Policies

Purpose and Program Description

Historical collections and primary source materials that

• Document the history of the locale, region, Hawaii, Pacific, other target areas of BYU–Hawaii, The Church of Jesus Christ of Latter-day Saints, the United States, in some cases, the world.
• Support research and teaching at all academic levels, undergraduate through graduate, with an emphasis on providing the very best primary source materials for undergraduate education at Brigham Young University–Hawaii.

Curriculum Program Description

• All disciplines within the University concerned with the history of Hawaii, the Pacific Islands, and target areas of BYU–Hawaii, and the history of The Church of Jesus Christ of Latter-day Saints, American history (and in some cases world history), use our historical collections.
• The number of historical collections held by the University Archives and Special Collections is always growing, and we make every effort to anticipate future curriculum and research requirements, and to meet the demands and requirements of a diverse and large undergraduate and graduate student body.
  

New and Expanding Areas of Interest

• Ethnic and minority history (race and ethnicity) as related to local history, LDS Church history, and Pacific Island history
• Labor History (Plantation histories in Hawaii and the Pacific)
• Pacific Islander Women
• Popular Culture
• See “Subject Emphasis” below

Areas Of Specialization

• See “Subject Emphasis” below

General Selection Guidelines

• Treatment of Subject Guidelines

  • Collected are unique historical, archival, and manuscript materials and collections to create an Association for Research Libraries (ACRL) level repository.
• Specific Delimitations

  • Type

    • Historical, archival, and manuscript materials of any type, including photographs, film, media, and folklore/ethnographic materials

  • Physical Format

    • Primary source materials including unique historical, archival, and manuscript materials.

  • Creation Date

    • Collected extensively: 1850 - present.

  • Geographical Focus

    • Koʻolauloa District, Oʻahu, Hawaii, Polynesia, Melanesia, Micronesia, the western United States (primarily in the context of diasporic communities of Pacific Islanders), and selectively and when appropriate, East Asia and the broader Pacific Rim, with a particular emphasis on regions or pockets of Church membership as they relate to the larger commercial and cultural region of the Pacific Rim, especially as it existed from the mid-19th to mid-20th Century.

  • Subject Emphasis

    • “Pacific Islander history and ethnography,” including historical documents and ethnographic data relating to Pacific Islander communities in home countries and in the diaspora.
    • “Hawaii political history,” including the historical collections of federal, state, and local politicians, grassroots political movements, etc., and especially the involvement of The Church of Jesus Christ of Latter-day Saints in political movements and initiatives. Specific focus on land tenure issues in Laʻie and surrounding ahupuaʻa where the Church holds land. Materials to be collected include historically important manuscripts and archives collections.
    • “Hawaii and Pacific missionary and member diaries and journals,” including the experiences of foreign missionaries in the islands and Pacific Islander missionaries abroad.
    • “LDS scholarship and historiography,” including the historical collections of leading LDS scholars, historians, etc. Materials to be collected include historically important manuscripts and archives collections.
    • “Ethnic and minority history,” including the historical collections of ethnic and minority groups in Hawaii and the Pacific and the United States (primarily diasporic Pacific Islanders). Materials to be collected include historically important manuscripts and archives collections.
    • “Pacific Islander women,” including historical collections representative of the woman’s experience in Hawaii, the Pacific Islands, and the western United States. Materials to be collected include historically important manuscripts and archives collections.
    • “Environmental history,” including historical materials and collections that document environmental change, environmental activism, and agriculture, in Laʻie, Oʻahu’s Koʻolauloa District, Hawaii, and the Pacific Islands. Materials to be collected include historically important manuscripts and archives collections.
    • “Labor history,” including plantation history from Laʻie and Kahuku plantations, as well as other plantations in Hawaii and the Pacific, including imported East Asian and Indian labor, as well as Pacific labor outside of their native islands.
    • “Hawaii and LDS cultural and social history,” including historical collections and materials that document the lives and careers of Hawaiian and Pacific Islander and LDS writers; historical collections and materials that document the cultural (with an emphasis on “popular culture”) and social history of Hawaii and the Pacific, and historical collections and materials that document the history of Laʻie and the Koʻolauloa region. Materials to be collected include historically important manuscripts and archives collections.

  • Language

    • No language is excluded if other criteria are met, although English is preferred.

• Overlap with Other Subjects or Collections (especially the Pacific Islands Research Room collection) in the Joseph F. Smith Library.

  • We collaborate closely with our Library colleagues, and, in specific cases, allied subject specialists, including all members of the Pacific Institute Board of Directors.

Cooperative Programs

• By agreement with the Church History Department, the papers of all Church General Authorities are to be preserved in the Church Archives of The Church of Jesus Christ of Latter-day Saints, except when extenuating circumstances make it impossible to follow this policy and the Church Archivist and the University Librarian agree that a person’s papers would be more appropriately preserved by BYUH.
• BYUH participates as a full partner in initiatives of the Consortium of Church Libraries and Archives (CCLA).
  

“Written 2004. Revised February 2024.”

The mission of University Archives is to acquire, preserve, and make available resources and materials unique to campus history and that support the campus curriculum, with additional emphasis on the history of The Church of Jesus Christ of Latter-day Saints in Hawaii and our target region. The University Archives welcomes any offer of privately owned material relating to the history of Brigham Young University–Hawaii, the Polynesian Cultural Center, or material that falls within the scope of our Collection Development Policy.

We collect published materials (rare books, pamphlets, maps, films, etc.) and unpublished materials (university records, manuscripts, journals, correspondence, photographs, etc.). We also collect materials that are paper-based or digital.

The University Archives reserves the right to handle the materials according to the policies and procedures of the archival community and the sponsoring institution. Contact the university archivist regarding potential donations.

University records created by BYU-Hawaii campus departments are considered for permanent retention in the BYU-Hawaii Archives. These transfers must be reviewed and approved by the University Archivist prior to transfer acceptance. The following outlines the process of record transfers from campus departments to BYU-Hawaii Archives:

• Complete the BYU-Hawaiʻi University Archives Transfer of Records Request Form, and email completed form to the University Archivist.
• Once the request has been received, the University Archivist will contact the office to:
  
  • Appraise the records for historical and administrative long-term value in accordance with the BYU-Hawaiʻi Records Management General Retention Schedule.  
  • This can be done over email, phone, or an in-person visit.
  • Work with the office to decide the disposition of materials not to be retained by the University Archives.
  • Provide guidance on preparing materials for transfer.
  • Schedule the pickup of materials or the transfer of electronic records.
• You can download the form by clicking on this link:
  BYU-Hawaiʻi University Archives Transfer of Records Request Form

The BYU-Hawaii University Archives will make its holdings accessible to the University community and to other researchers. To this end the Archives, within the limitations of staff and other responsibilities, will:

• provide reference service during established office hours;
  
• answer inquiries for specific information of materials;
  
• assist researchers by retrieving materials and assisting in their interpretation when necessary;
  
• provide copies of material within the parameters of U. S. copyright law.

In order to protect the physical integrity of the Archives holdings, and to gather information about the breadth and depth of research use, researchers will be required to register and will be permitted to examine materials only in the Archives under the supervision of designated staff. The registration will include a formal commitment to abide by standard archival policies and will request information about the researcher’s institutional affiliation and research purpose.

• Some material in the Archives may be closed for research for a fixed term. These records include those covered by the U. S. Family Educational Rights and Privacy Act as Amended (1982) and by other federal and state statutes; by the University policy governing student records; by decision of the office of origin or donor. Further, U. S. copyright law imposes certain restrictions on the duplication and use of some materials.
  
• The University Archivist reserves the right to deny access to otherwise unrestricted material due to the fragile and/or valuable nature of the documents.

All archival materials used for research papers, reports, publications, exhibitions, and film, video or other media presentations must be properly cited and credited to the Eastern Michigan University Archives.

Please cite materials from the University Archives in the following manner: Item. Collection Title. Brigham Young University-Hawaii Archives.

It is important that you refer to your selected or assigned citation manual for specific citation requirements for primary source materials.

There is a self-service scanner available for researchers to make facsimiles of materials.

If you are unable to travel to campus but wish to have materials copied you can request that digital scans be made. If you are interested in learning more about these services and their associated processing times, please contact the archives via phone (808) 675-3868 or email archives@byuh.edu.

Digitally reproduced text, images and photographs, may be protected by copyright and other intellectual property laws. Obtaining a digital copy does not grant the receiver the right to publish copyrighted materials. Researchers are responsible for securing from the holder of the copyright the permission to publish copyrighted materials. In many instances, University Archives and Special Collections is not the copyright holder. If you are using the above materials for non-profit and educational purposes, such as personal research, teaching and private study. For these limited purposes, the materials can be displayed and printed, and all copies must include proper attribution of the source on all copies: Courtesy, BYU-Hawaii University Archives and Special Collections, Joseph F. Smith Library, Brigham Young University -Hawaii, HI 96762 for the full attribution, and Courtesy of BYU-Hawaii Archives as the short form. Except as provided above, or any use beyond what is allowed by fair use (Title 17, § 107 U.S.C.), you may not reproduce, republish, post, transmit or distribute any photographs, images, or information in any physical or digital form without the permission of the copyright owner of the materials.

Written permission must be obtained before using materials found in the Brigham Young University-Hawaii Archives for personal publication or display. You will be asked to provide your contact information, a complete listing of the material to be published, and information about the intended use, including the tentative title, place, and expected date of publication/distribution. You may also indicate whether you need digital files and what specifications you need. You may request permission to use multiple items with one form, if they are to be used for the same project. Permission to publish is granted for one-time, non-exclusive, world-wide rights in all languages, solely for the project specified in the agreement and in the medium indicated. Permission includes in-context promotion and is granted for the life of the project.

The researcher assumes full responsibility for the use of the material and for conformity to the laws of defamation, privacy and copyright, and shall indemnify and hold harmless Brigham Young University-Hawaii and the Brigham Young University-Hawaii Archives from claims arising as a result of the use of material so obtained.

If a donor has retained copyright, literary or otherwise, the researcher is responsible for obtaining their permission before publication.

Permission to Publish request forms can be obtained by contacting the BYU-Hawaii Archives at (808) 675-3868 or via email at archives@byuh.edu.

The Brigham Young University-Hawaii Archives (BYUH Archives) makes reasonable attempts to clarify the copyright status of materials under its care, but cannot claim copyright for every individual item: even if a donor has transferred intellectual property to the letters she has written, for example, she cannot transfer copyright to letters written by others. When it comes to letters received by the donor — half or more of most collections — copyright remains with the writer.

Researchers are legally obligated to ensure their full compliance with the laws pertaining to copyright and intellectual property and must obtain written permission from all interested parties. By itself, permission to examine or duplicate materials held by the BYUH Archives does not constitute authorization to publish those materials. A separate written request for permission to publish must be made in advance to the BYUH Archives, and permission will be granted only after the BYUH Archives has received a properly completed permission form signed by the requester. We recommend you plan ahead and allow as much time as possible for your request to be processed.

An approval of permission to publish from the BYUH Archives does not imply that all copyright demands have been met. Brigham Young University-Hawaii assumes no responsibility for infringement of copyright held by others: full responsibility for infringement is assumed by the individual requesting permission to publish.

Background

The University Archives may make digital copies of its collections available for the purpose of education and research, and post them publicly, in the following situations:

• They are in the public domain.
• The rights are owned by University Archives.
• University Archives has permission to make the materials accessible.
• University Archives makes these materials accessible for education and research purposes as a legal fair use.
• There are no known restrictions on use of the materials.

Policy

At the time of digitization, the University Archives will indicate what it knows about copyright and privacy rights, publicity, or trademarks. They will exercise due diligence not to violate intellectual property rights when posting digitized materials. However, due to the nature of archival collections, identifying or recording this information is only sometimes possible. If University Archives is notified by rights owners or others that posted digital materials violate intellectual property rights, we will investigate, and if the notification is legitimate, we will take down the materials.

During the investigation, the University Archives will block the material from public view or remove it while the University Archives addresses the rights issue. If, after investigation, it is determined that the materials violate intellectual property rights and may not legitimately be posted, they will be removed.

Digital Millennium Copyright Act

While the University Archives will consider notifications of intellectual property rights violations from anyone, the Digital Millennium Copyright Act outlines a procedure for rights owners to request the removal of materials posted on the Internet in violation of intellectual property rights. Rights owners filing complaints with University Archives and Special Collections are encouraged to follow the format outlined in the Act.

To file a formal notice of copyright infringement with the University Archives and Special Collections pursuant to Section 512(c)(3) of the Digital Millennium Copyright Act, the complainant should provide a written communication that sets forth the items specified below.

• Identification of the copyrighted work claimed to have been infringed, or, if multiple copyrighted works at a single online site are covered by a single notification, a representative list of such works at that site as required by 17 U.S.C. § 512(c)(3)(A)(ii).
• Information reasonably sufficient to permit the Library to locate the material as required by 17 U.S.C. § 512(c)(3)(A)(iii), preferably the URL of the allegedly infringing content (the specific document URL of the work).
• Information reasonably sufficient to permit the University Archives to contact the complainant, such as an address, telephone number, and, if available, an electronic mail address, as required by 17 U.S.C. § 512(c)(3)(A)(iv) (email address is preferred).
• A statement that the complainant has "a good faith belief that use of the material in the manner complained of is not authorized by the copyright owner, its agent, or the law" as required by 17 U.S.C. § 512(c)(3)(A)(v)
• A statement that the information in the complainant's letter is accurate, and under penalty of perjury, that he/she is "authorized to act on behalf of the owner of an exclusive right" as required by 17 U.S.C. § 512(c)(3)(A)(vi).
• A physical or electronic signature of a person authorized to act on behalf of the owner of an exclusive right that is allegedly infringed" as required by 17 U.S.C. § 512(c)(3)(A)(i).

• The written communication should be sent to:

  ATTN: DMCA Complaints
  University Archives
  Brigham Young University–Hawaii
  BYU–Hawaii #1966
  55-220 Kulanui St. Bldg. 5
  Laie, HI 96762
  Email: archives@byuh.edu