Library Policies and Guidelines

Registration and Issuing Library Cards

ALL patrons of The Library of Virginia must register to use all library and archival materials. Persons 18 years of age or older (or 16 or 17 years of age with written parental consent) may obtain a library card.  You may register for a library card at the Library or from your home computer. Residents of Virginia with valid registrations may borrow circulating library materials and access many of our subscription databases remotely. The Library is unable to provide remote access to subscription databases to out-of-state residents due to licensing agreements for digital content.

Photo identification, proof of residence and current address are required.  It is the patron's responsibility to inform the Library of changes in address or residence.  Virginia residents who register from their home computer will have their registration information validated against the Virginia Dept. of Motor Vehicles database.

Loan Procedures

Virginia residents my borrow materials that are available for check out. Up to 15 items may be checked at a time.  The loan period is 28 days for circulating materials. Serials, microfilm, microfiche, materials published prior to 1926, reference, and selected materials are non-circulating. Microfilm and microfiche are circulated through ILL only. It is at the Library's discretion to designate materials as non-circulating due to policy, age, condition, or special circumstances.

A registered patron must present a valid library card to check out materials. If you have registered online, you will be issued a card upon arrival at the Library.    If you forget your card, borrowing privileges will be limited to three items with proper identification. After three visits using identification, purchase of a replacement card is required. A fee of $5.00 is charged to replace lost cards.

Patrons who owe fines or have overdue materials will not be allowed to check out additional items.

Reserve Policy

Material currently in circulation may be placed on reserve for registered patrons. Patrons will be contacted by telephone, email, or mail when the reserved material is available. Reserved material will be held at the circulation desk for two weeks. Microfilm on reserve is held for two days.

Fines

A fine of 25 cents per day (including Sundays) per item is charged on overdue items. State holidays are excluded. A fee of $25.00 is charged for all returned checks.

Renewals

Circulating material may be renewed one time for 28 days from the date of the renewal. Materials may be renewed by phone at 804-692-3547, online using "My Account," or in person.

Items on reserve may not be renewed.

Requirements for using Unique and Rare Materials

A valid Library of Virginia library card will provide authorized access to Manuscripts, Maps, Rare Books and Visual Studies Collections.

The following rules must be observed in the Special Collections,  Manuscripts  and Map Research Rooms:

• Use pencil only.
• Use only one box, one folder of records, or one map at a time. Remove only one folder at a time.
• Do not remove materials from their folders.
• Maintain the existing order of records.
• Do not place anything on top of documents.
• Do not trace or lean on any portion of a map or document.
• Materials must be placed flat on tables and not held in the hands or in the lap.
• Use care in turning pages to avoid tearing or other damage. ∙
• Follow correct procedures for photocopy requests (see separate photocopy policy).

Only pencils, unbound note paper, index cards, portable computers, and loose research notes are allowed at the work tables. To maintain security of Virginia’s irreplaceable documentary heritage, personal items such as outer coats, bags, briefcases, purses, waist packs, backpacks, computer cases, packages, clipboards, notebooks in covers, bound or spiral notebooks, bound pads of paper, portfolios, folders, and envelopes are not permitted at the tables in the research rooms. Small lockers and designated shelves are available for storing these items. No food, chewing gum, cough drops, mints, beverage items, or containers are permitted in the reading rooms. The staff will provide pencils and scratch paper upon request.

Using the Manuscripts, Maps and Special Collections Reading Rooms

Original records will not be served if a photocopy, microfilm, or digital surrogate is available. Only the researcher who has signed for the records is allowed to handle the records. Conferences with others must be held outside the Research Room. No requests for manuscripts, maps or rare books will be accepted after 4:00 pm. All records must be returned (with stack service slip) to the desk by 4:30 pm. Researchers must exercise care in handling maps, manuscripts and rare books.

Archival Security, Privacy and Confidentiality

Research Room activities are monitored by closed-circuit television. Your research notes and any copies made for you may be examined before you leave the room. Material in the Archives and Map Research Rooms is available to all researchers on equal terms of access. Privileged or exclusive use of material will not be granted to any person or persons, nor is access to any body of material denied unless specified by legal, donor, or purchase restrictions. Sections §18.2-107 and §42.1-72 through §42.1-74.1 of the Code of Virginia provide for the safekeeping of records and manuscripts housed in the Library of Virginia. Penalties of up to five years’ imprisonment may be imposed for the destruction, mutilation, concealment, or removal of records. If a researcher fails to follow the procedures set forth in this document, the staff is authorized to take necessary actions, including refusing further use of records. The Virginia Freedom of Information Act (Code of Virginia, §2.2-3705.5) and the Virginia Public Records Act (Code of Virginia, §42.1- 78) establish guidelines for restricting access to privacy-protected information.

Privacy-protected records include, but are not limited to, certain educational, medical, financial, criminal, attorney-client, and personnel records. Privacy-protected information is considered confidential and is restricted from public access for 75 years following the date of record creation. In accordance with this legislation, the Library of Virginia can and will restrict, in whole or in part, access to records containing privacy-protected information. Improper disclosure of privacy-protected information is a breach of confidentiality that could result in the loss of access to the archival collections housed and maintained by Library of Virginia, and could result in legal penalties (Code of Virginia, §18.2-186.3). This access policy applies to state and local government archival collections in both paper and electronic form. Access to privately donated collections may be restricted by the donors of the material.

Books, Manuscripts and Maps Photocopy Policy

A Library of Virginia library card is required in order to make photocopies or printouts. The card can be used with the photocopy machines, microform printers, and all computer print stations.

Library staff will determine whether an item is suitable for photocopying. Some items, such as maps or bound volumes, may be too fragile, large, or heavy to be photocopied. When copies of these items are requested, staff will suggest an alternate means of reproduction. Scanners and flash photography are not allowed. Patrons can submit a request form for permission to use photo-duplication equipment without flash or external lighting devices. An archivist can provide more information on this procedure. Library staff reserve the right to refuse to copy material that may be damaged by photocopying. Material cannot be photocopied if there are donor-imposed restrictions on reproduction, or if the original is owned by another repository. Patrons using manuscript materials may identify pages for reproduction with photocopy markers, which are provided at each table in the Archives Research Room. Researchers note the pages to be copied on the markers, and then place them directly in front of the selected documents. Patrons may keep these markers and are urged to annotate them with a complete citation to the copied materials. Patrons should return the entire folder, box, or volume to the Research Room desk in order for the copies to be made. If scanned images saved to a disk are required, please consult an archivist.

Copyright and Fair Use

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 those specified 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 for purposes in excess of “fair use,” that user may be liable for copyright infringement.

• Studying the image(s) for research purposes
• Using the image(s) in a one-time presentation for a class or a business or state agency departmental meeting
• Using the image(s) in a one-time written report for a class project or assignment
• Using the image(s) in a business or state agency internal departmental written report that will not be distributed beyond the department

The following are not considered personal use:

• Publishing the image(s) in a printed source, whether published commercially or privately by the author
• Reuse of the image(s) on a personal, state agency, or commercial Web page on the Internet, including electronic books or exhibitions
• Using the image(s) on electronic media such as, but not limited to, a CD or DVD for commercial distribution
• Using the image(s) in an exhibition or on a historic marker

Please consult with an archivist if you need images for non-personal use or have additional questions.

The Library of Virginia reserves the right to refuse to make copies if, in its judgment, fulfillment of the order would involve a violation of copyright law.

Requests for permission to publish archival and manuscript records should be directed to Archives Reference Services.

Photocopy Fees

Book, microform and single page manuscript copies are made by applying monetary credit to your library card.

Regular book copies are 25 cents per page. Copyright restrictions apply and are posted on each copier and scanner.

Each patron registered in the Archives and Map Research Rooms is allowed a maximum daily limit of twenty-five photocopies at 50 cents per page. All copies are made by ARS staff using the patron’s library card. Copies required in excess of this daily limit are available from the Photographic Services Department at 50 cents to $1.50 per page, depending on the size of the copy. All photocopy requests must be submitted to the desk by 4:20 pm. Archival materials are returned to the stacks at 4:30 pm.

Oversized materials (items larger than 11 x 17 inches) and bound volumes may be copied by Library staff using an overhead scanner. Same-day service is not available for oversized photocopy orders. Each patron is allowed a maximum of twenty-five scans at $2.00 per page. Patrons submitting scanning orders exceeding twenty-five pages will be charged a $25.00 service fee, plus $2.00 per page. Copies may be picked up at the Circulation Desk, or shipped for an additional fee. Only paper copies will be produced. Scanned images will not be saved to a disk or transmitted by e-mail

Photography Policy

All photography (digital and film), filming, and videotaping of archival materials require prior approval from the Library of Virginia. Images may be reproduced for personal use only, as described below. The Library may refuse requests to copy materials from collections due to conditions of original material, donor or copyright restrictions, or potential for damage to material resulting from copying equipment. Patrons may not stand on chairs, stools, or tables when taking photographs. Archival material, maps, and architectural drawings must remain on the table and in the folders in the room in which they are served. Flash photography and external lighting devices are not allowed.