Research Room Policies and Procedures



THANK YOU FOR HELPING US PRESERVE CALIFORNIA’S ARCHIVAL RECORDS!

The Archives reserves the right to refuse or revoke research or copy privileges if these procedures are not followed. No exceptions are allowed.

Registration. Please check in at the Reception Desk and complete a researcher registration form. Proceed into the Research Room and hand the registration form to the Archivist on duty.

Hours. The Research Room is open to the public Monday through Friday (holidays excepted), from 9:30 a.m. to 4:00 p.m. Records will not be retrieved after 3:30 p.m.

Services. Photocopies are available for a fee. Archives staff can usually complete copy orders of up to 50 pages while waiting. Copies may be made by private copy services with prior approval by the Reference Coordinator. Bound volumes, fragile documents, and oversized materials may not be copied by private copy services. All copy vendors MUST speak with an Archivist prior to beginning work.

Lockers. Personal belongings (e.g. coats, jackets, water bottles, umbrellas, bags, purses, briefcases, computer covers/cases, folders, hand sanitizer, etc.) must be placed in lockers or coat closets located in the Research Room reception area. Only paper, pencils, and approved equipment are permitted at research tables.

Equipment Use. Hand–held digital cameras without the flash, personal computers, photocopiers, scanners, and tape recorders may be used ONLY with the prior permission of Archives staff. Automatic feed features or stack feeders cannot be used to copy documents from the State Archives' collections. Handheld scanners are not allowed. Bound volumes, fragile documents, and oversized materials may only be copied by Archives staff.

Care and Handling. Please exercise all possible care to prevent damage to the records. Records should not be leaned on, written on, folded anew, traced over, or handled roughly. Records must remain on the tables in full view of the Archivists on duty. White cotton gloves will be provided when handling photographic materials. Unbound documents must be kept in the order in which they are received. USE PENCIL ONLY. This precludes accidental ink marks on records. Pencils are available on request.

Microfilm. Microfilm copies of archival records must be used when available. Documents are not allowed in the Microfilm Viewing Room. Microfilm reader–printers are not for viewing and printing non–State Archives microfilm. Exceptions may be made for state agencies that make prior arrangements with the Reference Coordinator.

Prohibited Activities. Eating, drinking, smoking, and loud talking are prohibited in the Research Room, Microfilm Viewing Room, and Root Cellar Library. Cell phone usage is prohibited in these rooms as well; however, cell phones may be used in the area near the elevators.

Records may not be removed from the Research Room. Theft or mutilation of records is a crime. The Research Room is equipped with closed–circuit television cameras which monitor and record activity in the room.

STATE LAW AUTHORIZES THE DETENTION, FOR A REASONABLE PERIOD, OF ANY PERSON USING THESE FACILITIES SUSPECTED OF COMMITTING "LIBRARY THEFT" (PENAL CODE SEC. 490.5)


California
State Archives




Register To Vote Online