Arkansas Administrative Code
Agency 013 - Department of Parks and Tourism
Division 02 - History Commission
Rule 013.02.14-001 - Arkansas History Commission Rules (2014)
Universal Citation: AR Admin Rules 013.02.14-001
Current through Register Vol. 49, No. 9, September, 2024
1.0 GENERAL 1.01.
Rule Sources.
1.01.1
Collection Scope. The
AHC's collection shall pertain to Arkansas history and culture from the
earliest times to the present (collectively archival material").
1.01.2
Acquisition. The AHC may
acquire government and non-government records, secondary source material,
artifacts, and other material (collectively "material") by salvage, donation,
gift bequest, purchase, loan, or transfer from government agencies. Authority
for material acquisition rests with the State Historian, and all offers of
material shall be referred to the State Historian.
1.01.3
Material Loan. The AHC
shall not lend material to individuals. The AHC may lend material to
institutions for specific purposes (such as exhibition) for a specified period
of time if such institutions meet professional standards of collections care
and management. Loan periods shall extend for one year or less, with an option
for annual extensions for up to five years if both parties agree in writing.
Authority for outgoing loans resides with the State Historian. If, in the State
Historian's opinion, the loan is not in the best interest of the material's
long-term preservation, the loan request will be denied. Failure to comply with
AHC rules and regulations regarding loaned material will result in immediate
withdrawal of AHC material and refusal of future loan requests.
1.01.4
Withdrawal of Materials.
The AHC may judiciously withdraw (or "de-accession") and dispose of archival
material from its permanent collection in a timely manner consistent with
professionally accepted standards under the following procedures and criteria.
A written de-accession request listing the reason(s) for withdrawal and
recommended means of disposal must be signed by the State Historian and
approved by majority vote of AHC members prior to disposal of archival
material. Nothing in this policy shall be construed to interfere with standard
archival practice in discarding items in the course of processing or with
standard library practice in discarding duplicates or unacceptable
books.
2.0 FACILITIES
2.01
Location.
These rules apply to any facility operated by the AHC.
2.02
Hours. Facilities are open
to the public (herein called "patrons") during hours.
2.03
Tobacco, Food and Drink.
All uses of tobacco products are forbidden in all AHC facilities. Food and
beverages are not permitted in the AHC Research Rooms or designated research
areas at branch facilities.
2.04.
Behavior. All patrons are requested to pursue their research in a
quiet and orderly manner. Disruptive patrons will be removed. Parents are
responsible for the behavior of their children.
2.05.
Research. AHC personnel
will explain research facilities and provide guidance.
2.06.
Registration. On the
first visit to an AHC facility, each patron is required to present a valid
photographic identification (e.g., driver's license, passport), complete a
registration form, and obtain a unique AHC identification number for admission.
Upon each subsequent re-entry of any AHC facility, researchers must register,
giving name and AHC identification number, date and time of visit.
2.07.
Security. Patrons may
bring pencils, loose paper, and approved electronic storage devices (e.g.,
laptops, tablets) into the Research Room or designated research areas at branch
facilities, but must store all other personal belongings in lockers provided by
AHC facilities when available. All belongings are subject to search before
patron leaves any AHC facility.
3.0 ACCESS TO MATERIALS.
3.01
General.
3.01.1 AHC institutions are non-circulating.
Researchers may not check out or loan materials from any AHC
facility.
3.01.2
The
AHC allows access to and use of materials only in a controlled manner that
protects materials' physical and intellectual integrity. The AHC reserves the
right to restrict or deny access to prevent deterioration, potential damage,
mutilation, loss, or mis-location of material or interference with AHC
administrative, professional, or technical operations, including service to
other researchers.
3.01.3
Collections.
3.01.3 (a) Print Collection. The
print collection includes books and periodicals on a wide-range of Arkansas,
historical, and genealogical topics, searchable through the online catalog. At
AHC facilities, Print Collections may be used only in the Reading Room, and may
not be taken into the Archival Research Room. Researchers may retrieve print
materials for themselves, but will leave used materials on designated carts for
staff reshelving.
3.01.3 (b)
Microfilm Collection. The AHC provides microfilm access to Arkansas newspapers,
county records, military records, church records, and some archival materials.
The AHC microfilms materials as part of its preservation efforts. In most
instances, microfilm copies of original material will be provided to patrons,
unless circumstances warrant retrieval of the original materials. Research Room
patrons may not use original materials which have been received for
microfilming or microfilm stored in the microfilm vault. AHC facilities provide
machines to read and copy microform materials. Materials on rolls labeled
"Restricted" may be copied only with donor permission.
3.01.3 (c) Archival Material. Archival
material includes documents, rare books, photographs, maps, artifacts, artwork,
audiovisual material, and other primary source material not available for
browsing in the Research Room or designated research areas at branch
facilities. Prior to using archival material, patrons must complete the
appropriate form and submit to the AHC. Patrons are required to use archival
material in the Archival Research Room and may not remove archival material
from this room. Patrons will be limited to one (1) box of archival material at
a time. The AHC reserves the right to further restrict usage based on the value
or condition of materials. Not all records are immediately open for public
access, and may require 48 hours' notice prior to use. In some cases, the AHC
may redact personally-identifying information (e.g., social security numbers)
from copies provided to researchers.
3.01.3
(d) Artifacts and Artwork. Patrons requesting access to artifacts
(e.g., physical objects) must complete the appropriate form and submit it to
the AHC at least 34 48 hours in advance of anticipated viewing, for approval by
the State Historian or designee. The AHC will contact patrons upon receipt of
request to establish an appointment time. Patrons are required to view
artifacts in the Archival Research Room. At the State Historian's discretion,
another viewing location may be designated due to preservation or viewing
issues. Patrons may view only one (1) artifact at a time. The State Historian
or designee shall monitor item viewing and instruct patron on proper
handling.
4.0 RESEARCHER SERVICES
4.01
Personal equipment. Tape
recorders and electronic storage devices (e.g., laptops, tablets) may be used
in the Research Room or designated research areas at branch facilities, subject
to staff approval. Personal copying equipment, including cameras, scanners,
cell phones, and similar devices, may not be used in the Research Room or or
designated research areas at branch facilities.
4.02
Self-Serve Copies. Patrons
may use photocopy and microfilm machines provided in AHC facilities to make
copies of items from print collection and non-restricted microfilm. Self-serve
xerographic photocopies may not be available at the branch facilities. United
States copyright laws govern reproduction of copyrighted material, and the AHC
respects and upholds US copyright laws. Subject to the approval of the State
Historian or designee, each patron may order no more than 10% of pages from any
copyrighted print publication or microfilmed manuscript collection at one
time.
4.03
Photocopies of
Archival Material. If copies of archival materials are required and
approved by the Archivist-on-Duty (AOD), copies shall be made by the AHC staff.
Subject to the approval of the State Historian or designee, each patron may
order no more than 10% of pages from any manuscript collection at a
time.
4.04
Microfilm copies.
Patrons may also purchase duplicate copies of roll microfilm for which
the AHC holds the master negative. Copies of restricted microfilm cannot be
sold, except by written donor permission.
4.05
Audiovisual Duplication.
Patrons may purchase copies of photographs and other audiovisual materials
subject to established copyright restrictions and format limitations, and
according to AHC policies, procedures and fees. Some variations in audiovisual
duplication services or the turnaround times required to deliver these items
may exist between the main AHC facility in Little Rock and the branch
facilities.
4.06
Purchase of
Copies.
4.06.1
Ordering
Process. Patrons may order copies by completing the appropriate form and
advancing payment of the total cost. The AHC does not accept photocopy orders
placed by phone or fax. The AHC reserves the right to refuse "third party"
orders, i.e., orders placed by someone who requests that another person or
entity be billed.
4.06.2 Payment.
Orders for material will not be filled until full payment is received by the
AHC. Governmental agencies may avoid advance payment by presenting a letter of
intention to pay from their agency director or authorized fiscal officer. 4 No
free copies of any material shall be provided.
4.06.3 Restrictions. The AHC reserves the
right to refuse a copy order if that order violates copyright law, creates a
conservation concern, or violates donor agreements regarding copying. No
microfilm or photographic negatives shall be sold.
4.06.4 The AHC is unable to furnish certified
copies.
4.07
Fees. The AHC may establish reasonable charges for copies of material. A
schedule of AHC-established fees and charges shall be posted physically and
electronically and otherwise made available to patrons.
4.08
Forms. The AHC shall create
and employ such paper or electronic forms as may be required for security and
preservation of materials.
4.09
Credit for Sources. Persons, agencies, and firms reprinting,
circulating, or otherwise utilizing copies of archival material are required to
acknowledge the source of such materials by the credit line or statement as
follows:
[Title of Item], [Title of Collection], [Agency Name and Location] Examples:
Arkansas Profitable Farm Bureau scrapbook, Arkansas History Commission, Little Rock, Arkansas
Isaac D. Riddick letter, 1839, B. F. Riddick papers, Southwest Arkansas Regional Archives, Arkansas History Commission, Washington, Arkansas
World War II scrapbook, Elbert R. Little Papers, Northeast Arkansas Regional Archives, Arkansas History Commission, Powhatan, Arkansas
4.10
Material Handling. The AHC only performs cleaning, restoration, and
preservation work on its own material. Only the State Historian may make
exceptions.
4.11
Space
Utilization. All space, storage and otherwise, rented, leased, or
otherwise allocated to the AHC, shall be reserved for the AHC and its staffs
exclusive use. AHC facilities may not be loaned, rented, or otherwise made
available to any other person, organization, agency, or official except by
express AHC action.
Disclaimer: These regulations may not be the most recent version. Arkansas may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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