Policy on Access to the Archives
In accordance with its established policies and procedures, the American
Antiquarian Society is committed to making materials in its collections
available for research whenever possible. Additionally, the Society
subscribes to the standard
professional policy on access adopted jointly
by the Society of American Archivists and the American Library
Association.
The Society recognizes that its own records are of historical significance
and whenever possible should be available for research on the same terms
as the rest of its collections. Not all of the Society's archives are
open for research use, however. It is the Society's responsibility to
balance the researcher's need for access with the needs for
confidentiality of persons and institutions whose activities are reflected
in the material. Additionally, in some cases there may be legal
restrictions on access to documents. Consequently, the use of some of the
Society's own records, especially those of recent date, is subject to
restrictions.
The American Antiquarian Society's records through 1959 are open for
research. Restrictions apply to materials generated from 1960 to the
present. For use of post-1959 materials, researchers should consult with
the curator of manuscripts.
The following is a list of the general restrictions that are applied to
the Archives of the American Antiquarian Society.
1. Materials containing information, the disclosure of which would
constitute a clearly unwarranted invasion of privacy or a libel of a
living person.
a. Definition. Materials containing information about a
living
person which reveal details of a personal or libelous nature which, if
released, would constitute a clearly unwarranted invasion of privacy or a
libel. Such information includes but is not limited to details of an
individual's research.
b. Restrictions. Such records may be disclosed only:
i. to regular employees of the American Antiquarian
Society in the performance of normal archival work on such materials,
or
ii. to the named individual or his authorized
representative, provided that access will not be granted if the records
are restricted pursuant to any other general or specific restrictions,
or
iii. in the case of information regarding an individual's
research, if the individual has agreed to its release.
2. Materials containing confidential information about the operation of
the Society, including but not limited to financial information.
a. Definition. Materials which contain financial or other
information which was obtained with an expressed or implied understanding
of confidentiality.
b. Restrictions. Such information may be disclosed only:
i. if the information consists of statistical totals or
summaries and does not disclose the source of the information or identify
individual parties, or
ii. if the party with whom the confidential relationship
has been established agrees to its release, or
iii. if, in the judgment of the curator of manuscripts,
the passage of time is such that release of the information would not
result in a substantial breach of confidence of the parties identified in
the materials.
3. Materials containing confidential employment or personnel information.
a. Definition. Materials containing information on appointment,
employment, performance evaluation, disciplinary action, and similar
personnel matters. Decisions regarding the disclosure of such information
will be made by the Society's president.
b. Restrictions. Such information may be disclosed only:
i. if the information is a summary statement of service,
or
ii. if the information does not identify particular
individuals, or
iii. if the individual or his legal representative agrees
to its release, or
iv. if the individual is deceased or the passage of time
is such that the individual may be presumed to be deceased.
4. Materials containing information regarding confidential decision-making
or pending litigation.
a. Definition. Materials which contain information which was
given in confidence in the period before a determination was made,
including but not limited to advice given by attorneys, public
accountants, and staff advisors, or deliberations of fellowship
committees.
b. Restrictions. Such information may be disclosed only:
i. if the decision has been made public and the nature of
the determinations leading to the final decision is known, or
ii. if, in the judgment of the president of the Society,
the public interest in disclosure outweighs the continued need for
confidentiality.
August, 2000
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