Searchroom Rules

Record Office searchrooms can seem strict and forbidding places. Our searchroom rules give you an idea of what to expect when you visit us.

Looking after the documents

We have a duty not just to you, the present users of these records, but also to future users. Please help us to look after these records for tomorrow's users by following these few basic rules.
        * Please use PENCIL for making your notes
        * Please use microfilm and microfiche copies where these exist, as these have been made to preserve the originals, which are heavily used
        * Please never LEAN - your fingers, 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 with your finger
        * Please be aware of and follow the office's handling guidelines
        * Please ask permission 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 eat or drink in the search room, nor smoke in any part of the building
        * Please understand that some original documents and library books cannot be photocopied because they may be damaged by the process. Print-outs can be made of records on film or fiche. We are also able to arrange for most documents to be photographed but personal photography is not allowed in the search room.

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 there are a number of security measures in place to protect the records.
        * Coat hangers and lockers are provided for bags (including handbags) which may not be taken into the search room.
        * Everyone using the office 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.
        * We limit the number of items that can be issued to a visitor at any one time. This is normally one volume or up to 10 items from a bundle, which we count out and check back. We ask you to surrender your reader's ticket when you are looking at original documents. We will return it to you when all your documents have been checked 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.