Local History Archive & Research Area
GENERAL INFORMATION
The Local History Archive and Research Area is the final phase of a multi-year restoration and renovation of the Glen Ridge Public Library. In celebration of the Library’s centennial anniversary in 2012, the Board of Trustees held a year-long campaign to raise the funds necessary to digitize the local history collection into a searchable database and to renovate the area with proper archival storage and custom made cabinetry. The area was designed in consultation with professional archivists and a Caucus Archival Projects Evaluation Services (CAPES) report provided by the New Jersey Historical Commission. The collection was scanned and a searchable database is hosted and maintained by Innovative Document Imaging, LLC in New Brunswick, NJ. As funding allows, the Library continually add items to the digitized collection in order to provide as much content as possible to the user. The Library has redundant and off-site storage to these digital files to ensure long term access as forms of electronic formats change over time. In addition, microfilm has been retained as the preservation standard.
CONTENT OF COLLECTION
The Glen Ridge Public Library provides a Local History Archive and Research Area to serve the needs of the Library and the community of Glen Ridge. The Glen Ridge Public Library’s Local History Archive Area contains materials relating to the people and history of Glen Ridge, NJ and its surrounding communities. The collection consists of, but is not limited to: books, pamphlets, microfilm, photographs, audio recordings, maps, yearbooks, newspapers, city directories, and other relevant ephemera. Materials are placed in the Local History Archive and Research Area because they are unique, costly to replace, or are irreplaceable.
ROOM USE POLICY
To ensure the continued access to and preservation of unique materials in the Local History Archive and Research Area, the following rules and guidelines for collections and room usage shall be observed. Failure to observe these rules will result in loss of research and/or Library privileges.
Use of this room is governed by the policy established by the Library Board of Trustees and any applicable rules or regulations adopted by the Library. The Library Director as the executor of the policy for the Board of Trustees has discretion in determining what use is “in the best interest of the Library” and is authorized to act accordingly, including limiting the use of the Local History Archive and Research Area by individuals whose activities interfere with Library operations, adversely affect public safety, or cause public disturbances. The Board of Trustees may modify, amend or supplement this policy, as it deems necessary and appropriate.
PRIORITY FOR USE
The Local History Archive and Research Area is open to the public and is available on an unlimited first-come, first-served basis. The priority for use of this room is to conduct research as related to local history and genealogy. General use of this room for quiet study will be accommodated as space and need allows. Patrons not utilizing the Local History Archive and Research Area for local history or genealogical research may be asked by Library staff to relocate to other areas intended for quiet study or general usage elsewhere in the Library if necessary.
The Local History Archive and Research Area may be reserved for related programming. During such events it will be closed to the general public.
COMPUTER USE
Use of Library computers in the Local History Archive and Research Area is restricted to local history and genealogical related research. General computing activities such as word processing, web browsing, email, social networking or gaming are not permitted in the Local History Archive and Research Area.
Computers intended for general computing purposes are available on the main floor, in the children’s department, and in-house laptops are available. Printing from all library computers is available for a small fee. Wireless printing is available as well.
Personal laptops, mobile devices, scanners, and digital cameras are permitted in the Local History Archive and Research Area; however those using such devices are subject to following the rules outlined in the Collection Use Policy (see below).
LIMITS OF USE
Individuals in 6th grade and under must be accompanied by a caregiver at least 18 years of age. Due to the public use of equipment and proximity to the teen area, a quiet atmosphere for general study is not guaranteed. Users of this room are subject to the Library’s Code of Conduct.
Materials found in the Local History Archive and Research Area are for use within the room and are not available, with the exception of supervised photocopying and scanning, for use elsewhere in the Library. Please ask for assistance with photocopying and scanning delicate materials at the main floor circulation desk. It is the responsibility of the researcher to follow all copyright laws and pay for copies.
PROCEDURES
Users are welcome to access the Local History Archive and Research Area computers during Library operating hours. The Local History Archive and Research Area closes 15 minutes before the official close of the Library and computers will be shut-down at this time. Warnings of the room’s closure are not guaranteed. Due to the expected use of the computers in this area (see PRIORITY FOR USE), users will be allowed to use the computers without time restrictions. However, we ask that users be courteous of others who wish to utilize the machines. In the event that more than one user requests the use of the same machine, a limit of one hour per user per machine may be enforced. Users of the equipment are expected to have a basic understanding of computer use. Staff may not always be available to assist. Extended one-on-one assistance with equipment may require an appointment.
Materials housed in the collection have been digitized and are accessible via an online database accessible on Library computers only. Access to the database on our wireless network is not available. The physical collection is inaccessible to Library users, it is stored in archival safe storage located in the Local History Archive and Research Area. Should it be deemed appropriate by designated Library staff members that a user must access primary source document(s) during their research; the Collection Use Policy will take effect.
DAMAGES AND LIABILITY
The Library is not responsible for possessions left in the Local History Archive and Research Area. Any individual using the Local History Archive and Research Area shall be held responsible for willful or accidental damage to the Library building, collections, equipment, or furniture caused by the individual or group in accordance with the Meeting Room Policy and Patron Code of Conduct.
SECURITY
The Local History Archive and Research Area is monitored 24/7 by surveillance cameras. The physical collection is housed in locked cabinets located in the room. The Local History Archive and Research Area closes 15 minutes before the Library’s official daily closing time, computers will be shut-down at this time.
Those requiring access to the primary source collection will be required to complete a Researcher Registration Form which will be kept on file in the Library. In addition, users will be required to leave current government issued photo identification with Library staff while the collection is being accessed.
COLLECTION USE POLICY
The Library houses a digitized and searchable database of the majority of the items housed in the Local History Archive and Research Area. Researchers should use this resource as the starting point of their research. The computers also provide access to Ancestry.com Library Edition and the Internet.
Should it be deemed necessary and appropriate by Library staff for a researcher to gain access to the original source documents, users are expected to follow these rules and guidelines when handling the collection. These guidelines are designed to provide a workable compromise between preservation and use in accordance with current professional library and archival standards.
Access to the physical collection is restricted and only when staff supervision is available. You may be required to make an appointment.
Research requiring extensive assistance from Library staff will require an appointment(s).
Users are expected to handle all materials with care. Please make sure your hands are clean. Supplied gloves and book supports are to be used when handling the collection.
Do not lean on items being read or transcribed.
Tracing of materials is not permitted.
Use of scanners requires staff supervision.
Flash photography is not permitted.
Those accessing the physical collection will be required to complete a Researcher Registration Form. Users will be required to leave current government issued photo identification with Library staff while the physical collection is being accessed.
Ink pens or markers, crayons, scissors, adhesive glues/tapes and other craft supplies of any kind are not permitted. Notes must be taken by pencil or by computer.
The collection will be maintained in a clean, safe, and secure environment. Items may be housed in folders, containers, envelopes, etc. Do not remove the items from their enclosures. Authorized Library staff may remove these items only from their archival safe environment if deemed appropriate.
Please notify staff if you find items damaged, in disrepair, or out of order. Do not clean, repair or organize the items yourself.
Materials in the Local History Archive and Research Area do not circulate.
Materials found in the Local History Archive and Research Area are for use within the room, with the exception of supervised photocopying or scanning. Please ask for Library staff for assistance with photocopying or scanning delicate materials at the main floor circulation desk. It is the responsibility of the researcher to follow all copyright laws and pay for copies. Library staff may refuse to allow photocopying of rare and fragile material.
Copies may be made from books and documents at the discretion and supervision of the Library staff, based on the condition of the item. A photocopier is available near the main Circulation desk. Copies are $0.10 per page (8.5” x 11”), $0.20 per page (11” x 17”). It is the responsibility of the researcher to be aware of all copyright laws.
Limited staff supervised scanning may be done at no cost. Scanned items may be saved to a CD-R, flash drive or emailed.
Please leave all materials on the table after use for Library staff to shelve.
No food, candy/gum, or drink of any kind is permitted in the Local History Archive and Research Area.
PHOTOGRAPHY AND REPRODUCTION USE REGULATIONS
Persons using photographs housed in the Local History Archive for any commercial use, such as publication in books, magazines, or in separate print form, including wall decoration for a business establishment, must complete the APPLICATION FOR PERMISSION TO PHOTOGRAPH OR REPRODUCE LOCAL HISTORY MATERIALS. The Library Director must approve this application. The borrower, photographer, publisher, or producer must explain fully the intended use of the photographs and certify on the application that said photographs are solely for the use intended and that no secondary utilization in any other form, or by any other business, is intended. Any further reproduction is prohibited without the written permission of the Glen Ridge Public Library.
A fee may be charged by the Library.
The only exception to the above regulation is photography by local newspapers or magazines for publicity purposes or to illustrate feature articles.
The Library reserves the right to determine the limitations of distance, brilliance and duration of lighting for photography of library materials, due to the injurious effect which light and heat have on some materials.
Permission for commercial publication of photographs or reproductions requires the following conformance to library policy:
a. Credit must be given to the Glen Ridge Public Library.
b. If the reproduction is to be used in advertising, approval must be obtained from the Library Director on the manner in which the reproduction will be used as well as the copy which will accompany it.
Under no circumstances will the Library give permission to distributors of photographs that do not publish themselves but sell photographs of pictures to publishers. The Library reserves the right to deal directly with any of the controls which it exercises over the proper reproduction of its local history materials.
POLICY REVIEW
This policy will be reviewed, along with an overall evaluation of the collection, by the Glen Ridge Library Board of Trustees every five years, or sooner at the discretion of the Library Director. Amendments and/or revisions to this policy shall be formulated and recommended to the Board by the Library Director as necessary.
The Local History Archive and Research Area is the final phase of a multi-year restoration and renovation of the Glen Ridge Public Library. In celebration of the Library’s centennial anniversary in 2012, the Board of Trustees held a year-long campaign to raise the funds necessary to digitize the local history collection into a searchable database and to renovate the area with proper archival storage and custom made cabinetry. The area was designed in consultation with professional archivists and a Caucus Archival Projects Evaluation Services (CAPES) report provided by the New Jersey Historical Commission. The collection was scanned and a searchable database is hosted and maintained by Innovative Document Imaging, LLC in New Brunswick, NJ. As funding allows, the Library continually add items to the digitized collection in order to provide as much content as possible to the user. The Library has redundant and off-site storage to these digital files to ensure long term access as forms of electronic formats change over time. In addition, microfilm has been retained as the preservation standard.
CONTENT OF COLLECTION
The Glen Ridge Public Library provides a Local History Archive and Research Area to serve the needs of the Library and the community of Glen Ridge. The Glen Ridge Public Library’s Local History Archive Area contains materials relating to the people and history of Glen Ridge, NJ and its surrounding communities. The collection consists of, but is not limited to: books, pamphlets, microfilm, photographs, audio recordings, maps, yearbooks, newspapers, city directories, and other relevant ephemera. Materials are placed in the Local History Archive and Research Area because they are unique, costly to replace, or are irreplaceable.
ROOM USE POLICY
To ensure the continued access to and preservation of unique materials in the Local History Archive and Research Area, the following rules and guidelines for collections and room usage shall be observed. Failure to observe these rules will result in loss of research and/or Library privileges.
Use of this room is governed by the policy established by the Library Board of Trustees and any applicable rules or regulations adopted by the Library. The Library Director as the executor of the policy for the Board of Trustees has discretion in determining what use is “in the best interest of the Library” and is authorized to act accordingly, including limiting the use of the Local History Archive and Research Area by individuals whose activities interfere with Library operations, adversely affect public safety, or cause public disturbances. The Board of Trustees may modify, amend or supplement this policy, as it deems necessary and appropriate.
PRIORITY FOR USE
The Local History Archive and Research Area is open to the public and is available on an unlimited first-come, first-served basis. The priority for use of this room is to conduct research as related to local history and genealogy. General use of this room for quiet study will be accommodated as space and need allows. Patrons not utilizing the Local History Archive and Research Area for local history or genealogical research may be asked by Library staff to relocate to other areas intended for quiet study or general usage elsewhere in the Library if necessary.
The Local History Archive and Research Area may be reserved for related programming. During such events it will be closed to the general public.
COMPUTER USE
Use of Library computers in the Local History Archive and Research Area is restricted to local history and genealogical related research. General computing activities such as word processing, web browsing, email, social networking or gaming are not permitted in the Local History Archive and Research Area.
Computers intended for general computing purposes are available on the main floor, in the children’s department, and in-house laptops are available. Printing from all library computers is available for a small fee. Wireless printing is available as well.
Personal laptops, mobile devices, scanners, and digital cameras are permitted in the Local History Archive and Research Area; however those using such devices are subject to following the rules outlined in the Collection Use Policy (see below).
LIMITS OF USE
Individuals in 6th grade and under must be accompanied by a caregiver at least 18 years of age. Due to the public use of equipment and proximity to the teen area, a quiet atmosphere for general study is not guaranteed. Users of this room are subject to the Library’s Code of Conduct.
Materials found in the Local History Archive and Research Area are for use within the room and are not available, with the exception of supervised photocopying and scanning, for use elsewhere in the Library. Please ask for assistance with photocopying and scanning delicate materials at the main floor circulation desk. It is the responsibility of the researcher to follow all copyright laws and pay for copies.
PROCEDURES
Users are welcome to access the Local History Archive and Research Area computers during Library operating hours. The Local History Archive and Research Area closes 15 minutes before the official close of the Library and computers will be shut-down at this time. Warnings of the room’s closure are not guaranteed. Due to the expected use of the computers in this area (see PRIORITY FOR USE), users will be allowed to use the computers without time restrictions. However, we ask that users be courteous of others who wish to utilize the machines. In the event that more than one user requests the use of the same machine, a limit of one hour per user per machine may be enforced. Users of the equipment are expected to have a basic understanding of computer use. Staff may not always be available to assist. Extended one-on-one assistance with equipment may require an appointment.
Materials housed in the collection have been digitized and are accessible via an online database accessible on Library computers only. Access to the database on our wireless network is not available. The physical collection is inaccessible to Library users, it is stored in archival safe storage located in the Local History Archive and Research Area. Should it be deemed appropriate by designated Library staff members that a user must access primary source document(s) during their research; the Collection Use Policy will take effect.
DAMAGES AND LIABILITY
The Library is not responsible for possessions left in the Local History Archive and Research Area. Any individual using the Local History Archive and Research Area shall be held responsible for willful or accidental damage to the Library building, collections, equipment, or furniture caused by the individual or group in accordance with the Meeting Room Policy and Patron Code of Conduct.
SECURITY
The Local History Archive and Research Area is monitored 24/7 by surveillance cameras. The physical collection is housed in locked cabinets located in the room. The Local History Archive and Research Area closes 15 minutes before the Library’s official daily closing time, computers will be shut-down at this time.
Those requiring access to the primary source collection will be required to complete a Researcher Registration Form which will be kept on file in the Library. In addition, users will be required to leave current government issued photo identification with Library staff while the collection is being accessed.
COLLECTION USE POLICY
The Library houses a digitized and searchable database of the majority of the items housed in the Local History Archive and Research Area. Researchers should use this resource as the starting point of their research. The computers also provide access to Ancestry.com Library Edition and the Internet.
Should it be deemed necessary and appropriate by Library staff for a researcher to gain access to the original source documents, users are expected to follow these rules and guidelines when handling the collection. These guidelines are designed to provide a workable compromise between preservation and use in accordance with current professional library and archival standards.
Access to the physical collection is restricted and only when staff supervision is available. You may be required to make an appointment.
Research requiring extensive assistance from Library staff will require an appointment(s).
Users are expected to handle all materials with care. Please make sure your hands are clean. Supplied gloves and book supports are to be used when handling the collection.
Do not lean on items being read or transcribed.
Tracing of materials is not permitted.
Use of scanners requires staff supervision.
Flash photography is not permitted.
Those accessing the physical collection will be required to complete a Researcher Registration Form. Users will be required to leave current government issued photo identification with Library staff while the physical collection is being accessed.
Ink pens or markers, crayons, scissors, adhesive glues/tapes and other craft supplies of any kind are not permitted. Notes must be taken by pencil or by computer.
The collection will be maintained in a clean, safe, and secure environment. Items may be housed in folders, containers, envelopes, etc. Do not remove the items from their enclosures. Authorized Library staff may remove these items only from their archival safe environment if deemed appropriate.
Please notify staff if you find items damaged, in disrepair, or out of order. Do not clean, repair or organize the items yourself.
Materials in the Local History Archive and Research Area do not circulate.
Materials found in the Local History Archive and Research Area are for use within the room, with the exception of supervised photocopying or scanning. Please ask for Library staff for assistance with photocopying or scanning delicate materials at the main floor circulation desk. It is the responsibility of the researcher to follow all copyright laws and pay for copies. Library staff may refuse to allow photocopying of rare and fragile material.
Copies may be made from books and documents at the discretion and supervision of the Library staff, based on the condition of the item. A photocopier is available near the main Circulation desk. Copies are $0.10 per page (8.5” x 11”), $0.20 per page (11” x 17”). It is the responsibility of the researcher to be aware of all copyright laws.
Limited staff supervised scanning may be done at no cost. Scanned items may be saved to a CD-R, flash drive or emailed.
Please leave all materials on the table after use for Library staff to shelve.
No food, candy/gum, or drink of any kind is permitted in the Local History Archive and Research Area.
PHOTOGRAPHY AND REPRODUCTION USE REGULATIONS
Persons using photographs housed in the Local History Archive for any commercial use, such as publication in books, magazines, or in separate print form, including wall decoration for a business establishment, must complete the APPLICATION FOR PERMISSION TO PHOTOGRAPH OR REPRODUCE LOCAL HISTORY MATERIALS. The Library Director must approve this application. The borrower, photographer, publisher, or producer must explain fully the intended use of the photographs and certify on the application that said photographs are solely for the use intended and that no secondary utilization in any other form, or by any other business, is intended. Any further reproduction is prohibited without the written permission of the Glen Ridge Public Library.
A fee may be charged by the Library.
The only exception to the above regulation is photography by local newspapers or magazines for publicity purposes or to illustrate feature articles.
The Library reserves the right to determine the limitations of distance, brilliance and duration of lighting for photography of library materials, due to the injurious effect which light and heat have on some materials.
Permission for commercial publication of photographs or reproductions requires the following conformance to library policy:
a. Credit must be given to the Glen Ridge Public Library.
b. If the reproduction is to be used in advertising, approval must be obtained from the Library Director on the manner in which the reproduction will be used as well as the copy which will accompany it.
Under no circumstances will the Library give permission to distributors of photographs that do not publish themselves but sell photographs of pictures to publishers. The Library reserves the right to deal directly with any of the controls which it exercises over the proper reproduction of its local history materials.
POLICY REVIEW
This policy will be reviewed, along with an overall evaluation of the collection, by the Glen Ridge Library Board of Trustees every five years, or sooner at the discretion of the Library Director. Amendments and/or revisions to this policy shall be formulated and recommended to the Board by the Library Director as necessary.
