The text field in the Conditions Governing Access note explains to users why material is restricted and for how long, or indicates that material is open if there are no restrictions.
| Table of Contents |
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Collection Level Access Notes
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| Types of Records | Standard Language |
|---|---|
| Records of the Registrar’s Office | The Department of Distinctive Collections does not provide access to records of the Registrar’s Office. Contact the Registrar’s Office for information. |
| Department student records | These records are restricted. Authorized department staff should contact the reference staff of the Department of Distinctive Collections for access. |
| Faculty and Academic staff personnel records | The This collection requires permission for access. Records are restricted for 75 years from the date of creation. |
...
| Materials are open, or are mostly open. | |
|---|---|
| Access Statement | Use when... |
| The This collection is open for research; however, the collection is not yet fully processed and may need to be screened before use. In accordance with MIT Policy, there may be restrictions on access to MIT records. | ... unsure if there are restricted materials ... collection has not been processed |
| The This collection is open for research. | ... collection is open for access (gift agreement for MC collection). ....all MIT records have been reviewed and there are no restrictions. |
| The collection is open for research. Access to MIT records is governed by Institute record policy | ... collection is open for access and contains MIT records to which restrictions may apply. |
| The This collection is open for research. Portions of the collection are restricted. | ... collection is open and processed but you know a portion is restricted. |
| Digital files must be accessed on site in the reading room. | ... digital material is open, but not available online. |
| Materials are closed. | |
|---|---|
| Access Statement | Use when... |
| The This collection requires permission for access. Contact Distinctive Collections for further information. | ... there is no gift agreement (manuscript collections) or donor specified restrictions in the gift agreement. ... administrative records are less than 20 years old. |
| The This collection requires permission for access. Records are restricted for 75 years from the date of creation. Contact Distinctive Collections for further information. | ... entire collection is restricted under Institute policy, such as personnel or student record collections |
| The This collection requires permission for access. Records are restricted for 50 years from the date of creation. Contact Distinctive Collections for further information. | ... collection comprises Corporation records. |
| The This collection is closed. Contact Distinctive Collections for further information. | ... gift agreement has restrictions and entire collection is not yet open ... collection has major physical condition issues ... collection has legal access issues ... collection is being processed (note temporary closure) |
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Access notes are required at the item level for all new digital objects. Notes should also be placed at the lowest level (file or item) wherever restrictions on access exist. Check off "restrictions apply" box in addition to adding the access note.
| Examples |
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No access restrictions: Open to the WorldThis folder is open. |
| File is restricted for 75 years. |
| Of this group of 4 folders, one is restricted for XX years. |
| Folders 3 – 4 are restricted for 75 years. |
| This interview is closed. |
| This interview is open. |