Using the Searchroom

We hope that you enjoy your visit to us. If you have not visited before, the following information gives you an idea of what to expect when you are working in the searchroom.

Access

Access to our collections is free. The only charges we make are for certain extra services, such as copying. When you visit the Office, you will be asked to sign the visitor’s book in acceptance of the Office rules.

Looking after the documents

We have a duty to look after the records we hold, so we ask searchers to practice good document care. Please help us by following these guidelines:

• Please use pencil for making your notes.
• Please use microfilm and microfiche copies where these exist, rather than the original item.
• Please do not lean - yourself, your notes or other documents - on the item you are looking at. Please use a polyester sheet (staff can supply these) if you want to follow the text of an item with your finger.
• Please ask before you make a tracing. Use a polyester sheet between the document and the tracing paper and trace using a soft pencil.
• Please do not bring scissors, knives or other bladed tools into the searchroom.
• Please do not eat or drink in the searchroom.
• Please be prepared for the fact that we are very strict on what we will photocopy. Photocopying is a process that can cause damage to many books and documents. Printouts can be made of records on film or fiche, and photography is allowed in the searchroom.
• Although we aim to make all our collections available, some documents may not be available if:
  
  • they are at risk of damage from use
  • they are restricted for access by the Data Protection Act, Freedom of Information Act, or by agreement with the depositor

Working in the searchroom

• Please help other visitors by respecting the quite working atmosphere of the searchroom. We do not ask you to be silent, but please go out to reception if you need to have a conversation.
• Please switch off mobile telephones, pagers and personal stereos while in the searchroom.

Security

Most of the documents we hold are unique and irreplaceable, and the majority belong to other people. This is why you will notice that we have a number of security measures in place.

• Coat hangers and lockers are provided for your possessions. We ask that bags (including handbags) are not taken into the searchroom.
• Everyone using original documents must have a reader's ticket, for which ID showing a signature and printed address is required. We can issue one free of charge when you arrive. It is valid for four years and is accepted in over 30 other local record offices. At this Office we keep your reader’s ticket while you are in the searchroom.
• We limit the number of items that can be issued to a visitor at any one time. This is normally one physical item or up to 10 separate documents from a bundle, which we count out and check back.
• Closed circuit television is installed in the search room.

And finally...

You will probably have lots of questions, especially if you have never visited a record office before. If you are unsure of anything, please do not hesitate to approach staff on duty. We are here to help you with any queries you may have.