Rules for Use of Search Room

Researcher’s Responsibility for Materials

  • Researchers shall acknowledge the receipt of all materials by signature.
  • An archivist may limit the quantity of materials made available at any one time.
  • Researchers are responsible for all materials delivered to them until they are returned to an archivist.
  • Researcher shall return materials at the end of the day.

Keeping Materials in Order

  • Researchers shall keep unbound materials in the order in which an archivist delivers them and in which they are filed.
  • Researchers shall not rearrange materials appearing to be disordered but shall notify an archivist about the condition.
  • Researchers shall not remove materials from more than one file folder or container at a time without prior approval.

Preventing Damage to Materials

  • Researchers shall exercise all possible care to prevent damage to materials.
  • Researchers shall not use fountain pens or “rubber fingers”.
  • Materials shall not be written on, leaned on, folded anew, traced, fastened with rubber bands or paper clips, or handled in any other way likely to cause damage.
  • Researchers shall immediately notify an archivist should damage of any kind occur to any materials.
  • Under no circumstances shall a researcher attempt to repair damage.
  • The use of original records of exceptional value or in fragile condition may be subject to additional conditions specified by the Division Head.
  • The Division normally will not provide original materials for research use if a microfilm copy of the materials is available.

Removal of Records

  • Researchers shall not remove materials from the Search Room.
  • Researchers shall, on request, present for inspection on leaving the Search Room any briefcase, notebook, package, envelope, book or other article which could contain materials furnished for researcher use.

Use of Microform, Video and Sound Recording Equipment

  • Researchers shall request microform, video and sound recordings from an archivist who will instruct the researcher in the proper use of the equipment.
  • Researchers shall operate equipment in a manner which will prevent damage to either the equipment or the record.
  • The Division Head may place time limitations on the use of microform, video or sound recording equipment in order to permit other researchers access to the machines.

Use of Personal Copying and Recording Equipment

  • Researchers who wish to use personal typewriters, sound recording and computers shall work in areas designated by the archivist.
  • Only Division staff may photocopy documents, and researchers should request this service from the archivist.
  • Materials requested for copy shall not be removed from containers or folders, but shall be marked with acid-free place markers provided by the Division.


  • Persons are not allowed to eat, drink or smoke in the Search Room.
  • Loud talking or other activity which may disturb researchers is prohibited.


  • Persons cannot bring animals into the Search Room. Exception: guide dogs for physically handicapped persons.

Cameras and Scanners

  • Persons may take photographs of documents with prior approval of Division staff. Persons may use personal laptop computers and flatbed scanners, but power sources are limited and equipment must be approved by Division staff. The Division houses a non-networked computer and flatbed scanner for patron use. Persons must provide their own drives or disks for saving files; however, the Division and Library are not responsible for viruses or any other form of corruption.


  • All materials will be retrieved from and returned to closed areas by staff members.
  • No one shall enter the stack area unless authorized and accompanied by an archivist.

Circulation Policy

  • Records do not circulate.