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User Regulations

(Resolution of the Styrian Provincial Government approved on March 20, 1978)


§ 1 (1) The holdings of the Styrian Provincial Archives can be used for official, as well as non-official purposes.
(2) The archives is accessible to each Austrian citizen who commits himself/herself to act according to the archives User Regulations.
(3) Foreign citizens have to apply to the Directorship of the Archives for a right of access to the archival holdings. As general precondition it is defined that the applicant’s home country allows Austrian citizens to likewise use its archives.

§ 2 (1) The use for non-official purposes is subject to the regulations of the archival closed period. This excludes archival material younger than fifty years; these materials are reserved for ministerial use. Extra regulations are applied to exceptions to the closed period.
(2) The Directorship of the Archives can extent this period up to eighty years for certain groups of archival items; this happens out of public interest or respect for living persons or is required either by regulations of those authorities providing these specific archival material or is enforced by certain commission regulations.
(3) Archival items that have to be unlocked for usage purposes or that, if used, might endanger the rest of the archival stock due to their conditions, are not exhibited. This is also applied to individual items of exceptionally high value.

§ 3 (1) The authorisation to non-official usage is subject to the Directorship of the Archives.
(2) When non-official usage is concerned, scientific research and inquiries on the protection of legal interests take priority over other purposes.
(3) Solicitations for the exceptional authorisation to look at archival items subjected to the closed period are to be presented to the Directorship of the Archives in written form, containing an exact description of the purpose and range of the inspection.

§ 4 (1) Archival material is to be used only within the User Rooms and only under supervision of archival staff.
(2) The user is required to give exact reasons for his/her wish to inspect the archival holdings. He/she has to enter the topic and purpose of his/her work in the user sheet. The user has to commit himself/herself to obey the following rules; in case of failure to comply to the rules, the Directorship of the Archives can cancel the User Authorisation:
a) All finding aids, archival items and printed work are to be handled with special care and are to be spared from any damage whatsoever. Any kind of marking, crossing out or highlighting in archival items or finding aids is strictly prohibited. b) Archival items have to stay arranged as they are displayed. Any kind of arbitrary rearrangement is forbidden, yet it is possible to report alleged faults or mistakes in the arrangement to the officer in charge. Archival items from different provenances are to be used separately.
c) When requesting, handing over and putting back archival items, finding aids and books, the authority of the supervising personnel is definitive, as well as when ordering transcriptions or copies of any kind. In general, archives are to be ordered for the subsequent day. The Directorship of the Archives sets the number of items which can be displayed at one time. For archival items with restrictive usage, specific regulations are valid.
d) Claims to specific carrels within the User Rooms are not admitted. Dispatch cases or the like have to be deposed at the Supervision Service for the time of the use of the archives; no liability can be assumed though. Within the User Rooms, a non smoking policy is in effect and eating is prohibited; silence must not be disturbed by loud talking or any kind of rowing.
e) The user is not allowed to inspect any other items or finding aids than the ones provided for him/her; if necessary, he/she can order them newly for his/her own use .He/she is also not allowed to hand over items provided for him/her to other users of the archive. He/she is strictly forbidden to remove any items from the User Rooms without being authorised to do so. Each change in topic has to be announced newly. Archival material cannot be booked in advance.
f) If necessary, the Directorship of the Archives reserve the right to dispose of archival material currently in use in a different way with informing the user at the same time.
g) Users are allowed to be assisted by typists only with the permission of the Directorship of the Archives; the use of typewriters is not permitted within the User Rooms. Dictaphones must be used in such a manner that they do not disturb other users of the archives. Users assume liability for their assistants. h) Breaks in work exceeding two weeks have to be reported at the Supervision Service as the archival material will be put back otherwise. The user has to report when his/her work is completed and has to pay for possible expenses.
i) Users are obliged to provide the Styrian Provincial Archives without request with one specimen copy of their work, if this work is founded on extended research done in the Styrian Provincial Archives and appears in print; this, however, also applies to diploma theses and dissertations even if they do not appear in print.
j) The Directorship of the Archives refuse to take part in the implementation of any publicising priority rights of users. Furthermore, it does not assume any responsibility for the contents or accuracy of source quotations within any work based on research done in the Styrian Provincial Archives.
k) News of private origins exposed in archival material and being made accessible to the reader, and such news that touch the personal rights of a third party, must not be published. In case of doubt, the user is obliged to consult the Directorship of the Archives over a decision.

§ 5 (1) Archival officers have to advise the users as far as possible, but they must not take over their research work.
(2) Their help consists of providing information on the existing literature and the relevant inventory containing the sought-after items and their citation, other archival items under consideration have to be named.
(3) Normally, card indices are not presented, yet there are possible exceptions made for skilled researchers. Users are not allowed to take card indices out of the boxes.

§ 6 (1) Inquiries demanding a written answer are dealt with by the Directorship of the Archives.
(2) In general, the information will state if material relevant to the specific case can be found in the archival inventory or not.
(3) Detailed research has to be carried out by the inquirer himself/herself or by representatives on his/her behalf.

§ 7 (1) Photographs of archival material as well as the making of recesses, copies and seal replica need express permission.
(2) The Directorship of the Archives may allow that certain designated items are brought to a suitable place, if they cannot be photographed in the rooms of the archives. The supervision of an archival officer and the return of the items right after the photo session and within the same day are mandatory.
(3) The archives produces copies as fast as possible, but there is no claim to a set period of time whatsoever.
(4) Copies and transcriptions are legalised by the Directorship of the Archives.

§ 8 (1) Borrowing of archival material for non-official use is only permitted in exceptional cases and, on principle, only to archives outside of Graz, provided that they guarantee waterproof, fireproof and burglar-proof storage.
(2) Borrowings need to be permitted by the Directorship of the Archives. (3) Borrowings to overseas require permission of the Directorship of the State Office.
(4) Borrowings for exhibition purposes are only permitted if sufficient surveillance and safe custody are provided for.
(5) The Directorship of the Archives is authorised to stipulate relevant security measures for borrowings.

§ 9 (1) When materials of the Archives are reported in a publicised context, their source has to be marked with “Styrian Provincial Archives”.
(2) Out of scientific interest, the citation of the archival holding out of which the relevant item was taken, is desired.
(3) The constitutions of the Austrian Copyright Law in the version of the Federal Law from December 16, 1972, BGBI. Nr. 492, have to be observed.

§ 10 Petitions concerning archival matters have to be addressed to the Directorship of the Archives.

(Text from User Regulations printed in: MStLA 28(1978), S 35-39)



 
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