Library

OHSU Historical Collections & Archives Access Policy

Purpose

OHSU Historical Collections & Archives (HC&A) preserves and provides access to the university’s collections of rare books, archives and manuscripts, and artifacts. HC&A welcomes the OHSU community and the general public to use the collections for research, teaching, and personal study. This policy is in place to ensure sustained preservation of these unique materials. 

General Access and Use Policy

  • First-time visitors must register and receive a brief orientation in the use of HC&A collections.
  • Materials must be requested in advance, via our appointment scheduling system or by contacting HC&A staff.
  • Materials are not available for checkout. Interlibrary loans and exhibition loans are subject to HC&A’s loan policies and approval of the Director of Special Collections or the University Librarian.
  • Food and drink are not permitted in any HC&A spaces.
  • Visitors are supervised by HC&A staff, or another designated library staff member, to provide additional assistance as needed and ensure proper handling of materials.
  • Personal devices such as laptops and tablets, as well as pencil and paper, may be used. Pens or other marking devices are not permitted. Coats, hats, bags, and other personal belongings must be checked in.
  • Digital cameras and scanners may be used at the discretion of HC&A staff. 
  • Cell phones or pagers must be silenced. 
  • HC&A can provide scans of materials; a fee may apply. Copyright laws are applicable.
  • Authors wishing to publish from HC&A collections must make requests in writing. Authors are responsible for determining copyright status of materials and obtaining permission from copyright holders.
  • HC&A reserves the right to deny requests for access or reproduction due to preservation concerns, legal requirements (HIPAA1, FERPA2), OHSU requirements, or donor restrictions.
  • HC&A reserves the right to restrict or deny access to visitors who do not comply with these policies. 

 1 Health Insurance Portability and Accountability Act
 2 Family Educational Rights and Privacy Act

Materials Handling Procedures

  • Materials may not be marked, erased, folded, torn, cut, traced, or altered in any way. 
  • Folders and their contents must remain in original order. Remove only one folder from a box at a time.
  • Visitors may be asked to take special precautions, such as wearing gloves, to handle certain materials.

Access to the History of Medicine Room

The History of Medicine Room, located in the Auditorium (Old Library) building, functions as a public space for library research, work space for HC&A staff, and stacks space for rare books. With approval of the Director of Special Collections or the University Librarian, the History of Medicine Room is available by appointment for meetings and presentations, M-F 9:00-4:00. All guidelines in the general access policy, including those pertaining to security procedures and food and drink, will apply.  
 
Accessibility Notice: The History of Medicine Room is accessible via stairs only. All research appointment, meeting, and tour confirmations include this information. If this poses an accessibility issue for visitors, HC&A staff will arrange to host the session in one of the library’s accessible spaces in the BICC Building, such as the Rosenbaum History of Neurology Room. 

Access to the Rosenbaum History of Neurology Room

The Rosenbaum History of Neurology Room, located in the Main Library (BICC), functions as a stacks space and presentation room for the Rosenbaum History of Neurology Collection. At the discretion of HC&A staff or Library Administration, this room is available to library staff for meetings and instruction sessions. All guidelines in the general access policy, including those pertaining to security procedures and food and drink, will apply. 

Note: The Rosenbaum History of Neurology Room functions as an ADA-accessible research space for Historical Collections & Archives. If a researcher needs to use this room during a time otherwise scheduled for non-research use, that researcher’s need will take priority.  

Access to HC&A stacks spaces

All HC&A stacks spaces are secured, limited-access areas. All visitors, including Facilities staff and contractors, must be accompanied by an HC&A staff member or a designated member of library staff. 

Policy reviewed and approved by OHSU Library Council 
Last reviewed: 28 July 2021