CHRISTIAN BROTHERS
Holy Spirit Province (W.A. & S.A.)
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HOLY SPIRIT PROVINCE ARCHIVES
ACCESS POLICY
To be read in conjunction with the Province Privacy Policy and other Archive policy documents.
1.0 PURPOSE
The Archives of the Holy Spirit Province is composed primarily of the private records of the Christian Brothers and access to these records is restricted. The purpose of the Access Policy is to provide guidelines for access which will enable consistency and transparency of the decision-making process. Any access is subject to the attached “Regulations for Use of the Archives”.
2.0 CLIENTELE
The Holy Spirit Province Archives is a private archives and access may be dependent upon the category of the enquirer, as follows:
2.1 Province Leadership Team
The Province Leadership Team has unrestricted access to all records held in the Archives.
2.2 Staff of the Province Administration and members of the Congregation
As a general rule, the records in the Archives are open to staff of the Province Administration or members of the Congregation to use for official purposes. Such access may be at the discretion of the Archivist, who may refer to the Province Leader for clarification of the purpose of the enquiry.
2.3 Ex-Residents and Students of Institutions
The Province Leadership Team believe that individuals have a right for information which has been gathered about them to be made available upon request and upon establishment of their identity. In most cases, this does not mean granting access to the records themselves because such access may infringe the right to privacy of other individuals. However, transcripts of any Register entries will be provided. For individuals who are deceased, close family members may access personal information upon establishment of their relationship and proof of the death of the individual.
2.4 Research Scholars
Research scholars need to apply in writing to;
The Province Leader,
Christian Brothers Holy Spirit Province,
P.O. Box 1129
Bentley Delivery Centre WA 6983
for permission to access material in the Archives. Such application should include details of the subject being researched, the purpose of the research and whether the research will lead to publication in any format.
Access will be at the discretion of the Province Leader. Restricted access may be granted to items less than 25 years old.
Once permission has been granted, the research scholar needs to sign an Access Agreement, as attached.
3.0 CONDITIONS OF ACCESS
Archival records must be used in the Archives, except that the Province Leadership Team may retrieve material for reference.
Conditions of access shall be determined by the Archivist during the appraisal process.
Fragile or unprocessed items may be closed at the discretion of the Archivist.
Where surrogates exist, for example microfiche, these will be used in preference to original materials.
All researchers will be required to comply with the “Regulations for Use of the Archives”, relating to the actual handling and copying of records.
Access shall be at a time nominated by the Archivist.
Access covers access to finding aids and indices, as well as original material.
Open shelf access or browsing will not be permitted.
REGULATIONS FOR USE OF THE ARCHIVES
ACCESS AGREEMENT
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