n.limitations on access to and use of archival resourcesConnor 1940, 84Recent ex-presidents and their families have shown a more liberal and intelligent attitude by designating the Library of Congress as the depository for their papers—in most cases with restrictions on their use.Evans 1974, 430Restricted Access. A limitation on the use of a body of archives, manuscripts, or records, or on those containing information of a specific kind or of a particular form. The restriction may limit the use for a time to particular persons or classes of persons or may exclude all potential users. Restrictions may be imposed by law or by the repository, but more commonly they are imposed by officials of transferring agencies or by donors and are enforced by the repository.Maher 1992, 264Restrictions should stem only from the nature of the records, not from the characteristics of potential users.Danielson 2010, 71The acquisitions policy should also require clarification of restrictions. Are there sensitive documents that need to be restricted to prevent invasion of privacy? Can the restrictions be kept to a minimum? Do the restrictions have an end date?Danielson 2010, 142One restriction that is not acceptable is for archivists to withhold materials from reading room use while they themselves prepare documents for publication. The Loewenheim case of 1970 established this principle.Hackbart-Dean and Slomba 2012, 28Finally, it is important to reexamine the accession record, deed of gift, and other documents related to the collection. This provides the processor with an idea of the extent of the collection and information about the collection, especially any specific restrictions placed by donors.ICA 2014, 14Archivists periodically review restricted records to determine whether any items can be released. If the restriction is based on the age of the material, an annual review will release any material now falling within the ‘open access’ period. If material is restricted for privacy or other grounds with an indeterminate timetable, the archival institution conducts a periodic internal review to either confirm or lift the restriction. Archivists also review restricted items after specific events, such as the death of a person who is the subject of the restricted information.Meissner 2019, 106Like access restrictions, the donor usually imposes reproduction restrictions, but they may also be imposed by the repository either because the materials are under copyright or because material are too fragile to permit copying.SAA 2020bArchivists should promote and provide the widest possible accessibility of materials, while respecting legal and ethical access restrictions including public statutes, cultural protections, donor contracts, and privacy requirements.Windon and Tang 2022, 5Typically, restricted materials are flagged physically and/or digitally to alert staff before materials are served to patrons.
