Hoover Library & Archives

Researcher Registration & Conditions of Use

The Hoover Institution Library & Archives (L&A) reading room is open to the public without charge.

In order to request library and/or archival material, all researchers 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 may be retained indefinitely and will not be shared unless required by law.

Upon arrival to the Library & Archives reading room, you will be required to show photographic 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.

RULES FOR THE USE OF MATERIALS

Please be advised that the Reading Room is monitored by security cameras at all times.
  1. All researchers must provide photo identification upon their arrival to the Reading Room, such as a driver's license, passport, school ID, or other form of photographic identification. A photo will also be taken for a 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 Reading Room. Consider bringing a sweater without pockets, as the room is sometimes chilly, even in summer. Researchers may bring in a laptop, tablet, phone, camera, and reference books. All other personal property must be stored in lockers when visiting the Reading Room. Notepaper and pencils are provided. If a researcher 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. Please note that laptops, cameras, and cell phones are not allowed when using certain collections, such as the Chiang Kai-shek diaries.
    Stanford University is not responsible for loss or theft of any personal possessions stored in lockers.
  4. No smoking, food, or drink is permitted in the Reading Room, including water and chewing gum.
  5. All items removed from the Reading Room, 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. All materials must be requested through Hoover L&A's Aeon system at least two full business days in advance of use.

HANDLING

  1. Please exercise the greatest care and defer to instructions given by staff when handling materials.
  2. Researchers 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. Researchers may have up to 20 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 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.
  7. Refrain from making any repairs to items. Any material in need of repair should be brought to the attention of staff.

REPRODUCTION OF MATERIALS AND CAMERA USE

  1. Material that would be damaged by duplication may not be copied.
  2. An overhead scanner is available for use with the permission of staff. It creates PDFs or JPEGs, and the files created may be downloaded to a flash drive. Users are responsible for any infringement of U.S. copyright laws resulting from use of the scanner. To protect against physical damage to documents, please bring fragile documents to the attention of staff and obtain advice on proper scanning techniques.
  3. Use of personal or cell phone cameras are permitted with some restrictions:
  • 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 Library & Archives materials. No photography of the staff, reading room, or other researchers is allowed.
The Library & Archives reserves the right to deny photography permissions at its discretion.
  1. Researchers are responsible for keeping accurate citations for all items photographed or scanned, which are needed when ordering publication-quality images or requesting permission to quote from copyright holders.
  2. It is the researcher's responsibility to obtain permission to publish material from copyright owners. Any images taken in the Reading Room may not be published, posted on the Internet, or exhibited without permission.

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 federal or state 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.

WARNING CONCERNING COPYRIGHT RESTRICTIONS

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 such "fair use," 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.

No publication, further reproduction, or reuse of the digital copies, beyond fair use, 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.

I agree to defend, indemnify, and hold harmless Stanford University, including the Hoover Institution, and its employees and agents, from any claim, loss, or liability arising out of the use of the photographs I take.

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.