Records and other materials in the University Archives' collections may be used in the reading room of the David M. Rubenstein Rare Book & Manuscript Library.

University Administrative Records

These include records of the officers of the University, as defined in the Bylaws; the deans of schools and colleges; and departments, institutes, and other offices as designated by the President.

Policy: For a period of twenty-five years from the origin of the material, permission in writing from the director of the office of record and the University Archivist is required for use. After twenty-five years, records that have been processed may be consulted with the permission of the University Archivist. (Issued by the Office of the Chancellor, December 1, 1975)

Records of the Board of Trustees

These include minutes and supporting documentation of the Board, its Executive Committee, and standing and ad hoc committees, and reports, studies, and the like presented solely to the Board.

Policy: Records which have been in existence for at least fifty years are available for scholarly research with the permission of the University Archivist. Access to records which have been in existence for less than fifty years shall be granted only by special permission, in writing, of the Board of Trustees. (Duke University Board of Trustees, Minutes, February 24-25, 1989)

Student Records

In accordance with the Family Education Rights and Privacy Act of 1974/1976 (FERPA), Duke University permits students to inspect their education records and limits the disclosure of personally identifiable information from education records. Education records include those records which contain information directly related to a student and which are maintained as official working files by the University.

Policy: The official statement of the University's policy and procedures under FERPA are on the web site of the University Registrar's office.

Personnel Records

Policy: Records, such as search committee files or others pertaining to employment where individuals are identified, are closed for 70 years.

Other Considerations

• Advance notice (contact us!) is required to use records that are stored off-site.
• Individuals or organizations donating material to the University Archives may set conditions on use.
• Fragile or unprocessed materials may be closed at the discretion of the University Archivist.

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