1. (a) Registration.

   1. (1) Texas state employees and persons affiliated with state or local governments in Texas, staff of public, academic, special, or school libraries, and faculty or students of graduate schools of library and information science in Texas must register each year in person, by telecommunications or mail. Registration includes providing the following information:

      1. (A) place of employment or study, address, and telephone number;
      2. (B) home address and telephone number; and
      3. (C) driver's license or date of birth.
   2. (2) Others must register each year in person, presenting current photo identification with an address, sign a registration agreement, and provide the information detailed in paragraph (1) of this subsection. The signed registration is kept on file.
   3. (3) No corporations, libraries, or groups may register; only individuals who are 16 years or older may register. However, persons under age 16 are welcome to use the services if supervised by a registered customer. Persons age 12 or younger are not admitted in the State Archives reference room; however, they may use other services and facilities of the library under supervision of an adult.
   4. (4) Customers without acceptable photo identification or other information may be registered temporarily for supervised use of materials at the library; however, customers without a work or home address in Texas may not check out circulating materials.

2. (b) Loan periods.

   1. (1) Loans of circulating items are four weeks with the following exceptions.

      1. (A) Current issues of journals and newspapers are loaned for two hours during periods of low demand, and library science journals are loaned for four weeks; otherwise journals do not circulate.
      2. (B) Video materials are loaned for three weeks.
      3. (C) Materials are loaned to other libraries for five weeks.
      4. (D) Collection development materials are loaned for eight weeks.

   2. (2) Renewal of loans.

      1. (A) Loans may be renewed twice for two weeks each time if there are no reserves on the item.
      2. (B) Customers may renew loans in person, by telecommunications or mail.
      3. (C) Libraries may renew interlibrary loans once if there are no reserves on the item.
      4. (D) Overdue materials may be renewed.

   3. (3) Number of items per customer.

      1. (A) The number of circulating items that may be borrowed at one time is not limited, except that a customer may only borrow six reels of microfilm at one time.
      2. (B) Additional restrictions apply to the State Archives. Only one box, one pension application, case file, bill file, or map may be used at a table at a time. No more than five volumes may be on a table at a time. Only one folder may be removed from a box at a time. Added materials may be requested and kept on a book truck or at a research assistants' desks.

3. (c) Overdue and lost items.

   1. (1) Each customer is responsible for items checked out in their name until they are returned to the circulation desk of the collection from which they were borrowed. Items may be returned by either of the following:

      1. (A) United States mail services to Texas State Library, Box 12927, Austin, Texas 78711-2927;
      2. (B) interagency mail or commercial delivery services to Texas State Library, Lorenzo de Zavala State Archives and Library Building, 1201 Brazos, Austin, Texas 78701-1938.
   2. (2) There is no fine for overdue items.
   3. (3) The costs of replacement are assessed for lost items.
   4. (4) An invoice for the value of an item is sent when it is six weeks overdue.
   5. (5) For government publications the replacement cost is the current price or $.10 per page.

4. (d) Exhibition of State Archives. Archival material, historical items, artifacts, or museum pieces will be loaned for public exhibition only under conditions specified in paragraphs (1)-(8) of this subsection. Requests for loan of the original Texas Declaration of Independence, original copies of the Constitutions of Texas, Treaties of the Republic of Texas, and certain other highly significant documents will require the formal approval of the Commission. Microfilm reproductions, preservation photocopies, other photographic reproductions, or digital images will be created prior to archival materials being lent for exhibition.

   1. (1) General Requirements.

      1. (A) A formal loan request must be made in writing at least 60 days before the materials are to leave the Texas State Library and Archives Commission. The request shall be addressed to the Director and Librarian. The written request shall include the exhibition title, dates of exhibition and loan period, a general description of the exhibition, and complete citations for each item requested. If special circumstances warrant, the Director and Librarian may waive the 60-day requirement.
      2. (B) The maximum loan period is normally six months. The Director and Librarian reserves the right to recall loaned materials for good cause at any time and will attempt to give reasonable notice thereof.
      3. (C) The borrower must agree in writing to adhere to the commission rules governing the loan and exhibition of materials. If the borrower wishes to use its own incoming loan agreement form as well, it must first agree that the terms of the commission loan agreement are the controlling terms when there is a conflict between the two documents.

      4. (D) The borrower may not take any of the actions detailed in clauses (i), (ii), and (iii) of this subparagraph without first obtaining written permission from the Director and Librarian.

         1. (i) Display commission materials in a location or exhibition other than that cited on the loan agreement.
         2. (ii) Transfer physical custody of the loaned items to another institution or third party.
         3. (iii) Alter, clean, or repair loaned items; perform any conservation treatment; or remove a document from a housing provided by commission (e.g., polyester encapsulation, mat, etc.).

   2. (2) Security and Environmental Conditions.

      1. (A) Archival material, historical items, and artifacts must be displayed in a facility equipped with fire protection equipment as described in National Fire Protection Association--Recommended Practice for the Protection of Museums and Museum Collections (ANSI/NFPA 911-1991).
      2. (B) Items on loan must be secure at all times. Professional security guards or other trained personnel must regularly patrol exhibition areas during hours of public access. The borrower shall have sufficient 24-hour guards or a 24-hour electronic security system to effectively monitor and protect the exhibition, storage, and preparation areas at all times.
      3. (C) Temperature and humidity levels must be monitored and controlled. A temperature of 70 plus or minus 5 degrees and relative humidity of 50% plus or minus 5% without rapid fluctuations must be maintained in the storage, preparation, and exhibition areas. Before approving a loan and while items are on loan, the Director and Librarian may request copies of temperature and humidity readings from the borrower to verify that these requirements can and are being met.
      4. (D) Exhibition cases must be dirt-free, dust-proof, and secured with locks or security screws. Frames must also be dirt- and dust-proof and secured to the wall with security screws or other hanging methods approved by the Director and Librarian. Glass or acrylic sheeting, such as Plexiglas, Lucite, or Polycast must protect all materials displayed in frames or cases. The Director and Librarian may specify grades of acrylic sheeting that filter ultraviolet light for materials that are especially light sensitive.
      5. (E) The exhibition must be monitored daily to ensure security and stability of documents within the cases and frames as well as adequate maintenance and cleaning of the exhibit area.
      6. (F) Eating, drinking, and smoking must be prohibited in the storage, preparation, and exhibition areas.

   3. (3) Lighting Conditions.

      1. (A) Incandescent bulbs are the preferred light source for exhibition lighting. All light sources must be filtered to remove the ultraviolet component.
      2. (B) When lighting items exhibited in a case, exterior incandescent lights shall be used whenever possible. If interior case lights are used, fluorescent lights with ultraviolet filters are preferable because fluorescent tubes will have minimal effect on the temperature in the case.
      3. (C) No original archival materials, historical items, or artifacts shall be exhibited where they will be exposed to direct or unfiltered sunlight.

   4. (4) Handling and Installation.

      1. (A) Original archival materials, historical items, or artifacts may be handled and installed only by a curator, registrar, preparator, or conservator under contract to or on the staff of the borrower.
      2. (B) The commission may encapsulate or mat documents for loan to minimize dangers associated with handling and exhibition. No item borrowed for exhibition may be altered, cleaned, repaired, or removed from housing provided by the commission without first obtaining written permission from the Director and Librarian.
      3. (C) The commission reserves the right to directly supervise the installation of its materials.
      4. (D) If documents are displayed in exhibition cases, the cases must be dirt-free, dust-proof, and locked or secured with security screws.
      5. (E) All items must be handled, supported, and conveyed by means that will prevent damage during transport to and from the borrowing institution and within it.
      6. (F) All items must be given sufficient support to prevent damage during exhibition.

   5. (5) Inspections.

      1. (A) A commission staff member may inspect the exhibition area before the loan is approved. If, after a commission staff inspection, in the opinion of the Director and Librarian any loan requirement cannot be met, the loan will not be made.
      2. (B) Commission staff members or personnel designated by the Director and Librarian may make inspection trips at any time during the period of the loan.

   6. (6) Packing and Transportation.

      1. (A) Unless the commission specifies otherwise, commission staff will pack items going out on loan. The borrower is responsible for packing loan items to return to the commission. All items must be given sufficient support and protection to prevent damage during transit.
      2. (B) The borrower will pay all costs associated with shipping or transporting the items on loan from the commission.
   7. (7) Insurance. All borrowers other than state agencies must provide all-risk insurance coverage in an amount satisfactory to the commission for all loaned items from the time the items leave the commission until the time of return. Evidence of this policy must be provided the commission before any items are removed from the commission.

   8. (8) Publicity and Credit.

      1. (A) The Director and Librarian must approve any plans to reproduce loaned items for exhibition-related publications, other publications, and publicity purposes.
      2. (B) Commission materials on exhibition may be photographed by the general public without the use of flash or tripod.
      3. (C) In the exhibition and related publicity, the commission must receive clear and prominent credit. The following credit line shall be used: Archives and Information Services Division, Texas State Library and Archives Commission.
5. (e) Services requiring registration. Customers must be registered to check out materials, request interlibrary loans of materials, use password services, or receive services for fees.
6. (f) Password services. Some information services provided by telecommunications are limited to state employees or to staff of participating libraries and require a valid password for access.

7. (g) Suspension of service.

   1. (1) Borrowing privileges may be suspended permanently for failures to return materials on time more than four times a year.
   2. (2) Services at the library may be suspended for six months for smoking in a facility of the commission or eating or drinking in a reading or reference room.
   3. (3) Services at the library may be suspended for behavior that is threatening, harassing, or obscene toward staff or other customers. If the service can be provided through an alternate method that eliminates the problem behavior, for example mail instead of telephone or telephone rather than at the library, the service will be provided.
   4. (4) Theft or destruction of state resources or property will result in suspension of all services immediately.
   5. (5) Prior to a permanent suspension of service, a customer will be notified in writing of the problem and provided an opportunity to respond by a certain date if the customer has a known mailing address.
8. (h) Confidential records. Records that identify a person who requested, obtained, or used a library item or service are confidential under the Texas Open Records Act (Texas Civil Statutes, Article 6252-17A).

Source Note:The provisions of this §2.52 adopted to be effective July 4, 1994, 19 TexReg 4814; amended to be effective September 6, 1998, 23 TexReg 9036.