Cork City & County Archives

Cork City CouncilCork County CouncilUniversity College Cork
Funded by Cork City Council, Cork County Council & UCC
Parchment Sample

Access

Rules and Conditions Governing Access to Archives and Other Material in the Cork City and County Archives (April 2018)

A. Reader Registration

  1. The Research Room is open by appointment to researchers who are registered as a Reader with the Archives.
  2. Prospective Readers must complete and sign a Reader registration application form.
  3. To register, a Reader must have a stated and specified bona fide research purpose and topic. Also, the Archives must hold material related to the Reader’s specified research topic.
  4. To complete registration, Readers must bring original current official name/photo identification with signature (e.g. Passport, Drivers Licence) plus recent proof of permanent home address (e.g. Utility Bill)
  5. Proof of research purpose, such as an academic reference or referral, will be required when applying for access to certain collections.
  6. All Readers must complete a Data Protection Undertaking in relation to their use of third party personal data within collections.
  7. Readers must read and agree to comply with the Rules and Conditions Governing Access to Archives and Other Material. Where a Reader or applicant does not agree to, or comply with, the Rules and Conditions, the Archives reserves the right to refuse or cancel registration and access.
  8. Registration will be in place for a defined period for each Reader in connection with their research topic. This period may be from 1 month up to a maximum of 12 months, at the discretion of the Archivist in charge.
  9. Registration and subsequent research access applies only to the research subject and purpose indicated by the Reader on their application form. If a Reader wishes to research for another purpose than that indicated on their application, the Reader is required to submit a new application for registration.

B. Appointments, Opening Hours

  1. An appointment is required to access the Research Room.
  2. Appointments are not valid until confirmed by the Archives.
  3. Appointments must be requested at least 1 week in advance.
  4. More than 1 appointment may be requested at a time.
  5. Access can only be granted to a limited number of Readers at any time.
  6. Research Room opening hours are, by appointment; Tuesday to Friday 10.00am to 5.00pm, including lunchtime, except public or company holidays.
  7. Opening hours may be subject to change.

B. Research Room (Seamus Murphy Building)- General

  1. Readers must sign the attendance register daily upon admission.
  2. Readers under the age of 16 must be accompanied by an adult, who must also register as a reader.
  3. Anything posing a potential security  or preservation risk to archives may not be brought into the Research Room such as, ink, markers, erasers, biros, sharps, sweets, chewing gum, correction fluid, glue, food, drinks, coats, bags, books, ring binders, large folders.
  4. Personal articles must be stored in the lockers provided.
  5. To avoid disturbance, conversations should be kept to a minimum, and no phone calls are permitted. Mobile phones and pagers should be silenced.
  6. The Cork City Council Customer Charter, and  Code of Conduct, apply to those using our services.
  7. CCTV is in operation for the purposes of 1) security of collections and other property and 2) health and safety of staff and customers.

 C. Reader Research Access to Collections 

  1. It is the Reader’s responsibility to consult online/printed finding aids in order to identify material relevant to their research and to obtain the relevant collection and document reference numbers.
  2. Only collections that have been processed/listed are available for research.
  3. Some collections/documents have access restrictions. Access to restricted material is at the discretion of the chief Archivist in line with any legal or statutory obligations such as, privacy, data protection or copyright legislation/regulations, as well as the physical condition of the document being requested, and deposit conditions.
  4. A designated Archivist will be on duty and will offer assistance, please request at Issue Desk.

D. Ordering Documents/Material

  1. To order material, Readers must complete and sign an Order Docket with the relevant collection-document/item reference number and present it to the Issue Desk. No more that 1 document/item may be ordered per Docket.
  2. Order times are restricted to 10am, 11am, 12pm, 2pm, 3pm and 4pm.
  3. Readers may hand in no more than 5 Order Dockets at any one time to the Issue Desk.
  4. In general, no more than 1 document/item or file may be issued to a Reader at a time.
  5. Readers are required to take responsibility for the document/item issued to them and to return it to the Issue Desk when they have finished consulting it.
  6. There may be restrictions on ordering new material when there is limited staff on duty in the Research Room.
  7. A document may be requested in advance of an appointment, provided the relevant collection-document reference number is supplied.
  8. Documents/ items issued to one Reader must not be passed to another Reader.
  9. Documents/items or other material may not be borrowed, or removed from the Research Room, under any circumstances by Readers.

E. Handling Documents/Material

  1. Archival documents are fragile and irreplaceable and must be returned to the issue desk in their original condition.
  2. Readers must not damage, write on, mark, lean on, crumple, tear, flatten, re-order, or re-arrange documents, or place objects on top of them. Readers must not moisten their fingers when turning pages.
  3. Readers must handle documents/items using appropriate preservation aids provided as directed by staff, such as book support wedges/cushions, and gloves.
  4. Notes may be taken only in pencil, or using a laptop/tablet type computer.
  5. Finding aids, lists, catalogues and reference books may not be removed from the Research Room
  6. It is an offence, under the Local Government Act 2001, for a person to remove, conceal, damage or destroy archives held by a local authority. 

F. Copying and Publication

  1. The permission of the Archives is required prior to copies, or extended transcripts, of a document being made.
  2. The Reader must complete a Copyright Declaration Form.
  3. Certain collections/documents may not be copied, for various reasons, such as; physical condition, copyright legislation, data protection requirements, or deposit conditions.
  4. It is not permitted to use copies of material for publication, dissemination or exhibition without the permission of both the Archives and the copyright holder.
  5. All copies required for publication or other non-research purpose must be made by the Archives. Charges will apply.
  6. Self-service still photography may be allowed for certain collections, with the permission of the Archives, to take a limited number of copies soley for the purpose of private research and study. Additional rules apply for self service photography.
  7. The copying of personal data less than 100 years old is restricted.
  8. In the event of legal action arising out of the publication or dissemination of any information or images which a Reader has obtained, he/she shall be held wholly responsible.

G. Citing Material

When citing material please include:

  • place of repository
  • repository name
  • title of collection
  • title and date of item
  • reference number
  • date of access

 e.g. “Cork | Cork City and County Archives | Richard Dowden Collection | Letter from James MacKay, 7 May 1831| Ref. U140/L/066 | Accessed 01/01/2015”