is required. Personal institution. Material checked in detail and this (see below). We do not allow archival No holdings locally and Australia www.library.uwa.edu.au/about_the_uwa_library/ other cultural heritage institutions. transport and delivery if within Perth metropolitabn documented on departure and again on materials out of the building so they can be more nationally. about_our_collections/manuscripts area. return. conveniently consutled by UWA staff or students. NEW ZEALAND Massey University Yes, http://library.massey.ac.nz/aboutus/archives.htm No archive material is allowed out of the building. none NA NA NA NA Most archives items are fairly small, we package them in We have had no problems with loans to institutions in the time Archives are allowed out of the building for 2 main reasons : 1. when acid free materials and enclose them in such a way to that I have been here. But we do have problems with loans to We keep a loans register with date of they are on loan to an approved institution for the purposes of protect from damage such as crushing in transit. For depositing organisations from time to time – material has Allowing loans for the purposes expected return. This is checked periodically exhibition, 2. When archives are on deposit (as opposed to a donation) loans within the city a staff member from the other been returned damaged, with bits missing, with bits added, of exhibition means that our and any outstanding items followed up on. from another organisation, that organisation reserves the right to institution will usually transport the item. Occasionally I Hocken Collections : Yes, http://www.library.otago.ac.nz/ Archives materials are allowed out of the building for out of order, or not returned at all. Also the materials are not materials reach a wider Exhibiting institutions are not a problem but University of Otago borrow archives back or to give permission for an individual to loan the have taken items with me when travelling to other hocken/index.html specific purposes. insured once they are out of the building in these audience than would be the sometimes depositing organisations refuse archives. This right is a part of the standard deposit agreement with the centres (i.e. to the National Library in Wellington), but circumstances – I explain this to the organisation. We try to case if we didn’t allow exhibition to return items – we can’t really do anything organisation. Other much less frequent reasons that archives may be usually we use a professional courier firm. A loan discourage organisations from loaning archives back, by loans. about this as they are technically the owner of allowed out of the building would be if required as evidence in court or agreement is signed with the borrowing institution and encouraging them to have copies made, to only loan a small the items. for conservation treatment. they undertake to insure the item whilst in transit and in number of items or to use the materials here. their custody. CAUL (i) If archive materials are not allowed out of Archives (h) Do you provide any alternative means of access to archive collections? Library the building, what explanation, if any, do you Survey (eg Scanning, photocopies, etc) give requestors? August 2007 Australian Catholic NA NA University Australian Defence Standard archival practice to protect the archive from Yes. Scanning; photocopying (subject toany restrictions that may apply). Force Academy damage and loss. Yes, photocopies provided at cost and some materials can be requested on inter-library Standard archival practice to protect rare and scarce University of Canberra loan (published works but not primary materials such as manuscripts or original items from damage and loss. illustrations) http://www.canberra.edu.au/lu-rees/about/access-services For the archives from State Government agencies which are not allowed out of the building, including many in-house University records, the reasons given Charles Sturt We do provide copying, scanning and research services for a fee, pending access usually include archival best practice techniques, University conditions and only where the archives/records are in a satisfactory condition to do so. access conditions imposed by the original agreements and relevant legislation including the State Records Act, 1998 and the Charles Sturt University Act, 1989. Macquarie University Southern Cross Standard archival practice to protect the archive from Requestors can examine in person by prior arrangement. University damage and loss. University of New England Yes, as many as possible. Photocopying , scanning, digitisation, web exhibits, blogs, Standard archival practice to protect the archive from University of addition of images to Flick’r (which is harvested by Picture Australia, so further promotes damage and loss. There is also significant asset Newcastle our collections). We prefer this, both for wider access for people, and to minimise value in many of our archival holdings. physical handling of the archives. The Library is looking at purchasing a large platen scanner which would enable items to University of Sydney be copied for use off campus but we are not intending to make a habit of it. University of Technology, Sydney University of Western NA NA Sydney Charles Darwin no Standard archival practice and items irreplaceable University Yes – some of our photographs are already available on an image gallery (http:// www.bond.edu.au/library/BondinPictures/index.html) and this is currently being Bond University NA developed further. It is anticipated that in the long term documents etc from the archive collection will be digitised and made available via the image gallery. We have a room for users to use the material. It would be retrieved by library staff. This Griffith University room has no scanner or copier but if necessary and appropriate access could be Falls under in-library use collection - policy. arranged. James Cook Standard archival practice to protect the archive from no University damage and loss. University of We do have parts of some collections digitised and available online - http:// Standard archival practice to protect the archive from Queensland www.library.uq.edu.au/fryer/#online damage and loss. UQL Fryer is not a lending library CAUL (i) If archive materials are not allowed out of Archives (h) Do you provide any alternative means of access to archive collections? Library the building, what explanation, if any, do you Survey (eg Scanning, photocopies, etc) give requestors? August 2007 University of the Sunshine Coast Scanning and /or photocopying is available for most material. When borrowers are Flinders University of Standard archival practice to protect the archive from unable to visit (eg overseas or interstate scholars) research and copying or scanning are South Australia damage and loss. sometimes done by library staff on their behalf and charge d as a cost recovery . Yes, we provide both scans and photocopies through our Document Delivery/ILL system with prior approval of the Special Collections Librarian. Special Collections also directly This material is unique and irreplaceable and needs to provides scans of images for use in publications/films/exhibitions etc. Special be preserved for future research. Much of the material Collections also has a digitisation programme to make available material that is in University of Adelaide is also fragile, not all pieces are labelled/numbered, particular demand eg the RA Fisher Digital Archive (see http:// and is often in loose-leaf format which requires careful digital.library.adelaide.edu.au/coll/special/fisher/index.html) which has made available a handling under supervision. large quantity of Fisher correspondence, notes and several of his publications. It is one of the University's most heavily used websites. If copyright was not an issue (and some of our archival collections contain printed items) then photocopying or scanning would be offered as an alternative mode of access to our Standard archival practice to protect the archive from Deakin University staff, or to students who are genuinely unable to visit in person. However, manuscripts or damage and loss. unpublished items are never copied. La Trobe University Swinburne University Yes. There is an online open access archive of photographic material at http:// NA of Technology images.swinburne.edu.au/ University of Ballarat University of A tiny fraction of our collection (about 5000 photos) has been scanned and is accessible Common industry and professional practice. Melbourne via our website and PictureAustralia. Yes. Electronic Research Archives provide online access to many items from the Curtin University of collections as images, text, audio and video. For items not available digitally, Standard archival practice to protect the archive from Technology photocopies or scans are provided to researchers where copyright and donor damage and loss. restrictions on access allow. University of Western Photographs or photocopies may be offered if the condition of the item permits Australia (subject ot copyright). NEW ZEALAND Scanning and/or photocopying done as needed and material can be E-mailed or printed and mailed. Archives staff does research on behalf of those not able to access the Standard international archival practice to protect the Massey University Archives in person. Extensive searches (if it takes longer than a couple of hours) are archival material from damage and loss. done on a cost recovery basis. Alternatively people may also make use of freelance researchers to do research in the Archives on their behalf. If the requester is not eligible (not a suitable institution or not having permission of the depositor) to loan the We can photocopy reasonable quantities of materials for readers at cost and provide a archives in question then that is explained to them. We reprographic service for publication quality reproductions. Occasionally an off-site reader do get interloan requests for archives on a regular University of Otago will request a whole collection of archives, and we have to say no that it is not practical to basis but we try and fill these requests with a photocopy that much and that they will have to visit us. photocopy and would never interloan the original. We don’t loan archives to other institutions for the purposes of study.