Regulations Summary on Archival Records Research
1. Upon arriving at the Archives, researchers – users of the archival holdings shall inform the service securing the facility about their arrival. After being appropriately registered by the security and receiving the appropriate pass for the users of archival holdings on the basis of personal documents (ID card, passport), the researcher is sent to the Archives official on duty at the reading room who works with the users of archival holdings.
The researcher has the duty to keep the pass pinned on a visible place on his/her chest (on the lapel, dress, etc.) throughout the visit to the Archives. The pass is returned to the security officer at the entrance when the visitor leaves the Archives.
2. When they enter the facility, at the entrance the researchers shall be given a key to one of the lockers outside the entrance to the reading room. The lockers are used for putting away researchers’ personal belongings (bags, coats, etc.). Researchers have the obligation to remove all things they have placed inside the locker at the end of the visit and return the key to the officer at the entrance to the Archives. The researchers – users may use all means of information on the archival holdings at the reading room regardless of their form (books, electronic recordings). The library material of the Archives is used according to a special procedure.
3. The researcher – user of the archival holdings may use one receipt at the Archives to request or receive for use the following quantities of archival holdings:
  • 4 folders, or
  • 4 books or records, or
  • 10 inventory units – description units, objects, documents (if the unit of description is one folder, then the quantity for folders – four – applies), or
  • 2 rolls of microfilm.
4. Researchers – users must request archival holdings at least one day in advance (today for tomorrow). The researcher may receive new quantities of archival holdings only after he/she has finished studying the holdings he/she has already received.
The user has the obligation to turn over to the official on duty at the reading room the archival holdings he/she has requested and has not studied during the day.
5. The archival holdings obtained under one receipt can be used for maximum 10 working days from the day of reception, although if the receipt is extended, these holdings can be studied for additional 10 working days. 6. While at the Archives, the researchers – users of archival holdings are allowed passage only through the ground floor of the building (entrance hall and restaurant).
Smoking is forbidden at the Archives building.
One must be silent at the reading room.
7. The researchers may bring only a blank piece of paper and a pencil into the reading room.
Sharp objects that can damage documents, food, drinks, chewing gum, newspapers, correction fluids, glue, etc. are not allowed.
8. Laptops and digital cameras may be brought into the room where the archival holdings will be used only after informing and receiving an approval from the official on duty at the reading room. The researchers must not leave these devices at the reading room after departure.
9. The use of ink, pens or markers is forbidden during the use of archival holdings. 10. Documents or boxes where the holdings are kept must not be placed on the floor.
11. It is forbidden to lean over the documents and place any objects on top of them. It is strictly forbidden to place one’s own papers on top of the documents while notes are being taken.
Instructions for taking notes of the data from maps or plans should be requested from the official on duty at the reading room.
12. It is forbidden to alter the order of documents. Bound documents must not be unbound under any circumstances. If it is determined during the research that some documents are not where they should be, the official on duty at the reading room must be informed about this.
13. It is forbidden to mark or write on the documents. 14. It is forbidden to fold or wrinkle the documents.
15. It is forbidden to moisten one's fingers in order to turn the pages of documents.
Any damage to documents must be reported to the official on duty at the reading room.
16. While working with the archival holdings, the researcher may keep just one book of records or one folder – box or one inventory unit (description unit, object), or one roll of microfilm on the desk.
17. Any disappearance or damaging of documents is subject to criminal prosecution. 18. Instructions for the procedure needed to get the repro copies of documents, microfilms, etc. must be sought from the official on duty at the reading room.
21. Once the archival holdings are taken for use and once they are returned, attention must be paid to the quantity, order and state of archival holdings. 22. The Archives director may forbid the use of Archives to any researcher – user of archival holdings who does not abide by the rules for the use of archival holdings at the Archives.
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