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Archive Access Policy

The California Institute of the Arts (CalArts) Archives houses and provides access to the official records of CalArts. The Archives is the official repository for Institute records having permanent historical or administrative value. The Archives contains publications, documents, correspondence, photographs, ephemera, artifacts, and audio-visual recordings of campus events.

The CalArts Archives is committed to providing access to the official records of CalArts. However, due to the confidential nature of
certain records, access to some materials may be limited. Restrictions are placed on the use of records in order to protect the rights to privacy of individuals and the Institute.

Access restrictions to records in the Archives are divided into three categories:

General Distribution Artifacts:
Records in this category are open for review without restriction. Records in general distribution are the publications
issued to the general public at the time of their creation, such as announcements, publications, catalogs, brochures, and reports. This may also includes information about visiting speakers, endowed chairs and professorships, Institute events and commencements, degrees, honors, awards and prizes, public relations, conferences, and academic programs. After processing, records of this type are open immediately without restriction.

Personal Information Files:
Records that contain personal and confidential information about an individual or individuals are closed for 75 years from date of creation or until the death of the individual mentioned in the records, whichever is longer. These records may include education records of living current or former students and records of living current or former faculty members, administrators, or other staff members, and donor records. Then, subject to review by CalArts administrative officers, the records are open without restriction. During the restricted period, access may be granted if the named individual gives permission in writing. Information that is part of the public record about an individual is available for research.

Institute Records:
Institute Records are records of the administration of CalArts, its policies, and programs that do not fall into either of the two previous categories. After processing, records of the administration of the Institute are restricted to use by the office/department/school
of origin for 20 years from the date of creation. Officers of the Institute or administrators of departments/schools
may waive this time period at their discretion. Exceptions to the 20-year restriction policy may be established as needed or as a result of a Deed of Gift.

Additional Conditions:
All records are reviewed for material that contains sensitive or private information. As a result, individual collections, or portions of them, may have restrictions placed on them that differ from the general restrictions listed above. The standard closure period of 20 years may be reduced or extended with the consent of the President or the office of origin. A researcher may submit a written request for access to restricted records. This request will be sent for approval to the appropriate office. Unprocessed records in any category are open only to the records creator. Permission to examine does not imply the right to reproduce or publish any part of a document.

Note:
The Federal Family Educational Rights and Privacy Act (FERPA) governs the disclosure of information from student records [20 U.S.C. ยง 1232g]. The Health Insurance Portability and Accountability Act of 1996 (HIPAA) [45 C.F.R. Parts 160 and 164] and the California Confidentiality of Medical Information Act [Civil Code section 56 et. Seq.] govern health information. The Gramm-Leach-Bliley Act (GLBA) protects financial information. The California Public Records Act [Government Code section 6267] governs confidentiality of
library records.

Last edited by Susan Lowenberg on Sep 08, 2010
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