Access Rules and Conditions

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

Reader Registration

  1. The Research Room is open by appointment to researchers who have registered as a Reader with the CCCA.
  2. Prospective Readers must complete and sign a Reader registration application form. This must be submitted well in advance of the proposed research.
  3. Readers are required to consult our online catalogue, and with the CCCA archivists, before completing the application Form, in order to obtain lists of collections/items that are relevant to their research.
  4. To register, a Reader must have a stated and specified bona fide research purpose and topic. Also, the CCCA must hold material related to the Reader’s specified research topic.
  5. To complete registration, Readers must bring original current official name/photo identification with signature (e.g. passport, pps card, new type drivers licence) plus current proof of permanent home address (e.g. utility bill, financial statement, official letter)
  6. Proof of research purpose, such as an academic reference or referral, will be required when applying for access to certain collections.
  7. All Readers must complete a Data Protection Undertaking in relation to personal data within collections.
  8. A registration application for children (i.e. under the age of 18) requires the written consent of their parent or guardian.
  9. 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, these Rules and Conditions, the CCCA reserves the right to refuse, or cancel, registration and access.
  10. 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 24 months, at the discretion of the Archivist in charge.
  11. Registration and subsequent research access applies only to the research 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.

Appointments, Opening Hours

  1. A prior appointment (plus advance Reader Registration) is required to access the Research Room.
  2. Appointments are not valid until confirmed by the CCCA.
  3. Appointments must be requested at least 1 week in advance.
  4. More than 1 appointment slot may be requested.
  5. Research Room appointment slots are currently available on Tuesday, Wednesday and Thursday only.
  6. Opening hours may be subject to change.

Research Room (Seamus Murphy Building)- General

  1. Readers must sign the attendance register daily upon admission.
  2. It is advised that Readers under the age of 16 are accompanied by their parent, teacher or guardian, who must also register as a reader.
  3. Anything posing a potential security or preservation risk to collections 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. Cork City Council Customer Charter, and Code of Conduct, apply to those using our services.
  7. CCTV is in operation for the purposes of the detection of crime, the security of collections and other property, and the health and safety of staff and customers.

Reader Access to Collections/ Ordering Material

  1. All collections/items required by Readers for their research must be requested in advance, by email, to 
  2. Readers will, in advance of their visit, consult our online catalogue finding aid, plus any lists/indexes provided by the Archivists, in order to identify items relevant to their research.
  3. Readers will use the collection and item reference numbers given in the Catalogue/lists/indexes to request research material.
  4. A maximum of 20 items, comprising no more than 10 boxes, may be requested by a Reader for any single 3 hour appointment slot.
  5. In the Research Room, Readers must sign an Order Docket for each item to be consulted
  6. In general, no more than 1 document/item or file may be issued to a Reader at a time.
  7. 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.
  8. Documents/ items issued to one Reader must not be passed to, or read by, another Reader.
  9. Archives and other material may not be borrowed or removed by Readers from the Research Room, or the CCCA, under any circumstances.
  10. Only collections that have been processed/listed are available for research.
  11. Some collections/documents have access restrictions. Access to restricted material is at the discretion of the Archivist in charge 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.

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. 

Copying and Publication

  1. The permission of the CCCA is required prior to copies of a document being made.
  2. Reader self-service still photography is allowed, on application, with the permission of the CCCA. A Self-Service Photography Permission Form must be completed. A yearly fee applies. Additional research room rules apply for self service photography. 
  3. Self service photography images are permitted only for the purpose of private research and study. It is not permitted to publish or disseminate self-service images without the written permission of the CCCA. 
  4. Photographs/images intended for publication, or other non-research purpose, will be provided by the CCCA on request. Charges will apply.
  5. The copying of personal data relating to living data subjects is restricted.
  6. The CCCA provides a limited copying service. Readers must complete a Copyright Declaration Form, which is available on request. Charges apply.
  7. Certain collections/documents may not be copied, for various reasons, such as; physical condition, copyright legislation, privacy, or deposit conditions.
  8. In the event of legal action arising out of the publication or dissemination of any information or images which a Reader has obtained, the Reader shall be held wholly responsible.

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”