I. Introduction
The library at Gettysburg National Military Park is an essential resource that primarily assists staff in carrying out the park’s mission and also serves non-park/public researchers[1] in providing a fuller understanding of the Gettysburg Campaign and Battle and of the history of the Gettysburg National Military Park. This policy and associated procedures will assure accountability for park staff and non-park/public researchers. This document will establish guidelines and standards for the operation of the library and will help to provide stability, continuity, and efficiency in its operation. This policy is intended to guide and support decisions of the designated library manager and to inform library users. Park staff will review and update this policy every five years for the superintendent’s approval, unless policy or staff changes require more immediate action.
Gettysburg National Military Park’s Foundation Document (approved in 2016) includes a statement of the Park’s Purpose:
“The purpose of Gettysburg National Military Park is to preserve, protect, and interpret for this, and future generations the resources associated with the 1863 Battle of Gettysburg during the American Civil War, the Soldiers’ National Cemetery, and their Commemorations.”
Gettysburg National Military Park’s Foundation Document also includes the Park’s Interpretive Themes, which are sixfold:
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The Civil War was the result of decades of increasing divisiveness caused primarily by the issue of slavery that pulled the nation apart economically, socially, and politically.
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The Gettysburg Campaign was directly influenced and shaped by the 1863 strategic military/political situation of the nation. The evolution, conduct, and eventual outcome of the campaign and battle were directly related to the geography, topography, and landscape features of the region, as well as to the tactics, leadership, and organization of the respective armies.
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The soldiers who fought at Gettysburg were, for the most part, battle-hardened veterans. Their backgrounds varied as much as their reasons for being there. Their experience in combat and the aftermath of battle were both uniquely individual and universal.
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The Battle of Gettysburg touched the lives of civilians both near and far. Farmers whose land became battleground, citizens in town, those who tended the wounded, buried the dead, or came to locate a friend of loved one were forever changed by their experiences here. The tremendous human cost of Gettysburg touched and changed the lives of families, neighbors, and the general population in small towns and large cities of both the North and the South.
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In his Gettysburg Address, President Abraham Lincoln focused the nation’s attention on the Union sacrifices, as well as the evolving meanings and consequences, when he stated that it would lead to “a new birth of freedom” for the nation; a charge that still challenges us today.
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The hundreds of monuments, markers, and memorials, many created by the veterans themselves, continue to bear witness to the experiences of individuals associated with the Battle of Gettysburg and are a testament to how the battlefield has become a stage for the reconciliation of a once divided nation, national commemoration of the Civil War, and a place of personal connection for Civil War veterans, their families, and visitors who continue to be drawn to this park.
All research and reference materials relating to the Park’s purpose, resources, and interpretive themes that have been purchased, donated, copied with government funds, or acquired in the performance of an employee’s duties are considered part of Gettysburg National Military Park’s library. The library will be managed and made available for use according to the following policy and procedures.
II. Objective
The purpose of the Gettysburg National Military Park library is to acquire, preserve, organize, and make accessible its collection of books and other materials to assist park employees and interns as well as non-park/public researchers in their work. While non-park /public researchers will have the ability to utilize the library collection on a limited basis and by appointment only, the primary objective and emphasis of the Gettysburg National Military Park library is to support park staff research and interpretative and education services.
III. Responsibility
The library is managed by the Education Branch of the Interpretive Division. The Chief of Interpretation and Education, in consultation with the Education Specialist, will designate a permanent employee as the collateral duty library manager. Implementation of this policy is the responsibility of the library manager. The library manager may recruit capable volunteers to serve as part-time library assistants. The library manager may also request and potentially secure a research intern(s) to assist on a limited basis. The library manager will keep up to date on National Park Service library policies, procedures, and technologies. The library manager or library assistant adds new items to library collection, ensures that materials are returned in proper condition, accounts for the library collection, culls items no longer needed, oversees biennial inventory of holdings, and regularly updates and informs larger park staff about new acquisitions. The library manager will also regulate and facilitate research visits from non-park/public researchers and monitor their research in the library’s reading room. The library manager will also train and assist park staff on how to search library materials and on the policies of library use.
IV. Arrangement and Access
Gettysburg National Military Park maintains a library of books, manuscripts, maps, photographs and other materials relative to the American Civil War, the Gettysburg Campaign, the Gettysburg National Cemetery and Gettysburg Address, and the development, interpretation, and administration of Gettysburg National Military Park. Library holdings include books, bound volumes, vertical files, manuscripts, limited reproduction photographs, maps, microfilm and audio-visual materials. Within our collection are several rare first edition regimental histories, campaign studies, and memoirs.
Books in the park library are organized by subject matter and are organized using call numbers based on the Library of Congress classification system. Other materials are sorted by volume, source of the materials, collections, and the kind of materials that are housed for research. The main two systems are the Vertical File Drawer Collection and the Archival Box Collection, the latter subdivided into collections donated to the park by researchers and authors. Vertical Files are maintained in file cabinets in the library and are primarily organized alphabetically, numerically by regiments, or by other arrangement schemes derived in house, and consists largely of unpublished materials, including photocopies of original materials held elsewhere. A vertical file finding aid is available both in the library and in the adjacent reading room for ease of use.
Every item that is contained in the Gettysburg National Military Park library also has a record in an electronic reference management database, which the designated library manager and library assistant can access.
A select group of materials, though shelved with the rest of the library, is limited to in-library use only. This includes items from Special Collections and rare books. The library also holds numerous volumes of non-circulating multi-volume reference books in the reading room. These books are for in-library use only as well. Books stamped “non circulating,” “reference,” or “rare book” cannot be checked out or borrowed.
The park library does not maintain census records, genealogical or land ownership records of Gettysburg and Adams County residents outside of the battlefield district. For information on the history of this county and the residents who inhabited the area, researchers should contact the Adams County Historical Society. Neither does the Gettysburg National Military Park provide genealogical services.
Information on Gettysburg National Military Park’s library, including policies on use and how non-park/public researchers can make a research appointment, will be provided on the park’s website at https://www.nps.gov/gett/learn/historyculture/research-center.htm
Rare Books and Special Collections
The park library contains numerous items that merit special consideration due to age, condition, rarity or out-of-print status. Every effort will be made to replace these with reprints, digital copies, or facsimiles when available. In such cases the original works will be transferred to the archives. While they remain shelved with the main collection, for ease of organization and location, they have special restrictions compared to the main collection. These items are typically marked with a stamp identifying it as part of the library’s special collection or if it is a rare book.
Factors to consider for inclusion in this system include:
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The item is irreplaceable or difficult to replace, i.e. it is a rare book or out of print.
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The item has particularly strong historic interest to the park.
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The item has unusual attractiveness or interest.
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The item is in fragile or delicate condition.
Items that fall into this category have special restrictions. They may only be used in the library’s reading room and cannot be checked out. They may only be photocopied with permission of the library manager due to condition concerns.
V. Scope of Collection
Gettysburg National Military Park’s library collection consists primarily, though not exclusively, of books; bound periodicals; photocopies of original source materials including, but not limited to, letters, diary entries, newspaper articles, and photographs; maps; compact discs (CDs), digital video discs (DVDs); video home system (VHS) cassettes, various types of ephemera and paper research; and reference materials.
This Scope of Collection defines the focus of present and future library holdings of Gettysburg National Military Park. This collection contributes directly to the park’s mission to interpret and educate, helps support and illustrate the themes of the park’s interpretive program, and supports and documents the protection and management of the parks cultural and natural resources. These guidelines are designed to ensure that the collection is clearly relevant to the park’s mission.
In support of the purpose of Gettysburg National Military Park and its Interpretive Themes, the Scope of Collection for the library will encompass the following subjects:
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The Battle of Gettysburg (July 1, 2, 3, 1863)
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The Gettysburg Campaign (June-July 1863)
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The American Civil War (1861-1865)
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The Pre-Civil War Era (ca. 1830s-1850s)
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The Post-Civil War Era of Reconstruction (ca. 1865-1890s)
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American Slavery (ca. 1619-1865)
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Individuals Associated with the Gettysburg Campaign and Battle (military, political, or civilians)
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United States and Confederate States Military Units Associated with the Gettysburg Campaign and Battle
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Civil War Soldiers, to include, motivations, demographics, material culture
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Nineteenth Century American Social, Cultural, Political, Military, and Economic History
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Nineteenth Century African American History
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Creation, development, maintenance of Gettysburg National Military Park
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Gettysburg National Cemetery
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Battlefield Monumentation and Commemoration
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Abraham Lincoln’s Gettysburg Address and Cemetery Dedication Ceremony
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Battlefield Preservation
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Civil War Medicine and Medical Care
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American Agricultural Practices in the 19th Century
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19th Century Material Culture
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Children’s Books pertaining to American History, in general, and the American Civil War and Battle of Gettysburg in particular.
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National Park Service
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Gettysburg National Cemetery
VI. Acquisition Guidelines
The library manager will accept additions to the library at any time for items that fall within the Scope of Collection.
The library manager will also solicit recommendations and suggestions for potential title acquisitions from greater park staff.
Purchases or donations of newly published books pertaining or related to subjects in the Scope of Collections are especially encouraged.
Hardcover and cloth editions are more desirable than paperback editions, but paperbacks will be purchased, if necessary, for reasons of price, timeliness of the material, and availability.
The library manager may accept donations of books or materials with the following understanding:
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The park will not provide tax appraisals or assign a monetary value to materials. The donor will be encouraged to secure a third-party appraisal prior to donation, if desired.
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The park retains the right to keep, use, or dispose of the gift as deemed appropriate by the library manager.
- The library manager will integrate the materials into the regular collection.
- Books or bound volumes that fit within the scope of collection, but due to their age, condition, rarity, or historic connection to the park are unsuitable for circulation, will be forwarded to the Curator / Collections Acquisition Committee for consideration.
- We welcome the consideration of those who wish to donate books or manuscripts to the park but please be aware that we do not accept items dropped off or mailed to the park without prior approval. Please email the library manager to begin the donation process.
Every item that is contained in the Gettysburg National Military Park library must have a record, which is prepared and entered in a reference management database to account for item and the location of that item either on a shelf, in a drawer, file or box.
Books, both hardcover and softcover, CDs, DVDs, and music CDs, will each have a unique accession number. No other records in our library are given an accession number.
The library will adhere to the following steps when it adds new materials:
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The library manager or library volunteer assistant will ink-stamp each new item with the park library property stamp, affix a book pocket to the inside front or back cover, and catalog it into library’s content management system/database.
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The library manager or library volunteer assistant will produce library label sets—one for the spine of the books; one for the book pocket; and one for the checkout card—for each newly catalogued item, using the library labels program and the specified library label stock. Once the labels are printed and affixed, the new item will be shelved by the library manager in the appropriate location. The library manager will periodically notify other park staff of new acquisitions.
VII. Operating Guidelines
Only permanent and seasonal National Park Service employees of the Gettysburg National Military Park, designated volunteers, and interns are permitted access the library stacks. Public access to the library stacks is prohibited. Public researchers may only access/utilize the reading room.
Permanent and seasonal employees and interns of Gettysburg National Military Park may access library anytime during their regularly scheduled workdays.
Borrowing privileges for circulating materials are extended only to current Gettysburg National Military Park permanent and seasonal National Park Service employees, and interns. Interns must have a current Volunteer Service Agreement on file. There is a 21-day (three week) loan limit, which may be extended at the discretion of the library manager.
When checking out circulating materials, borrowers must complete the check-out card located inside the front or back cover of the book with their last name and the date the item is checked out. The borrower must then place the card in an alphabetical-by-author’s-last-name order in the box located on bookshelf in reading room. Borrowers must also return items to this same check-out shelf. The library manager will examine books upon their return for any damage and will then reshelve the items.
At the discretion of the library manager, library access and privileges may be extended for on-site use only to: National Park Service employees from other units.
The Gettysburg National Military Park library is open to non-park/public researchers on a limited basis. All non-park/public researchers must first make an appointment with the library manager in advance of their visit by phone or email and must identify the nature of their research prior to arrival. This information will assist the library manager or designated volunteer prepare any requested materials well in advance of their visit. Anyone wishing to schedule an appointment must do so through the library manager and preferably through e-mail us. Research appointments will be granted on a first come, first serve basis. There will be no walk-in appointments. Non-park/public researchers who have a scheduled appointment must first report to the Information Desk and the Park staff will notify library manager of their arrival. Public researchers must then sign in upon arrival and must use the reading room for their research. The library manager or another designated park employee will facilitate and monitor and supervise use by non-park/public researchers.
A maximum of four researchers will be allowed in reading room during public research hours.
Hours for use of the library are subject to change due to staffing requirements. The park library is closed on all Federal holidays.
Hours of operation and procedures for scheduling an appointment will be regularly updated and maintained on the park website.
No food or drink is permitted in the reading room, except water in a spill-proof container. Laptop computers, digital cameras, notebook paper, and pencils are welcome but personal files and paper collections are not allowed without pre-arrangement with library manager. The reading room has a copy machine for the use of researchers that also has scanning capability. To reduce paper usage, we recommend that researchers bring a jump drive with them to save copies as pdf files on their individual drives.
Photocopying of items marked “restricted” or “do not copy,” or belonging to another institution (e.g. university or state archives, etc.) is prohibited. Copies of those items must be obtained from those institutions.
Policy on Requests for Copies
Some materials may not be reproduced due to condition or restricted use outside of the park. Additionally, there are select items we recommend be obtained from the original source or repository. Gettysburg National Military Park reserves the right to refuse requests from parties outside of the National Park Service where conflict in copyright and ownership of materials may arise and requests for documents/files/collections beyond the limited amount noted above.
VIII. Interlibrary Loan
All requests from National Park Service employees at other units of the National Park Service for interlibrary loans of circulating items in the collection of the Gettysburg National Military Park library must be submitted to the library manager. Parks are rarely asked to make loans of their library materials, and then only to other units of the National Park Service. However, this practice is not obligatory, and Gettysburg National Military Park reserves the right to decline.
Gettysburg National Military Park staff wishing to request materials through interlibrary loan from other libraries (whether National Park Service or non- National Park Service) may submit their requests by submitting the citations (title, author, publisher, and publication date) to the “ask a National Park Service librarian service” via the National Park Service LIBRIS discovery portal at library.nps.gov. The professional librarians in the NPS have access to an interlibrary loan network used by professional librarians nationwide.
IX. Damage and Loss
The Gettysburg National Military Park library will be inventoried on a biennial basis in order to maintain organization of the collection and to identify and search for any missing items. After reasonable efforts to locate missing library materials have been made, they will be replaced, if there is continued need for missing item(s).
Items returned from borrowers will, upon return, be assessed by library manager to ensure no damage had been done while in possession of borrower. Any damage, if detected, will be noted and, if damage is of a substantial nature, the matter will be communicated to the Gettysburg National Military Park & Eisenhower National Historic Site Board of Survey for investigation and final determination as to financial liability.
If an item is missing and cannot be located after a reasonable effort, the matter will be communicated to the Gettysburg National Military Park & Eisenhower National Historic Site Board of Survey for investigation and final determination as to financial liability.
Abuse of library materials and privileges and unauthorized use of library and collections will result in the loss of library privileges.
Prior to separation from service, all employees, interns, and volunteers must return all library materials, and all materials must be in good condition upon return. Supervisors are responsible for confirming with the library manager that all borrowed items have been returned and are in good condition before final checkout.
X. Culling
Culling is the systematic removal from the library collection of materials judged to be of no further usefulness. As part of the regular inventory, or at least every five years, the library manager will review the collection and select materials for culling if necessary. A list of these materials will be created by the library manager and shared with the permanent park staff. If anyone objects to culling any item, it will be retained. The park staff may also make recommendations, at any time, for items to cull.
Items considered for removal should exhibit one or more of the followingcharacteristics:
- The item’s subject matter is outside the current library scope of collection.
- The information is outdated and has been replaced by more recent information or an improved edition is available.
- The information is inaccurate or provides an unfair historical interpretation.
- The item is poorly written.
- The item is worn or damaged beyond reasonable usefulness.
- The item is an unneeded duplicate title.
These characteristics also apply to items in the vertical file. The library manager should carefully assess all items for possible historical value or irreplaceability. These are overriding criteria for retention even though some, or all, of the above characteristics are met. For example, works now considered inaccurate may in some cases be retained to be used as examples of historiographical interest. Items in this category may be considered for controlled access status.
XI. Disposition Guidelines
After items/materials are culled from the collection, the library manager or library assistant will ink-stamp each item as “Discarded” or “No Longer Property of Gettysburg National Military Park.” Other property stamps should also be obscured or crossed out.
The library manager will prepare a Certificate of Unserviceable Property (DI-103A). This form is designed for items valued at less than $5,000. Justification may be as simple as “Out of Scope of Collection,” or “Worn Out.” It must be signed by the Chief of Interpretation and Education and a copy retained on file by the library manager to provide a paper trail of disposition treatment in the event of an audit.
The library manager or library assistant will then update the electronic reference management database to reflect the removal of the item(s).
The library may then dispose of the materials to institutions at the discretion of the library manager with the concurrence of the Chief of Interpretation. In general, disposition may include offering them to other National Park Service units, partner organizations, or local libraries.
For periodicals that have portions relevant to the library’s Scope of Collection, those portions can be extracted and placed in a vertical file. The remainder will be disposed of as ordinary recyclable paper. Culled materials from the vertical files will also be disposed of as ordinary recyclable paper.
[1] “Non-Park/Public Researchers” includes, but is not limited to, professional and amateur historians, non-library park volunteers, Licensed Battlefield Guides, and the interested public.
