Hoover Library & Archives

User Registration & Conditions of Use

The Hoover Institution Library & Archives (L&A) reading rooms are open to the public for academic research purposes without charge, subject to donor restrictions, other Stanford University policies, and the users' acceptance of the terms and conditions set forth below.

In order to request library and/or archival material, all users must first agree to the Hoover L&A conditions of use and register through Hoover's Aeon system. Before registering, you may wish to read the Aeon FAQ, which may answer questions you might have about the Aeon request management system. Information collected in conjunction with the use of a Hoover Aeon account will be used in accordance with Stanford's privacy policy.

Upon arrival to the library or archives reading room, you will be required to show government-issued photo ID in order to complete the registration process. Your photo will also be taken for a Hoover L&A reader card.

Please read through the terms and conditions described below and press the "I Agree" button to continue. You will then be taken to the L&A registration form. The terms and conditions apply to both remote and in-person use of the materials held by the Hoover Institution Library & Archives (L&A), regardless of the particular collections that you intend to use.

RULES FOR THE USE OF MATERIALS

The following rules apply to the use of all materials. Additional restrictions and policies may apply to specific materials and collections. The Hoover Institution reserves the right to change these rules at any time.

  1. All users must provide photo identification upon their arrival to the Library or Archives, such as a driver's license, passport, school ID, or other form of government-issued identification. A photo of you will also be taken for your Hoover L&A reader card.
  2. Archival materials and most library materials are non-circulating. Select library materials may be checked out by Stanford affiliates only.
  3. No hats, jackets, or sweaters with pockets are permitted in the Archives Reading Room. Consider bringing a sweater without pockets, as the room is sometimes chilly, even in summer. Users may bring in a laptop, tablet, phone, camera, and reference books. All other personal property must be stored in lockers when visiting the Archives Reading Room. Notepaper and pencils are provided. If a user needs to bring in leaves of paper (e.g. needed for fact checking), the paper will have to be reviewed and marked by staff with a "Non-Archival" stamp. Lockers are also available for temporary storage in the Library Reading Room. Please note that laptops, cameras, and cell phones are not allowed when using certain collections, such as the Chiang Kai-shek diaries.
  4. No smoking, food, or drink, is permitted in the reading room, including water and chewing gum.
  5. All items removed from the reading rooms, including notepaper, reference books, and photocopies of materials, must be presented to a staff member for inspection prior to departure. All laptops and tablets must be opened. In order to prevent the theft of materials, state law authorizes the detention for a reasonable period of any person using these facilities suspected of committing "Library Theft" (Penal Code Section 490.5).
  6. Stanford University is not responsible for loss or theft of any personal possessions stored in lockers.

HANDLING

  1. Please exercise the greatest care and defer to instructions given by reading room staff when handling materials.
  2. Users may have one box or volume at their reading table at a time. Please remove only one folder from the box at a time and be sure to maintain the order and arrangement of any unbound material. Users may have up to 10 items requested for use at once.
  3. Use pencils only. Do not mark or take notes on top of any library or archival materials.
  4. Place materials flat on tables or on angled foam supports provided by staff. Do not bend, press down, or otherwise manipulate or rearrange materials.
  5. Do not lean on or place anything on top of materials aside from book weights. Use only bookmarks provided by reading room staff when needed, as other items may cause damage and stress to the material.
  6. Gloves, which will be provided by staff, must be worn when handling photographic materials and other fragile items.
  7. Refrain from making any repairs to items. Any material in need of repair should be brought to the attention of L&A staff.

REPRODUCTION OF MATERIALS AND CAMERA USE

  1. Material that would be damaged by duplication may not be copied.
  2. A public-access copy machine is available in the Archives Reading Room and costs 15 cents per page. Users are solely responsible for any infringement of copyright laws resulting from use of the public-access copy machine. To protect against physical damage to documents, please bring fragile documents to the attention of the archivist on duty and obtain advice on proper copying techniques.
  3. The Library Reading Room maintains a scanner that may be used at the discretion of the librarian.
  4. Use of personal or cell phone cameras are permitted with some restrictions:
  • Library materials may only be photographed after obtaining permission from library staff.
  • Every photograph taken must include the following copyright notice provided by the Library & Archives: "Notice: This material may be protected by copyright law (Title 17, U.S. Code). This copy is made for your personal use only."
  • Flash and sound must be disabled. No other equipment, such as scanners, camera stands, tripods, etc., is permitted.
  • All handling rules outlined above apply when photographing materials. Ask staff for assistance with fastened items.
  • Only photograph collection items. No photography of the staff, reading room, or other users is allowed.
  1. The Library & Archives reserves the right to deny photography permissions at its discretion.
  2. Users are responsible for keeping accurate citations for all items photographed or photocopied, which are needed when ordering publication-quality images or requesting permission to quote from copyright holders.

PRIVACY, PUBLICITY, AND THIRD PARTY PRIVACY

The rights of privacy and publicity are separate and distinct issues from copyright. Manuscript collections and archival records may contain sensitive or confidential information that is protected under domestic or foreign right to privacy laws and regulations. Users are advised that the disclosure of certain information pertaining to identifiable living individuals without the consent of those individuals may have legal ramifications (e.g. the use of libelous statements or the invasion of privacy) for which the Hoover Institution assumes no responsibility. Users also agree not to record, reproduce, or disclose any Social Security numbers or other similar types of sensitive personal data that may be included in requested materials.

WARNING CONCERNING COPYRIGHT RESTRICTIONS

Access to Hoover Institution Library & Archives (L&A) collections does not convey permission to publish or distribute its collections or material in any format.

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be "used for any purpose other than private study, scholarship, or research." If a user uses a digital copy or other reproduction for purposes in excess of the purpose described above, that user is solely responsible for first obtaining any necessary copyright permission. The user also assumes sole responsibility for questions of invasion of privacy. The Hoover Institution is not responsible for any illegal or improper use of reproduced material and reserves the right to refuse to permit copying if, in its judgment, allowing it would involve violation of copyright law.

The user is solely responsible for investigating the holder of the copyright and/or other applicable proprietary rights and obtaining permission from the relevant right holders for publication and distribution of the materials. No publication, further reproduction, distribution, or reuse of the materials (including any images or reproductions thereof), beyond fair use as permitted under applicable laws, may be made without the express written permission of the copyright owner, if any, or, in the cases copyright is held by Stanford University, by the Hoover Institution Library & Archives on behalf of Stanford University via a separate permission request process. For the avoidance of doubt, publishing and reproduction, as used herein, shall include posting of the materials or any portions thereof on the Internet.

SECURITY

Please be advised that the reading rooms are monitored by security cameras at all times. Video records are maintained as long as is necessary. You may be asked to provide identification at any time.

YOUR ACCESS TO THE HOOVER INSTITUTION LIBRARY & ARCHIVES AND ITS COLLECTIONS OF MATERIALS IS PROVIDED "AS IS," WITHOUT WARRANTY OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO NONINFRINGEMENT. IN NO EVENT SHALL STANFORD UNIVERSITY OR ITS DONORS, AGENTS AND EMPLOYEES BE LIABLE FOR ANY CLAIM, DAMAGES OR OTHER LIABILITY, WHETHER IN AN ACTION OF CONTRACT, TORT OR OTHERWISE, ARISING FROM, OUT OF, OR IN CONNECTION WITH, THE USE OF ITS FACILITIES, SYSTEMS AND/OR MATERIALS.

I agree to defend, indemnify, and hold harmless Stanford University, including the Hoover Institution, and its employees, donors, and agents, from any claim, loss, or liability arising out of my use, reproduction, publication, or distribution of the materials and any reproductions thereof, including any infringement of intellectual property rights held by others.

I have read and agree to abide by the terms and conditions above. I understand that violation of the terms of this use agreement or of any of the policies of the Hoover Institution or of Stanford University may result in the forfeiture of the privilege to access and to use materials at the Hoover Institution Library & Archives.