Regulations for Duplication and Use of Collections

Access to Materials

The archives resources are available to the researching public under the conditions stated below, and with the exceptions stated in our access policy. Archives or manuscripts held by the library with restrictions on their use may be used only subject to those restrictions.

On your first visit to the repository, you will be asked to complete a reader registration form and may be asked to provide two forms of identification, at least one of which contains a photograph and current address.

Only those books and papers necessary for research are permitted in the reading room. As a security measure, the archives reserves the right to inspect all items removed from the search room or that have been in the search room. This includes coats, umbrellas, purses, briefcases, backpacks, carrying cases, and portfolios

Search room tables are reserved for the use of repository materials and other items necessary for research and note-taking. Eating, drinking, and smoking are not permitted.

All repository materials are non-circulating and must be consulted only in the search room.

Repository materials are housed in closed stacks. A finding aid is available for each collection. Based on an examination of the finding aids, a request must be made for each item or collection to facilitate its retrieval and to establish responsibility for its use.

Handling Materials

Since much of the material in this repository is rare, often unique, and sometimes fragile or brittle, it is essential that particular care be taken in handling each book and manuscript. Persons found to be involved in the mutilation, destruction, or theft of materials are subject to prosecution. We request your cooperation in preserving these valuable and irreplaceable collections by observing the following procedures and regulations:

Portable computers, cameras, scanners, pencils and ballpoint pens only may be used in the search room.

Materials should not be written on, leaned on, altered, folded anew, traced, or handled in any way likely to inflict damage. Notify staff of anything needing preservation attention.

When using archive and manuscript material, maintain the exact order of folders in a box and of items within a folder. Remove only one folder at a time from a manuscript box and do not remove materials from the folder. If a mistake in arrangement is suspected, call it to the attention of the staff. Do not rearrange the material yourself.

Though readers must respect reading room conventions of courtesy and take care not to disturb other readers, arrangements may be made for the use of voice recorders, cameras, personal computers, and scanners in the search room. Readers must receive permission before photographing materials or using personal copiers or digital scanners. Photoduplication services are available.

Photoduplication

• Requests for duplication of material will be considered when duplication can be done without injury to the material and in accordance with donor agreements and copyright restrictions. Requests are processed in the order in which they are received. 
  • Fees for duplication services are as follows:
    • W&L students, faculty, staff, alumni, and donors:
      • No charge
    • Non-W&L affiliates:
      • $0.50 per page for research quality scans delivered in PDF format. 
      • $1.00 per page for high resolution scans (600 dpi resolution) delivered in tiff or jpg format. 
      • A 3% processing fee will be assessed for all payments processed electronically.
• Requests for extensive reproduction of materials will be reviewed on a case-by-case basis and researchers needing a large volume of materials are encouraged to visit the archives in person.
• With the permission of the archivist, visiting researchers may use personal cameras without flash to take photographs of collection materials for personal research purposes.
• Current equipment only allows for digitization of documents up to 11x17 inches in size. Large format materials, transparent media (negatives or slides), and audiovisual media cannot be reformatted in-house and may need to be sent to a third-party vendor for digitization. All costs associated with requests from external vendors will be passed on to the patron making the request, but no cost will be incurred without first notifying the patron of the vendor's estimate.
• Although we do not charge fees for use or publication, we ask patrons to notify the Powell Archives prior to publication of any materials held in our collections to insure accuracy of citations and credit lines. Otherwise, it is the patron's responsibility to obtain permission from the appropriate copyright holder.
• Proper acknowledgment will be given to the Powell Archives for all materials used in the products of research.

Publication

Reproductions of materials from the Powell Archives are made available for the purpose of research, scholarship, or private study. Users of the collections are expected to abide by copyright law. The Powell Archives does not require permission to publish or reproduce materials as the owner of the physical work. In cases where copyright has been transferred to the archives or for use School of Law Records, please contact the Archivist and Special Collections Librarian.

It is the responsibility of the user to determine if their proposed use is lawful and/or requires permission of the copyright holder. The Powell Archives will not conduct copyright searches or advise on the application of copyright law. It is the sole responsibility of the requestor to investigate and determine the copyright status of any item and to seek and obtain all permissions where needed prior to any distribution or publication. Copyright law protects unpublished as well as published materials. The requestor agrees to indemnify and hold harmless Washington and Lee University, its officers, employees and agents from and against all suits, claims, actions and expenses arising out of the use of reproductions provided by Powell Archives.

The requestor must credit the Lewis F. Powell Jr. Archives in any publication, production, or exhibit. At a minimum, the name of the repository must be credited. Material we provide to you may not be transferred to any other person, company, or institution. Any reproduction fees will be invoiced separately. The Powell Archives would be happy to receive complimentary copies of publications which have made use of its resources.

Citation

In citing materials from the collections in this repository, the preferred citation format is: [Name of collection & description of item(s)], Lewis F. Powell Jr. Archives, Washington and Lee University School of Law.

Example:
Letter, Weicker to Powell, July 22, 1976,
Lewis F. Powell, Jr. Papers, Box 33-Folder 26
Powell Archives
Washington and Lee University School of Law