Most of the archival records made available to you in our reading rooms are unique and irreplaceable. It is our responsibility to manage and protect them so that they will be available for generations to come. The care with which you handle items is a very important factor in their survival.

Before you begin we require you to:

• complete the attendance register
• leave your bags, cases (including laptop computer cases) and pens in the lockers provided. Materials taken into the reading room must be presented for inspection upon leaving
• leave your mobile telephone in your bag or case; if you take it into the reading room please switch it off, and
• obtain a Reader's Ticket (available at no charge and valid in all our reading rooms).

To help preserve and protect the archives please do not:

• bring any food (including sweets) or drink of any kind into the reading room
• use pens or ink – pencils are made available for your use
• remove any archival records from the reading room
• mark or annotate the original documents in any way
• unfasten, or interfere with, any folio or other material, or interfere with the original order of papers within a file
• open any sealed envelope on a file or attempt to remove any material held within a sealed envelope.
  

More detailed guidance on the handling of archival records is provided below.

While in the building please:

• refrain from loud or unnecessary conversation with others
• do not make or receive calls on mobile phones
• refrain from smoking anywhere in the building
• generally be considerate of others using the reading room
• use PC internet connections provided only to access websites associated with archival research
• consume food and drink only in designated eating areas – these may not be provided in all offices
• do not enter 'Staff Only' areas
• note the location of EXIT signs for use IN CASE OF EMERGENCIES.

Archival records are not only unique. Because of their age they are also fragile, and constant handling renders them vulnerable to damage and loss of the information they contain. You can help prevent deterioration of the records you use by observing the following handling guidelines.

• Please ensure that your hands are clean and free from hand lotions and moisturisers. These lotions will cause the paper to stain and accelerate the deterioration process.
• Licking your finger to turn pages will also stain the paper. A finger stall can be used to help turn pages, but extra care must be taken with thin and fragile folios.
• Please handle all records carefully. Never force open a volume or a file. If you are unable to obtain information from a tightly bound spine, bring it to the attention of reading room staff.
• Please do not lean on, or trace from any records or use them as a support for writing.
• Please do not stack open files or place files within other files. This places unnecessary pressure on the file and volume spine, and may lead to one of the files becoming lost.
• If you need to flag a page use a piece of clean paper. Do not use Post-it notes or bulky objects such as pencils and spectacles as place markers. There are paper slips for this purpose available in the reading room.
• Do not underline, highlight or mark archival records in any way.
• Do not release or remove any material from an item's fastening system.
• If you come across an item which is in poor condition, or has mould or insect damage please bring it to the attention of reading room staff so they can refer it for preservation treatment.

For the security and protection of the records, we have placed a limit on the number of records a researcher can view at one time. You will be issued up to five files, or one box of records, depending on the format.

Wherever possible original records are made available to you in the reading room. In some cases, when the record is fragile or in an unstable condition, a reference copy will be provided. Alternatively, you may be asked to view an item under the supervision of Preservation staff. When the item is severely degraded we may have to withhold access completely. In these cases, which occur only occasionally, you will be given a statement of reasons that explains in detail why access cannot be granted.

Refusal to follow these guidelines may lead to denial of access to archival material.

A reference officer is on duty in each reading room to offer any assistance you may need.

Electronic surveillance cameras are used in National Archives reading rooms.

Comments or other feedback can be sent to archives@naa.gov.au

updated January 2008