Library Policies and Procedures

Hinds Community College Archives

Mission Statement

The mission of the Hinds Community College Archives is to serve as a repository of materials documenting the history and accomplishments of the six Hinds Community College campuses; including all academic units, all administrative units, all vocational technology units, Hinds Agricultural High School and the accomplishments of all affiliated faculty, staff, students and alumni.  The materials in this collection date from the early 1900s to current time and include historical photos, oral histories, annuals, catalogs, and photos and documents of nationally recognized Hinds Community College ensembles such as the Hi-Steppers, one of the oldest precision dance lines in the nation, the Lendon Players, and Montage Theatre of Dance. 

The Hinds Community College Archives will seek to:

• Provide physical and digital access to collected materials for the Hinds Community College community and interested persons outside of that community
• Provide adequate environment and facilities for the collection and preservation of materials
• Provide reference and outreach services to facilitate and encourage use of the collection
• Provide appropriate records management to facilitate access
• Formulate and implement policy and procedures to ensure the appropriate collection development, organization and preservation of archival materials
• Formulate and implement policy and procedures to ensure the appropriate handling and use of archival materials

Use of Archives Statement

Access to the Hinds Community College Archives will be provided during regular library hours by the archivist or librarian on duty.  It is preferable that visitors make an appointment in advance for viewing materials or access to the archives cannot be guaranteed.  All visitors must fill out an Archives Use form and view materials under the supervision of the librarian.  A librarian on duty must sign the Use form for materials viewed and then again when materials are returned. 

In some instances, materials may be borrowed from the archives by the originating department or higher authority.  In such cases, approval must be received from a librarian and all established forms and check-out/in procedures and policies must be followed. 

Visitors are responsible for adhering to applicable copyright law when copying and using materials from the archives.  Permission to publish these materials must be requested from the Dean of Learning Resources in writing prior to obtaining the materials. Users will be permitted to inspect, examine, abstract, copy, or scan material under the supervision of the librarian or other authorized person.  Special permission must be obtained to use handheld scanners and/or digital cameras.  Visitors may be asked to leave bags and coats in a secure area and will not be allowed to have food, drink or tobacco in the archives area.

Scanning and photocopying services may be requested from the archives with library staff reserving the right to refuse permission if any item may be damaged in the process. The fee for photocopies is $0.15 a page with a $5.00 service fee for every 100 pages.  Please allow 1-2 weeks for photocopy requests to be completed. Digital reproductions are made only within the limits of donor agreements and copyright laws with a scanning fee of $5.00 per scan and a $20.00 service fee for every 50 scans requested.

Archives Collection Development Policy

The Hinds Community College Archives seeks to acquire, preserve and make accessible all materials that have long-term, administrative, legal, fiscal or historical value to the Hinds Community College community.  

This includes:

• Any official proceedings, policies, procedures and reports ( including budget, audit and self-study)
• Books pertaining to the college and books by and about faculty, students, and alumni
• Hinds Community College sponsored publications (including but not limited to):
  • The Eagle
  • Uticanites
  • Course Catalogs
  • Class Schedules
  • President Reports
  • District Digests
  • Eagles Pride
  • The Hindsonian
  • OnCampus
  • Faculty/Staff and Student Handbooks
  • Hindsights
• Audio and visual media of college events and activities; including convocation, graduation, homecoming, Sports Hall of Fame, Alumni of the Year, Mississippi and the Arts Week and athletic events.
• Photographic materials (including prints, negatives and slides) related to the college, the college community and the physical grounds of each college campus
• Notes and minutes from college councils and committees
• College ephemera (such as programs, posters, catalogs of exhibitions, and memorabilia)
• Press releases and media items chronicling the events and activities of the college and the college community

Gifts

Donated materials are accepted at the discretion of the library’s archivist and the District Dean of Learning Resources.  Donations of personal papers or manuscripts that document the careers and contributions of individual faculty, administrators, staff, board members, students and alumni of the college are accepted, space permitting, if they are found to have long-term, administrative, legal, fiscal or historical value to the Hinds Community College community.

Consideration for acceptance may also be contingent upon financial support from the donor for archival processing and cataloging expenses and for the purchase of appropriate archival storage materials; particularly for large collections and for items that fall outside of the stated collection development scope.

Donations of personal or professional papers are documented with a Deed of Gift. This agreement transfers legal custody of the materials to the Hinds Community College archives.  Gifts are considered outright and unrestricted donations and become the sole property of the Hinds Community College archives.  Special donation conditions, access restrictions and use conditions must be specified in the Deed of Gift.

Removal of Materials from the Collection (Deaccessioning)

Duplicates and materials that do not reflect the College Archives' collecting areas or do not possess sufficient archival value may be deaccessioned, subject to the documented terms of acquisition, Hinds Community College, state community college regulations, and and federal laws.