Access Policy
Mission of the Archives
The mission of the Concordia College Archives is to collect, preserve, and promote the equitable use of those documents pertaining to the life of Concordia College.
User communities
Although the primary users of the Concordia College Archives are those affiliated with the College, all members of the community are welcome to make use of its collections. In order to promote this use, the Archives provides reference assistance and outreach (i.e. educational programming and presentations) to both college and community users.
Resources and Restrictions
The collections of the Concordia College Archives consist of approximately 2,000 linear feet housing various media, photographs, documents, maps, minutes, and reports related to Concordia College, its departments, and its constituents. These collections are divided into two sections:
All reading room materials are open to users. Due to delicate physical condition and legal ramifications, however, all archival collections are located in closed stacks and can only be accessed in consultation with the archives staff.
The Concordia College Archives strictly adheres to the Federal Educational Rights and Privacy Act (FERPA) in restricting student records. Some collections, such as those of college presidents, are closed due to privacy law for thirty years upon their donation to the archives. All materials in the College Archives are protected under United States copyright law. Any users wishing to reproduce or publish information from the archives are expected to secure permission from the copyright holder or will otherwise be subject to copyright infringement.
Reference Services
The Concordia College Archives welcomes research requests both in person and via e-mail, phone, and mail. Please expect approximately three to seven business days for a response. The contact information of the College Archives is as follows:
Concordia College Archives
Carl B. Ylvisaker Library
901 Eighth Street South
Moorhead, Minnesota 56562
Phone: 218.299.3241
Fax: 218.299.4253 (Attn: Concordia Archives)
E-mail: [email protected]
Web: http://concordiacollegearchives.weebly.com/
All requests are answered using a variety of paper finding aids and electronic databases. Most finding aids for the Concordia College Archives are in paper form with the exception of electronic databases for some media collections. Users are welcome to use paper finding aids and any electronic databases that are accessible via the Archives’ website. Staff members are happy to demonstrate the use of paper finding aids, to assist in research refinement, and to pull materials for users.
Use of the Concordia College Archives
All users are expected to register upon arrival to the archives and place personal belongings on the coat rack in the reception area. In order to protect materials, only paper, pencils, and laptops (without cases) are allowed in the reading room. Staff members will orient users to the reading room and assist in finding and pulling materials.
In an effort to preserve collections and to enhance accessibility, users are asked to:
Citing Materials
All users are expected to respect the integrity of archival materials. To do so, the following information should be included in all citations: title and date of the item, file name, identification of location (which includes the name and numbers of record groups, series, and subseries in which the information is located), and repository name.
The following example is a citation for Concordia College Faculty Senate minutes:
Concordia College Faculty Senate minutes, 23 February 1980. Faculty Senate minutes, 1980-1981. Academic Affairs, Record Group 4; Faculty committees, Series 5; Faculty Senate, Subseries 1. Concordia College Archives.
Reproducing Materials
Before any items will be released for reproduction, all users must demonstrate in writing that copyright has been secured and sign a release form agreeing to the legal and ethical use of materials. Please direct copyright requests to either the donor of the material(s) or the Concordia College Office of Communications (218) 299.3147.
Loaning and Circulating materials
Because the materials in the archives are difficult or impossible to replace, all materials must be used in the archives.
Fees
The following fees are charged for reproducing materials:
* Please note that this fee is only assessed when archival staff is conducting research for users that assumes more than one hour of staff time.
All fees must be paid with cash or check upon the completion of research. For distance requests, all fees must be received before materials are shipped. A shipping charge of $3.00 will be added for all materials mailed.
The mission of the Concordia College Archives is to collect, preserve, and promote the equitable use of those documents pertaining to the life of Concordia College.
User communities
Although the primary users of the Concordia College Archives are those affiliated with the College, all members of the community are welcome to make use of its collections. In order to promote this use, the Archives provides reference assistance and outreach (i.e. educational programming and presentations) to both college and community users.
Resources and Restrictions
The collections of the Concordia College Archives consist of approximately 2,000 linear feet housing various media, photographs, documents, maps, minutes, and reports related to Concordia College, its departments, and its constituents. These collections are divided into two sections:
- Reading room reference materials which include copies of all college-produced publications; published histories of the college; faculty and alumni publications; and vertical files of historical clippings, church histories, personal histories, and photographs.
- Archival collections that contain committee minutes, correspondence, student records, presidential papers, artifacts, and non-Concordia collections (e.g. Carl Ben Eielson collection, Hans and Per cartoon collection).
All reading room materials are open to users. Due to delicate physical condition and legal ramifications, however, all archival collections are located in closed stacks and can only be accessed in consultation with the archives staff.
The Concordia College Archives strictly adheres to the Federal Educational Rights and Privacy Act (FERPA) in restricting student records. Some collections, such as those of college presidents, are closed due to privacy law for thirty years upon their donation to the archives. All materials in the College Archives are protected under United States copyright law. Any users wishing to reproduce or publish information from the archives are expected to secure permission from the copyright holder or will otherwise be subject to copyright infringement.
Reference Services
The Concordia College Archives welcomes research requests both in person and via e-mail, phone, and mail. Please expect approximately three to seven business days for a response. The contact information of the College Archives is as follows:
Concordia College Archives
Carl B. Ylvisaker Library
901 Eighth Street South
Moorhead, Minnesota 56562
Phone: 218.299.3241
Fax: 218.299.4253 (Attn: Concordia Archives)
E-mail: [email protected]
Web: http://concordiacollegearchives.weebly.com/
All requests are answered using a variety of paper finding aids and electronic databases. Most finding aids for the Concordia College Archives are in paper form with the exception of electronic databases for some media collections. Users are welcome to use paper finding aids and any electronic databases that are accessible via the Archives’ website. Staff members are happy to demonstrate the use of paper finding aids, to assist in research refinement, and to pull materials for users.
Use of the Concordia College Archives
All users are expected to register upon arrival to the archives and place personal belongings on the coat rack in the reception area. In order to protect materials, only paper, pencils, and laptops (without cases) are allowed in the reading room. Staff members will orient users to the reading room and assist in finding and pulling materials.
In an effort to preserve collections and to enhance accessibility, users are asked to:
- place all materials no longer needed on the return cart (including reading room reference materials and historical clippings files)
- use only one file at a time
- not mark on materials
- ask staff members for assistance in photocopying materials
- wear gloves (provided by the archives) when handling delicate materials
Citing Materials
All users are expected to respect the integrity of archival materials. To do so, the following information should be included in all citations: title and date of the item, file name, identification of location (which includes the name and numbers of record groups, series, and subseries in which the information is located), and repository name.
The following example is a citation for Concordia College Faculty Senate minutes:
Concordia College Faculty Senate minutes, 23 February 1980. Faculty Senate minutes, 1980-1981. Academic Affairs, Record Group 4; Faculty committees, Series 5; Faculty Senate, Subseries 1. Concordia College Archives.
Reproducing Materials
Before any items will be released for reproduction, all users must demonstrate in writing that copyright has been secured and sign a release form agreeing to the legal and ethical use of materials. Please direct copyright requests to either the donor of the material(s) or the Concordia College Office of Communications (218) 299.3147.
Loaning and Circulating materials
Because the materials in the archives are difficult or impossible to replace, all materials must be used in the archives.
Fees
The following fees are charged for reproducing materials:
- Photocopying: $.10 per page
- Scanning: $.10 per scan
- CD/DVD reproduction: $5.00 per disc
- Research: $25 per hour*
* Please note that this fee is only assessed when archival staff is conducting research for users that assumes more than one hour of staff time.
All fees must be paid with cash or check upon the completion of research. For distance requests, all fees must be received before materials are shipped. A shipping charge of $3.00 will be added for all materials mailed.