Rules and Conditions Governing Access to Archives and Other Material in the Cork City and County Archives (Oct. 2016)
A. Reader Registration
- The Research Room is open by appointment to researchers who are registered as a Reader with the Archives.
- Prospective Readers are required to complete and sign an Reader Application Form and return a copy of the form well in advance of commencing the proposed research.
- To register, a Reader must have a stated and specified bona fide research purpose and subject. Also, the Archives must hold material related to the Reader’s specified research subject.
- 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)
- Proof of research purpose and/or an academic or institutional referral in writing may also be required.
- Readers must read and agree to comply with the Rules and Conditions Governing Access to Archives and Other Material. The Archives reserves the right to cancel registration and access where a Reader does not abide by these Rules.
- Registration will be in place for a defined period for each Reader. This period may be from 1 month up to a maximum of 12 months, at the discretion of the Archivist.
B. Appointments, Opening Hours
- An appointment is required to access the Research Room.
- Appointments are not valid until confirmed by the Archives.
- Appointments must be requested at least 24 hours in advance.
- More than 1 appointment may be requested at a time.
- Access can only be granted to a limited number of Readers at any time.
- Research Room opening hours are, by appointment; Tuesday to Friday 10.00am to 5.00pm, including lunchtime, except public or company holidays.
- Opening hours may be subject to change.
B. Research Room (Seamus Murphy Building)- General
- Readers must sign the attendance register daily upon admission.
- Readers under the age of 16 must be accompanied by an adult, who must also register as a reader.
- 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.
- Personal articles must be stored in the lockers provided.
- To avoid disturbance, conversations should be kept to a minimum, and no phone calls are permitted. Mobile phones and pagers should be silenced.
- The Cork City Council Customer Charter, and Code of Conduct, apply to those using our services.
- CCTV is in operation for the purpose of ensuring the security of staff, customers, facilities, and collections.
C. Access to Collections
- Only collections that have been processed/listed are available for research.
- Some collections/documents have access restrictions. Access to restricted material is at the discretion of the Chief Archivist in line with any statutory obligations such as, data protection or copyright legislation/regulations, as well as the physical condition of the document being requested, and deposit conditions.
- 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.
- A designated Archivist will be on duty and will offer assistance, please request at Issue Desk.
D. Ordering Documents/Material
- 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.
- Order times are restricted to 10am, 11am, 12pm, 2pm, 3pm and 4pm.
- Readers may hand in no more that 5 Order Dockets at any one time to the Issue Desk.
- In general, no more than 1 document/item or file may be issued to a Reader at a time.
- 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.
- There may be restrictions on ordering new material when there is limited staff on duty in the Research Room.
- A document may be requested in advance of an appointment, provided the relevant collection-document reference number is supplied.
- Documents/ items issued to one Reader must not be passed to another Reader.
- Documents/items or other material may not be borrowed, or removed from the Research Room, by Readers.
E. Handling Documents/Material
- Archival documents are fragile and irreplaceable and must be returned to the issue desk in their original condition.
- 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.
- Readers must handle documents/items using appropriate preservation aids provided as directed by staff, such as book support cushions, and gloves.
- Notes may be taken only in pencil or using a laptop computer.
- Finding aids, lists, catalogues and reference books may not be removed from the Research Room
- 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
- The permission of the Archives is required prior to copies, or extended transcripts, of a document being made.
- The Reader must complete a Copyright Declaration Form.
- Certain collections may not be copied, for various reasons, such as; physical condition, copyright legislation, data protection requirements, or deposit conditions.
- It is not permitted to use copies of material for publication, dissemination or exhibition without the permission of the Archives and the copyright holder.
- All copies required for publication must be made by the Archives. Charges will apply.
- Self-service still photography may be allowed for certain collections, with the permission of the Archives, to take a limited number of copies for the purpose of private research and study. Additional rules apply for self service photography.
- 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”