Registration and Requesting Materials
Registration and request system
We welcome the use of Health Sciences Library special collections materials by anyone who registers with us and agrees to abide by our guidelines for the reading room and for handling collection materials to help ensure their long-term preservation and availability.
Our online UNC/Duke Special Collections Library Request System allows patrons to register to use collections and make requests to view collection materials. The system can also be used to plan upcoming research visits and review requests for materials that have already been used. Patrons can log in to the system through a web browser from any place and at any time.
Registration to use special collections materials in the Health Sciences Library includes filling out an online form providing basic contact information, agreeing to our guidelines for using the reading rooms and handling collection materials (see below), and providing a valid, unexpired government issued photo ID or a valid college or university ID.
Drivers’ licenses or other state-issued forms of ID, or passports are most frequently used by Health Sciences Library researchers.
A digital photograph of each researcher is taken and stored as part of the first-time registration process. This will eliminate the need to show an ID during subsequent visits to special collections. Information in each researcher’s patron record will be re-confirmed or updated annually.
As part of registering to use special collections, you are agreeing to the following guidelines and policies:
Guidelines for reading room use and collection handling
Your agreement to abide by the following guidelines helps us to insure the long-term security and survival of the unique and valuable materials entrusted to our care by the citizens of North Carolina.
- Researchers may not under any circumstances remove non-circulating collection materials from the reading rooms.
- Researchers agree to handle all library collections gently and carefully and to keep loose documents in the order they are found. Researchers will abide by the specific guidelines, provided by library staff, on proper handling and safe positioning of loose documents and volumes.
- Pencils, up to ten (10) sheets of loose paper, laptop computers, mobile devices on silent settings, and digital cameras are allowed in the reading rooms. Lockers are provided for researchers’ other personal belongings, including cases for laptops and digital cameras.
- No food or beverages (including water bottles) are permitted in the reading rooms.
- Library staff will examine laptops, notes, and other items when researchers exit the reading room.
- Researchers may use digital cameras for same-day copying of unrestricted collections. Other options (not same day) for copying may be available. Please consult with library staff about other available copy services.
U.S. Copyright law governs the making and use of copies and other reproductions of copyrighted materials, both published and unpublished. Please note that most unpublished manuscripts, sound recordings, photographs and moving images created in the past 120 years are protected under copyright law. Transmission, reproduction, publication, or presentation (public display, performance, Internet presentation) of protected items require the permission of the copyright owners. For more information on copyright, see the University Committee on Copyright resource page. Copyright status and information on copyright holders can be difficult to determine; the responsibility for obtaining permissions rests with the researcher.
Sensitive or Confidential Information
Manuscript collections and archival records that include twentieth- and twenty-first-century materials may contain sensitive or confidential information that is protected under federal or state right to privacy laws and regulations, the North Carolina Public Records Act (N.C.G.S. Section 132 1 et seq.), and Article 7 of the North Carolina State Personnel Act (Privacy of State Employee Personnel Records, N.C.G.S. Section 126-22 et seq.). Researchers are advised that the disclosure of certain information pertaining to identifiable living individuals without the consent of those individuals may have legal ramifications (e.g., a cause of action under common law for invasion of privacy may arise if facts concerning an individual’s private life are published that would be deemed highly offensive to a reasonable person) for which the University of North Carolina at Chapel Hill assumes no responsibility.