Access Review Panel

With regard to manuscript restrictions beyond the donor's request, the Schlesinger Library has specific policies, developed in consultation with other repositories and state and federal statutes, concerning treatment of certain types of documents (including Social Security numbers, medical records, student records, legal and other case files). There are, however, instances where it may not be clear-cut as to whether a document or group of documents should be closed or restricted, or where there may be a difference of opinion. Such cases should be brought before the Library's Access Review Panel (ARP) for further discussion and decision-making. Before a processor closes or restricts materials for reasons not clearly stipulated by statutes or regulations, s/he should consult with the ARP.

How frequently the group needs to meet will become clear as the ARP gets underway, but initially the group will meet as the need arises. Processors who encounter a thorny issues of personal privacy or confidentiality will alert their team lead. Together they will bring the issues to the ARP for resolution. The processor will send a request to convene the panel to the Executive Director and will forward to each panel member a brief summary of relevant information, including scans or photocopies of a sample of the documents in question. At the review the processor will describe the issue(s) presented by the documents. While some cases may lend themselves to immediate resolution, others may require consultation with the OGC or the gathering of additional information. Decisions will be recorded (in this folder: G:\SCHLES\SHARED PROJECTS\Access Review Panel) and made available to guide further practice on similar issues.

In addition, the ARP will also address on a case by case basis requests for review or questions raised by researchers and or staff about restricted/closed material. Researchers requesting a review of access restrictions will put the request in writing and be assured that their concerns will be discussed and that they will be informed of the panel's findings with reasonable speed. Research librarians will supply samples of the material for consideration.

While the members (always an uneven number) of the group might change over time, initially members will be selected from the following:

Faculty Director of the Library

Executive Director of the Library

Head of Public Services

Head of Collection Services

Curator of Manuscripts

Team Leads