MSA Research Room Access and Use Policies

    Research Room Access and Reader Registration

  1. Check In and Out
    All researchers must check in at the Archive’s front desk and scan their Researcher Card each time they visit. Researchers must scan their card each time they exit the Research Room.
  2. Registration
    First-time researchers must complete a registration form and present a valid government-issued photographic ID. Returning researchers will be asked to present a current researcher card.
  3. Building Surveillance
    The MSA security system includes a recording CCTV system in the Research Room.
  4. Personal Materials in the Research Room

  5. Personal Belongings
    Personal belongings (except those listed as allowed in the Research Room below) must be stored in a locker.
  6. Personal Electronics
    Only laptop/tablet computers, digital cameras (flash turned off), Mp3 players and cell phones may be brought into the Research Room. Place cell phones on silent or vibrate mode while in the Research Room. Please make and receive phone calls in the lobby or outside the building. The archives staff reserves the right to limit use of approved electronics, including limiting the number of devices and charging cords a researcher places on a worktable, if use of those materials may damage collection materials.
  7. Electronics Cases
    The cases of all electronics must be stored in a locker. Exceptions can be made for tablet computer cases that also act as a prop for tablet use; these cases will be checked by archives staff when researchers exit the Research Room.
  8. Personal Research Materials
    Personal copies of publications and notes/notebooks are not allowed into the original document area. At staff discretion, copies of research notes may be made by staff for use in the original document area.
  9. Food and Drink
    Food and drink are not allowed in the Research Room. Only food and beverages in sealable containers may be stored in lockers. The Archives Services staff may ask that food/beverages be removed from lockers if disruptive to the climate of the Research Room.
  10. Pencils Only
    Pencils are available for researchers to use.
  11. Clothing
    Outer clothing (jackets, coats, etc.) is not allowed in the Research Room. Sweaters, scarves and sports coats may be worn, but if removed must be stored in a locker or hung on the coat rack.
  12. Security Check
    When researchers leave the Research Room with their personal belongings, staff may check items.
  13. Working with Collection Materials

  14. Access to Research Materials
    The MSA is a non-circulating, closed-stacks Archives. No material may be removed from the building. Materials from the collection may be consulted only in the Research Room. When available researchers must use published versions, digital facsimiles, or microfilm editions to protect the original documents. The Archives Services staff may deny access to items in poor physical condition and the use of unprocessed collections. Records will not be retrieved from storage after 3:45 p.m.
  15. One Researcher per Work Station
    All researchers must work at independent workstations and must make individual requests for materials. At the discretion of the Archives staff, arrangements can be made to accommodate research teams that must work together to complete a specific project. To schedule an appointment for a future date ask to speak to the Archives staff.
  16. Handling Procedures
    Limit handling of items to the minimum necessary for your research and exercise all possible care to prevent damage to materials. Do not lean on, mark, take notes on, or trace on top of books or manuscripts. All researchers must follow specific handling instructions given by Archives Services staff. Researchers are limited to working with one folder, one box, or one roll of microfilm at a time.
  17. Leaving the Research Room
    Please return all materials to the staff member on duty before leaving the Research Room for an extended period (more than 15 minutes). If you must leave the Research Room temporarily, alert a staff member.
  18. Reference Reproductions

  19. Reference Photography
    Only non-flash photography, within the confines of current copyright law, is allowed in the Research Room. Please speak to a staff member before taking digital photographs.
  20. Specialized Equipment
    Photography with a tripod-mounted camera, lighting enhancements, or use of scanning or video/sound recording equipment is not permitted in the Research Room. Please speak to the Archives Staff about the possibility of arranging an appointment if necessary for your research.
  21. Reference Reproductions
    There is no self-service photocopying of collection materials. A staff member must approve all requests for copies. Staff will not copy material in violation of copyright law, nor if creating copies will damage the original documents.

Citation and Image Permissions

The Maine State Archives welcomes use of research materials held by the Archives. Permission is not required for use of research materials in a classroom setting, in academic papers, or in published works. We do ask that you credit the Maine State Archives when using our records. In cases where materials are protected by copyright and the copyright is not held by the MSA, additional permission from the copyright holder may be required. It is the sole responsibility of the researcher to determine if materials are protected by copyright and to obtain permission from the copyright holder.

I have read and agree to abide by the rules for using the MSA Research Room and am aware that failure to comply with these rules may result in being excluded from use of the MSA Research Room. I shall acknowledge the use of the MSA’s collections in any publication which may result from my research through correct citation of sources.