North Carolina Yearly Meeting Archives
Policy Statement
Committee of the Care of Yearly Meeting Records
North Carolina Yearly Meeting
Policy Statement
The Friends Historical Collection of Guilford College, Greensboro, North Carolina is the depository for the permanent records of North Carolina Yearly Meeting (Friends United Meeting) and its constituent meetings.
The following policies on accession, use, and retention were reviewed, amended, and approved on January 22, 2002 by North Carolina Yearly Meeting (Friends United Meeting).
ACCESS
The North Carolina Yearly Meeting records are open to all North Carolina Friends without charge. They are also open to anyone under the same terms within the restrictions set down by the Guilford College Library Director, the Friends Historical Collection Librarian, the Faculty Library Committee, and the Committee on the Care of Yearly Meeting Records.
Each visitor is to register and sign any access forms that may be required.
Access is limited to members of the records-issuing body, i.e. monthly, quarterly, yearly meeting, or their constituent committees, for twenty-five years prior to the current date, unless special permission is obtained in writing by the researcher from appropriate representatives of the issuing body.
The issuing body may choose to restrict categories of records that affect the privacy rights of individuals. Such restrictions may apply for a period of time not to exceed seventy-five years from the record date. Examples of records that may fall under this restriction include: Ministry and Counsel minutes, clerks' correspondence, personnel files, and donor records. Meetings should not refrain from depositing records due to any confidentiality concerns.
USE
Microfilm copies of original records will be used whenever possible. Original records may be consulted only on the discretion of the Friends Historical Collection Librarian.
No pens may be used with manuscript materials and researchers are required to follow any additional guidelines established by the Friends Historical Collection Librarian.
REPRODUCTION
If the purpose of a researcher is to publish significant quantities of manuscript materials (significant is defined as any amount beyond that of a standard quotation), or if large quantities of copies (about 25 pages or more) are requested, the researcher must obtain the permission of the issuing body: North Carolina Yearly Meeting or any constituent body. Publishing is defined in this document to refer to any widespread dissemination, including but not limited to, books, genealogical compilations, and web page documents. Copy restrictions apply any form of reproduction, including but not limited to, photocopies and digital scans.
The Friends Historical Collection can limit the number of copies they will provide for any one researcher. Photocopy requests from individual researchers are filled at the discretion of the Friends Historical Collection Librarian.
The Friends Historical Collection staff will copy sets of minutes upon request by a meeting for reference copy. Copies made for the use of the issuing body will be paid for by that body unless it no longer exists or is unable to pay. In that event copies will be paid for with records committee funds.
Microfilm is not available for purchase by individuals. Microfilm may be offered for sale or exchange to other centers of Quaker research.
RETENTION
No records may be removed from the Friends Historical Collection without the written consent of the Committee on the Care of Yearly Meeting Records or by minute of the originating body.
