Library Archives and Special Collections Policy

University Library Archives and Special Collections Policy

Digital Preservation Policy

Digital Preservation Policy Document [Get Adobe Acrobat Reader Free here.]

Reading Rooms Rules

The Archives & Special Collections Department is open Monday-Friday 9 a.m. to 4:30 p.m. or by appointment. Because the Archives Department holds rare, unique, and other special research material, the stacks are closed to researchers. However, the materials in these collections are available for research use in the Reading Room. Anyone interested in viewing exhibitions in the Reading Room or in the History Walkway is welcome to do so during regular hours.The following rules apply:
  • Please register and sign in upon entering the Reading Room
  • The Reading Room is reserved for patrons using archival and rare book materials. This also applies to the computer terminals in the reading room. Material may not be requested one half-hour before closing.
  • Only note paper, pencils, laptop computers, and research materials are permitted at the Archives and Special Collections work tables. Brief cases, backpacks, coats, and other items must be left in the designated lockers. Pens cannot be used in the reading room.
  • Materials do not circulate and must not be removed from the reading room. Browsing of rare book items in the Reading Room is permitted, but staff must remove books from the shelf.
  • The Rare Book Room is a collection storage area. The area may be available during Archives Hours for tours, but browsing is not permitted. Archives staff will pull individual books for researchers.
  • Researchers may have one folder, one photo box or one book on the research table. Other materials should be on a cart.
  • When a folder is removed, an “Out” marker will be placed where the folder was removed. Do not remove items from a folder or shift the order of items in a folder. Please maintain the existing order of records in a box or folder.
  • Do not remove photographs from their sleeves without permission.
  • No post-its should be attached to materials.
  • Please limit conversation to avoid disturbing others.
  • Eating, drinking (including covered beverages), and use of cell phones and other electronic entertainment devices are prohibited.


The Library Archives and Special Collections exhibition program features thematic exhibitions of our extensive collection of history and other unique materials. The exhibitions focus on a wide range of subjects and are composed of books, manuscripts, ephemera, three-dimensional objects, and multimedia items. Exhibitions feature material from Archives and Special Collections Department and other CSUDH Library collections. On rare occasions, exhibitions in the archives are supplemented by loaned personal collections or the work of guest curators.
The use of exhibition cases in and adjacent to the entrance to the Archives and Special Collections Reading Room is the responsibility of the Director of Archives and Special Collections. The purpose of exhibition cases in the archives is to display historic materials, to engage students in the use of primary sources, and to encourage faculty to present the option of primary materials to their students. Exhibition cases cannot be removed from the archives.

Collection Development Policies

The main responsibility of the Archives and Special Collections Department is serving the research needs of California State University Dominguez Hills students, faculty and community. The Archives seeks to collect in subject areas receiving substantial and sustained attention within the University community. In addition the Archives also collects material across a wide range of academic disciplines. As such the Archives collects correspondence, diaries, photos, organizational archives and other material that documents vital and unique personal, business, or organizational history to support academic programs at CSUDH.
Areas of Collection
The Archives and Special Collections Department collects materials related to the South Bay of Los Angeles, the Dominguez Family, Long Beach, and Los Angeles. Materials related to other topics, including political posters, materials on conflict resolution, materials focusing on tradeswomen, and other items that add to our knowledge about diverse populations, will also be considered for addition to the archives. Collection materials have been chosen in consultation with faculty and others in response to various opportunities.

Donating to the Archives

The archives relies on donors for generous contributions of photographs, artifacts, manuscripts, archival papers, rare books, and funds to help support and advance its mission to offer valuable materials to students and scholars. Donors often also make a financial contribution that assists the department in processing donations. Emeriti and current faculty members, members of the university community, and alumni provide assistance in identifying potential donors.
Donation Protocol
The library requires a deed of gift agreement for the transfer of materials. Loans of materials are generally not accepted, but in special circumstances, materials may be accepted on deposit, pending transfer of ownership to the library. Deposited materials receive the environmental and security protections accorded to all archives’ collections, but they may receive a minimal level of processing. The library will not accept collections that are permanently closed to users. The archives encourages donations without restrictions, but it will accept collections carrying restriction time periods that are deemed reasonable.
The Archives and Special Collections Department considers all donations seriously and will address any questions, needs, and concerns that relate to preserving historical materials. Please contact Greg Williams at (310) 243-3013.
For more information, see The Society of American Archivists' Guide to Donating Your Papers.
Procedures for CSUDH Administrative Units Transferring Inactive Records
Archives staff is happy to assist you with any records transfer questions. When making arrangements to transfer inactive records of long-term historical, evidential, legal, fiscal, or administrative value to the Archives and Special Collections Department, you should:
  • Appraise your inactive records for historical materials.
  • Remove the materials in the same order as filed.
  • Create a box by box inventory of materials being sent.
  • Call archives (x3895) to coordinate shipment.
  • Fill out the appropriate form and return it with the records to the Archives and Special Collections Department.
After sending your materials to the Archives and Special Collections Department, archives personnel will check the contents against your existing inventory list for accuracy. All files will be removed to acid free folders and boxes. A guide to the collection (a finding aid) will be created and made available. Please note that the University Archives publicizes its resources to encourage use by members of the institution and the scholarly community to support the curriculum, stimulate teaching, and promote research, scholarship and intellectual exploration.
Access to your Materials
Archival materials are maintained in closed, restricted areas. Materials are retrieved for patrons by the University Archives staff. Records may be duplicated if needed by the originating office, organization, or individual, or if written approval has been obtained from the originating source.

Reproduction of Materials

The photocopying of written materials in Archives and Special Collections is governed by United States Copyright Law. In addition, reproductions of material from Archives and Special Collections may not be published in any form, including placement on CD-ROM, video disk, publicly accessible storage and retrieval systems, or the Internet without written permission for use.
Photocopying of manuscripts or books is generally done by Archives and Special Collections staff. Depending on the condition of the materials researchers may be able to make their own copies, but this is on a case by case basis. Staff will make every effort to get materials copied within 24 hours.
All photocopying done for patrons of the Special Collections is in place of note taking and is to be used for private study, scholarship or research and not for publication or any commercial purpose. Entire books cannot be photocopied. Portions of books still protected by copyright may be photocopied within the "fair use" guidelines. Fragile books, ledgers, and paper materials may not be available for photocopying due to their condition. Determination on what is too fragile for photocopying will be made by archives’ staff.
Digital cameras are permitted in the Reading Room, but only for use in accordance with the archives’ photocopy rules and copyright policies. Flatbed and other scanning devices are not permitted in the reading room, and patrons are not permitted to scan materials.
Reproduction of Photographs
Selected photographs can be reproduced for personal research use. Researchers must apply in writing to receive permission to use photographs in publications or visual productions. Reproduction rights are for one time use only. Duplication may be done through scanning or a photographic vendor. Images on our website cannot be reproduced without permission. Materials may not be re-used without written permission. Permission for in-house duplication is solely at the discretion of the archivist.
A description of the photograph, as well as the photographer's name and date of the photo will be supplied (if known) by Archives and Special Collections’ staff.
For published photographs or primary resource material, the publisher will furnish the university with one copy, without charge, of the publication or media production in which the resource material appears.
Fees & Charges
  • B&W (CSUDH students): $ .15
  • B&W (others): $ .25
  • Color: $1.00
Digital Photographic Scans
  • Image to disk: $25.00
  • Printed image: Add'l $5.00 per image
  • Digital Document Scans: $5.00 per scan
  • Oversize Photograph & Map Duplication: Vendor fees plus $25.00
VHS, DVD, and Audio Cassette
  • Vendor fees plus $15.00
Publication Fees
  • Scholarly publication, journal or newspaper: No charge
  • University presses & non-profit publications: $25.00
  • For profit & advertising: $200.00
  • Non-profit video & TV: $50.00
  • Internet, website use: $50.00