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Reading Room Access: 

RBML reading rooms are open Monday to Friday, 10am to 4pm by advance appointment to external visitors and Columbia affiliates.

• Appointments are required and must be booked at least 7 days in advance and up to 90 days in advance.

• Seats are limited and appointment bookings are first-come, first served. We cannot guarantee the availability of your preferred appointment dates/times.

• For instructions on how to request materials and book an appointment, please see our Appointment FAQ page 

IMPORTANT INSTRUCTIONS FOR EXTERNAL VISITORS:

• Appointments are required and must be booked at least 7 days in advance and up to 90 days in advance. External visitors must follow the steps on our Appointment FAQ page to request material and book an appointment.

• Carefully read all appointment confirmation and campus access emails and follow instructions provided by staff.

• Once on campus, visitors must check in for each appointment at the Library Information Office in Butler Library during business hours with government-issued ID.

• Please check Columbia’s Public Safety page for campus alerts or access restrictions, as well as information related to accessing campus during inclement weather. 

• If circumstances require library staff to cancel appointments for any reason, users will be contacted by email as promptly as possible.

GUIDELINES FOR ALL READING ROOM USERS: PLAN AHEAD

• Appointments are required and must be booked at least 7 days in advance and up to 90 days in advance.

• Seats are limited and appointment bookings are first-come, first served. We cannot guarantee the availability of your preferred appointment dates/times.

• Up to five requests may be submitted for an appointment and will be prepared in advance by library staff.
• Appointments are for one individual. Pairs or groups cannot be accommodated.
• Individuals may decide to mask based on their own circumstances and preferences. Masks will be available if you wish to wear one.

REGISTER | REQUEST | VISIT | ACCESS | USE | COPY | PUBLISH

Because RBML materials are rare, unique, and usually irreplaceable, they are subject to a higher level of security than other library materials. RBML collections do not circulate and can only be accessed in our Reading Rooms.

• Researchers are required to register their own Special Collections Research Account to request to see any materials in the RBML Reading Room.  You will need to provide current address and contact information (email. phone number, etc). 
• Upon your first visit, you will need validate your account in-person with government issued photo identification or valid Columbia ID
•  We will take your photo for security purposes.

HOW TO REQUEST MATERIALS & BOOK APPOINTMENTS

Once you have created your Special Collections Research Account, you will be able to request materials and book appointments. 

• Please see our Appointment FAQ page for detailed instructions

• PLAN AHEAD: Appointments are required and must be made well in advance
  • Minimum lead time is 7 days in advance. 
  • Maximum lead time is 90 days in advance.
• Up to 5 collection items may be requested per day, and must be requested at least 7 days in advance of an appointment
  • If your requests exceed our daily limits, library staff will contact you to request that you prioritize your selections and will assist you with your options.

• When selecting an appointment, please note that there are two reading room calendars to choose from: RBML UArchives Reading Room and RBML Woods Reading Room. Be sure to check both calendars to find all available slots.

Please be respectful of staff and other users and only make appointments you intend to keep. Seats are limited and we staff our reading room by appointment only. We reserve the right to cancel the remainder of your appointment if you are over 30 minutes late.

For collection items with individual CLIO catalog records:

• Select Request: Special Collections on the right side of the catalog record. 
• You will be prompted to log in to your Special Collections Research Account
• Link your request with an Appointment. 
  • You can either make a new appointment using the "New Appointment" button
  • or select an existing appointment
• Submit your request. 
  • Library staff will contact you to confirm your appointment and request(s).

For archival collections

• Search CLIO or the Archival Collections Portal to locate a link to the collection’s online finding aid. 
• View the Container List for the collection and select specific boxes using the toggle boxes on the right. 
• Press the Submit Request button highlighted in red at the top of the page. 
• Follow the prompts to log in to your Special Collections Research Account. Your requests will appear in your Outstanding Requests list with the status Request Needs Appointment.
• From here, you can follow the instructions to make a new appointment by clicking Actions > Edit Request and linking the request to that appointment
• Hit Submit Request

For archival collections with legacy PDF finding aids

• Search CLIO or the Archival Collections Portal to locate a link to the collection’s PDF finding aid. 
• Review the finding aid and note the specific boxes you wish to consult.
• Go back to the CLIO Select Request: Special Collections on the right side of the catalog record. 
  • You will be prompted to log in to your Special Collections Research Account. 
  • Add the Box Number to the request form (only one box number per form)
  • Link your request with an Appointment
  • Submit your request. 
• If you wish to request additional boxes from the same collection:
  • Locate your first request in your Outstanding Requests list
  • Click Actions > Clone Request 
  • Edit the Box Number in the form. 
  • Link the request with an Appointment 
  • Submit your request. 
    • Library staff will contact you to confirm your appointment and request(s).

UNPROCESSED MATERIALS

Staff capacity to review requests for unprocessed materials is limited. 

As part of our commitment to intellectual accessibility, the Rare Book & Manuscript Library (RBML), informs the public of the collections in our custody, even if they are not fully accessible to researchers, and make basic collection-level records available immediately upon accession. We make every effort to give our researchers access to the collections, whenever possible, by doing a quick assessment of what can be seen without processing. An unprocessed collection might be partially or fully closed for research if the materials in question are excessively fragile, impossible to locate due to lack of arrangement within the collection, or contain sensitive information.

Collections that are unprocessed have a restriction note in CLIO that states,"Material is unprocessed. Please contact rbml@library.columbia.edu for more information." If the collection has been previously requested and evaluated for access by an archivist, the outcome of that review will be reflected there as well.

How do I request access to an unprocessed collection?

Please contact rbml@library.columbia.edu describing the unprocessed collection you wish to access. An archivist will review the request, and will determine whether the material can be made available in the reading room. You should hear from us within three weeks.

What should I expect when visiting RBML to use unprocessed archival materials?

If the collection can be made available, you will need to make an advance appointment. Staff will assist you with placing requests for available materials. Keep in mind that the box numbers and other citation information for the documents in the collection are subject to change during processing.

Handling unprocessed archival materials in the reading room:

• Because such collections are unprocessed and somewhat fragile, you will be seated at a reading room table close to the manager's desk. This will allow the reading room manager to more easily assist you with any handling issues that may arise, and help to prevent damage to the materials. 
• Please be especially careful when handling materials from unprocessed collections. If you see something that you feel unsure about handling, either because of its condition or its format, do not hesitate to ask for assistance.
• We require all researchers to use gloves when handling photographs that are not encased in polyester sleeves. Gloves are available in the reading room for researchers to use.
• We cannot provide access to original time-based media material which has not first been reformatted for preservation. Researchers are welcome to examine archival time-based media items and decide whether they wish to place an order for Audio/Video reformatting. If copyright and/or condition restrictions apply, it may not be possible to digitize a requested item. Please note that A/V reformatting is handled by an outside vendor and typically takes 6 to 8 weeks.
• As when handling any other archival collection, please remove only one folder from a box at a time, and keep all materials in the same order that you found them. An unprocessed collection may not be arranged in any way that makes particular sense, but maintaining it in its current order allows us to more easily ensure that all items are accounted for when the collection is processed.
• Archives and manuscripts often contain sensitive or Personally Identifiable Information (PII). This may include, but is not limited to, medical records, social security numbers, student records, personnel records, financial records, privileged communications, and other information of a highly personal nature. We make every effort to identify private or identifying material and remove or redact this information as well. To foster and encourage ethical research practices and good judgment, we would ask you to notify library staff if you have concerns about PII encountered in the course of your research.

Materials are accessed by appointment in a supervised reading room, an enclosed space where users work in close proximity with one another.

Appointments are for one individual. The reading room cannot accommodate pairs or groups.  

For the comfort of all and to ensure the security of our collections, users are required to follow these policies and procedures:

• Surgical-type masks are strongly recommended

• Keep at least six feet (two arms lengths) apart from other people whenever possible

• Wash your hands before entering the reading room. Restrooms are located in the East hallway, near the elevators.

• Registration with valid photo identification (CUID or government-issued ID) is required. Every user's photograph is also taken for security purposes.

• Pencils, laptops, tablets and digital cameras are permitted. Note paper will be provided.

• Personal belongings including outerwear, backpacks, purses, briefcases, computer cases/sleeves, camera bags, parcels, envelopes, and portfolio folders are not permitted at reading room tables. 

  • A locker and key will be provided for you to securely store your personal belongings.

• Reading room temperatures are low to protect collection materials. Outerwear may not be worn but you may consider dressing in layers for comfort.

• Food and beverages are not permitted.
• Refrain from using strong perfumes or colognes.

• Please mute electronic devices and keep conversations to a minimum.

• Access may be limited under the following conditions: when papers are being processed; a result of donor-imposed restrictions; or when their physical condition warrants restricted use. In cases of collections in process, staff will work with you to facilitate access wherever possible.
  • Archives and manuscripts often contain sensitive or Personally Identifiable Information (PII). This may include, but is not limited to, medical records, social security numbers, student records, personnel records, financial records, privileged communications, and other information of a highly personal nature. We make every effort to identify private or identifying material and remove or redact this information as well. To foster and encourage ethical research practices and good judgment, we would ask you to notify library staff if you have concerns about PII encountered in the course of your research.

• The RBML cannot provide access to original time-based media material which has not been first been reformatted for preservation. Researchers are welcome to examine archival time-based media items and decide whether they wish to place an order for Audio/Video reformatting.

• All materials must be returned to the reading room manager before leaving the reading room. Arrangements for future use may be made at this time.

• Any personal materials, including laptops, which were brought into the reading room will be inspected by a staff member before you leave.

• We reserve the right to search any notes or personal belongings at any time.

Low-resolution digital reproductions (PDFs), high-resolution digital reproductions and original or archival time-based media conversion services are provided to our users to support teaching, research, and other scholarship. The RBML provides reproductions from our collections upon request as long as the staff determines that copying will not harm the original document(s) or violate copyright law.

• High-resolution digital imaging and A/V orders: use current instructions & forms
• Low-resolutions scans (PDFs), including Oral History transcripts: use current instructions & forms

TERMS OF SERVICE FOR 2021-2022:

Low-resolution digital scans (PDFs) are provided to our users to support research and scholarship. The Rare Book & Manuscript Library (RBML) provides reproductions from our collections under the following terms of service and as long as copying will not harm the original document(s) or violate copyright law:

• Our ability to deliver low-resolution digital scans is dependent on available staff resources.
• Priority processing will be given to requests in support of teaching and research by affiliates of Columbia University. 
• Reproduction orders for archival material are limited to a maximum total of 250 pages.
• Reproductions of Oral Histories, MA Essays or Dissertations are limited to 650 pages.
• We reserve the right to limit or refuse multiple orders or single requests which exceed our maximum order limits, or to charge fees for accepted orders which we discover to exceed the above maximum order limits.
• We can accept scan requests for “known items” (e.g. Box 7, Folder 3) but may not be able to fulfill requests which would first require dedicated research. Users may hire a current Columbia student to conduct research on their behalf.
• Bound materials other than Oral Histories, MA Essays and Dissertations cannot usually be reproduced via photocopy or low-resolution PDF and may need to be reproduced via high-resolution digital imaging.
• Requests for a complete unit or large amount of material, such as an entire box of manuscript material, cannot be fulfilled by low-resolution scanning. Reproductions may be possible through high-resolution digital imaging, if condition and copyright law allows. RBML staff will contact you if your request cannot be fulfilled by low-resolution digital imaging (PDF).
• Accepted orders which meet these terms of service can generally be processed within 6-8 weeks.

In order to reduce barriers to the dissemination of research conducted in its collections, the Rare Book & Manuscript Library (RBML) will ordinarily not set conditions on publication of materials from its collections in connection with scholarship.

In most cases, RBML owns only the physical object and therefore does not assume any responsibility for literary property, copyright, or any other legal issues involved in the publication and reproduction of items in its collections. It is the responsibility of the user to secure permission from the appropriate copyright holder. Any copyright infringement which may occur through the use of our material is the responsibility of the patron. RBML holds the copyright to the following archival collections: Joseph Urban Papers; William Bronk Papers; Manuel Komroff Papers; and the Hart Crane Papers.

The RBML does not charge for the physical use of its items, but we do request that you use the following credit lines:

• Manuscript Citation: identification of specific item, date [if known], name of collection (box #, folder #), Rare Book & Manuscript Library, Columbia University Libraries.
• Book Citation: Title, Call #, Rare Book & Manuscript Library, Columbia University Libraries.
• Oral History: 
  • Oral History interview with _______________ (year of the interview), Collection or Project Title (when applicable), pages ________, Columbia Center for Oral History Archives, Rare Book & Manuscript Library, Columbia University Libraries.
  • Reminiscences of _______________ (year of the interview), Collection or Project Title (when applicable), pages ________, Columbia Center for Oral History Archives, Rare Book & Manuscript Library, Columbia University Libraries.
• University Archives:
  
  • Manuscript Citation: identification of specific item, date [if known], name of collection (box #, folder #), University Archives, Rare Book & Manuscript Library, Columbia University Libraries.
  • Book Citation: Title, Call #, University Archives, Rare Book & Manuscript Library, Columbia University Libraries.

If there is a known photographer or artist associated with an image you wish to publish we recommend attribution as good scholarly practice.

For additional information on copyright and fair use issues, please visit the web site of the CUL Copyright Advisory Office. For more information on publication policies for the Libraries in general, please see: Columbia University Libraries Publication and Digital Reproduction Policy and Procedures

You may also want to consult WATCH, a database containing the names and addresses of copyright holders or contact persons for authors and artists whose archives are housed, in whole or in part, in libraries and archives in North America and the United Kingdom. WATCH is a joint project of the Harry Ransom Humanities Research Center at The University of Texas at Austin and the University of Reading Library, Reading, England.

NOTICE: WARNING CONCERNING COPYRIGHT RESTRICTIONS

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 these specific 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.

This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve violation of copyright law.