Interlibrary Loan Policies
Researchers may request interlibrary loan of University of Maryland Libraries' special collections that have been microfilmed. Researchers must channel these requests through a qualified institution (university or college library, historical society, etc.). Institutions to which the University of Maryland Libraries loan microfilm of manuscripts and archives must provide a secure reading room under constant surveillance and ensure the safety of the microfilm during use. The borrowed microfilm may only be used in this monitored secure reading room. The borrowing institution must have a special collections program, including staff assigned to and trained in the care and handling of special collections. In addition, the borrowing institution must provide secure storage for the borrowed microfilm during the loan period.
The safety of borrowed microfilm is the responsibility of the borrowing institution from the time the microfilm is received by the borrowing institution until the time the borrowed microfilm is on-site at the University of Maryland Libraries' Special Collections. The University of Maryland Libraries are responsible for packing the microfilm so as to ensure its return in the condition in which it was sent. The borrowing institution is responsible for returning the microfilm in the same condition as received, using the same, or equivalent, packing materials. The University of Maryland Libraries and the borrowing institution will ship the microfilm by a courier with tracking capabilities, such as UPS or Federal Express.
If irreparable damage or loss occurs at any time after the microfilm leaves the University of Maryland Libraries, the borrowing institution must meet all costs of replacement, or appropriate compensation, in accordance with fees set by the University of Maryland Libraries.
Before microfilm is loaned, two forms must be completed and returned with payment for handling fees to the appropriate curator, Special Collections, University of Maryland Libraries. The researcher must complete and sign the researcher agreement form. A special collections staff member at the borrowing institution must complete and sign the borrowing institution agreement form. A member of the University of Maryland Libraries special collections staff will complete the interlibrary loan request form.
Researchers may request three reels of microfilm per loan. The handling fee for loan of the microfilm is $10 per reel. Fees may be paid by check or money order made payable to the "University of Maryland" or by credit card. The borrowing period shall be for two weeks with a two-week renewal period. When all required fees and forms have been received at the University of Maryland Libraries, the requested microfilm will be shipped to the borrowing institution. Packing, shipping, and record keeping will be handled by special collections staff at the University of Maryland Libraries and at the borrowing institution.
Staff of the borrowing institution will insure that the University of Maryland Libraries' regulations for use of microfilm of manuscripts and archives are enforced during the loan period. University of Maryland Libraries' microfilm of manuscripts and archives is to be used only in a reading room monitored by special collections staff. Researchers must handle microfilm gently, taking care when loading it into a microfilm reader, and advancing and rewinding the film in a manner that avoids damage and excessive wear and tear.
Before returning individual reels of microfilm to special collections staff, researchers must rewind, secure, and replace them in their boxes, in the condition in which they were received. If microfilm is damaged, researchers must immediately report this to staff at the borrowing institution. All microfilm will be inspected at Special Collections, University of Maryland Libraries, when it is returned from the borrowing institution. The results of the inspection will be recorded on log sheets to be retained as permanent records at the University of Maryland Libraries.
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