07 NCAC 04M .0105         public research facilities

Rules governing researchers' use of the Division of Archives and Records public research facilities are as follows:

(1)           Brief cases, attache cases, bags, coats, or other bulky clothing, notebooks, envelopes, pad folders, privately owned books, maps, and old manuscripts shall not be taken into the research facilities. Lockers and coat racks are provided outside the research facilities for such items.

(2)           Access to the archival collections shall only be by presentation of current photo identification, providing accurate name and address.

(3)           Researchers shall request archival records by completing the call slips or records request form provided by each facility. Information required to request records includes researcher's name, date, and citation or records to be requested.

(4)           The research facility in Raleigh shall issue researchers identification cards to be used when requesting archival records.  To receive records in Raleigh, the identification card shall be surrendered to a member of the research facility staff.  Upon leaving the research facility in Raleigh, the researcher shall surrender his or her identification card to a member of the research facility staff.

(5)           A researcher may request more than one box or volume of records.  However, a researcher may access only one box of loose records or up to three volumes of records at any one time.  When use of the box or volumes is completed, the researcher shall return the records prior to obtaining another box or other volumes of records.

(6)           Staff shall examine any materials the researcher brings into or removes from the research facilities.

(7)           Researchers shall exercise care in handling records, manuscripts, books, or other materials. In particular, researchers shall observe the following:

(a)           Manuscripts shall not be marked or otherwise altered or defaced.

(b)           Pens, highlighters, and other writing instruments that create permanent marks shall not be permitted in research facilities.

(c)           No items shall be used as "pointers" when reading original records.

(d)           Tape and other office supplies, such as correction fluid and gum erasers, shall not be permitted in the research facilities.  Pencils shall be used with great care to ensure no marks or other damages are made to the materials.

(e)           Researchers shall not return books or other materials to research facility shelves; these shall be replaced by a staff member.

(f)            All manuscripts, volumes, and reference books from the research facility shelves shall be placed on the tables or reading stands provided in the research facility; they shall not be held in the lap or propped against the edge of a table.

(g)           Only one folder of loose papers from a box of loose papers shall be opened at one time in order to avoid mixing of records or folders.

(h)           Papers shall not be rearranged under any circumstances. If a researcher thinks something is out of order, he or she shall notify a staff member.

(i)            Records from the stacks and reference materials from the research facility shall not be permitted in the microfilm reading room.

(8)           Smoking, eating, or drinking shall not be permitted in the research facilities.

(9)           A researcher wishing to temporarily leave the research facility must turn in all pulled archival records and verify his or her registration when reentering.

(10)         Orders for copies placed in person by a researcher shall not exceed 50 copies per researcher per day. Fees for such orders shall be paid at the time the copies are made and may not be billed.

(11)         Equipment deemed by the Archives Conservator to be damaging to archival records shall not be used in the research facilities.  The Archives Conservator shall make this determination based upon harm caused by excessive light exposure, tearing, or otherwise defacing the document.  This shall include the use of equipment that sits on top of or pulls an original item through it to capture the image or provides light levels that damage the document.

History Note:        Authority G.S. 121-4(3); 121-5(d); 132-6.2; 143B-62(2)a;

Eff. February 1, 1985;

Amended Eff. June 1, 2014; April 1, 2001; June 1, 1989;

Pursuant to G.S. 150B-21.3A, rule is necessary without substantive public interest Eff. July 26, 2015.