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Archives Policies and Procedures

CUNY Dominican Studies Institute
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Archives Policies and Procedures

Archives Accession Policy

The Dominican Archives functions according to a universal archives collection policy that proclaims the archival validity of all records that document the experience and contributions of the Dominican population, rather than endorsing a view that proposes the collection and preservation only of records of important personalities or organizations. The Archives will acquire materials in any available format including, but not limited to, paper records, microfilm, and electronically-produced and maintained collections of historical significance, including online information, relating to the United States Dominican population.
 
The Dominican Archives will accept archival materials as donations, which will include the total transfer of ownership or title of all materials donated to the Archives voluntarily and gratuitously without regard to any monetary or other considerations, and to take complete control of the archival materials without future revocation. In addition, the location, retention, processing, preservation and use of the archival materials, or disposition (including return of non-archival materials or destruction in case of donor refusal to re-accept) are at the discretion of the Archives in accordance with its policies and procedures. Donations of archival materials to the Archives are to be made through a Deed of Gift Form between the Archives and the donor signed and duplicated by both parties, indicating the offer and acceptance of the materials.
 
The Dominican Archives seeks donations of archival materials to document the experience and contributions of the Dominican population in the United States. The Archives is looking for all types of archival materials, including correspondence relating to immigration or political, social, and educational activities; family history and community events; minutes of social organizations and civic, political or business groups; photographs of storefronts and street scenes; community activities; and family events such as family outings, communions, baptisms, marriages, newspaper clippings related to personal activities, organizations or business events; publications including newspapers, magazines or pamphlets; and any other materials generated by Dominican organizations and individuals in connection with their lives and activities that have historical, research or other value to warrant their permanent preservation.
 

If you, your organization or anyone you know has any of the above described materials, please contact the Dominican Archives. The Chief Archivist will schedule an appointment to conduct an appraisal to determine the archival value of your collection before it is accepted by the Archives. It is very important that your papers be surveyed and appraised by a professional archivist to ensure that only those materials having historical value are collected, preserved and made available for research.

 

 
 
 

Archives Access Policy

It is the policy of the Dominican Archives to provide unrestricted access to all archival materials in its possession to researchers, educators, students, historians, policymakers, the general public and others who have a need to use the Archives. To obtain access to archival materials, the prospective user must fill out a Request for Access to Archival Materials Form or a send a letter or email in advance to the Chief Archivist stating the scope and purpose of the research project and the type of archival materials needed.
 
Although the Dominican Archives acknowledges its responsibility to provide unrestricted access to historical records under its care, it will, under certain circumstances, limit access, delay research availability, or place other restrictions on its archival collections when it deems necessary to assure the integrity, confidentiality, and security of the records. Restrictions apply only to specific records or collections and may include the viewing, transcription, reproduction, publishing, or other use of the restricted records. Request for access to restricted materials will be reviewed on a case-by-case basis. To obtain access to restricted archival materials, the prospective user will be required to fill out a Request for Access to Restricted Archival Materials Form and provide written proof of legitimate research or genealogical need to access restricted records, and to agree to abide by all federal, state and local laws, rules, or regulations governing the use of restricted archival materials. Access to the Dominican Archives collections is provided in the Library and Archives multi-use research and reference area. 

Rules and Regulations Rearding the Use of Archival Materials