Archives Policies and Services

Collection and Access Policies

Mission Statement

The mission of the College Archives is to assemble, preserve, and make accessible the official records of Rollins College.

Collection Policy

As a division of the Olin Library, the Department is charged with the collection and preservation of non-current College records possessing permanent administrative, legal, historical, and research value. The purpose of collecting such records is to provide documentation of the development and growth of the College, particularly of its primary functions of teaching and research, its role in the community at large, the activities of its student body and alumni, and the development of its campus.

Recorded information documenting the history of the College is collected regardless of format and may include the following: administrative papers and files, correspondence, financial ledgers, notebooks, pictorial materials, maps, sound and video recordings, computer files, and artifacts. For additional information, consult the Recommended Collection Guidelines for the Rollins Archives. Alumni Relations, Health Services, Human Resources, and Student Records maintain their own archival files, subject to their respective record management policies.

Alumni Relations, Health Services, Human Resources, and Student Records maintain their own archival files, subject to their respective record management policies.


Most of the historical collections housed in the Archives are open for research to all members of the College community, visiting scholars, and the scholarly public.

Access policies for College records scheduled for permanent retention fall into three general categories:

General Distribution

Records in this category are open to researchers without restriction. Records in general distribution are the publications issued to the general public at the time of their creation, such as announcements, official college publications, calendars, brochures, minutes of faculty meetings, and some committee reports. Additionally, they include the College charter and materials related to the history of the College, such as the following:

  • Buildings and grounds
  • Visiting speakers
  • Endowed chairs and professorships
  • College events and commencements
  • Founders Week/Animated Magazine
  • Degrees, honors, awards, and prizes
  • Knowles Memorial Chapel
  • Libraries, museums, theatres
  • Public relations
  • Conferences
  • College publications
  • Alumni Association and its publications
  • Student organizations and publications
  • Student activities
  • Academic programs
  • Adult education programs
  • Graduate programs
  • International studies

Files Containing Personal Information

Records that contain personal and confidential information about an individual or individuals are closed for 75 years from the date of creation or until the death of the individual mentioned in the records. These records may include education records of living students or former students and records of living current or former faculty members, administrators, or other staff members. During the restricted period, access may be granted if the named individual gives permission in writing. After the restricted period has elapsed, researchers may apply to the Head of Archives and Special Collections for access to these materials. Information that is part of the public record about an individual is available for research.

General College Records

Records of the administration of the College are restricted to use by the office/department of origin for 25 years from the date of creation. Officers of the College or administrators of departments may waive this time period at their discretion. After the restricted period has elapsed, researchers may apply to the Head of Archives and Special Collections for access to these materials.

Exceptions to the 25-year restriction policy include:

  • Records of a sitting administration are closed
  • Records of the Board of Trustees may be consulted only with the written authorization of the President of the College or the Chair of the Board
  • Selected documents in a series may have additional restrictions placed upon them if they constitute an invasion of privacy or expose the College to legal liability
  • Records restricted by Deed of Gift

Requests for permission to examine any College records in connection with cases at law or legal proceedings of any kind are referred to the College Counsel.

All items in the collections must be examined on the premises and cannot be borrowed.

Permission to examine does not imply the right to publish any part of a document. For permission to publish, a written request should be sent to the attention of the Head of Archives and Special Collections, Box 2768, Rollins College, Winter Park, FL 32789.


Document Transfer Procedures

The purpose of collecting archival records (both paper and electronic) is to provide documentation for the development and growth of the College, including its functions of teaching and research, its role in the community at large, the activities of its faculty, student body and alumni, and the development of its built environment and landscape of the campus.

All material of enduring value, when no longer in current use in the office to which it pertains shall be transferred to the College Archives.

Procedures for transferring records to the Archives:

1. Arrange files in boxes in the order in which they were arranged in your file drawers.
2. Inventory each box for its series or file titles. Include dates and correct identification of material (papers, compact discs, etc.). Mark if restricted access.
3. Insert one copy of the inventory in the first box and retain one copy for your files.
4. Place a work order with Facilities Management to have boxes moved to the College Archives.

What to transfer to the Archives:

1. Primary papers of the President, Provost, Vice-Presidents, and Deans’ offices (including email as appropriate, which should be forwarded as printouts at this time).
2. Department Publications: newsletters, newspaper, yearbooks, literary magazines, brochures, posters and course syllabi.
3. Correspondence pertaining to major events in the history of the department.
4. Photographs, slides, films, audio or video tapes. (Please document audio-visual materials. Include names of events and persons involved, title of the work, names of the creators, location and date).
5. Faculty, staff, alumni and student publications: authored monographs, reprints, offprints, honors and/or master's theses.
6. Annual reports (President’s and Deans’ Offices).
7. Budgets and Expenditures (Treasurer’s Office).
8. Minutes: Trustee, faculty, committee, and department meetings.
9. Correspondence with alumni.
10. Student organization records: minutes, publications, and photographs.
11. Building records, blueprints, and photographs.

What not to transfer to the Archives:

1. Purchase orders, office supply orders.
2. Travel vouchers.
3. Expense reports.
4. Service requisitions.
5. Memos or notes of NO historical value.
6. More than 2 copies of each item.


Photographic Collection Policy


Historical photographs are another rich resource for Rollins history.  With photographs dating from the 1880s to the present, the Collection offers a wealth of visual documentation for the study of campus life at Rollins, of Winter Park, and, more generally, of Central Florida.  Copies of these valuable photos are often used for research, presentations, advertising, promotion, and public and private viewing.

Use and User Fees

The photographs in the collection are available for supervised public use.  If prints of certain photos are desired, the departmental staff will make arrangement to have copies made for a fee, which includes reproduction and research time. 

The Archives retains the rights to photographic negatives in its possession and to negatives made from prints it holds, when no negative presently exists.  Any negative made from a print held by the Archives shall be returned to the Archives for permanent retention after use.

Commercial Use

Commercial use, including publication, (in a book, journal or magazine, or a poster or calendar), shall incur a fee, depending on the form of publication.  Further, any use of a photograph drawn from the College Archives shall require appropriate acknowledgement to the Archives.  The credit line should read: Courtesy of the Archives & Special Collections, Rollins College.

For published materials, the credit line should appear on the same page or the page facing the illustration. Individual images must be credited separately.

For films and video presentations, include the credit line in the credits section or “Sources for Illustrations” section of the production.

Images used in exhibitions should have the credit line directly below or adjacent to the original copy. When used online, credit should appear adjacent to the image in a “Source for Illustration” section.

Noncommercial Use

All noncommercial use shall also require acknowledgement as above.  Non-commercial use shall include Rollins College publications in any form; local or regional historical society use in journals, pamphlets or for display; and publication such as newspapers, where the publicity advantage gained outweighs the value of a fee.

Photo and Duplication Fees

Such a scale shall be established and revised from time to time as deemed appropriate.


Duplication Fee Schedule (for individual, private use):

Xerox duplication:           $0.10 per page

Photograph Duplication

8x10 black and white print (with negative):       $20.00
8x10 black and white print (no negative) $25.00
8x10 color $10.00 additional
other sizes negotiated with copy service  
scanning & emailing $5.00 an image

A postal charge of $5.00 will be added for domestic mailing ($15.00 international).

Reproduction Fees for Publications

Reproduction fees are for one-time, non-exclusive, single language publication rights.  Rates for uses not listed below will be quoted upon request.  All requests for reuse of images or a change in use must be submitted in writing.

Reproduction fees for publications or other commercial uses added to copying fees outlined above:

For-profit organizations:

For print publication          $50.00
For video/film publication            $75.00
For advertising $100.00
For public exhibition      $100.00

Nonprofit organizations:

For print publication               $25.00
For video/film publication $35.00
For advertising $50.00
For public exhibition            $50.00

Use of Photographic Prints

A print without an accompanying negative can be photocopied for general reference purposes.  If it is required for use in a publication or a display, re-photographing it will supply the negative, which, after use, should be filed with the print.

Just as a fee is charged for the use of a negative, so a fee for the use of a print can be made.  If possible, re-photographing a print should be done in the Archives.  If that is not possible, a signed form should be completed to allow the print to be taken away for professional copying elsewhere.

Preservation of Photographic Prints

When possible, Mylar sleeves should be used to protect original photographs.  If used with a piece of acid-free board, they provide a good protection for prints.  Labels can be written on the board.  Photographs should have as little written lightly on their reverse as possible, and only archival pencils specially designed for photo labeling should be used.  If negatives exist they can be filed in the same bag, behind the board (not in contact with the print).  The sleeves, with the board, are easily filed in standard filing cabinets.

All photographs should be placed in protective covers.  If this is not possible, photographs should be removed, replaced with a photocopy (most modern copiers will provide reasonable copies of photographs) and the original photograph or negative placed in the photograph collection.  A cross-reference to the original collection can be written on the supporting acid-free board.  Ideally, negatives should be stored separately in a cold storage facility.

Donations and Further Information

The Department accepts donations of Rollins College and Florida-related materials that fall within the Collection policy of the Department.  In acquiring these gifts the Department should endeavor whenever possible to acquire full rights and control over the images.  Ideally this would be a dedication of the visual resource to the public domain.
For more information concerning donations, please contact the Head of Archives and Special Collections, Rollins College, Campus Box 2768, Winter Park, Florida 32789; or call (407) 646-2421.


Digital Archives Conditions of Use


The materials contained on this web site are provided here by the Rollins College Archives solely for personal study, research, and teaching. Copyrights on the majority of these images are either held by Rollins College or the donors and/or their representatives.

However, sometimes the nature of the special collection materials means that copyright or other information about restrictions may be difficult or even impossible to determine, despite reasonable efforts. Under such circumstances, the Rollins College Archives claims only physical ownership of the materials.

In making the digital archives available, the Rollins College Archives does not thereby grant permission to reproduce or redistribute, in part or in full. The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. The user must assume full responsibility for any use of the materials, including but not limited to infringement of copyright and publication rights of reproduced materials.

For the purposes of private study, research or teaching, (fair use) printing or downloading the images is granted providing that copies are cited with the following acknowledgement:

Department of Archives and Special Collections, Rollins College

Examples of activities that require permission to reproduce, alter or transmit, include, but are not limited to paper or electronic publishing, video production, exhibits, presentations, interior décor, advertising, or similar commercial activities. The researcher is responsible for communicating with the copyright owner(s) for any use beyond those allowed under fair use. Requests to publish or redistribute must be obtained in writing from the owner(s) of the copyright and the Department of Archives and Special Collections, Rollins College, Winter Park, FL 32789.


The text, images, and content on the website are provided “as is” without a warranty of any kind, either expressed or implied, including but not limited to the implied warranties of merchantability, fitness for a particular use, and/or non-infringement. The Rollins College Archives assumes no responsibility, and shall not be liable for any damage to or viruses that may infect users’ computer equipment or other property on account of use of the site, or downloading of any text, images, or content from the website.
While the Rollins College Archives endeavors to ensure that this website is accurate and up to date, it accepts no responsibility for errors or omissions and recommends that users exercise their own judgment and care with respect to its use. The material on this site may include views or recommendations of third parties, which do not necessarily reflect the views of Rollins College or indicate their commitment to a course of action.

Questions about copyright and re-use of any image in the digital archives should be directed to Wenxian Zhang, Head of Archives and Special Collections, Rollins College, Winter Park, FL 32789.

Application for Publication Permission

The application is available here, as a form fillable pdf file.