Using the Archives
The Georgia Tech Archives collects, preserves, exhibits, and makes available for research institutional archives, manuscripts, personal papers, organizational records, visual materials, memorabilia, rare books, and architectural collections. These materials primarily document the history of Georgia Tech and the activities of its faculty, staff, students, and alumni.
All requests for Georgia Tech Archives materials are made through our online request system, Aeon. With the online request system you can:
- Submit requests automatically via links in our finding aids or the Library's online catalog
- Submit requests in advance of a visit to the Archives
- Submit orders for reproductions including digital scans
- Track the status of each request
- Access detailed information about past requests
The Georgia Tech Archives materials are offsite and must be requested at least 24 hours in advance. Materials are pulled Monday - Friday only (requests made after 3:00pm on Friday will be available on Monday). In the case of inclement weather, deliveries may be delayed. If this situation occurs, all researchers will be notified.
When citing a source, it is important to acknowledge the collection name, the name of the repository, and the name of the institution.
For example: Robert Lee Dodd Photograph Collection, VAM022) Archives and Special Collections, Library, Georgia Institute of Technology.
Guidelines & Policies
User Registration and Access
By creating an Archives Research Account:
- You are registering to request and use collections in the Archives' reading room.
- You may place orders for digital scans and photographs.
- Archives staff will be able to respond to your requests promptly and accurately.
- You will have secure access to your current and past request.
- You acknowledge and accept the terms and conditions listed below and set forth by the Archives.
- During registration, you will be asked to create a username and password. We recommend that you follow good security practices when creating a password and consult with Archives staff if you have any questions about registering.
Register for an Archives Research Account
Reading Room Policies
- To help preserve our collections, we ask that researchers arrive with clean hands and handle all Archives materials with care. Reading room staff will provide instruction on the proper handling of Archives materials. For researchers consulting books, book cradles and weights are provided when necessary. When consulting manuscripts, researchers may use only one box or folder at a time; must retain the order of the materials contained in the box or folder; and must keep each manuscript flat on the table.
- Cell phones should be set to silent mode and cellphone conversations are not permitted.
- No food or drink is allowed.
- All personal belongings must be stored in the specified location in the Archives' reading room. You may bring into the reading room a laptop or tablet computer, a small camera (for personal use only), pencils, secondary material, and reference books. Pens, highlighters, markers, tripods, and flatbed or hand scanners are not permitted. Flash photography is prohibited.
- You will need to show a valid government-issued photo ID or Georgia Tech Buzzcard to enter the Library and Archives.
- Appointments are not required for Archives researchers, but physical archival materials are only available for use during our operating hours (Monday-Friday, 9:00am-5:00pm). Researchers may wish to contact Archives staff in advance for assistance; access to some collections may be restricted or delayed because of physical location, physical condition, donor requirements, or staff processing. Note also that many collections are housed offsite and all requests should be placed at least 24 hours in advance. You may contact us with any questions at firstname.lastname@example.org.
- In order to insure the careful handling of Archives materials, all copying and scanning are done or arrangements made by Archives staff. Personal duplication/reproduction equipment is not allowed in the reading room without prior permission.
- Archives will not reproduce entire manuscript or archival collections or extensive sections of collections. Archives and Records Management staff reserves the right to refuse duplication of materials based upon condition of the item, copyright or donor conditions. The decision to prohibit reproduction will be made by the staff member at the Library Services Desk; this decision is final.
- Certain materials cannot be reproductions because of restrictions placed upon the item by the donor or agency of origin. In every case, copyright law (Title 17 of the U.S. Code) and the doctrine of educational fair use (Section 107 of H.R. 2223) applies.
- Reproductions of materials housed in Archives are to be used solely for scholarly research. The department reserves the right to request the return of photocopies and/or scans. Copyright is not conveyed with the reproduction. The researcher must not quote from, publish, reproduce, or display any material, in whole or in part, without written permission from the copyright holder and from Archives. Transfer of reproductions to another library or repository is prohibited, except with written permission of the Head of Archives.
- Materials which Archives has obtained from other institutions or projects cannot be copied unless the researcher has obtained written permission of the original institution. The researcher assumes all responsibility for questions of copyright.
- Purchase or download of an image reproduction does not constitute permission to publish. An Application for Permission to Publish must be submitted and approved for any and all publications.
- The copyright law of the United States (title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specific 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 (including a digital photograph or copy of a digital file) for purposes in excess of "fair use," that user may be liable for copyright infringement. Georgia Tech reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.
- Researchers must make a written request to the Georgia Tech Archives for permission to publish any materials from its Archives. Georgia Tech assumes no responsibility for copyright violations or for any other legal issues (including the release of student information, health information or otherwise restricted information) resulting from the use or publication of archival materials. It is the responsibility of the researcher to secure any necessary permission from the appropriate copyright holder to quote, publish, or reproduce items from the Georgia Tech Archives, and to acknowledge in print that the materials are used or published with permission of Georgia Tech.