FAQs - Frequently Asked Questions

What is the Archives' privacy policy?

We support and are required to comply with Florida's Sunshine Law because we are officially part of the Clay County Clerk of the Court. While this law has many facets, in particular we draw your attention to: 1) Governmental records should remain open and accessible to the public, and 2) Communication with the Archives (including your email address and messages exchanged with you) is also available for inspection by the public.


What are the fees?

The Clerk of the Court maintains that the public records are just that -- they are yours, and you shouldn't have to pay for them. In that spirit, we provide copies of records without charge, so long as the Archivist or volunteers have time to copy them for you. The jail is available for group ghost tours for a fee.


What is the Archives legal status?

The Archives is a governmental entity which is part of the Clerk's office, and is housed in the Old Jail, owned by the Board of County Commissioners. In addition, a 501(c)3 has been formed. The 501(c)3 accepts donations and sells a small set of books so that it can expend money to, among other things, purchase archival storage materials for various collections which have been contributed to the Archives.


Can I give (or loan) historical materials to the Archives?

In general, yes. The Archivist reviews materials for relevancy and appropriateness before taking custody. A donation contract is agreed to. Materials accepted by the Archives are available for use by the public. Hundreds of donations have been made, from various clippings for vertical files, to family histories, to complete collections of papers.


Can I copy materials from the Archives?

Yes, except for a very limited set of materials closed by statute or court order. We request that you give credit to the "Clay County Archives" when referring to materials. In particular, indexes and transcriptions have taken several years for volunteers to develop, and they appreciate recognition of their work. Where you have found copyrighted materials in the Archives, you should seek permissions from the relevant copyright owners.


What standard does the Archives use for its historical website?

Volunteers have prepared the Archives website, and the quality and accuracy of the material relates to the experience of the volunteers. The Archivist reviews all materials to correct obvious mistakes, but reference and fact checking is not done to the degree required by peer-reviewed publications. For that reason, 1) users should the website as a guide to where original source material can be found so the user can confirm facts and 2) Users should use the Archives website for educational purposes; for legal purposes, please make requests to the Clerk of the Court's office, which may refer you to the Archives for particular public documents.