Registration Form
Welcome to the State Archives ,the historical
agency and permanent records repository for the State of
Maryland.� We are pleased to be able to
assist you, whether you are requesting needed governmental documents,
performing historical research, or investigating your family
heritage.� Our friendly and
capable staff will help you find your materials among the nearly four
hundred years of recorded history entrusted to us.
Our first duty as public servants is to insure the safety both of the
visitors to the Archives and the documents in our care.� We ask that you read and abide by the following regulations governing
access to the Archives.� While
some of the rules and fees for service may seem at first arbitrary or
unusual, they are the result of experience both here and at other
archives and libraries around the world.�� Our goal is to insure that future citizens of
Maryland and the
United States
will enjoy the same opportunities to use these resources and learn about
the past as you have.
I hope your visits here are pleasant and rewarding.� If you have any concerns regarding the operation of the Archives,
please do not hesitate to bring them to the attention of the staff or,
if necessary, to me.� We look
forward to serving you.
Edward C. Papenfuse, Ph.D.
State Archivist and Commissioner of Land Patents
PATRON INFORMATION - PLEASE PRINT CLEARLY
First Name:��� _______________________________ Last Name:� _______________________________
Institution:����� _________________________________________________________________________
Address:��������� _________________________________________________________________________
City/State/Zip:
_________________________________________________________________________
Phone - Work: ___________________ Home: ____________________ Cell:
______________________
Email:������������ _________________________________________________________________________
Patron #�� �������____________________
ID (including
1 picture ID):� 1:
__________________________________ 2:
___________________________________
For your safety and convenience please review the following rules and
regulations. If you agree to these terms please sign and date this
form on the last page.
PLEASE NOTE
While using the research facilities of the
Maryland
State
Archives you will be under video and human surveillance for security
purposes. Please note that any video media created is
confidential and will not be shared with any private or public
parties except by court order. We appreciate your
cooperation and understanding in helping us maintain a secure work
place for both researchers and staff.
DISCRIMINATION AND EQUAL ACCESS:
In conformance with the Archivists� Code of Ethics and the laws of
the State of Maryland and of the United States, the facilities and
services of the Maryland State Archives are available to all
registered researchers without regard to gender, race, color, creed,
or national origin. Sign language interpreters and other appropriate
accommodations for individuals with disabilities will be provided upon
request with 48 hours advance notice.
PRIMARY PURPOSE OF RESEARCH
In order to effectively select records and manage space the Archives
staff reviews usage of the collections.�� Please assist us by checking one of the following boxes:
|
�
01 Genealogy/Family History
|
�
02
Maryland
History (general)
|
|
�
03
Maryland
History (local)
|
�
04 Land title Search
|
|
�
05 Court Records (i.e., dockets, case files)
|
�
06 State Employee Using Agency Records�
������� Deposited with the
Archives
|
|
�
07 Class Assignment/Term Paper
|
�
08 MA/PhD Thesis/Dissertation/Project
|
|
�
09 Article/Book/Other Publication
|
�
10
Use
State
Publications or Printed� �������
�������� Documents
|
|
�
11 Legislative Intent or History of State
������� Laws
|
�
12 Other (please specify):
�������� _________________________________
|
Rules and Regulations Governing
Access to the Archives
And Usage of the Collections
I.
State of
Maryland, Department of General Services (DGS), Buildings and Grounds
Regulations
Access to the Archives� facilities is governed by rules set forth in the
Code of Maryland Regulations 04.05.01.00-09 and the Governor�s Executive
Order No. 01.01.1992.20, and are incorporated
here by reference.� A copy of
these regulations is available for inspection during normal business
hours in the Archives lobby.� Copies may also be obtained from the Department of General Services,
301 West Preston St.,
Baltimore,
MD
21201
� 2305.� The regulations are also
available online at http://www.dsd.state.md.us/comar.�
II.
Maryland State
Archives Searchroom Regulations and Rules for the Usage of the
Collections and Facility
Archival records and special collections are unique (one of a kind) and
require special handling and protection.� You, the researcher, are a partner with the Archives in protecting and
preserving these materials so that they remain intact and available to
future researchers.� Your
compliance with these rules and regulations is appreciated.
Registration
�
Patrons must present photographic identification upon arrival
and upon demand to the Department of General Services police stationed
at the Archives.
�
When registering for the first time and upon annual renewal
researchers must present two forms of identification, including one
official photographic ID (i.e. driver�s license, state identity card,
passport, student ID, corporate ID, law enforcement ID, state or federal
employment ID or other officially issued identification cards) and a
second confirming ID (i.e. library card, credit card, utility bill,
health plan card, insurance plan card, vehicle registration, social
security card, or any official ID as described above.)� One of these must have residential information and one must have a
signature.�
�
This annual registration form must be completed and
signed.� The information provided
here is subject to verification against the identification
presented, particularly the signature and
residence.� Personally
identifying information shall be kept secure at the Archives and will
not be provided to third parties, excepting officials acting under
appropriate legal authority.� Signature constitutes acceptance of these regulations.
�
Daily registration requires presentation of photographic ID
both to Department of General Services Police personnel and to Archives
personnel at the registration desk.� Also, patrons must sign the daily register, including name, arrival
time and identification of any vehicles parked in the Archives lot.�
�
Patrons will be assigned lockers in which to store personal
possessions not allowed into the searchroom.� Such possessions include, but are not limited to: food, beverages and
beverage containers (including baby bottles, �sippy� cups and other
�non-spillable� containers), pens or permanent markers, Post-It� or
�sticky� notes, carbon paper, flatbed or hand scanners, floppy disks for
insertion in Archives computers, camera or video lights, overcoats,
raincoats, suit or sports coats, sweaters with pockets, hats,
briefcases, oversized bags or purses, backpacks, belt pouches or �fanny
packs�, umbrellas, boxes, bound notebooks and folders.�
�
Materials which may be brought into the searchroom include
but are not necessarily limited to: paper for research, #1 or #2 (soft)
pencils, laptop computers, and cameras (video or still, digital or
film).�� The following items may
be brought in with specific approval from a reference archivist: floppy
disks for usage in personal laptop computers, camera tripods and audio
recorders.� All items brought
into the searchroom are subject to inspection by the DGS police.� The Maryland State Archives is not responsible for personal property
lost or stolen in its facilities.
�
Patrons will be assigned desks to use in the searchroom by
Archives registration personnel.� Archival materials (records and papers) must be used at these
desks.���
�
No children under age 15 are allowed in the searchroom
without permission of a reference archivist.
�
Researchers will be charged $30 for a lost badge, key, and copier
button.� In the case of a researcher
inadvertently leaving with these items there is a 10 day return period
before this charge will be assessed.
Searchroom - Use of Records
�
Searchroom computers are available for the usage of the
public.� Internet resources and
email may be consulted.�
�
Only soft pencils (#1 and #2) may be used in the searchroom,
and are available at the circulation desk.� No pens or markers that could permanently mark paper may be used.
�
Circulation/pull slips must be completed for all
records.� Patrons who are unsure
of the information that is required may consult the reference archivists
for assistance.� However, faster
service will be promoted if the researcher learns to utilize the
Guide to Government Records, the Special Collections catalog
database, and the Library catalog database and supply series and
location information on the circulation slip.
�
Rare books and manuscripts may only be used with the approval
of the Director of Special Collections or the State Archivist.� Such materials may ONLY be used at desks 5, 6 and 7.�
�
If microfilm or electronic copies of original records are
available the copies must be consulted first.� If the copies are illegible or otherwise require closer inspection
originals will be made available, but only at the discretion of a
reference archivist.
�
No more than three records of any description may be used at
a research desk at any one time.� However, archivists or archival assistants have discretion to withhold
records if the desk space is so crowded as to interfere with the safe
handling of the records.
�
All materials must be used on a desk or table.� No materials may be placed on the floor.
�
Patrons MUST maintain records in EXACTLY the
arrangement in which they are received.� Errors and inconsistencies in either arrangement in the boxes or
description in guides should be reported to the reference staff.� Patrons MUST NOT attempt to re-arrange records.
�
All materials must be used with the greatest of care.� If a patron is unsure of proper paper handling he or she can request
instruction.� Paper, particularly
newsprint and other acidic, fragile items, must be handled gently with
two hands.� Items should be held
at the edges whenever possible.� Materials MUST NOT be marked upon, altered, folded, traced, or
handled in any way likely to result in damage.� Archivists and archival assistants may, at their discretion, require
that patrons wear gloves when handling materials.� Also, gloves are available upon request.� In all instances patrons� hands must be clean, to prevent soiling of
records.� Documents and volumes
must lie flat on the table, or on provided
bookstands where appropriate.� They may not be propped upon books, other records, or the edge of the
workspace, nor held in the researcher�s lap.
�
Records may only be used by the patron who requested them
out, and may not be given to another researcher for usage at another
desk.�
�
Researchers are responsible for returning all Archives
materials to the circulation desk upon completion of research.� The yellow copy of the circulation slip MUST be returned with
the item.
�
Records are retrieved every half an hour, at quarter after
and quarter of the hour.� Records
WILL NOT be retrieved, except under
extraordinary circumstances, after 3:45 PM.�
�
All materials being removed from the Searchroom are subject
to inspection by Archives personnel and/or uniformed DGS security
personnel.�
Searchroom � Courtesies and Requirements
�
Researchers are requested to remember that the reference
archivists must assist all patrons, and to keep questions and
conversation with the staff to the necessary minimum when the searchroom
is busy.
�
The searchroom is a research and study facility.� Loud conversation is distracting and impolite.� Extensive conversation and cell phone calls should be conducted in the
Archives lobby.� Quiet
conversation or audio notes may be conducted so long as other patrons
are not disturbed.
�
Patrons with disabilities should not hesitate to request the
assistance of staff members with carrying heavy volumes or boxes or
retrieving books from stacks.
�
Cameras may be used, without flash, to record
documents for personal, non-commercial use.� Documents may only be photographed while lying horizontally on a desk
or table or supported at an angle on a book cradle.� Tripods may be used with the approval for size by a reference
archivist.� Patrons may not stand
on chairs or other furniture when performing copy photography.
�
Searchroom copy orders for same day delivery MUST be
placed by 4:00 PM with no exceptions.� Orders placed after 4:00 PM must be purchased by check or credit card,
no cash, and may be picked up at the Archives upon completion or mailed
to the patron.
�
Copy orders that, in the opinion of a reference archivist,
violate legitimate copyright or exceed fair use of a copyrighted
publication will not be accepted.
�
Researchers must be advised that the Archives retains and
asserts the right to inspect any and ALL materials upon exit from
the searchroom.
Microfilm Room
�
The microfilm room is a self-service facility.�� Whenever possible an Archives volunteer will be available to assist
patrons.� However, volunteers may
not always be on duty.� The
reference archivists are always available to answer questions about
using equipment or locating materials.
�
In order to prevent errors in re-filing, patrons may remove
only ONE roll of microfilm at a time.� Patrons must place their yellow block on the shelf in place of the film
removed, and promptly re-file the film when finished with using it.
�
Patrons using the readers should sign up on the log in
sheet.� Readers may be used for
two hours.� However, if there is
no researcher requiring the use of a machine the current researcher may
continue until the reader might be demanded.
�
Reader/printers are primarily intended for usage by persons
copying documents from microfilm.� If there is no immediate demand for the reader/printers patrons may use
these machines for reading film.� However, these machines MUST be surrendered immediately by
readers when needed for copying.�
Publication
�
It is the responsibility of the researcher to secure written
permission to publish, reprint or reproduce recorded materials from the
Archives.� The researcher assumes
responsibility for conforming with the laws
of libel and copyright.� One
gratis copy of any publication resulting from extensive research or
including documents held at the Archives must be deposited with the
Archives.
General
�
The Archives retains and asserts any and all rights not
enumerated in these rules and regulations necessary to protect its
holdings which do not violate civil liberties as defined and upheld by
the courts of the state of Maryland and
the
United States.
�
The Archives parking lot is available free of charge to
researchers while working in the facility or taking lunch or other
breaks during research.� The lot
may NOT be used to visit other
Annapolis
buildings or facilities.�
�
The only public areas in the Archives building are the lobby,
coatroom, restrooms, and the searchroom.� All other areas are secured, and only Archives personnel, volunteers on
duty and authorized persons are allowed in these spaces.� Visitors to the Archives offices must present photographic ID to the
DGS police, sign in on the visitor log, and be escorted by a staff
member or volunteer on duty to and from their destination.�� Please note that the mezzanine level of the searchroom is NOT public
space and books stored there must be retrieved for patrons by Archives
staff.
Thank you for your cooperation!
While numerous, these rules are carefully considered and imposed to
insure the security of records that date back to the founding of the
colony of
Maryland
in 1634.� Those documents are
fundamental, irreplaceable and require great care.� So, too, do many modern records and documents.� Lessons drawn from archives and libraries around the world, including
the National Archives and Records Administration, the Library of
Congress, and the National Archives: Public Records Office of the
United Kingdom, have been incorporated into these regulations
The Archives staff is committed to providing cheerful, friendly and
efficient service to the citizens of
Maryland.� We welcome your comments.
By signing this application I agree to the attached rules and
regulations and will abide by them. I also understand that any of my
personal belongings placed in the locker assigned to me are stored there
at my own risk.
Signature:������ ______________________________________________� Date: _____________________
