Using Archival & Manuscript Materials in the UARC Reading Room
Using Archival & Manuscript Materials in the UARC Reading Room
The University Archives and Records Center's materials do not circulate and may be used only in our reading room on the fourth floor of Ekstrom Library.
When you visit the University Archives and Records Center, you will be asked to complete a registration form. The information from this form will help us to keep statistics on the usage of our archival material, and will help us to improve service in the future.
As in most archival settings, beverages, food and use of tobacco products are not permitted, as these may damage the materials. Pencils are to be used for notes to safeguard original material.
Lockers are provided to house researchers' bags while they visit the Archives. These lockers are located in the reading room.
Researchers may record their suggestions regarding the services of the Archives on forms available in the Research Room. Researchers may also make recommendations on the acquisition of new collections and books at the front desk.
Access to Records Held in the University Archives and Records Center
Access to University Records
The records of the University of Louisville are subject to inspection under the provisions of the Kentucky Open Records Act. This means that most of the university's records are open for examination and research by the public. There are important exceptions for materials that are protected by federal and state statutes and case law dealing with personal privacy. Records in these categories include medical, student and personnel records. Other records, referred to here as "administrative records" may be inspected, although the means of gaining access varies by the age of the records.
University administrative records held by the University Archives and Records Center that are more than 25 years old are available for inspection and research use on the Archives' premises during regular business hours. Finding aids (guides or catalogs) for university records held in the Archives are posted to the UARC website and can be found in Minerva, the libraries' catalog.
Access to university administrative records held by the University Archives and Records Center that are fewer than 25 years old will be determined, as appropriate, in accordance with the Kentucky Open Records Act and, in particular circumstances, with the written permission of the responsible university official (e.g., the department chair or dean).
Student, personnel and/or medical records are generally available for inspection after 80 years. A researcher seeking access to records in these categories that are fewer than 80 years old must supply proof of death (i.e., a death certificate or obituary).
Access to Non-University materials
Many of the collections held in the University of Louisville Archives and Records Center were not generated by university offices, but were donated by individuals and community organizations. This may include materials donated by faculty and students that are not considered university records. With respect to researcher access to records from a donor or depositor other than a public agency, access is given subject to any restrictions agreed to with the donor or depositor, in accordance with the Kentucky Open Records Act. A note indicating whether there are any restrictions on access to the collection is usually included in the online catalog (Minerva) record, as well as the finding aid.