Creating a Permissions Form

These forms are created for users to sign as a condition of access to specific collections.

We generally use these as a way to remind researchers that third-party data is within the records they are using; some of them may require specific terms, such as only identifying individuals by initial.The use of these forms, while cumbersome, allows us to provide borader access to sensitive material that we might otherwise wish or need to close.

These forms are kept here:  G:\SCHLES\PUBLIC SERVICES\Condition_of_Use.

Discuss access conditions and wording with your team lead and Ellen Shea before drafting a permission form. Check out a few of the more current ones before you write one from scratch. Creating a form with clear wording that can be understood by both a researcher and by Research Services staff (who administer the forms) is very important.

Add the completed form to the folder on the G drive and notify Research Services of its existence.

If access to the collection (or any part of it) requires written permission of the donor, please pass on your knowledge of the donor's contact info to Research Services. Create a separate document in the Condition of Use folder  (G:\SCHLES\PUBLIC SERVICES\Condition_of_Use)  and record whatever information - street address, email, phone number, etc., you have for the donor. If there are any special circumstances you think a Research Services staff should know, record that as well.