Code of Maine Rules
29 - DEPARTMENT OF THE SECRETARY OF STATE
255 - MAINE STATE ARCHIVES
Chapter 4 - RULES FOR THE PUBLIC USE OF MATERIALS AND FACILITIES IN THE MAINE STATE ARCHIVES
Section 255-4-4 - RESEARCH ROOM RULES

Universal Citation: 29 ME Code Rules ยง 255-4-4

Current through 2024-13, March 27, 2024

A. Researchers Responsibility for Materials Other Than Microfilm

1. Researchers shall acknowledge the receipt of all materials by signature. The materials made available at one time to any researcher may be limited by the Research Roomstaff.

2. Researchers are responsible for all materials delivered to them until the materials are returned to an attendant. Researchers shall return materials to an attendant as soon as use of them is completed for the day, and of all remaining materials at the end of each day.

3. Researchers shall notify an attendant before leaving the Research Room, or for a short period, and before leaving shall replace all unbound materials in their proper containers.

B. Keeping Materials in Order

Researchers must keep unbound materials in the order in which they were delivered to them. Materials appearing to be in disorder should not be rearranged by researchers, but should be referred to Research Room staff. Researchers are not permitted to remove unbound materials from more than one container at a time without the previous approval of Research Room staff.

C. Preventing Damage to Materials

Researchers shall exercise all possible care to prevent damage to materials furnished them. The use of "rubber fingers", and ball point, fountain or felt tip pens while using materials is prohibited. Materials shall not be written on, leaned on, folded anew, traced, fastened with paper clips or rubber bands or any other type of fastener, or handled in any way likely to cause damage. Researchers shall immediately notify staff should damage occur to any materials. Under no circumstances shall researchers attempt to repair damage of any type, including erasure of pencil marks. The use of records of exceptional value or in fragile condition shall be subject to any additional conditions specified by the Research Room staff.

D. Mutilation or Removal of Records

All parcels and luggage shall be checked in by researchers upon entering the Research Room. Researchers shall present for inspection upon leaving the Research Room any briefcase, notebook, package, envelope, books, or other article that could contain materials furnished them for Research Room use. Researchers shall not bring into the research area of the Research Room overcoats, raincoats, jackets or similar apparel; briefcases, suitcases, purses, daypacks, tote bags, shopping bags, or similar containers for personal property; personal papers, books, notebooks, ring binders, folders, paper pads or other containers for paper; nor any device that could conceal documents. Purses and other valuables may be stored in the coin operated lockers provided for this purpose at the entrance of the Research Room. The Maine State Archives is not responsible for personal property of researchers.

Whoever intentionally removes any book, record, document or instrument belonging to or kept in any state office, except books and documents kept and deposited in the State Library, or intentionally secretes, alters, mutilates, defaces or destroys any such book, record, document or instrument, or, having any such book, record, document or instrument in his possession, or under his control, intentionally fails or refuses to return the same to that state office, or to deliver the same to the person in lawful charge of the office where the same was kept or deposited, shall be guilty of a Class D crime,

( 1 M.R.S.A. §452 ).

E. Exceptions

The following exceptions may be granted:

(1) Hand-Held wallets, coin purses, pencils, eyeglass cases, keys, credit cards, driver's licenses and other identification cards may be brought into the research area, but such items will be subject to inspection when the researcher enters and leaves the Research Room;

(2) Preprinted "family tree" charts and preprinted forms and charts designed for use with specific United States Censuses may be brought into the research area if such forms and charts are not available at the Research Room desk. Such form and charts will be inspected when the researcher enters and leaves the Research Room;

(3) Personal computers and recording devices may be brought into the research area. Such equipment will be inspected when the researcher enters and leaves the Research Room;

(4) Reference notes and lists of materials to be consulted may be admitted to the research area if, in the judgement of the attendant on duty, they are essential to the researcher's immediate needs. Such materials will be inspected when the researcher enters and leaves the Research Room.

F. Use of Microfilm

Researchers shall operate microfilm readers in a manner that will prevent damage to either the microfilm or the reader. A staff member of the microfilm reading area may place time limitations on the use of microfilm readers in order to permit access to the machines by other researchers. One roll of film is to be used (per patron) at a time. Compiling multiple rolls of film per patron at a workstation is not allowed, this is so other patrons may have access to the film.

G. Conduct

Eating and drinking in the Research Room is prohibited. Smoking is prohibited in all state buildings. Loud talking and any other activities that will disturb other researchers are also prohibited.

H. Use of Personal Computers, Recording and Copying Equipment

Researchers desiring to use personal computers or recording devices shall work in areas designated by the Research Room staff. All photocopying of materials will be done only by personnel of the Maine State Archives with equipment belonging to the agency. 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.

Disclaimer: These regulations may not be the most recent version. Maine may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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