Access to certain manuscript collections may be limited in accordance with any restrictions stipulated by the donor in the deed of gift. Additional restrictions may be placed upon portions of manuscript collections due to the nature of the material in accordance with University Records categories.
For University records, some restrictions are mandated by laws such as FERPA (Family Educational Rights and Privacy Act) while others are determined by the Archives in conjunction with the department or office of origin. University records fall into one of four standard access categories, although restrictions may be extended or reduced by the Archives or the office of origin on a case-by-case basis:
Category 1: Personal Information, closed 75 years from records creation.
After 75 years has elapsed, subject to review by the Archives and the department or office of origin, the records are open without restriction. Records containing personal information about an individual or individuals, such as student academic records or faculty and staff personnel records, fall under this category.
Category 2: Board of Trustees Records, closed 50 years from records creation
During this period, members of the Board of Trustees retain the right to access these records. Researchers may only use materials with the written approval of the Secretary of the Board.
After 50 years have elapsed, the records are open, subject to such restrictions as the Secretary of the Board or the Archives shall deem necessary. All meeting minutes and related materials of the Board and its committees fall under this Category, except for records of deliberations of the Board in "Executive Session," which shall be presumed to be closed.
Category 3: General University Records, closed 20 years from records creation
During this period, the department or office of origin retains the right to access their records. Researchers may contact the department or office of origin for written permission to view records.
After 20 years has elapsed, subject to review by the Archives and the department or office of origin, the records are open without restriction. Most University records supporting administrative and business activities fall under this category.
Category 4: Universal Distribution, open without restriction
These records include announcements, publications, calendars, brochures, and widely distributed reports.
Access to University Records Policy approved by the President's Cabinet, 2014-10-27.