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Guidelines for Research
Use of Archives Research Room
- Research Room Hours are 10:00 AM to 4:30 PM, Monday through Friday, except Holidays or other times specified by CPR.
- All researchers and visitors must sign the daily log as they enter the facility.
- Researchers must register to use archival collections by completing a User Registration Form (SRC 96-20).
- Researchers are prohibited from carrying boxes, briefcases, satchels, valises, backpacks, purses, folders, coats, newspapers, or other large containers into the research rooms.
- Public lockers are available in the lobby outside the research room; a refundable $0.25 deposit is required.
- Only paper and pencils may be taken into the research rooms.
- Researchers may use a personal computer or tape recorder provided their use does not disturb others.
- Historical films and videos may be viewed by appointment only.
- Tape recorders, cameras and other video equipment may be brought into the film research room with the approval of the Division Director. The State Records Center and Archives is not responsible for any lost, stolen or broken equipment. Equipment is subject to inspection by Archives staff prior to admittance and upon departure.
- Notes, references, list of documents to be consulted, such as one spiral notebook or binder, may be admitted if they are essential to a researcher's work but are subject to inspection upon entering or leaving the research rooms.
- No eating, drinking, or smoking is permitted in the research rooms.
- Loud talking or other activities likely to disturb other researchers is prohibited.
- Children under the age of 16 years will not be admitted in the research rooms unless they have been granted research privileges and are accompanied by an adult. The Director of Archives and Historical Services may waive this requirement with respect to individual researchers.
- Researchers refusing to comply with Research Room Guidelines or whose actions present a danger to the documents or annoyance to other researchers will be denied access to archival collections and/or will be asked to leave by the Director of Archives and Historical Services.
- Cell phones shall be placed on vibrate mode and calls shall be made and answered outside of the research rooms.
Use of Documents
- Researchers must complete a User Request Form (SRC Form 11A) when requesting documents.
- The name of the collection, series, box, and folder number must be noted.
- The researcher may hand the completed request form to an archivist or the person at the reference desk.
- Researchers may use documents only in designated areas. Documents may not be removed from the research room.
- Original records will not normally be made available when microfilm copies are available.
- Archivists may limit the quantity of materials delivered to a researcher at one time.
- Only one folder, box, or container of documents will be made available to a researcher at one time.
- The researcher may exchange one container (box) for another by informing an archivist or the person at the reference desk.
- The researcher is responsible for all records delivered to him/her until he/she returns them.
- Before leaving the research room, even for a short time, the researcher must notify the person at the reference desk and place all documents in their proper container.
- When the researcher is finished using the records, they must be returned to the reference desk.
- Researchers must keep unbound records in the order in which they are delivered to him/her. Documents that appear to be in disorder must not be rearranged by the researcher, but must be referred to an archivist.
- Researchers are not allowed to remove documents from more than one folder at a time.
- Researchers may not write on, lean on, fold, trace, erase, staple, or handle documents in any way likely to damage them.
- The use of protective gloves may be required with the use of certain documents.
- Use of microfilm readers is on a first-come, first-serve basis. When other researchers are waiting to use a microfilm reader, a 3-hour limit may be placed on using a reader.
- During periods of heavy use, researchers may sign a waiting list for the use of a microfilm reader.
- Microfilm is available on a self-service basis.
- Archivists may assist researchers in identifying rolls of film.
- After using each roll, the researcher must rewind the film and place the roll in the refile basket.
- Researchers should bring to the attention of an archivist microfilm placed in the wrong box or file cabinet.
- Reference books do not circulate.
- Books may not be reshelved by researchers.
- Books may only be used in the Archives research room.
Duplication, Citation, Publication and Copyright
- Documents may be photocopied or duplicated for a fee. (Public Record Fees 1.13.2 NMAC).
- Certain documents may not be copied due to physical condition, possible damage, or legal restrictions.
- Archivists will determine the suitability of documents to be photocopied.
- Original documents, which are available on microfilm will not be photocopied when a legible copy can be made from the microfilm.
- Researchers are not to remove documents from folders when requesting photocopies.
- Researchers must not tag documents to be copied with adhesive note pads. Please ask an archivist or the person at the reference desk for assistance.
- Permission to examine materials is not an authorization to publish them.
- Permission to reproduce original documents for publication must be made in the form of a written letter addressed to the Administrator stating the intended use of the material. Each researcher must complete and sign SRC Form 96-18, Conditions for Publication and Reproduction, a summary of the applicable rules.
- Permission to reproduce and publish previously published works in its entirety must be obtained from the holder of the copyright. The researcher making the request is responsible for obtaining permission or release of copyright from the owner/author.
- Requests to use film and photographs in publications must be made in the form of a written letter addressed to the Administrator stating the intended use of the material. Each researcher must complete and sign SRC Form 96-18, Conditions for Publication and Reproduction, a summary of the applicable rules.
- Documents must be properly cited and credited in publications, exhibits, or other use. Citations should follow this format: Identification of item, name of collection, photo or film Number (if applicable), Courtesy of the New Mexico State Records Center and Archives.