Woody Guthrie Archives
RESEARCH POLICY
RESEARCH POLICY: Conditions for Use of Materials

1. Researchers interested in working in the Woody Guthrie Archives (WGA) or with material from the WGA are asked to complete an Application for Research form prior to conducting research. The form can be obtained from archives staff or via the WGA web site. Material held within the WGA is accesible to researchers whose applications have been accepted and for whom appointments have been made. Unnanounced researchers will not be permitted access until such time that we receive and review a completed Application for Research Form.

2. During the initial visit to the WGA, researchers will be asked to complete a Registration Form and provide proper identification (driver’s license, university ID, etc.). Researchers who have previously completed a Researcher Registration Form shall verify that the information on record is current. Completion and signature of the Researcher Registration Form ensures that the researcher acknowledges and agrees to comply with the policies and procedures of the WGA. The Researcher Registration Form also requests that researchers indicate their topic or area of research interest. For each new or different research topic, a new form is to be completed. Remote researchers are required to complete a Reference Agreement, which must be signed and faxed to the WGA, prior to receipt of Archival material

3. Researchers must have a clear idea of the material they will want to look at when they come to the Archives. Collection Finding Aids can be found on the WGA website. Upon arrival the Archivist and the researcher will have a short consultation to determine the material best suited to the researcher’s needs and interests.

4. The following materials are restricted from use: 1) unprocessed materials, 2) materials too fragile for handling, and 3) donations for which the donor has indicated “restrictions” in a Deed of Gift.

5. Archival material may be used only in the research room and under the supervision of archives staff. Remote researchers will work directly with the Archivist to determine a workflow.

6. Personal effects are not allowed in the research area and may be stored in the foyer. Researchers are allowed to bring the following into the research room: pencils, writing paper, and personal reference material. Laptops may be permitted if research notes can be printed out and handed to Archives staff to be kept with researcher records.

7. Cameras and video equipment are not allowed in the research room, unless prior permissions and arrangements have been made with archives staff.

8. Food or beverages are not allowed in the research room.

9. Archives staff will retrieve materials for researchers one item at a time, or in a quantity which the archives staff deems appropriate. Remote researchers will be served in the same manner.

10. Researchers shall maintain all materials in the order or sequence in which they are presented (if an item seems to be out of order, please notify the archivist or staff.) Researchers will return all charged-out materials before requesting additional materials.

11. A researcher may request “reference” copies of an item or items by completing a Request to Copy form. Requests for reference copies may be denied if copying will either damage or degrade the material, or if donor, acquisition, or legal restrictions prohibit reproduction. Copy requests will be completed based upon item and location information as noted in the Finding Aids, the database, or the archives staff’s knowledge. Upon approval of the request, copies will be made by the Archivist and provided once the researcher has returned a signed Reference Agreement and rendered payment for services. Copy requests may take 14-20 business days to process.

12. The WGA does not charge a fee for use of the collection. However, service and reproduction fees do apply for reference copy requests. There is a $15 service fee to process the material, and copies are $.50 per page. Fees of $1.00 per page are assessed for copies of Guthrie lyrics and digital reference copies, and researchers must agree to a Reference Agreement prior to reciept of any unpulished or copyrighted material.

13. Archives staff retain the right to examine researcher(s) notes (paper, laptop, reference notes, etc.) prior to their leaving the reading room. Archives staff will make copies of all notes taken by researcher(s) during the research appointment. Copies of notes will be kept on file with researcher records for reference purposes. Archives staff retains the right to prohibit researcher’s notes from leaving the reading room.