Guidelines

Getting Started

Everyone (not just archivists and librarians) has a responsibility to help preserve our past for future generations. While using our holdings, we ask researchers to do their part for preservation by following these simple guidelines.

  • Leave all food and drink outside.
  • Please sign our daily patron register each day upon first entering the reading room.
  • To view books or documents, to listen to oral history interviews or recordings, or to watch films and videos, simply complete a call slip for each item and present it to our reading room staff. We will bring your items to you and give you a brief demonstration on how to handle the materials properly or we will handle them for you, depending on the type of material requested. Reference materials on shelves within the reading room do not require call slips for access.
  • You may use our holdings only in our reading room. Nothing may be checked out or removed from the room.
  • Leave book bags, briefcases, large purses, heavy coats, umbrellas, etc., on the shelves at the front of the reading room under the card catalog. You may take to your desk only pencils (please, no pens), blank sheets of paper, note cards, or writing tablets, which must be submitted for examination upon leaving. We are not responsible for personal belongings left in our reading room.
  • Jazz Archives staff will give fifteen minutes notice before closing. We will neither retrieve nor photocopy documents after that time.

How to work with Hogan Jazz Archive materials

  • Please sit facing the front of the room. If two persons are sharing a desk, both should sit on the same side and face the front.
  • When practical, please provide the Jazz Archives with two courtesy copies of publications or products made possible by research in our holdings.
  • Please make sure that the reading room supervisor has an unobstructed view of your desk. Do not place boxes or other items on your desk so that they block the supervisor's view of your work.
  • Please observe a "one box, one folder" rule. That is, have only one box at a time open on your table and only one file folder out of that box.
  • Keep documents flat on the table. When reading documents, leave them flat on the table, in their file folders, and in the order in which you found them. Do not hold documents while reading them, remove them from their file folders, or change the order of documents within the file folders. Please be particularly careful not to lean on, write on, or place any objects, such as writing paper or note cards, on top of the documents.

What to bring with you when you visit the Hogan Jazz Archive

  • A photo-ID. Researchers are required to present a photo-ID on entering our reading room. We keep the photo-ID at our front desk and return it when researchers depart. While any type of photo-ID is acceptable, we prefer that it not be a driver’s license in case researchers forget to retrieve it when they leave, but driver’s licenses are acceptable if other types of photo-ID are unavailable.
  • A camera. Researchers are welcome to take photographs of most of our holdings as long as they do not use flash and do not disrupt other researchers. We also allow camera tripods.
  • A laptop with power cable. Laptops are welcome in our reading room and electrical outlets are available.
  • Pencils and paper. Ink pens are not allowed in our reading room because of the permanent damage accidental ink stains can cause. We have pencils and a sharpener available if you forget to bring pencils with you. Researchers are allowed to take to their worktables only pencils, paper for taking notes, a camera, and a laptop. Researchers are to place all other personal belongings on shelves at the front of the reading room. We reserve the right to inspect any papers on leaving.
  • A light sweater or jacket. We keep our reading room at a slightly cooler temperature for preservation purposes. If you will be working in our reading room for some time, you may occasionally feel the need for a light sweater.

How to Cite Our Holdings

Credit the "Hogan Jazz Archive, Tulane University"

Cite collections in the following manner:

Name of the material source (e.g., Armstrong, Louis, persons vertical File; or Lillian Hardin Armstrong, interview by William Russell, July 1, 1959), Hogan Jazz Archive, Tulane University, New Orleans, LA.

More information about citing archival sources is available here.