COMPLIANCE WITH THIS PUBLICATION IS MANDATORY

Transcription

1 BY ORDER OF THE SUPERINTENDENT HQ UNITED STATES AIR FORCE ACADEMY HQ UNITED STATES AIR FORCE ACADEMY INSTRUCTION JULY 2017 Services SPECIAL COLLECTIONS COMPLIANCE WITH THIS PUBLICATION IS MANDATORY ACCESSIBILITY: Publications and forms are available on the e-publishing website at for downloading or ordering RELEASABILITY: There are no releasability restrictions on this publication OPR: HQ USAFA/DFLIB Supersedes: USAFAI34-202, 15 February 2012 Certified by: HQ USAFA/DFLIB (Dr. Edward Scott) Pages: 6 This instruction implements Air Force Policy Directive (AFPD) 34-1, Air Force Services, and Air Force Instruction (AFI) , Air Force Libraries. It establishes the Special Collections Branch of the United States Air Force (USAF) Academy Library and tells the reader how to collect, maintain, and use the materials in the Special Collections Branch. This instruction applies to all United States Air Force Academy (USAFA) personnel and non-assigned personnel who wish to use archival facilities. This publication does not apply to Air Force Reserve Command (AFRC) units and the Air National Guard (ANG). Refer recommended changes and questions about this publication to the Office of Primary Responsibility (OPR) using Air Force (AF) Form 847, Recommendation for Change of Publication. See AFI , Publications and Forms Management, for a description of the authorities associated with the Tier numbers. Submit requests for waivers through the chain of command to the appropriate Tier waiver approval authority. The waiver authority for non-tiered requirements in this publication is the HQ USAFA/DF. Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with Air Force Manual (AFMAN) , Management of Records, and disposed of in accordance with Air Force Records Information Management System (AFRIMS) Records Disposition Schedule (RDS).

2 2 USAFAI JULY 2017 SUMMARY OF CHANGES Change the United States Air Force Academy Instruction (USAFAI) number from USAFAI to USAFAI Deletes reference to AFI , Air Force Library and Information System (AFLIS), which has been rescinded and updates reference to its replacement, AFI , Air Force Libraries. Deletes reference to AFI , Air Force Privacy Program, which was replaced by AFI , Air Force Privacy and Civil Liberties Program, and adds reference to the new titled instruction. Deletes reference to AFMAN , Managing Information to Support the Air Force Mission, which has been rescinded. Removed Paragraph in order to clarify the disposition of record copies received from offices of record. Adds additional abbreviations in Attachment 1 and changes Special Collections office symbol from DFLIBSC to DFLIB.

3 USAFAI JULY What the Special Collections Branch (HQ USAFA/DFLIB) Collects and Preserves: 1.1. Relevant books, documents, and copies of records that show the origin, planning, development and operation of the USAFA. Most important are materials generated by the Superintendent, the Dean of Faculty, the Commandant of Cadets, the Director of Athletics, the Director of Public Affairs, and other staff agencies Books, pamphlets, documents, photographs, and like materials which pertain to the evolution and development of aeronautics. Academy photographs accessioned in accordance with AFI , Visual Information, and its supplement Rare books chosen because of their content, format, or publication date USAFA oral history materials. 2. Who May Use Special Collections Materials: 2.1. Official Academy Users. Military and civilian personnel and cadets assigned to USAFA who need information to meet the operational needs of the Academy Unofficial Academy Users. USAFA personnel who wish to use archival or manuscript materials in the Special Collections Branch for unofficial projects. These users must apply for permission in writing to the Associate Dean and Director of Academy Libraries (HQ USAFA/DFLIB), who might also require the approval of whoever generated the material. NOTE: Active duty personnel should read AFI , Security and Policy Review Process, which covers reviewing and clearing projected publications Non-Academy Users. Other people who wish to use archival and manuscript materials. Such users must get approval from the Associate Dean and Director of Academy Libraries (HQ USAFA/DFLIB) and the activity that generated the material. Submit requests in writing, stating precisely which documents, records, or parts of them are needed. 3. Setting the Conditions Under Which People May Use Special Collections Materials. According to the following requirements, the Associate Dean and Director of Academy Libraries (HQ USAFA/DFLIB) or a representative, determines the conditions for using special materials Use the Freedom of Information Act, as implemented by DoDM and 32 Code of Federal Regulations (CFR) 286_AFMAN , Freedom of Information Act Program, as implemented by AFI , Air Force Privacy and Civil Liberties Program, to decide whether to disclose or deny access to Special Collections materials When someone requests materials for nonofficial use, follow AFI , Community Relations, Paragraph 39, as guidance for sending a reply, approving, or denying those materials Reproduce copyrighted works according to the provisions of copyright law Use the separate Memorandum of Understanding between the Associate Dean and Director of Academy Libraries and the Professor and Head of the Department of History (HQ USAFA/DFH) to determine access to USAFA oral history materials.

4 4 USAFAI JULY What Academy Agencies Do to Maintain Special Collections Materials: 4.1. HQ USAFA/DFLIB acquires, maintains, and uses the materials in the Special Collections Branch and coordinates with Public Affairs (HQ USAFA/PA) before releasing information or material from Special Collections Branch to nongovernmental agencies, civilians, or organizations HQ USAFA/DFLIB Special Collections obtains copies of records for reference from record series retired to Records Staging Areas and from offices of record For record series retired to Records Staging Areas (10 CS/SCXSCR), HQ USAFA/DFLIB Special Collections: Gets permission from the office of record retiring the record series to screen those records Reviews Standard Forms 135, Records Transmittal and Receipt, for the retired record series Charges out from Records Management (10 CS/SCXSCR) those series selected for archival value that are past the disposition date Prepares an archival records group description Sends the records to be microfilmed to the Microform Services Center (10 CS/SCXSCR) and keeps a copy of the microfilm Keeps selected original documents of major historical value in hard copy and disposes of other records in accordance with the Air Force Records Disposition Schedule For records from offices of record, HQ USAFA/DFLIB Special Collections: Reviews the documents and determines their value Transfers paper, digital or microfilmed records to Special Collections. NOTE: For course materials, see Paragraph 4.5 for disposition of record copies HQ USAFA/DFH advises HQ USAFA/DFLIB on accepting personal papers and individual collections Records Management (10 CS/SCXSCR) provides HQ USAFA/DFLIB Special Collections the hard copy of any records that are past their disposition date, and are of historical value in its holdings, provided the Office of Primary Responsibility (OPR) concurs and 10 CS/SCXSCR approves USAFA activities (offices of record) who provide copies (whether digital, reproduced, or original) of record material are responsible for disposing of the record copies according to AFMAN , Management of Records, and AFRIMS. For more information on record copies of course materials, see Faculty Responsibilities for Academy Archives.

5 USAFAI JULY Records custodians notify HQ USAFA/DFLIB Special Collections of any documents in their offices of record that may be of special historical value. Examples of these documents are policy and precedence files, ongoing projects, and other documents reflecting changes and accomplishments. ANDREW P. ARMACOST, Brig Gen, USAF USAFA Dean of Faculty

6 6 USAFAI JULY 2017 References Attachment 1 GLOSSARY OF REFERENCES AND SUPPORTING INFORMATION AFI , Air Force Privacy and Civil Liberties Program, 12 January 2015 AFI , Air Force Libraries, 24 September 2014 AFI , Security and Policy Review Process, 4 May 2016 AFI , Community Relations, 26 January 2010 AFI , Visual Information, 12 March 2010 AFMAN , Management of Records, 1 March 2008 AFPD 34-1, Air Force Services, 2 November 2012 DoDM and 32 Code of Federal Regulations (CFR) 286_AFMAN , Freedom of Information Act Program, 21 October 2010 Adopted Forms AF Form 847, Recommendation for Change of Publication Standard Form 135, Records Transmittal and Receipt Abbreviations and Acronyms AF Air Force AFI Air Force Instruction AFPD Air Force Policy Directive AFMAN Air Force Manual AFRIMS Air Force Records Information Management System DoD Department of Defense OPR Office of Primary Responsibility RDS Records Disposition Schedule USAF United States Air Force USAFA United States Air Force Academy