Just before my plane took off, I received an e-mail from the special-collections librarian informing me that she had “checked our collection file” and determined that “access to the collection is closed.” I would be permitted to view the single CAC-related file from the Office of the Chancellor records, but nothing from the CAC records proper. I quickly wrote back, expressing surprise and disappointment. I noted that I had arranged my trip based on the library’s assurances of access, and followed up with questions about whether access was being denied because I was unaffiliated with UIC. I also asked who had authority over access to the collection, suggesting that I might be able to contact them and request permission to view it.
After arriving in Chicago, I found a message, not from the special-collections librarian, but from Ann C. Weller, professor and head, Special Collections Department. In answer to my question of who had authority over access to the collection, Weller said, that “the decision was made by me” in consultation with the library director. Weller stated that no one currently has access to the collection and added that: “The Collection is closed because it has come to our attention that there is restricted material in the collection. Once the collection has been processed it will be open to any patron interested in viewing it.”
I responded to Weller by recounting the clear and repeated representations I had received from library staff that I would be granted access to the collection, adding that I had arranged my trip in large part because of these assurances. I then noted that I had studied the CAC finding aid with considerable care. It was clear from that finding aid, I said, that only five out of the 947 folders were in any way restricted. Four folders, containing auditor’s reports, where clearly marked, in bold type, “THESE FOLDERS ARE RESTRICTED VIA ANNENBERG CHALLENGE until further notice.” A fifth folder, containing records of eight CAC Board of Directors meetings in 1995, when CAC was first set up, had a notation nearby with the word, “Consent.” It would be a simple matter, I said, to pull these five folders, allow me access to the remaining 942 folders, and contact the relevant authority for consent to view the records of the 1995 board meetings. After all, I added, Weller herself had said that, other than the restricted folders, the collection ought to be open to all patrons.
I also pointed out to Weller that she had not quite entirely answered my earlier question about who has authority over access to the collection. So I asked who, precisely, holds the authority to bar or permit access to the restricted folders. I added the following thought: “Libraries, of course, exist, not to restrict information, but to make it available to the public. I would hate to think that UIC library was doing anything less than all it could to permit public access to these important materials.”
Weller replied to this message by dropping the restricted documents issue and saying instead that the donor of the CAC records “has alerted us to the fact that we do not have a signed deed of gift.” According to Weller, this means that UIC’s library has no legal right to make the material available. The donor, said Weller, is now working with UIC library to resolve the problem, and “we hope to be able to provide access within the next few weeks.”
Replying to Weller, I briefly noted some elements of her account that I found puzzling. I added that Weller had still not answered my question about who the donor is, and/or who holds controlling authority over the collection. I closed by alerting the library to my intention to come in that day to examine the single CAC-related folder from the chancellor’s records that I did have permission to see. Later that day, I examined that one folder, took notes, and asked for the entire folder’s contents to be copied and mailed to me. I have received no further reply to my reiterated question about the identity of the donor.
Shifting Story There are a number of disturbing elements to this story. Recall that, according to the graduate assistant, the collection had, in fact, already been “processed.” Yet Weller’s initial message to me used the unprocessed state of the collection as a reason for restricting access. And when I pointed out how easy it would be to remove the restricted files, Weller quickly came up with yet another reason to block access. At the moment, I have no way of verifying Weller’s claim that the library has no signed deed of gift, but how likely is it that a collection of such size and importance would have been housed in the library, and listed in publicly accessible international library catalogues, without this very basic detail having been attended to? It’s also puzzling that UIC now raises the absence of any formal agreement with the donor — and thus the absence of any formal restrictions by the donor — as a reason to deny access to a collection placed in library custody precisely to facilitate public access.
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