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The Conditions Governing Access note designates any restrictions to access to material due to legal requirements, donor restrictions, or MIT record access policy. The note may also document a lack of restrictions. The Conditions Governing Access note is required at the collection level.
Do not confuse with the Conditions Governing Use note, which designates information about limitations on the use of the described materials after access has been granted.
Common access practices
Department student records
These records are restricted. Authorized department staff should contact the reference staff of the Department of Distinctive Collections for access.
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.
Faculty and Academic staff personnel records
The collection requires permission for access. Records are restricted for 75 years from the date of creation.
Examples
- The collection is open for research but it is not yet fully processed and may need to be reviewed before use. In accordance with MIT policy, there may be restrictions on access to MIT records.
- MIT records open after 20 years.
- The collection is open for research.
- Corporation and Executive Committee minutes open after 50 years.
- Student records open after 75 years.
- Personnel records open after 75 years.
- Digital files available on reading room computer only.
Standard Language
| Materials are open, or are mostly open. | |
|---|---|
| Access Statement | Use when... |
| The 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 collection is open for research. Portions of the collection are restricted. | ... collection is open and processed but you know a portion is restricted. |
| Materials are closed. | |
|---|---|
| Access Statement | Use when... |
| The 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 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 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 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) |
For digital material
· Digital files must be accessed on site in the reading room.
CHOICE:
For oral histories
· Transcripts are open for research. Audio recordings of interviews are closed.
Use only if permission is split. This information goes into the access note.
Add to the above as appropriate if oral history collections have specific access for each person
At the collection level, write the following:
· Some histories are restricted.
At the folder or item level, use one of the following access restriction notes:
· This interview is closed.
· This interview is open.
MIT Practice at the series level, file level, or item level
Series and File Level
Check off "restrictions apply" box at the series level or folder level. All levels will need clarification - so if the series consists of files and items and they are all restricted, each archival object will need to have the restrictions apply box checked. If it is determined during processing or in providing reference use of a collection that individual series or folders are restricted, in the container list in Archivists Toolkit,
Item Level
Check off "restrictions apply" box at item level, if list is written at the item level.
This is a required element at item level for new digital objects. In the News Releases it states “No access restrictions: Open to the World”
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