Access

Before deciding to visit an archives center or library with your digitizing kit on shoulder, call to double check the site's rules. After studying a small sampling of 10 archives and libraries across the country we found that regulations vary greatly, but for digital researchers the outlook is promising. Your social skills may also be necessary to establish a good relationship with an archivist or research librarian, because most institutions make decisions on whether to allow digitizing on a case-by-case basis. The summary of our findings are as follows:

100% of the archives centers allow laptop computers.

75% allow digital photography, with approval.

90% of those centers do not allow artificial light including flashes.

45% allow flatbed or hand-held scanners, with approval.

Two large, national collections of records use their web sites to warn researchers of the rules of digitizing and handling, while many state historical archives do not. For instance, the National Archives and Records Administration's College Park and Downtown DC facilities take three pages to detail their rules. They even tell researchers that the Hewlett-Packard CapShare 920 is the only hand-held scanner allowed in the Archives. Library of Congress also provides specific information for researchers on its web site, but advises individuals to check with the reading room they plan to work in since each has its own rules. The Prints and Photographs reading room allows digital photography (without flash or external light) with a signed contract, but does not allow scanners. 1

With the introduction of affordable, digital document reproduction equipment, some libraries and archives are resisting. The Newberry Library in Chicago, Illinois does not allow digital photography or scanning because they want you to use their copying service. California Historical Society allows digital photography, but charges researches $1 per photo taken. And neither the American Antiquarian Society nor the Minnesota Historical Society permits photography or scanning in their archives. 2

As digital technology changes rapidly, so might archival research policies. Check with an institution before a visit, because most archivists and librarians want to approve your equipment before you enter their facilities or ask you to complete a form. And, if a site does not allow scanning or digital photography this month they may in the future.

Data collected by phone and Internet during February, 2004

	Institution	Laptops	Digital Photography	Scanners
1	NARA	Yes	Yes	Yes
2	Library of Congress	Yes	Yes	Yes
3	LOC's Prints and Photographs	Yes	Yes	No
4	California Historical Society	Yes	Yes	No
5	Minnesota Historical Society	Yes	No	No
6	Atlanta History Center	Yes	Yes	Yes
7	Hagley Museum and Library	Yes	Yes	Yes
8	Naval Historical Center	Yes	Yes	Yes
9	Newberry Library	Yes	No	No
10	University of Notre Dame Archives	Yes	Yes—3D artifacts only	No
11	Montanta Historical Society	Yes	Yes (flash allowed)	No
12	American Antiquarian Society	Yes	No	No
13	NewYork Public Library	Yes	Yes	Yes
14	Getty Research Library Special Collections	Yes	No	No
15	Oriental Institute Library Research Archives	Yes	Yes	Yes
16	University of Virginia	Yes	Yes	Yes, hand-held only
17	Denver Public Library Special Collections, Western History	Yes	No	No
18	Truman Presidential Library	Yes	Yes	Yes, flatbeds only
19	Tulane University Special Collections	Yes	Yes	No
20	Smithsonian Institution Libraries Special Collections	Yes	Yes (flash allowed)	No
Affirmative Totals		20	15	9

All information is subject to the approval and discretion of the site.