West Virginia Code of State Rules › Agency 82 - Culture And History › Title 82 - LEGISLATIVE RULE DIVISION OF CULTURE AND HISTORY › Series 82-06 - Archives And History Library Services And Fee Guidelines › Section 82-6-5 - Availability of Records and Donated Historical Materials

Current through Register Vol. XLI, No. 28, July 12, 2024
5.1.
				General provisions.
Researchers will normally use documents in the
				  Archives and History Library. Original documents will not normally be
				  made available when microfilm, photocopies, or other alternative
				  copies of the documents are available.
5.2. Research procedures and rules.
5.2.a. All patrons must sign and
				complete the guest book in full at the entrance desk each day upon
				initial entry. All patrons must also complete a library registration
				form in full. Refer to Form #1, WVAH-01, "Library Registration Form
				West Virginia Archives and History." Patrons will only have to
				complete the library registration form on one occasion, but may be
				asked periodically for updates to registration information.
5.2.b. All researchers using
				specialized collections will complete a specialized collections use
				form. Refer to Form #2, WVAH-02, "Specialized Collections Use Form
				West Virginia Archives and History."
5.2.c. Patrons may bring only the
				following personal items into the library: pencils, legal-type pads,
				blank sheets of unbound paper, index cards and loose personal papers
				(for example: genealogy charts, notes, printouts); necessary
				medication and personal medical devices; laptop computer with power
				cord, mouse and memory stick or flash drive; silenced cell phones,
				pagers or similar devices; money, checkbooks, identification cards
				and monetary cards; and clear plastic bags to contain allowable
				items. Coats and other outerwear are permitted, but pockets must be
				empty. All materials are subject to inspection upon departure from
				library.
5.2.d.
				Prohibited items include but are not limited to: all liquids, food,
				candy, gum, tobacco products, umbrellas, purses, waist packs, tote
				bags, backpacks, suitcases, computer bags and brief cases; opaque
				plastic and paper bags; notebooks of any type; pads with wire or
				plastic comb bindings; pens, mechanical pencils, colored pencils,
				markers, highlighters and/or marking devices; self-adhesive notes,
				tape and stickers; scissors, knives and box cutters; file boxes, file
				folders, envelopes and report covers; and personal reference
				books.
5.2.e. Patrons
				will be provided with pencils, blank paper, bookmarks, one-page
				genealogy charts, tissues and clear plastic self-closing
				bags.
5.2.f. Division of
				Culture and History lockers are available on a first-come,
				first-serve basis. Archives and History is not responsible for items
				placed in lockers.
5.2.g.
				All persons and belongings are subject to inspection before
				departure.
5.2.h. Use of
				any tobacco products, eating, and drinking are prohibited in all
				library and collections areas. Prohibition includes candy, gum and
				all liquids.
5.2.i. Staff
				is available at the reference desk to assist patrons.
5.2.j. Patrons are responsible for
				their personal property. Archives and History assumes no
				responsibility for lost or stolen personal belongings or
				property.
5.2.k. Use of
				electronic or mechanized copying equipment by patrons is prohibited
				in all library and microfilm rooms. Such equipment includes but is
				not limited to cameras, cell phone cameras, photocopiers and scanning
				devices.
5.2.l. Use of
				cellular phones or personal communication devices is prohibited.
				Phones that are on a silent setting or turned off may be brought into
				the library, but all calls must be answered and placed outside the
				library.
5.2.m. Only
				pencils may be used by researchers. Use of pens, highlighters, and
				other writing and/or marking devices is prohibited.
5.2.n. Patrons will not apply
				self-adhesive removable notes, tape, paper clips, staples, or similar
				objects to any items in the collections.
5.2.o. Patrons may pull books,
				materials and microfilm in the library and microfilm storage rooms.
				Call slips, with all requested information printed legibly, must be
				submitted at the reference desk for materials not shelved in these
				rooms. Materials may be used in the library and microfilm reading
				rooms only and may not be removed. Patrons are not to reshelve any
				materials but are to return them to designated areas.
5.2.p. Patrons are to limit the
				number of books at their work area to three (3) and the number of
				reels of microfilm to no more than two (2). Other restrictions apply
				for specialized collections.
5.2.q. Arrangement of the materials
				is to be retained and all materials are to be treated with great care
				so as to avoid marking, folding, or damaging in any way.
5.2.r. Patrons who find damaged
				materials should inform Archives and History staff immediately so
				that repair and preservation work can be initiated.
5.2.s. Use of the microfilm
				readers, reader/printers and on-line public access computers is on a
				first-come, first-served basis with sign-up required. When other
				researchers are waiting to use a microfilm reader or reader/printer,
				a two-hour limit may be imposed. Use of on-line public access
				computers is limited to thirty minutes. Patrons are not permitted to
				use personal disks or other storage media on library
				computers.
5.2.t. During
				the last one-half hour of operation, no materials will be pulled from
				the closed stacks or copies made by staff. During the last one-half
				hour of operation, the microfilm storage room will be
				closed.
5.2.u. All
				photocopying will be done by staff.
5.2.v. Some materials at Archives
				and History are protected by copyright and other restrictions.
				Archives and History will only photocopy materials within the
				provisions of "fair use" provided in copyright law of the United
				States (Title 17, U.S.
Code
). Archives and History
				reserves the right to refuse to accept a copying order if, in its
				judgment, fulfillment of the order would involve violation of
				copyright law. Patrons who copy materials at reader-printers or from
				the public-access computers in the library are responsible for
				determining any restrictions that may apply to those materials.
				Patrons also assume all responsibility for possible infringement of
				copyright and invasion of privacy or other rights that may arise in
				the use they make of the materials copied.