Galway County Council

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Record Handling Rules & Guidelines

To assist Galway County Council Archives with the preservation of the archives in its care readers are requested to handle all records as carefully as possible and adhere to the following rules:

•  written permission must be sought from the Archivist prior to publication of material from the archives.  Any such publication must acknowledge its source.
• the Archivist reserves the right at all times to withdraw material from use when such use will adversely effect the physical preservation of material.

• only one item or bound volume may be consulted at any one time.  Items from separate collections cannot be consulted together.  Items must be handled with great care and must not be marked, folded, annotated or torn in any way;

• photocopying of volumes is not permitted.  Photocopying of other material is by request only, and will be carried out by a staff member.  The Archivist may refuse to copy material that would be damaged as a result of the copying process, or for any reason deemed by the archivist.  Normal Library rates apply.
  
  • When an item is copied with a view to making it available to the public, for example publication, broadcasting or electronic transmission, written permission must be sought from the Archivist of Galway County Council.

• make sure that your hands are clean before consulting records ;

• use the book support bags, weights, cotton gloves etc. available from the Reading Room staff,

• avoid putting strain on the spine of an open book - do not try to force it to lie flat; do not leave it lying open face downwards; never lift an open book with one hand - support it on either side of the spine.  Use book supports when possible;

• do not lean on, or place anything on top of, documents, plans or books, (whether open or closed); avoid piling books on top of one another ;

• eating (including sweets), drinking and smoking are forbidden while consulting the archives;

• avoid touching the text of documents.   On no account lick your finger while turning pages ;

• documents, maps and book covers should not over hang the table ;

• if you are having difficulty separating or opening records, do not hesitate to seek assistance.

• it is imperative that all material is returned in the same order as you received it.

• to support the binding and full weight of volumes please use both hands to lift and carry them at all times.
  
  
  When making notes:
• be careful not to mark records in any way ;
• do not rest your note paper on records ;
• always use pencil, never a ball point, felt tip or fountain pen. Be careful to sharpen pencils away from records, using a sharpener not a knife ;
• use an eraser on your notes, not correction fluid ;
• use a bookmark of thin card to mark your place (only one per book).

   In addition your attention is drawn to the following sub-sections of Section 80 of the Local Government Act, 2001

  9.    A person shall not conceal, damage or destroy archives held in accordance with this section and shall not remove, publish or reproduce the whole or any part of any such archives without the written consent of the relevant local authority.

  10.   A person who contravenes subsection (9) shall be guilty of an offence and shall be liable on summary conviction to a fine not exceeding £1,500.

  11.   Summary proceedings for an offence under this section may be brought by the local authority concerned.

   Your attention & adherence to the above is much appreciated