Research rules of the department of written records of the National Film Archive

 

Art. 1

General provisions

1)         Research rules of the written archival materials department of the National film archive in Prague (hereinafter rules) are issued based on the § 36 letter a) of the Act No. 499/2004 Coll. on Archival science and record service and on changes of some acts (hereinafter act). Rules resulted from the enclosure No. 3 (Model research rules) to the regulation No. 645/2004 Coll. by which some provisions of act are applied (hereinafter regulation). In compliance with § 16 point (2) regulation rules are extended by own provisions, which result from special conditions of the National film archive (hereinafter NFA).

2)         Rules are applied to accessibility of written archival materials and collections of contemporary documentation in the main evidence of the National archival heritage of NFA. Accessibility, insight and providing of archival materials are also abided by Loan rules of NFA and Price list of provided services, which results from enclosure No. 4 Regulation (Price list of services provided by public archives) is its part.

3)         Into areas where the archival materials are stored admittance of insight applicants (hereinafter researcher) is not allowed. Insight into archival materials is possible only on condition given by the Act and in restricted areas only (hereinafter research room). At the accessibility of archival materials from collections of contemporary documentation (photographs from Czech featured films, Czech posters to Czech films) are submitted thumnails of digital facsimiles from database.

4)         Research room of the department of written records of NFA is situated in the ground floor of the NFA directory - Malešická 14, Prague 3; Phone: ++420 271 770 509, line 137, 138; e-mail:  badatelna@nfa.cz . Visiting days are Monday and Wednesday, working hours 9.00 – 12.00, 13.00 – 18.00). The research room is closed from 12.00 – 13.00 for researchers. In case of extraordinary closure of the research room this information will be published on web pages of NFA.

5)         Researcher must provide an order of archival materials for study reason only in written and in person in the research room or via given e-mail address. The researcher can have access to archival materials within the scope of two (2) archive boxes during one visit. Amount of other evidence units of archival materials, which can be accessible during one visit, is necessary to agreed individually with the personal of the research room. NFA reserves the time at least three (3) working days to prepare ordered material.

6)         Researcher is obliged to reserve the place before the visit of the research room – because of limited workplace capacity – using contacts mentioned in the article 1., point 4).

7)         After entering the research room researcher must check in into the visitors' book where he/she writes the visit date and the purpose, name, surname and signature.

8)         In the research room researcher fills in the research form which is also an application for insight in archival materials. Researcher is obliged to prove his/her identity by ID card, passport or other personal document to the authorised supervision personal who checks the correctness of data given in the research form based on the submitted ID document. Researcher fills in new research form for every calendar year, in which he/she insights into archival materials and at every change of insight reason, eventually studies topic change.

9)         The researcher must take off his/her coat, hand luggage and other similar items at the intended place before entering the research room. Entrance into the research room is prohibited to impured, impaired or intoxicated persons.

10)       The research room must be quiet. It is not allowed to smoke, eat, drink and phone.

Art. 2

1)         Researcher must follow instructions of the supervising employee in the research room during insight into archival materials. The supervising employee in the research room can ask the researcher to use only pencil for extracts and notes from some types of archival materials. The supervising employee in the research room is not obliged to help researcher with reading of archival materials text, translation into other languages, give an explanation of historical context associated with archival materials etc.

2)         Researcher must maximally safe the archival material during insight. The archival materials can not be used as desk pad. It is forbidden to copy directly using onionskin paper, underline, and scratch or write in or use it other way then insight.

3)         Only one person can insight archival materials, which were requested by researcher at a time, namely the researcher in whose research form the archival material was entered. In justified cases (didactic or excursions etc.) the supervising employee can allow insight of more persons.

4)         The researcher receives to insight archival materials in the time and amount for one visiting day according to working conditions and technical possibilities of the department with regard to reason and intention of insight – see article 1., point 5). It is delivered only such amount of archival materials, which number and state can be checked while returned by the supervising employee in the research room without difficulties.

5)         Archive will not reserve the archival materials in the research room for researcher, if he/she would not start the insight within 30 calendar days after given day of delivery or he/she would interrupt the insight for the period longer than 30 days. Archive enables insight into archival materials to another researcher or to anybody who ask first for these archival materials for insight at the time, when the researcher, to whom are these materials reserved, first gives to such insight by another researcher a written approval or if both of these researcher demonstrably insight into these archival materials for another purpose or he/she studies another topic. In case that two or more researcher insight at the same time the archive make it possible to insight into those archival materials only to that researcher to whom these materials were reserved by the archive first. In contested causes the director of the archive will decide on this matter in written.

Art. 3

1)       It is possible to use in the research room own reproduction device for gathering reproductions of archival materials for researchers´ personal study usage on given conditions (quiet in the research room) and if other researchers will be not disturbed and with the agreement of the supervising employee in the research room. The agreement is given by the signature in the researcher’s filled form of written application. The protection of contingent proprietary and copyrights and related rights is not concerned. In case of own reproduction device of all kind (cameras including digital cameras in mobile phones) it is forbidden to use flash.

2)         It is possible to use devices which help to make notes from presented archival materials (for instance notebooks, dictating machine, etc.) after this is agreed by supervising employee in the research room and if this will not disturb other researchers.

3)         Researcher leaves his/her place after finishing the insight into archival materials in order. He/she shall not leave notes, extracts and other aids or things in the research room. These items must be taken away and must be shown for control to the supervising employee in the research room on request.

4)         After each finish of insight into archival materials the researcher is obliged to return archival materials in the state and amount as received.

5)         Researcher will use information got from archival materials for purpose written in the research form. When used in scientific or other works the name of archive, used archival files and marks or inventory numbers of archival materials (archival data) must be stated as sources.

6)         If the researcher published a work, which was created by insight into archival materials stored in the archive, must send one of its impression (for instance archival material edition). If archival materials stored in several archives were his/her sources, he/she sends the published work only to that archive which sources dominated; other archives receive bibliographic data on published work.

Art. 4

Usage of archive aids

1)         Archive allows to researchers an insight into archive aids after their registration into the research form.

2)         The manipulation with archive aids given for insight is similar like with archival materials and literature works. These materials fulfil protection criteria according to Copyright Act.

Art. 5

Usage of archival materials reproductions

1)         Reproductions are provided from archival materials which the researcher studies or needs for official purposes or own work named in the research form depending on possible given ahead agreement from the archival material owner or depending on protection of contingent copyrights and related rights. Reproductions of archival materials are provided depending on working conditions and technical possibilities of the archive. Payment for these archive services on researchers request is set by NFA price list of services. Reproduction of archival materials except xerocopies must be ordered in the secretariat of the director of NFA  - see Trade and the use of NFA collections. Reproductions of archival materials in poor physical state are not provided.

2)         Reproductions of non-published archive aids are not provided if this is not allowed by the owner of contingent copyrights of this aid.

Art. 6

Loan of archival materials for study out of NFA

1)         Loan of originals of archival materials for insight to another archive than stored must be permitted by the NFA director and exceptionally, with regards to the sense, purpose and conditions of their usage, operation safety and ensuring security of archival materials in the place of temporary storage and with regards to accompanying costs. Archival materials can not be sent by post but only transported by authorized employee who is nominated for this activity by the NFA director on conditions agreed in advance. Loan of originals of archival materials out of archive must be permitted by NFA director only. Exceptionally on conditions (see above) to the owner or author of the archival materials, if the author is not a physical person, and to state institution, local authorities body and to persons who possess the authority to insight into documents according to special rules and in case that the insight purpose requests is for reason of official function execution.

2)         If the archival material stored in the public archive is not ownership of the Czech Republic, legal person established by act or municipality, it is necessary to have a written approval of its owner for loan of archival material.

3)         Loaning archival materials the loan site is obliged to make out to the loanee a reverse containing:

            a) exact description of loaned archival materials,

            b) loan reason,

            c) date of loan and term of archival materials returning,

            d) name, surname and address of permanent residence according to the ID card, if it is physical person, or

           e) in case of legal person the seat of loanee and name, surname and address of permanent residence of by him accredited person and

            f)  autograph of loanee or accredited person and official stamp in case of legal person.

4)         Loaned archival materials must be written in special book of loans.

Art. 7

Excursion

During the excursion in the department of written records of NFA visitors must sign in into the visitors' book of the research room. Entry in other areas than the research room must approve in written by the NFA director based on recommendation of the head of the department. Entry into other areas besides research room is realised only in attendance of an employee of the department who is in charge of this activity by the head of the department.

Art. 8

Refund of services provided for researchers

1)         Payment for these archive services on researchers request is set by NFA price list of services.

2)         NFA loan rules, conditions of orders and NFA price list of services are available for researchers for inspection in the research room of the written archival materials department or on NFA web pages – www.nfa.cz.

Art. 9

Final provisions

If the researcher breaks some of basic duties given by these research rules the next insight into archival materials can be denied or given approval recalled.

 

Prague July 1, 2005                                        Vladimír Opěla, s.m.

                                                           Director of the National film archive