Using Our Facilities

Like all Record Offices, we have strict rules for all of our visitors. These rules are intended to ensure the safety and preservation of the documents in our care, and to enable visitors to work in a pleasant and secure environment. A summary is given below.

The County Archivist reserves the right to deprive access to the Search Room, to anyone who fails to observe these rules.

• All personal belongings must be left in one of the lockers provided.
• Only loose papers and pencils may be taken into the Search Room.
• All visitors must sign the Search Room register.
• Requests for documents should be made on the forms available on each table in the Searchroom, and the completed forms should be placed in the appropriate box. Productions will normally be restricted to three items at any one time, but volumes or bundles may only be consulted one at a time.
• Requests for documents should be made before 4.15 p.m. on Monday to Thursday and before 3.45 p.m. on Friday. Documents required on a Wednesday evening should be requested by 2.00 p.m. in the afternoon.
• Documents will not be produced if they are in a fragile condition, closed by statute, closed at the request of the owner, or closed at the discretion of the County Archivist.
• The documents must be handled with the utmost care. Large documents or maps should be kept flat with the weights provided and should not be leaned on. Any damage occurring to a document or to a microfilm or microfiche must be notified immediately to the Searchroom Supervisor.
• Pencils should be used for taking notes.
• The tracing of documents is allowed but only at the discretion of the County Archivist and with the use of a protective sheet of Melinex available from the Searchroom Supervisor.
• Smoking, drinking and eating (even of sweets) is forbidden in the Search Room.
• The use of pens and sharp implements (such as scissors) is forbidden in the Search Room.
• Original documents must not be removed from the Search Room.
• Visitors should conduct their research as quietly as possible to avoid disturbing other users.
• Laptop computers may be used only at the discretion of the Search Room Supervisor.
• Mobile phones must not be used in the Search Room.
• Copies and transcripts of records held in the Record Office must not be sold, reproduced or published without permission. For information on the procedure to be followed to obtain such permission see the information leaflet "Copying and Publication of Documents".
• Visitors wishing to use documents and microfilms in the Record Office should make an appointment to ensure that either a desk space or a microfilm reader is available for them.
  
  
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