Who has access to records transferred to the archives?

  • Offices will always have access to the files that they have sent to the archives.
  • Archives staff must have access to the records in order for us to perform our duties.
  • Materials that were public at the time they were created (e.g., brochures, publications, etc.) can be made available to outside researchers immediately.
  • 25 years after the date of creation, all materials are available to researchers without restriction, unless those materials are covered by FERPA, HIPAA or a similar privacy law or local decision.

How to request records

Records transferred to the JHU archives for permanent retention are always accessible to the offices that deposited the records. We are generally able to provide access to records within 1-2 business days, either through consultation in the Special Collections Reading Room, via delivery of scanned copies, or delivery of physical files (in the case of student records).

To request a student record transferred by your office to the JHU archives, please email specialcollections@lists.jhu.edu with relevant information.

To request to use any other records transferred by your office to the JHU archives, please send an email to specialcollections@lists.jhu.edu that includes the following information:

  • Your name and position
  • What materials you wish to use
  • How soon you need the materials
  • Accession number for the materials, if known. Otherwise, approximately when the materials were transferred to the archives
  • Whether you would prefer to view the records in person or to receive a scanned copy

JHU records are available for use by all other researchers pursuant to JHU archives policies and procedures, generally after either 25 years (in the case of most administrative records) or 75 years (in the case of student records). Please email specialcollections@lists.jhu.edu to inquire about research access.