Services and policies
Information on how to access and use materials from the YMCA Archives.
How to access the Archives
Use of materials is freely granted to all responsible researchers, subject to regulations and procedures (outlined below) to ensure that the materials are protected from deterioration, mutilation, or loss. You are welcome and encouraged to consult with staff members about your research needs and for clarification of procedures. Using archival materials is different from using other types of library materials. If you don't have much experience using archives, you may find these Tips for Researchers New to Archives useful.
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Photocopying and digital scanning services are available, to the extent allowed by the condition of the material and the provisions of U.S. Copyright law.
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Publishing materials from the Archives
Permission to publish from unpublished manuscripts or published works under copyright must first be obtained from the holder of the copyright. It is the responsibility of the researcher to secure that permission. The Archives staff will assist in identifying the holder of copyright. The Archives can grant permission to publish only those materials for which it holds the literary rights. In cases where copyright is held by the YMCA of the USA, the Archives will mediate a request for permission. The YMCA of the USA will ordinarily grant the usual publication rights to applicants with non-profit purposes. In giving such permission, the Archives and/or the YMCA of the USA does not surrender its own right to publish the same materials nor its right to permit others to do so.
The researcher accepts full responsibility for observing the laws of libel and invasion of privacy as well as the copyright law.
Use fees for publication or commercial use in any format may apply. Contact the Archives for more information.
When publishing images of materials held by the archives, the archives should be credited as follows: Kautz Family YMCA Archives. University of Minnesota Libraries.
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How to cite materials from the Archives
The general format suggested for citing material from our collections is:
[Author of cited item]. [Name or description of cited item]. [Folder name]. [Title of Collection (collection number if available)]. Kautz Family YMCA Archives. University of Minnesota.
E.g. For a report from the YMCA Interracial Programs Records:
Martin, Freddie. "The Affirmative Action Controversy," Fall 1972. Reports and Publications, 1971-1972. Interracial Programs Records (Y.USA.2). Kautz Family YMCA Archives. University of Minnesota Libraries.
Citing material from archival collections, such as letters, reports, and other records and papers, can be confusing. It is important to provide the right pieces of information in your citation that will allow someone to track down the original item.
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Tips for citing materials from the Archives
General Format for Citations
Although publishers or institutions may prescribe their own style, the following sequence of elements is recommended for archival materials held in the collection:
- Document identification
- To identify the document or item being cited, give a brief title or characterization, together with the date, if possible. Examples:
- For a report: Harlow, Harold. "Racial Integration in the YMCA," 1960
- For minutes: Committee on Interracial Advance, minutes, 12 June 1968
- Document location within the collection
- The size and complexity of the collection will dictate the amount of detail necessary to define the location. If the identification of the document itself provides a clear indication of its location, no additional information need be provided. Otherwise, give the folder title and, if applicable, the series (grouping of records) within which the item was found as indicated on the collection finding aid. DO NOT use box numbers, as these may change over time. Example:
- Human Rights Reports and Correspondence, 1963-1964. Leo Marsh Files. (For a document which was found in a folder called "Human Rights Reports and Correspondence, 1963-1964," which was part of a sub-group of material within the collection called "Leo Marsh Files.")
- Collection title
- The name of the organization, program, department, or individual who created the records as given on the collection finding aid. If in doubt, consult the staff. Examples:
- Interracial Programs Records
- Armed Services Division Records
- Repository name
- Kautz Family YMCA Archives. University of Minnesota Libraries.
- Examples of full citations
- For an untitled speech from the William V. Phillips Papers: Retirement Celebration Speech, January 31, 2002. Speeches, 1992-1998. William V. Phillips Papers. Kautz Family YMCA Archives. University of Minnesota Libraries. For a report from the Interracial Programs Records: Martin, Freddie. "The Affirmative Action Controversy," Fall 1972. Reports and Publications, 1971-1972. Interracial Programs Records. Kautz Family YMCA Archives. University of Minnesota Libraries. For a letter from the Emma Young Dickson Papers: Florence Barrett to Dickson, March 25, 1919. Emma Young Dickson Papers. Kautz Family YMCA Archives. University of Minnesota Libraries.
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