The materials in the Indiana Province Archives collection fall into one of three categories:
a. OPEN: those which may be made available to the
public, including all documents originally
intended for public circulation and all materials not otherwise restricted or closed.
b. RESTRICTED: those which, though not open to the
public, may be made available to members of
the Indiana Province as well as to persons not affiliated with the Province for purposes related to
their work or for serious research.
c. CLOSED: those which, for a specified period of
time, are available only to the office or person of
origin and the archives staff.
2. TIME LIMITS
a. Unless otherwise designated by the appropriate
authority, individual documents or collections are
closed for a maximum of twenty years.
b. The administrative papers of a provincial administration,
including those of the Provincial, the
Assistant Provincial, the Provincial Steward and the minutes of the Provincial Council shall be closed
for a period of sixty years from the end of a Provincial's term of office.
c. Records may be closed for more than twenty years
with the permission of the Archives Council (a
review committee appointed by the Provincial with the consent of his Council whose membership is
comprised of senior members of the Indiana Province including, ex officio, the Provincial, the
Assistant Provincial, the Provincial Steward and the Archivist for the Province).
3. SETTING RESTRICTIONS
a. Unless restrictions or closure are established
at the time that materials are deposited in the
archives, such materials shall be treated as open.
b. Unless access is limited by the archives policy
of the Indiana Province, restrictions or closure on
any materials shall be determined by the Province Archivist in consultation with the office in which
the documents originate or with the donor at the time of deposit in the archives.
4. USE OF MATERIALS
a. The Archivist shall be responsible for supervising
access to the archives and the holdings shall be
used only under the supervision of the Archives staff.
b. Access to restricted records may be granted by the Archivist for a sufficient reason.
c. Access to closed records may be obtained only
with the written permission of the chief officer in
the office of origin. Such permission shall be obtained by application to the Archivist.
d. Items in the Province Archives collection do
not circulate and may be borrowed or loaned only with the
express consent of the Provincial.