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Archives & Special Collections

Access Policies

The access policies for university records are found below. If you have questions about any of these access policies, please contact the Archivist & Special Collections Librarian at archives@pugetsound.edu

Board of Trustees

Records of the Board of Trustees (including, but not limited to, meeting minutes, committee reports, and correspondence) are restricted for 50 years from the date of creation, with the exception of trustee biographical files, which are restricted for 75 years from the date of creation. Selected records may have additional restrictions placed upon them at the discretion of the Secretary of the Board of Trustees.

Access to restricted records

All requests for access to restricted Board of Trustees records should be directed to the Secretary of the Board. Following approval from the Secretary of the Board, arrangements will be made with the Archivist & Special Collections Librarian to provide access to the restricted records in the Archives & Special Collections. Restricted records may be duplicated and published only with the permission of the Secretary of the Board. Records of the Board of Trustees, regardless of date, are open to current members of the Board and the Office of the President.

Access to unrestricted records

Unrestricted records of the Board of Trustees are available in the Archives & Special Collections and requests to view these records should be directed to the Archivist & Special Collections Librarian. Researchers can view unrestricted records during the Archives & Special Collections drop in hours or by appointment. Unrestricted records may be duplicated and published only with the permission of the Secretary of the Board.

Office of the President

Records of the Office of the President are restricted until the 20th anniversary of the date on which the past president left office, or until his or her death, whichever occurs later. The Director of the Office of the President or incumbent president will consult with past presidents on the advisability of making an exception to this access policy. Exceptions to this policy will be made only under compelling circumstances and with the agreement of the incumbent President. Selected documents may have additional restrictions placed upon them at the discretion of the Office of the President.

Access to restricted records

All requests for access to restricted records from the Office of the President should be directed to the Director of the Office of the President. Following approval from the Director, arrangements will be made with the Archivist & Special Collections Librarian to provide access to the restricted records in the Archives & Special Collections. Restricted records may be duplicated and published only with the permission of the Director of the Office of the President. Records of the Office of the President, regardless of date, are open to current staff members in the Office of the President.

Access to unrestricted records

Access to unrestricted records from the Office of the President are available in the Archives & Special Collections and requests to view these records should be directed to the Archivist & Special Collections Librarian. Researchers can view unrestricted records during the Archives & Special Collections drop in hours or by appointment. Unrestricted records may be duplicated and published with the permission of the Archivist & Special Collections Librarian.

General University Records

Records created by administrative and academic offices at the University of Puget Sound are restricted for a period of 20 years from the date of creation. Records created intentionally for public distribution, including but not limited to campus announcements and university publications, are open without restriction. Selected records may have additional restrictions placed upon them at the discretion of the department head.

Access to restricted records

All requests for access to restricted records should be directed to the Archivist & Special Collections Librarian, who will consult with the appropriate department head for approval. Following approval by the department, arrangements will be made with the Archivist & Special Collections Librarian to provide access to the restricted records in the Archives & Special Collections. Permission to examine does not imply the right to duplicate or publish any part of a document. Records of administrative and academic departments, regardless of date, are open to current staff members in the office in which they were created.

Access to unrestricted records

Unrestricted records are available in the Archives & Special Collections and requests to view these records should be directed to the Archivist & Special Collections Librarian. Researchers can view unrestricted records during the Archives & Special Collections drop in hours or by appointment. Unrestricted records may be duplicated and published with the permission of the Archivist & Special Collections Librarian.