Research Room Regulations ****************************************************************************************** * ****************************************************************************************** Research room regulations of the Institute of the History of Charles University and Archiv University issued on the basis of § 36 Letter a) Act No. 499/2004 Coll. on Archiving and R and on the Amendment of Selected Acts: Article 1 General Provisions (1) Archival records can only be accessed after meeting conditions set out in the Act and designated rooms (hereinafter ‘research room’). Persons applying for access to archival re (hereinafter ‘researchers’) do not have access to spaces where archival records are kept. (2) Upon their entry in the research room, researchers sign in the research room’s visitor they enter the date of their visit, their given name or names, surname, and reason for vis research room is forbidden to persons who are clearly soiled or dirty, under the influence banned drugs or other mind-altering substances, or who are armed. (3) In the archive research room, each researcher truthfully completes a research sheet, w as application for accessing archival records. Researchers prove their identity by present national ID, passport, or other similar means of identification to the employee in charge room service and supervision (hereinafter ‘research room supervisor’). Research room super the correctness of information entered in the research sheet. In case of an electronic res research sheet is completed by a research room supervisor in the presence of and in collab researcher. Once the research sheet is printed, researcher checks that all data is correct his or her signature. Researchers need to complete a new research sheet for each calendar they wish to access archival records and in case of any change in the research subject or (4) Researchers who cannot prove their identity to the research room supervisor by present national ID, passport, or other equivalent means of identification are not permitted acces records. (5) Archival records are presented to researchers based on their explicit request, which c the archive in advance via a licensed mail provider or by electronic communication (e-mail using contact details published at the archive’s internet pages. In case request sent in a not include all information specified in Article 6 or the formulation of request for acces records is unclear, imprecise, or vague, such request is treated as merely informative and materials which clearly seem to be the intended subject of research will be prepared for t perusal. (6) Upon arriving to the research room, researchers complete an application form for gaini to archival records, where they list their given name or names, surname, research subject, archival group, number of the box or book, eventually inventory number or reference number the folio they wish to study. They attach their signature and a date. Application for acce records is an attachment of the research sheet. Researchers who used the method of applyin to archival records specified in §5 and their application met all the requirements specifi paragraph attach the document they received to the research sheet. If the archive received insufficiently specific request, researchers need to complete an application for accessing in the research room. Researchers who proceeded according to §5 and request access to arch other than those specified in the original request enter in their application for access t records only the newly requested archival records. (7) Before entering the research room, researchers leave their coats, jackets, handbags, a items at a designated place. Researchers are allowed to enter the research room only with their own loose sheets of paper without a paper folder, and a recording device such as a c scanner, or laptop without a case or sleeve. When finished with their research, researcher possessions for a check in order to ascertain that they are not taking any archival materi research room. In particular, researchers open a laptop or a scanner and present their she for inspection. Researchers may also be asked to present things they bring into the resear inspection also upon their arrival to the research room (i.e., before they start working w records). (8) In the research room, researchers are expected to keep quiet and respect the atmospher study, which should not be disturbed by noises, loud communication with other researchers, movement around the research room, and other similarly distracting actions not in keeping of visit to the research room. It is forbidden to smoke, drink, eat, or make phone calls i room. Devices brought by researchers with research room supervisor’s consent into the rese have all audio signals switched off. Article 2 (1) When carrying out research, researchers follow instructions of the research room super supervisor may ask a researcher to use only medium-hard pencils when taking notes from som archival records. Research room supervisors are not required to assist researchers in read texts, translating them from or to other languages, explaining the historical context rela archival records, and the like. (2) In their study of archival records, researchers treat them with as much care as possib records must not be used as writing pads, it is forbidden to copy them directly using carb underline text, cross out, make notes directly in the archival record, or use them in any purpose other than consulting. Researcher who causes physical damage to archival record im permission to research archival records. (3) It is forbidden to take archival records out of the research room. Researchers who tak record out of the research room immediately lose permission to research archival records. (4) Archival records requested by a researcher may only be studied by one researcher at a researcher in whose research sheet these archival records are listed. In certain well-foun didactic or during excursions) research room supervisor may permit archival record to be i than one person at a time. (5) Researchers receive access to archival records for their study at a time, in a total n amount for one visiting day which corresponds to the technical and operational possibiliti and the importance and purpose of the research in question. Each researcher always receive archival record that research room supervisor can inspect the number and state of individu these records are returned. Time needed for the preparation of archival records for resear the complexity of their request and the location where these archival records are stored. request particular items kept in the Prague depository, their archival records are usually three days of ordering, but when they request unprocessed archival records or any material Lešetice depository, it may take up to one month before the records are available in the r Researchers usually receive at most 5 boxes of archival records or an equivalent amount of per one visiting day. (6) The archive reserves archival records for study in the research room for at most thirt agreed date for their access or at most thirty days after a researcher interrupted his or the record. Archival records are reserved in the research room for the use of a particular a duration needed for their study. Unless a researcher systematically or regularly consult archival records or returns them, archival records are considered reserved for three month requested. After the expiry of this period, reservation can be in well-grounded cases exte at most until the end of the calendar year. Extension of reservation may depend on other r requesting access to the same archival records. (7) The archive may enable access to archival records to a different researcher than the o access if the researcher who asked for them first agrees that access should be granted to researcher or if each of these researchers demonstrably studies these archival records for purpose or in connection with the research of another subject. In cases of simultaneous in study of the same archival records by two or more researchers, the archive provides access records for whom they were reserved first. Possibly disputes in such situations are decide the archive. Article 3 (1) One’s own reproduction facilities for acquiring copies of archival records for the per researchers can be used only if conditions set by the research room supervisor are met (su atmosphere in the research room), if such activity does not disturb other researchers, and supervisor permits that such copies be made. Such a permission is expressed by research ro signature on an application completed by a researcher (a model of such application is atta research room rules). This does not constitute any infringement of eventual property right rights related thereto. (2) After finishing their research of archival records, researchers leave their place in t appropriately tidy. No excerpts, notes, or other things are left behind in the research ro take them as they leave. (3) After completing of consulting archival records, researchers return materials in the s sequence, and state of preservation in which they were made available to them. Any violati immediately results in a loss of permission to access archival records. (4) Reading room supervisor has the obligation to check the number and state of archival r by a researcher and to indicate that the records had been returned in requisite order by a her signature to the research sheet before the relevant researcher leaves the research roo (5) Information gained by the study of archival records is to be used by researchers only stated in the research sheet. If such information is used in academic, scientific, or othe made public in some other way, it must be accompanied by a reference which includes at lea the archive, relevant collection, and some further specification of (reference to) the arc the information comes from. (6) Researchers who publish a work based on archival records kept in an archive send the r one copy of the work (e.g., edited archival records). Researchers who drew on records kept archives send their published work only to the archive whose records they used most. Other only bibliographic information regarding the publication or the work in an electronic form Article 4 The Use of Finding Aids (1) The archive provides researchers with access to finding aids. (2) Unless the finding aids can be classified as official texts and if they meet the condi subject to copyright, finding aids are treated as literary works. Article 5 Making Reproductions of Archival Records The archive can provide reproductions of archival records which researchers study or need purposes or for their own work as listed in the research sheet depending on eventual conse of the archival records granted in advance and depending on concerns regarding the protect and rights related thereto. Reproductions of archival records are provided in accordance w conditions and technical possibilities of the archive. Reproductions of archival records w state does not permit copying are not provided. Article 6 Loaning Archival Records for the Purpose of Study Outside the Archive (1) A loan of original copies of archival records for study in a different archive than th are permanently kept may be permitted by the head of the archive in exceptional cases and the purpose, importance, and circumstances of their use. Safety of their transport and pro archival records at their temporary location and costs connected thereto must also be take Archival records may not be sent by mail. Instead, they must always be transported, under conditions, by an employee commissioned by the head of the archive which loans the archiva (2) A loan of original copies of archival records outside the archive where they are kept by the head of the archive only in exceptional cases and under conditions specified in §1. copies of archival records may only be loaned to the owner or creator of the archival reco organ, cultural or science institution for an exhibition or other public presentation it o an organ of regional administration, or to persons who are, based on a special legal provi to access to certain documents in virtue of exercise of their official function and the st the loan meets those conditions. A loan of the original copy of archival record may not be person who created this record if such person deposited archival record in the archive bas agreement or based on a deed of gift or deed of sale agreement and a loan of the relevant is specifically stipulated in the agreement. (3) If the archival record kept in a public archive is owned by the Czech Republic, a lega established by law, or a territorial government body, such archival record may only be loa owner’s written consent. (4) When loaning archival records, the archive is required to furnish the borrower with a containing a) a specific and accurate list of archival records being loaned, b) the purpose of the loan, c) loan date and date when loaned archival records are to be returned, d) the name, surname, and address in the Czech Republic or abroad of the borrower based on identification card or passport, if this is a physical person, or e) in case of a legal person the official address of the borrower and the name and surname person commissioned by the legal person, f) in case of a physical person, personal signature of the borrower or a person designated In case of a designated person, his or her name, surname, address of residence in the Czec abroad in accordance with personal ID, and the date of the power of attorney, which also n presented, g) in case of a legal person, a personal signature of the statutory organ of the borrower designated by the borrower attached to the name or business company. If the model signatur representing the legal person of the borrower includes an imprint of a stamp, an imprint o the borrower must also be attached to the signature. (5) In the archive, loaned archival records are recorded in a special book of loans and bo (6) If the borrower does not return the loaned archival records within the agreed time and negotiate an extension of the loan, no further archival records will be loaned to that bor loaned archival records are duly returned. Article 7 Using the Archive Library Researchers may study books, journals, and newspapers located in the library of the archiv connected to the subject of their research and its scope. The use of books, journals, and study is regulated by loan regulations issued by the head of the archive. Article 8 Excursions to the Archive During an excursion to the archive, visitors enter their names in the research room’s visi to archive rooms other than research room may only be permitted by the head of the archive presence of an employee entrusted by this task by the head of the archive. Article 9 Fees for Services Provided by Archives The costs of making excerpts, transcriptions, or copies of archival record in an analogue of archival record in a digital form, costs linked to search for archival record and their preparation, as well as costs linked to making lists of sources relevant to a particular s determined by service fees. Article 10 Final Provisions Researchers who violate any of the basic duties defined in the research room regulations m access to archival records or lose permission previously received. February 6, 2015 in Prague, Prof. PhDr. Petr Svobodný, Ph.D. Director of the Institute of the History of Charles University and Archive of Charles Univ