ICFA Services

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General Information

  • ICFA is located on the 2nd floor of the Dumbarton Oaks Library.
  • Access to ICFA is by appointment only. Monday through Friday, 9 AM - 12 PM and 1 PM - 5 PM.
  • ICFA is closed for lunch from 12 PM to 1 PM. Please notify an ICFA staff to coordinate your schedule.
  • Researchers, including Dumbarton Oaks staff, fellows, and readers, are welcome to use ICFA's document and photograph collections. Guests are not permitted.

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Access Policy

  • To request an appointment in ICFA, please submit an Appointment Request Form:request appointment
  • Consult ICFA's collections online at AtoM@DO or via the departmental website at http://www.doaks.org/icfa
  • Indicate the collection(s) you wish to consult, the purpose and subject of your research, as well as the AtoM reference code(s), date(s) or time period(s), person(s) of interest, medium (e.g., architecture, sculpture, wall painting, epigraphy, etc.), site(s), location(s), and alternative term(s). 
  • After submitting the form, an ICFA staff will contact you to confirm the time and date of your appointment. 
  • Please notify an ICFA staff in advance if your arrival will be delayed or if you are unable to make your scheduled appointment.
  • A Reader's badge is necessary for visiting ICFA. Special consideration will be given to researchers applying to access materials housed in ICFA. To apply to a Reader’s badge from the Dumbarton Oaks Library, please fill out and submit the attached FORM.  Completed forms should be sent to library@doaks.org at least one week in advance of your desired start-date. For additional information, please visit: http://www.doaks.org/library-archives/library/access-info.

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Before You Arrive

Allowed in the ICFA Reading Room

To carry approved items to the ICFA Reading Room, clear plastic bags are available upon request in the security desk.

  • Pencils and mechanical pencils
  • Notepads or notebooks
  • Personal computers
  • Storage media: external hard drives and USB drives
  • Wallets
  • Digital cameras - May be used for study purposes only and at the discretion of ICFA staff depending on the condition of the materials to be photographed. 
  • Mobile phones - May be used as cameras, but the ringers must be turned off.

Not Allowed in the ICFA Reading Room

  • Pens, markers, highlighters
  • Post-its
  • Envelopes, binders, folders
  • Items unrelated to your research in ICFA, e.g. books, magazines, and newspapers
  • Food, candy, and drinks (including water) - Water fountains are available on every floor of the Library.
  • Bags, purses, briefcases, backpacks, boxes, or other large containers of any kind - You must leave these personal belongings in lockers behind the security desk.
  • Mobile phones - May not be used other than as digital cameras.
  • Guests

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When You Arrive

  • Staff, fellows, and readers with a Reader’s badge may proceed to the 2nd floor of the Library.
  • For all other researchers, you need to be issued a Visitor's badge. When you arrive at the Library, inform the security guard that you have an appointment in ICFA and the guard will dial the appropriate extension. 
  • An ICFA staff will meet you at the security desk to sign you in with a Visitor’s badge and escort you to the ICFA Reading Room. As a Visitor, you will need to be accompanied at all times by an ICFA staff member.
  • All researchers will be required to fill out two forms:

* Registration form: name, contact information (e.g. address, phone number, email), research topic, and reading room rules agreement.
* Sign-in form: date, name, affiliation, and collection(s) used

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ICFA Reading Room Rules

  1. All archival collections can only be consulted in the ICFA Reading Room. Make sure your hands are clean before handling the collections.
  2. Only an ICFA staff member is allowed to retrieve materials from the stacks. Researchers are not allowed to browse the shelves. 
  3. Do not bend, fold, lean on, mark, or otherwise damage any of the archival materials in any way. Items should remain flat on the table at all times. 
  4. Wear gloves, and always handle photographic materials by their edges – do not touch the image surface. If items are in Mylar sleeves or folders, do not remove them from their containers. 
  5. Keep all items in the order in which they were received – do not rearrange items. Use an out-card to mark an item’s place when removing it from a folder or box. 
  6. Researchers may photograph materials for study purposes only, free of charge. Users may also elect to use ICFA’s reproduction services. Whether for study or publication purposes, processing and/or reproduction fees may apply. 
  7. When archival items are in need of preservation, please alert an ICFA staff immediately. Do not attempt to repair any of the items.
  8. Notify an ICFA staff if you need to leave the ICFA Reading Room or when you are done with the materials. Materials should not be left unattended. Your requested item(s) may be held for your use on a subsequent day(s).
  9. It is the responsibility of the researcher to obtain copyright clearance to publish or otherwise reproduce or distribute archival materials. Whenever possible, ICFA will provide the contact information of copyright holders.

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For Study Purposes

Self-Service Reproductions

  • Self-service reproduction or photography is allowed for onsite researchers and for study purposes only, free of charge. ICFA reserves the right to approve self-service photography depending on the condition of the materials. 
  • A digital camera and a copy stand, provided by ICFA, are available upon request. 
  • Researchers may also use their own digital cameras for the same purpose.
  • ICFA staff may request that researchers provide copies of the digital photographs they take of archival materials.
  • All images provided for study purposes may not be published, redistributed, reproduced, modified, or otherwise used for personal or corporate gain without prior written consent from Dumbarton Oaks or the copyright holder.

Services provided by ICFA

  • When requesting images for study purposes, please submit an Online Image Request Form: photo order form
  • Provide a detailed description of the image you are requesting, including any negative or accession number(s) (if known), and the publication information. If the image is found in a publication, please supply the citation information, including the figure and plate numbers, in order to facilitate your request.  
  • For study purposes, there is no processing and/or reproduction fees for requests up to 25 items (images or pages). However, turnaround time for orders will depend on staff availability and the existing queue of digitization requests.
  • For larger orders (more than 25 items), a $50 per hour processing and/or reproduction fees may apply, depending on the quantity and complexity of the request. 
  • Items will be delivered as jpegs (for photographic materials) and/or pdfs (for document materials). 

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For Publication Purposes

  • When requesting images for publication purposes, please submit an Online Image Request Form. 
  • ICFA staff will review your request(s) and determine whether we are able to grant permission for publication. Note that Dumbarton Oaks does not own copyright for all of the images in our collections.
  • If we are able to provide permission, ICFA staff will scan the item at high resolution in tiff format.
  • There is no use or permission fees for scholarly, educational, or non-commercial publication request(s). However, for an ICFA staff to produce a publication-quality image:

* There is a $20 reproduction fee per item that have not yet been scanned or digitized.
* There is no reproduction fee ($0) for items that have already been scanned or digitized.

  • A $50 per hour processing and/or reproduction fees may apply, depending on the quantity and complexity of the request. 

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Payment and Delivery

  • ICFA staff will send you a copy of the Photo Order Form that itemizes the requested materials and fees (if any) that apply to your request. 
  • When you receive the Photo Order Form, please review and complete both pages of the form. 
  • Sign and date the form, and return it to ICFA by fax (202-625-0279) or email (). ICFA staff will provide you with a counter-signed copy for your records. 
  • Please indicate your preferred delivery method:

* Link to a file hosting service (MediaFire) for downloading
* Save to your USB drive or external hard drive (only applicable if researcher is onsite)

  • Request(s) will be delivered upon receipt of payment:

By check: Send a check payable to Dumbarton Oaks in US dollars ($) to:

Image Collections and Fieldwork Archives
Dumbarton Oaks Research Library and Collection
1703 32nd Street, NW
Washington, D.C. 20007

* By credit card: Call Neressa Darroux in the Finance Department at 202-339-6424. You may also fax your credit card information to the Finance Department at 202-339-6416. Please do not transmit any sensitive financial information by email or voicemail – phone or fax only.

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Preferred Citation

Consult an ICFA staff when citing or publishing materials from the archives, or please use our general citation template: 

[Collection Title], [AtoM Reference Code], Image Collections and Fieldwork Archives, Dumbarton Oaks, Trustees for Harvard University, Washington, D.C.

Document Actions

Hours

Monday through Friday
9 a.m. to 12 p.m.
1 to 5 p.m.

Contact

Tel: (202) 339-6972
Fax: (202) 625-0279