Collections Governing Access Statements

Owned by Betts Coup
Last updated: Feb 03, 2023

A statement on access is required by DACS.

If a collection is open for research and has no other limitations on access, state this. 

  • There are no restrictions on physical access to this material. Collection is open for research. 


Houghton tracks formerly restricted collections by appending the aforementioned statement.

  • There are no restrictions on physical access to this material. Collection is open for research. Formerly restricted until 2011.


When a collection or a portion of a collection is stored offsite at the Harvard Depository, note this in the statement on access. If the collection is otherwise open then the finding aid will get a Conditions Governing Access note with two sub-notes, as below. 

  • Collection is open for research. 
  • This collection/a portion of this collection is shelved offsite at the Harvard Depository. Retrieval requires advance notice. Readers should check with Houghton Public Services staff to determine what material is offsite and retrieval policies and times.


All collections in processing or end processing should be closed to researchers.

Processing archivists are responsible for adding the processing notes and removing at the end of processing, or adding an end processing notes. The head of the manuscript section will remove the end processing notes once notified by the End Processor that this work is completed. 

If a full or part of a collection is in processing:

  • 506 1_ $$a The collection [or a portion of this collection] is closed for processing, YYYY. 

If a full collection is in end processing:

  • 506 1_ $$a The collection is closed for end processing, YYYY. 

If part of a collection is in end processing:

  • 506 1_ $$a Series I of this collection is closed for end processing, YYYY. The remaining portions are open for research.


The general philosophy is that most materials should be open for use. Archivists and catalogers should use their judgment to determine when something truly needs special treatment. If curators specifically request something be restricted that is fine. 

When a collection needs some care in handling but you don’t want to restrict content, use one Conditions Governing Access note with two sub-notes, as below. 

  • Collection is open for research.
  • This collection/ a portion of this collection may contain fragile materials that require special care in handling. Please request assistance as needed with fasteners or brittle pages.


The following 11 statements on access should be used to describe various types of restrictions. If the restriction applies to only a small portion of the collection, repeat the statement at the applicable level and specify at the collection level which materials the statement specifically refers to. 

  • Restricted: fragile; use surrogate For access to original consult curatorial staff. 
  • Restricted: fragile; consult curatorial staff. 
  • Restricted: special handling required; consult curatorial staff for appointment. 
  • Restricted: unprocessed; consult curatorial staff.  
  • Restricted: limited access; consult curatorial staff. 
  • Restricted: limited access; use surrogate. For access to original, consult curatorial staff. 
  • Restricted: donor/depositor permission required; [collection/series/folder/item] closed until YY MONTH DD or on deposit]; consult curatorial staff.
  • Restricted: closed for processing until YYYY MONTH. 
  • Restricted: closed for conservation. 
  • Restricted: for legal or university policy reasons; available YYYY MONTH. 

  • Restricted use of digital material: surrogates required. Consult curatorial staff.