Special Collections and University Archives 
Restricted Records Policy

Restricted Records 

Special Collections and University Archives (SCUA) adheres to the Society of American Archivists’ Core Values and Code of Ethics, which states: “Access to records is essential in all personal, community, academic, business, and government settings. Archivists should promote and provide the widest possible accessibility of materials, while respecting legal and ethical access restrictions including public statutes, cultural protections, donor contracts, and privacy requirements. While access may be justifiably limited in some instances, archivists still seek to foster open access and unrestricted use as broadly as possible when appropriate.” SCUA is committed to providing open and equitable access to our collections. These materials are available, with limited and reasonable exceptions, to students, faculty, staff, and external researchers regardless of their academic or institutional affiliations. 

SCUA applies restrictions to records only after careful consideration of privacy rights weighed against the benefits of transparency, research, and knowledge. Materials may be restricted due to University policy, state or federal laws, or donor-implemented restrictions.  Some materials may be restricted to protect the privacy of individuals. Restrictions imposed on SCUA materials are stipulated in the collection’s finding aid and are carefully documented at the time of donation. Generally, materials with indefinite restrictions will not be accepted; with the exception of student records protected under the Family Educational Rights and Privacy Act (FERPA) (20 U.S.C. § 1232g; 34 CFR Part 99). 

Access to Restricted Records 

The researcher must apply in writing, stating the reason for access and designating the portion of the collection for which access is requested. SCUA will transmit the request to the Secretary to the Board of Trustees, President’s Office, Dean, or other pertinent university officer. Access for research use will be provided only upon written authorization from the pertinent university officer. As this process may take time, researchers are encouraged to reach out well in advance of any visit. 

Please direct all inquiries via our Ask a Question form.

Restricted Records Schedule

  • University administrative records are closed for a period of 30 years from date of creation. This includes the offices of the President, the Dean of Faculty and Provost, and the Dean of Students.
  • Records of the Board of Trustees are closed for a period of 50 years from date of creation.
  • Official employee records are closed for 75 years to protect private and personal information contained within.
  • Student records are closed for 75 years or until the death of the record’s subject in accordance with the Federal Family Education and Privacy Rights Acts (FERPA).
  • Records in general distribution at their time of creation will be open without restriction. These include announcements, official college publications, calendars, brochures, and public reports.

During the restricted period, the records will be made available to the office of origin, the staff of the University Archives, and officers of the University as necessary.