Policies & Procedures

To ensure the wellbeing of our collections, we ask that you abide by the following policies and procedures:

• To view materials housed in the Archives & Special Collections, schedule an appointment by emailing archives@davidson.edu. Once the appointment has been scheduled, we will ask you to complete a Registration Form. If you need to cancel or change your appointment, please let us know as soon as possible.
• Access to materials is governed by our Terms of Access and Use.
• You may request up to 10 boxes of materials (or the equivalent of artifacts or rare books) per appointment. We require at least 48 hours to pull materials.
• When you arrive, you’ll be asked to leave coats, bags, food and drink, and other personal possessions in the lockers and coat rack outside the Reading Room.
• You may bring pencils (not pens or markers), paper, notebooks, and approved personal computers, tablets, and phones into the Reading Room. Food and drink are not permitted.
• You may view up to 2 boxes or 16 folders at one time.
• You may use pencil and paper or approved electronic devices to take notes. Photos of materials may be taken without a flash for personal research use only.
• Items must be maintained in the order in which they are arranged. Out cards and flags are available for maintaining order and marking place in collections.
• We will hold up to 5 archival boxes (or the equivalent of artifacts or rare books) for you for up to one week. You are responsible for noting materials you would like us to pull at a later date.

Introduction

The Davidson College Archives & Special Collections is open to the public by appointment during the academic year and to college affiliates by appointment throughout the calendar year. Students, faculty, staff, alumni, outside researchers, and members of the community are provided equal terms of access to materials in the Archives & Special Collections. Our access and use policies and procedures are guided by the Guidelines on Access to Research Materials in Archives and Special Collections Libraries, a joint statement of the Society of American Archivists and the Rare Books and Manuscripts Section of the Association of College & Research Libraries. These policies and procedures are designed to provide researchers with the greatest possible access to departmental materials while also protecting and preserving these special collections for future use. 

Terms of Access

Materials in the Archives & Special Collections are housed in closed stacks, do not circulate, and must be consulted by appointment during regular business hours in the Music Library or Annex. For those researchers unable to visit, a limited number of folders may be digitized according to our Services Catalog.

A growing number of items from our collections are born-digital or have been digitized; many of these can be accessed through Digital Davidson or Digital NC and others can be provided to researchers through a Google Drive link. In the case where a digital surrogate is available, it will be provided to researchers instead of the physical copy. Due to restrictions, some digital materials may only be viewed on site. 

Researchers who wish to view departmental materials must email archives@davidson.edu to schedule an appointment with at least 3 business-days notice, complete the Registration Form, and agree to abide by these Terms of Access and Use and our Reading Room Policies and Procedures. 

Information about researchers’ work in the Archives & Special Collections, including their topics and materials referenced, is kept confidential and will not be shared outside our department without permission.

Access Restrictions

Some material held by the Archives & Special Collections is not accessible to researchers due to legal requirements, institutional mandates, condition of gift or deposit, or condition. The following categories of items have access restrictions:

• Faculty Meeting Records: Minutes and supporting documents from faculty meetings are restricted for a period of fifty (50) years from the date of creation. Current Davidson College faculty are not limited by this restriction.
• Presidential Records: Presidential records are restricted for a period of fifty (50) years from the date of creation. The college president and his or her appointees are not limited by this restriction. Requests from others to view these records must be requested to Archives & Special Collections staff and will require presidential approval.
• Trustee Records: Trustee records are restricted for a period of seventy-five (75) years from the date of creation. Current Davidson College trustees are not limited by this restriction.
• Confidential Information: Materials with confidential information are restricted to protect the privacy of individuals and to meet legal, institutional, and ethical mandates.  These include student records (protected by FERPA), personnel records, and items containing financial, legal, medical, or other personally identifiable information. When possible, we will redact confidential information from otherwise accessible collections.
• Unaccessioned and Unprocessed Collections: Collections must be accessioned before researchers are granted access to them. Unprocessed collections may be accessed in consultation with our staff and according to the terms of the donation or transfer agreement.
• Fragile Condition and Obsolete Format: Materials that are at risk of damage due to their condition may not be viewed by researchers. When possible, we will provide access to digital surrogates. We are unable to provide access to materials in obsolete formats as defined by the Museum of Obsolete Media.
• Donor Terms: Some manuscript materials are restricted due to the terms of gift agreements. When negotiating these agreements, we seek to secure the greatest access possible and, when necessary, work with donors to stipulate an expiration date for restrictions so that materials may be available for future access. 

We will review requests for access to materials and will inform researchers if anything they want to view is restricted. If a collection contains mixed restricted content, we will provide researchers with the non-restricted materials. For access to college records in a restricted access category, researchers may email archives@davidson.edu, stating the reason for access and designating the portion of the collections for which access is restricted. Requests will be evaluated on an individual basis. 

For use restrictions on materials housed in the Archives & Special Collections, including copyright and intellectual property, see Terms of Use. 

Terms of Use

Access to departmental collections is given for personal research use and does not imply the right to use these materials for other purposes, including publication. Davidson College does not own the copyright to many of the items in the Archives & Special Collections; this is particularly true for manuscripts, published materials, and items in research files. Use of our collections is subject to the provisions of current intellectual property, privacy, and libel laws. Researchers assume full responsibility for their use of these materials. 

Reproduction

Researchers may request reproductions of materials in our collections according to the procedures listed in our Services Catalog.  We reserve the right to restrict reproduction of materials due to condition, donor restrictions, or legal requirements. Reproductions are intended for personal research only and cannot be published (in print or online) without the consent of the copyright holder. Researchers who wish to take digital images with personal cameras may do so only with our prior permission; like other reproductions, these images are for personal use only unless granted additional permissions by the copyright holder. 

Publication

If researchers wish to publish reproductions of materials housed in the Archives & Special Collections, they must secure appropriate permissions from the copyright holder. We are unable to confirm the copyright status of individual works. We will work with researchers in the case where Davidson College owns the copyright. Otherwise, it is the researcher's responsibility to obtain permission from the appropriate copyright holder. 

We do not charge publication fees, but we ask that researchers complete the Permission to Publish form and properly credit the Archives & Special Collections. If possible, we ask that researchers donate to us a copy of any publication in which departmental material is reproduced, referred to, or quoted. 

Credit and Attribution

The location and descriptions of collection materials referred to or quoted in published or unpublished works should be cited accurately and completely according to the appropriate style guide. 

Published reproductions should credit “Archives & Special Collections, Davidson College Library, Davidson, North Carolina.”

Materials used for research or quoted in published or unpublished works should be cited accurately and completely. The following entries are examples of citations for materials found in the Archives & Special Collections. Please refer to the relevant style guide for more specific information.

Archival Files:

Richards, J. McDowell. Letter to Walter Lingle. 3 June 1968. RG 2/1.14. President’s Office. D. Grier Martin. Davidson College Archives & Special Collections, Davidson, NC.

Faculty Committee on Alcohol. Memorandum. 1 December 1965. RG 3/1.2.055. Faculty Committee on Alcohol Records. Davidson College Archives & Special Collections, Davidson, NC.

Student Government Association. Senate Minutes. 13 February, 1969. RG 6/14.4. Student Government Association Records. Davidson College Archives & Special Collections, Davidson College, NC.

Manuscript Collections:

Hamilton, T.H. Letter to John W. Hamilton. 29 January 1839. DC0116s. Thomas Hamilton Letters. Davidson College Archives & Special Collections, Davidson College, NC.

Photographs:

Photograph of students in front of Rusk House. Photograph Collection, number 27-0031. Davidson College Archives & Special Collections, Davidson College, NC.

Photograph of Dean Rusk in Davidson College basketball uniform. Dean Rusk Papers. DC004-9. Davidson College Archives & Special Collections, Davidson College, NC.

Audio-Visual:

Johnston, Frontis. Interview by John Scherer. 10 February 1989.”Vietnam War at Davidson College”. Audiotape Collection, number 59. Davidson College Archives & Special Collections, Davidson College, NC.

“Poll on Sororities.” Interviews by Matthew Hobbie. December 1997. Videotape Collection, number 154. Davidson College Archives & Special Collections, Davidson College, NC.

Davidsoniana Files:

Brunei, Cecil Flyer, Davidson College. 13 February, 1971. Alcohol Policy Davidsoniana file. Davidson College Archives & Special Collections, Davidson, NC.

Milton, Ernest. “Detail Story of Cat-Tar Hell Contest.” Newsclipping, c.1926. Athletics History – Football Davidsoniana file. Davidson College Archives & Special Collections, Davidson, NC.

Harrison, Mary Sparrow. “Football in the ‘90’s.” Unpublished Essay. Athletics – History – Football Davidsoniana file. Davidson College Archives & Special Collections, Davidson, NC.

College Publications:

Davidson College Catalog, 1984-1985. Davidson: Davidson College Office of Communications. [1984].

Davidson College. Quips and Cranks Vol. 1. Davidson: Davidson College, 1895.

“Coeducation for Davidson.” Davidson Monthly March 1980: 32-33.

McCandlish, Laura. “’Lights Out’ Committee Strives to Keep Lights on in Chambers.” The Davidsonian. 6 October 1998:1.

Oral Histories:

General outline:
Interviewee, interview by (name), date of interview, interview number (OHI #), transcript, Collection name, (RG19- plus name of collection), Davidson Archives & Special Collections, Davidson College.

Brenda Howard Tapia, interview by Joanna R. Hurt, April 30, 2007, OHI-0188, transcript, RG19-05-03 Lake Side Park, Davidson Archives & Special Collections,Davidson College.

Files and Documents Accessed Online:

A number of records of the types described above are available in digital formats online. Citations for online materials are identical to those below with addition of this line at the end of the citation: “Available at: http://www.example.edu.” where www.example.edu is the website URL from which you accessed the materials.

Introduction

Archives and Special Collections advances the mission and strategic plan of Davidson College by acquiring, maintaining, and preserving materials that advance learning and research, promote institutional accountability, offer engagement with diverse perspectives, and reflect the distinctiveness of our community.

Our dual purpose for collection development is to:

• Preserve historically significant records, including administrative, academic, community, and student materials; and
• Acquire books, manuscripts, audiovisual materials, and objects to support Davidson College’s educational mission and the broader community’s research endeavors.

Archival, manuscript, rare book, and special collections materials are crucial in facilitating learning, research, and accountability within our academic community. These materials encompass a wide range of sources, including manuscripts, letters, photographs, published books, and other documents of historical significance. Access to these materials allows researchers a tangible connection to history, culture, textual technologies, and the evolution of ideas. Exploring materials from the Archives and Special Collections promotes critical thinking and research skills and allows our community to deepen and expand its understanding of institutional and local history.

Students, faculty, staff, alumni, outside researchers, and members of the community are provided equal terms of access to materials in the Archives & Special Collections. See our Terms of Access and Use for more information.

Contact us at archives@davidson.edu to make an appointment to view our collections or if you wish to transfer, donate, contribute, or request the purchase of materials.
 

What We Collect

Current Collection Priorities

Institutional Materials

• Materials documenting strategic undertakings, commissions, and task forces, such as the initiatives on Race, Slavery, and Reconciliation;
• Presidential and administrative papers, including correspondence, speeches, and official statements reflecting decisions and directives;
• Papers from academic departments and programs, including research materials, course documents, event materials, and correspondence; and
• Student life materials, such as publications, programs, and memorabilia.

Local Materials

• Materials that expand understanding of the history of enslavement and contemporary legacies of enslavement in the local area;
• Community materials related to 19th and 20th-century and current history in the Town of Davidson;
• Documents and figurines from and about Cairn Studios and the Tom Clark Gnomes;
• Materials related to the growth and development of the Lake Norman area; and
• Oral histories.

Special Collections Materials

• Materials that expand geographical, cultural, racial, gender, and linguistic diversity and amplify underrepresented voices;
• Creative works from the college community and Lake Norman area, with a particular focus on poetry;
• Early maps of North, South, and Central America;
• Little magazines and alternative press publications;
• Rare books in natural history and travel;
• 18th and 19th-century illustrators; and
• Artists’ books.

Collection Strengths

College Archives

 The Archives documents the history of Davidson College. It includes institutionally-created records of enduring value, such as trustee and faculty minutes, administrative papers, student and faculty organization and committee materials, administrative records, biographical files, photographs, and sound and moving image materials.  It also includes publications such as magazines, newspapers, yearbooks, handbooks, catalogs, alumni directories, and phone directories.

Manuscripts 

The Manuscript Collection includes the personal papers of retired faculty and staff and collections from alumni documenting key college history events and student life. Local materials capture community history, including papers from civic organizations, book clubs, churches, businesses, and town commission minutes.

Rare Books 

The Smith Rare Book Room houses materials for studying book, cultural, and intellectual history, including the Fugate Collection of First Editions, the Bruce Rogers Typography Collection, the Golden Cockerel Press Collection, the Little Magazines Collection, the Thomas F. Armstrong Collection, and Iron Mountain Press publications.

Items of note include travel literature, books on natural history, cuneiforms, early American Bibles, artist’s books, Diderot’s Encylopedie, the Arabic Bible of Omar ibn Sayyid, and first editions of John Milton’s Paradise Lost, Charles Darwin’s The Descent of Man, and Patrick Gass’ journals from the Lewis and Clark expedition.  

Map Collections

The Map Collections include the William Patterson Cumming Map Collection and the Thomas F. Armstrong Map Collection with maps dating between the sixteenth and nineteenth centuries with a focus on the United States. There also is a collection of maps related to Davidson College, the Town of Davidson, and Lake Norman. 

Research Collections

The Davidson College Collection encompasses published histories, memoirs, biographies, genealogies, and anthologies, and other publications related to the students, faculty, staff, and trustees of Davidson College.

The Local Collection holds information about the town of Davidson and the surrounding Iredell, Mecklenburg, Rowan, Lincoln, and Catawba counties. It includes biographies, memoirs, genealogies, information about local businesses and institutions, and sources on the Revolutionary and Civil Wars in the Carolinas. We are not the town of Davidson’s official repository, although we do preserve local primary sources. 

The Presbyterian Collection includes information on the denomination crucial to Davidson College’s founding and growth. It contains records of the Presbyterian Church in the United States of America, session minutes, cemetery indices, and local church histories.

Davidsoniana Files, or “D-Files,” house secondary source materials, including newspaper articles, memos, brochures, pamphlets, memorial speeches, booklets, and scans of documents from other institutions, such as diaries and letters that related to Davidson College and the town of Davidson. 

How We Collect

Guiding Principles

Our values, mission, and the codes of ethics of the Society of American Archivists and the Association of College and Research Libraries inform our principles to develop inclusive, responsible, and historically accurate collections.  

Increase Institutional Transparency and Understanding

 To support and expand Davidson College’s initiatives on Race, Slavery, and Reconciliation, we collect materials reflecting our diverse constituents: administrators, staff, faculty, students, trustees, alumni, and community members.

Document Our Communities and Represent Multiple Perspectives

 Our collections reflect Davidson College’s evolving demographics, curriculum, and local ties. We strive to represent diversity in time, geography, gender, sexuality, religion, discipline, and culture. 

Collect for the Present and the Future

 Our mission requires collection development for present and future researchers. We prioritize collections that fill historical gaps, support the curriculum, and document Davidson College’s and the Town of Davidson’s activities.

Foster the Use of Primary Sources in the Curriculum and for Original Research

We provide users access to primary sources for research, inquiry-driven study, and object-inspired learning. Our collections encourage attention, curiosity, and an understanding of the material nature of information.

Collecting Methods

Our commitment to preserving history is a collaborative endeavor, as we:

• Partner with staff, administrators, faculty, and students, including through our field archivist program;
• Cultivate relationships with donors and alumni, actively seeking and managing donations of archival materials to enrich our historical collections;
• Work with community members to support and develop community-based archives;
• Communicate with College Relations about collecting priorities; and
• Cooperate with colleagues at local institutions to ensure coverage and follow best practices.

Everyone at Davidson College plays a crucial role in preserving institutional memory. We rely extensively on physical and digital records contributions from students, staff, and faculty.

Contact us at archives@davidson.edu if you wish to transfer, donate, contribute, or request the purchase of materials.

Transfer

The college has a records management program requiring the transfer of relevant physical and digital records to the archives. Departments follow a retention schedule, delineating their record-keeping responsibilities. Following the schedule ensures the preservation of significant records while regularly discarding files without enduring value.

Donation

We pre-approve and review donations for the following:

• Alignment with our guiding principles;
• Relevance to Davidson College and the surrounding area;
• Potential to support Davidson’s educational needs and scholarly interests;
• Representation of diverse perspectives, particularly underrepresented groups or subjects;
• Significance of book history, book arts, or material culture;
• Uniqueness of content or form; or
• Cost of stewardship. 

Materials cannot be donated if they:

• Demand excessive resources for processing, storage, or preservation;
• Are not owned by the donor, or the copyright cannot be transferred to Davidson College or shared via Creative Commons license;
• Lack of donation and/or permission forms;
• Are on loan;
• Impose unreasonable access restrictions;
• Are in formats we cannot accept;
• Compete with other institutions’ collections; or
• Duplicate holdings (unless meeting exceptions below).

Research Projects

We welcome student and faculty projects. If you wish to contribute to the archives, contact us before initiating collecting projects

Starting a conversation early:

• Aligns your efforts with our collection development goals;
• Addresses legal, ethical, and privacy considerations;
• Manages expectations regarding access and digitization; and
• Ensures that your project can be accepted into our collections. 

Purchase

We also buy materials to augment our collections. Faculty members can recommend materials for their pedagogic and curricular goals.

Duplication 

As part of our preservation strategy, we accession duplicates of materials owned by Davidson College only if the item:

• Is in a different edition, language, or format and complements an existing item;
• Is in significantly better condition than an existing item;
• Has marginalia or other elements that enhance its understanding;
• Is difficult to replace due to age or rarity;
• Cannot be digitized; or
• Is used frequently.

We do not collect digital or physical surrogates without originals and for which we are not the repository of record, except in the following circumstances: 

• If Davidson College has adversely impacted a donor and the donor has concerns about retaining original materials;
• When items are repatriated; or
• When items offer a broader perspective on college and local history. These are placed in the Davidsoniana Files without digitization due to copyright restrictions.

Collection Evaluation

Collection evaluation reflects our evolving collection or preservation needs. We withdraw (deaccession) materials infrequently and only after consideration of the community’s needs. We perform deaccessioning as openly as possible, ensuring that withdrawal of the material is not restricted by the conditions of its receipt, with advice from our staff, Donor Relations, or legal counsel, as appropriate.

Content Statement

Maintaining an accurate record of Davidson College’s history necessitates housing materials that include racist, oppressive, and outdated representations. We add the following statement to collections when applicable:

The Davidson College Archives and Special Collections contain materials originally published in yearbooks, newspapers, and other Davidson College publications. You may encounter upsetting racist, oppressive, and outdated representations in these documents. They are included for historical accuracy and do not represent the views of the current Davidson College community, which honors the dignity of all persons and commits itself to a quest for truth and the building of a more just and humane future.

As part of the Davidson College Archives and Special Collections, the Music Library supports the interdisciplinary needs of students and faculty through a focus on instrumental and vocal performance, theory and composition, history and literature, and digital music studies. We acquire and maintain materials which advance learning and research, offer engagement with diverse perspectives, and reflect the distinctiveness of our community. These commitments are driven by the library’s enduring values of inclusion, discovery, openness, engagement, and stewardship and by the mission of the Archives, Special Collections, & Community team.

We manage our collections according to the professional standards outlined in the Music Library Association’s Mission Statement and by the Association of College & Research Libraries in their Code of Ethics for Special Collections Librarians.  

Acquisition

The Music Library’s primary focus is to support the curricular needs of the Music Department, provide teaching materials for Applied Music instruction, and to positively impact teaching and learning through our collections. In consultation with the Music Department faculty, we acquire materials in a variety of formats including scores, monographs, and audio recordings. To request materials, contact the Music Librarian or complete the library’s Suggest a Purchase form. 

Our collection areas of strength include: 

• Western Art Music (Classical)
• Jazz
• Rock
• Film Music
• Latin American and Brazilian
• World Music
• Native American
• American roots music

We are committed to expanding the diversity of our collections by actively acquiring works and recordings by composers and artists from underrepresented communities. Additionally, work continues to identify, highlight, and preserve existing materials in our collections that reflect those communities.

Format

We order monographs in print or digital form, depending on the requestor’s preference and the availability of the item. Physical formats are preferred for scores due to the restrictions and availability of electronic versions. CD is preferred for audio recordings and DVD and Blu-ray discs are preferred for films. We generally do not collect analog recording formats (e.g. vinyl records, cassette tapes, VHS cassettes, etc.). The library provides access to a number of electronic resources including e-books and journals as well as streaming audio and video. Visit our A-Z list to see all of the titles. 

Donations

Due to space considerations and the high costs associated with processing, storing, and preserving materials, the Music Library typically cannot accept donations. Please refer to the Archives & Special Collections Gift and Donation Policy for more information.

All donations must be approved in advance and require a signed deed of gift with an itemized list of the donation. To discuss a potential donation, please send a message to our Music Librarian.

Deselection

The removal of some materials is key to maintaining the Music Library’s currency and usefulness. We may choose to remove items based on their age, physical condition, obsolescence, or lack of use. Before removal each item receives careful consideration from the music librarian and music faculty. 

Digitization 

For in-class use, faculty may submit digitization requests through the library catalog. See here for more detailed information about digitization requests. Alumni may request digitized recordings of Music Department recitals in which they performed by contacting Music Librarian.

Through the generosity of our community, we acquire materials that contribute to the historical record of Davidson College and the local area, further the educational mission of the Archives & Special Collections, and expand or diversify our holdings. Examples of materials donated include - but are not limited to - letters, photographs, artifacts, college publications, and rare and unique books, sheet music, and musical recordings. We also welcome monetary donations that support the acquisition, expansion, and care of our collections.  

All donations must align with our collection development policy, be approved in advance by Archives, Special Collections, & Community staff, and have a signed deed of gift with an itemized list of the donation. To discuss a potential donation, please contact us at archives@davidson.edu or 704-894-2158.

We collect materials that:

• Connect to the Davidson College curriculum and the research and teaching needs of our students, faculty, staff, alumni, and community members;
• Deepen our understanding of the history and evolution of Davidson College and the local community;
• Represent a diversity of perspectives, particularly where there are gaps documenting the lives, labor, and work of historically underrepresented and/or marginalized peoples, groups, or subject areas;
• Demonstrate book history, book arts, or material culture; and/or
• Are unique in content or form.

We reserve the right not to accept materials that:

• Do not align with our collection development policy or are not of enduring value, as determined by Archives & Special Collections, & Community staff;
• Cannot be adequately stored, protected, and preserved by our department, including donations of 50 or more volumes;
• Have significant mold or mildew damage, insect damage, and/or damage caused by contact with rodents or as a result of storage in damp conditions;
• Are not legally owned by the donor;
• Have excessive access restrictions or unreasonable costs associated with preservation, processing or accessing ; and/or
• Compete with publicly available collections from other cultural heritage institutions.

If we are unable to accept a donation, we will make suggestions for institutions that may be interested in it. 

For both ethical and legal reasons, we are unable to provide appraisals for donations of gifts-in-kind to the Archives & Special Collections. We will acknowledge receipt of pre-approved gifts, but we cannot assign actual values for materials. Donors who require this information will be responsible for all appraisal costs and should arrange for the materials to be appraised prior to donating them to the library. Qualified appraisers can be found on the websites of the American Society of Appraisers, the Antiquarian Booksellers’ Association of America, the Appraisers Association of America, and the International Society of Appraisers. 

Unless otherwise arranged, donors are responsible for packing and delivering gifts-in-kind and for fees related to shipping, insurance, and delivery. 

Please contact us at archives@davidson.edu or 704-894-2158 for more information. Thank you for your support of Davidson’s E.H. Little Library and Archives & Special Collections!