Policy Table of Contents
The mission of the College for Creative Studies Archival Repository is to identify, preserve and make available to researchers records, artifacts, and papers of enduring value to the stakeholders of the College. This is to be done in order to preserve the history of Detroit, art education, the College for Creative Studies, and the Detroit Society of Arts and Crafts which founded the College.
What we Collect
Materials collected by the College for Creative Studies Archival Repository will include documents and artifacts of enduring historical value:
- relating to the history of the Detroit Society of Arts and Crafts
- relating to the history of the College for Creative Studies
- relating to the history of art or art education in the city of Detroit
- given into our care by persons connected to the College (staff, students, alumni, benefactors)
- given into our care from departments within the College
Our top priority in collecting and processing will be materials related to the history of the College.
We will not accept materials whose physical condition puts other materials at risk of damage (e.g., no moldy objects)
Materials which is stored on outdated media will be transferred to preservation quality media as funds allow.
Records management protocols will be established with each department on a voluntary basis, in order to streamline the accession of materials directly from their creators.
Access to the materials in the College for Creative Studies Archival Repository is one of our primary objectives. However, in order to protect our resources for future use, some restrictions must be implemented:
- Access will be controlled by the archivist at all times
- All access will be supervised (either during set reading room hours or by special advance appointment)
- Materials are not allowed to leave the reading room
- Researchers must read, agree to follow, and sign the reading room guidelines before being allowed to access the collections
The materials housed in the Repository are available to outside researchers as long as they have read, signed, and follow the reading room guidelines. Any researcher who fails to follow the guidelines set forth in the agreement may be removed from the premises, banned from returning, or prosecuted as the situation warrants.
Photocopying, Scanning, Photographing Policy
Reproductions of items in this collection are to be used for personal or educational use only.
Items in this repository will be digitized on demand or as funds allow.
If a patron desires a digital copy of an item that is not already available in digital form they may request that the reading room attendant make a copy for them. This will be done for reasonable sized requests only, not entire collections, and will only be done as time allows. A file containing the image as well as the citation data can then be emailed to the patron.
All images must be properly credited as belonging to College for Creative Studies Archival Repository.
Any photos, or scans must also have a copy sent to the archivist at email@example.com.
If images are desired for commercial usage, special arraignments must be made, which will include notification of allowable usage and the assignment of a fee. The College for Creative Studies will also, at all times, retain the copyright of their images and can at any time demand the usage of its images be discontinued.
Citation of Archival Materials
All references to the materials held by this Repository must be properly cited:
Author’s last name, Author’s first name, Author’s middle initial. Title of folder. Folder. From College for Creative Studies Archival Repository, Collection Name. Medium used for access. (date accessed).
Kostoch, Dorothy. Research—Stained Glass. Folder. From College for Creative Studies Archival Repository, Detroit, MI, Papers of Dr. Dorothy Kostoch, 1945-2001. Paper. (Accessed 23 May, 2014).
Role of the Archivist
The archivist will control access to and proper use of the materials in the repository by establishing user policies
The archivist will be responsible for accessioning and de-accessioning of materials.
The archivist will be responsible for processing, organizing, and preservation decisions
No materials are to be added or removed from the collection without the knowledge and approval of the archivist
How to make Donation
To make a donation to the Repository requires:
- That the materials meet the requirement of the collection policy
- The approval of the archivist
- Transfer of physical custody
- A completed Deed of Gift
- A transfer of all copyrights (including digital) to the College for Creative Studies
Any restrictions places on materials given to the Repository must have specified expiration dates set and be laid out in the completed Deed of Gift.
The archive will not redact any materials, this must be done by the donor if necessary and may affect the appraisal as conducted by the archivist.
This Repository does not purchase collections nor does it assign a monetary value to the donations it receives.
Loans and Exhibits
With permission of the Archivist, some materials may be returned on loan to their originator. Though this is not encouraged.
With permission of the Archivist, special arrangements can be made to allow for materials in this repository to be loaned for short-term exhibits both internally and externally.
Records management protocols will be established with individual departments within the College to streamline the accession process for those departments wishing to donate inactive records of enduring historical value to the Repository.