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Access Policy for Archival Materials

1.  Gallery Archives makes historical records and associated donated papers available for research use as soon as possible and to the fullest extent possible while recognizing that certain documentary materials must temporarily remain closed to protect the privacy of individuals or the legitimate needs of the Gallery in accordance with Gallery policy or donor restrictions.

2.  Gallery Archives is committed to making unrestricted materials accessible to all researchers on a fair and equitable basis within the parameters established by this policy. Materials that must be restricted temporarily in accordance with Gallery policy or donor restrictions will be reviewed regularly and made available for research as soon as the need for restriction has passed.

3.  Researchers may view only those materials that have been processed and prepared for use by Gallery Archives staff and for which there are finding aids available.  

4.  All requests for access should be sent via email ([email protected]) providing as much information as possible about the subject and purpose of the research, indicating the collections to be consulted, and describing the intended use for the archival materials. Gallery Archives staff will respond to confirm available sources and to provide guidance on related materials of interest.

5.  Gallery Archives is committed to making information about its collections and their content available to researchers unable to visit in person. General inquiries concerning the nature and scope of records held in the Archives, and those requiring limited research into the content of records are typically answered within 5 working days. 

6.  Gallery Archives is open to researchers by appointment only Monday to Friday (from 10:00 a.m. to 4:30 p.m.), except federal holidays. A two-week advance notice for all scheduled appointments is requested. All visiting researchers will be required to complete a registration form and review the research room rules and regulations.

7.  Researchers may request reproduction of archival materials for study purposes in the Gallery Archives holdings following standard Gallery procedures.  Gallery Archives staff will provide details on request. Please note that obtaining reproductions of archival materials is not authorization to publish.

8.  Written permission must be obtained separately in advance from the Gallery Archives to reproduce archival materials from the holdings of the Gallery Archives for publication purposes. In giving permission to reproduce archival materials, the National Gallery does not surrender its own rights to publish the materials or to grant permission to others to publish them; nor does it assume any responsibility for infringement of copyright or of publication rights in the material.

9.  National Gallery of Art may not be the owner of copyright or other literary property in archival materials. Gallery Archives staff will provide available information about copyright status. However, the researcher is responsible for obtaining any necessary permissions to publish or use from the holder of the copyright.

10.  Published citations must give the source of the documents as National Gallery of Art, Washington, DC, Gallery Archives. Scholarly publications must also include the title of the record group and series from which the documents are drawn. Examples of the preferred form for citations will be provided on request.