POLICIES AND PROCEDURES

for the  

Henn-Johnson Library and Local History Archives Foundation  

A Research Facility for Historic Lincoln, New Mexico  

www.hennjohnsonarchives.org

I. Policy On Requesting Appointment For Research at Henn-Johnson Archives

1. A Request for Appointment should be made by email (info@henn-johnsonarchives.org) or by regular mail at P.O. Box 141, Lincoln, NM 88338.
2. Persons requesting an appointment will be notified if the requested appointment can be can be scheduled. Every effort will be made to accommodate patrons.
3. If research, copies and return by email are requested of the Archivist, instead of by the patron’s personal visit, there will be a charge of $25 per hour.

Please Note: The Henn-Johnson Foundation recognizes and adheres to the Rule of Fair Use, as follows:

WARNING CONCERNING COPYRIGHT RESTRICTIONS: The copyright law of the United States (Title 17, U.S. Code), governs the making of photocopies or other reproductions of copyrighted material. Under certain specified conditions in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be “…used for any purpose other than private study, scholarship or research”. If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of “fair use”, that user may be liable for copyright infringement.

Please Note: The Henn-Johnson Foundation does not hold the copyright to some of the materials in its collection. It is the responsibility of the patron to obtain any copyright permissions from the copyright holder, particularly if there is a copyright issue presented by the of any archival material.

No previously published work will be copied in its entirety without explicit written permission from the copyright holder, obtained by the patron. This may be a letter obtained from the copyright holder (with its envelope) or a copy of the entirety of an email exchange, including all dates and times of request and the reply. The email or email record must be presented to the Archivist before the book may be copied.

II. Policy For Use Of Research Room

1. The Henn-Johnson research room is reserved for researchers of Henn-Johnson materials only.
2. The archivist will be present in the Research Room.
3. Henn-Johnson materials of all formats will be used in the Research Room only.
4. Computers, cell phones and cameras are permitted in the Research Room.
   1. Coats, backpacks, fanny packs, tote-bags, brief cases or laptop cases are not permitted in the Research Room and must be left with the Archivist.
   2. The Henn-Johnson Foundation is not responsible for loss or damage to any items patrons bring with them.
   3. Cell phones are to be set to "off".
   4. Non-Foundation books, binders or other working papers needed for research are allowed on a limited basis, and must be checked by the Archivist upon entering and leaving the facility.

III. Policy on Copying-Duplication

1. The Archivist alone shall determine what may of may not be copied by machine
2. Certain items may not be copied due to physical condition, possible damage or legal restrictions
3. Patron is not to remove document from box or folder for copying
4. There will be no tagging with adhesive note pads or paperclips on any material or book pages

III. Policy on Citations and Credit to Henn-Johnson

Documents and Photographs used in any publication, exhibits or other use must be Properly cited and credited following this format: "Courtesy of the Henn-Johnson Library and Local History Archives Foundation, Lincoln, New Mexico"

Policy on Behavior in the Research Room and the Foundation Facility

1. The Foundation has an obligation to its researchers to manage any type of disruptive behavior in a professional and rapid fashion. Therefore the Foundation reserves the right to refuse service to any user who, among other actions, acts irresponsibly by disrupting the use of the facility, by being disrespectful to other users or staff, or being careless with or causing damage to material. Irresponsible behavior includes, but is not limited to, the following
   1. Rudeness including loud and offensive language
   2. Unreasonable demands for service
   3. Being under influence of controlled substances or alcohol
   4. Threatening or erratic behavior
2. If confronted by a patron acting irresponsibly or disrespectfully, the Archivist or other staff may take the following immediate steps:
   1. Ask the patron to cease the behavior
   2. Tell the patron he/she must leave the facility
   3. Call the Lincoln County Sheriff’s Office
   4. Additional corrective action up to and including banning the patron permanently from Henn-Johnson facilities
3. An incident report will be filed with the Foundation Board any time staff utilizes the right-to-refuse policy. The incident report will also be filed with the Lincoln County Sheriff’s office.

VI. Policy On Research and Archival Retrieval

1. The Archivist shall make decisions on the use of materials following the policy stated below:
   1. Patrons may use material in the Research Room only
   2. The use of protective gloves may be required with certain documents
   3. While working, Patron is responsible for all records delivered to him/her
   4. The Archivist may limit the quantity of documents delivered to work area at one time
   5. Patron may work only from one container (box, folder or container) at a time
   6. Patrons may not write on, lean on, fold, trace, erase, staple or handle documents in any way likely to cause damage
2. Patrons must keep unbound records in the order in which they are delivered to him/her by the Archivist. If any documents appear to be out of sequence, they are not to be rearranged by the patron, but must be referred to the Archivist.
3. When patron is through with items, they will be checked for completeness by the Archivist before other requests by that patron are filled.
4. If patron must leave the Research Room for even a short time for any reason, all documents must remain in the Research Room
5. When Patron is through using records or books, they are to be returned to the Archivist for proper storage or re-shelving

Thank you