Archives

Purpose:

The Archives supports the University’s commitment to the pursuit of knowledge through research and teaching by acquiring, arranging and describing, preserving, and making accessible University records of enduring value. The Archives is the official repository for all non-current records of the Roger Williams University undergraduate institution and its predecessors, including administrative records, academic program records, student newspapers and yearbooks, and material from faculty and student organizations. The papers of the Roger Williams Family Association and back issues of the Bristol-Phoenix Newspaper are also housed in the Archives, along with the University’s Special Collections.

Responsibilities of the Archivist:

  • The Archivist reports to the Dean of University Library Services.
  • The Archivist collects, evaluates, and organizes records, provides a proper preservation environment for the material, and prepares inventories/finding aids, as needed.
  • The Archivist reserves the right to decline or subsequently dispose of material that lacks permanent historical value or duplicates other holdings. All decisions will be consistent with the Archives’ policies.

Access and Use Policies:

Location and Hours

The Archives is located on the second floor of the University Library. Staffing and hours are limited. To ensure that someone will be available to help you when you arrive, appointments are strongly recommended. Requests for materials should be made at least three days in advance. The Archives is a closed-stack area. Access to unprocessed collections may not be available. Materials do not circulate and must be used in the Archives Reading Room. You may contact the Archivist by phone (401-254-3049) or e-mail (hbenedict@rwu.edu)

Registration

External media representatives wishing to consult the Archives must first identify themselves to the Office of Public Affairs prior to being given access to the collection. Upon their initial visit (and for each subsequent project) all researchers must complete a registration form defining the topic and agreeing to abide by the following rules and regulations. Each researcher will be asked to show a photo ID (university ID or driver’s license) and sign the registration log each day of use. You are welcome to complete the registration form in advance and bring it with you for your visit.

Rules and Regulations

Physical access to the stack area is limited to designated personnel during specified hours. Browsing the collection is not permitted.

Please take notes in pencil only or on your laptop. Pencils and notepaper are available from the Archivist.

All personal belongings must be stored in the area provided.

Please handle all material with care, making sure to maintain the order of materials.

Leave material on the table when finished. If you will be coming back to use the same material later in the day or week, please let the Archivist know.

Eating, drinking, and smoking are not permitted in the archives reading room.

Photocopying is permissible, if it is in accordance with transfer agreements and copyright regulations. The Archivist has the right to refuse photocopy requests if the material is exceptionally valuable, fragile, or too large/heavy. All photocopying must completed by the Archivist.

Photocopy fees (black and white only):
$0.25 per copy, up to 100 copies

There will be an additional $5.00/hour research fee for all remote requests in order to cover staff time for identifying and retrieving the material. This charge will include 10 free photocopies. Extra postage may be charged for overseas orders, large orders, or rush orders.

Any researcher wishing to publish from Archives materials agrees to obtain permission prior to publication from the Dean of University Library Services, from all holders of copyright, and from other interested parties as applicable. The researcher agrees to accept full responsibility for complying with laws enacted to protect copyright and associated privacy acts.

The Archivist reserves the right to refuse access to archival materials to anyone who fails to abide by the above rules.

Transfer of Material:

The Archives collects material which documents the history and physical growth and development of the University. The Archives does not accept records for temporary storage.

See complete list of records commonly accepted by the Archives. All transfers should be accompanied by a collection transfer record. Unless otherwise specified, up to two copies of any item will be maintained in the Archives, one for use by patrons and one for preservation purposes. Additional copies of materials in high demand will be considered for storage.

All restrictions to materials must be agreed upon before transfer. A written statement declaring who has the authority to give permission to use records and when records can be declassified should accompany restricted items.