Office of the president of the Republic
Prague Castle Archive
File and Archive Services Department
issued on the basis of Section 36 letter a) of Act No. 499/2004 Coll., on archiving and file services and on amendments to some acts, as amended:
1) Archive materials may only be viewed after the terms specified in the Act are satisfied and only in the areas and within the hours specified for this purpose (hereinafter referred to as the “Research Room”). Petitioners for viewing are not permitted access to the areas in which the archive materials are stored.
2) A researcher is an individual who is interested in studying or is studying material stored in the archive for scientific, private, business or other purposes.
3) Employees of the Office of the President of the Republic, Prague Castle Administration and the CZ Academy of Sciences Archaeological Institute – Prague Castle Research Department are considered official researchers. After prior arrangement and according to operating possibilities the material is also provided to them outside the research room’s opening hours, during proper working hours. The same rules apply for official researchers as those for researchers, unless expressly stated otherwise.
4) On entering the research room the researcher enters his name into the visitor’s ledger of the research room, as well as the date of his visit, his name and surname and his signature.
5) The researcher may also send his request to the archive in advance using remote access (internet, fax, telephone). If a request sent by remote access does not contain all the required information or if the formulation of the request for provision of archive materials is unclear, imprecise or unspecific, the request sent in this manner is considered informative and not binding. Such requests may be satisfied within an appropriate time limit after they are specified or during the researcher’s personal visit to the archive.
6) In the research room the researcher completes a research sheet, which is also a request to view the archive materials. Each researcher is required to prove his identity by submitting an identification card, passport, or other personal document to the employee authorised to be in charge of the research room. This employee will check that the information given in the research sheet is accurate. Each researcher always completes a new research sheet for each new calendar year, in which he views the archive materials and every time he changes the purpose for viewing these materials or changes the subject of his studies.
7) Before entering the research room each researcher leaves their overcoat, hand luggage and other similar items in the reserved area. After finishing his studies the researcher submits his items to an inspection to make sure he is not removing archive materials from the research room (portable computers and scanners are opened, sheets of paper are presented for inspection). Items that the researcher brings with him into the research room are presented for inspection on request before studies in the research room are commenced. Individuals who are dirty, or under the influence of alcohol or drugs are not permitted access to the research room.
8) Silence must be maintained in the research room, smoking, eating, drinking and making telephone calls is forbidden in the research room. The researcher must switch off all noise signals on equipment that is brought into the research room.
1) When viewing the materials the researcher must follow the instructions of the employee authorised to be in charge of the research room. Employees authorised to be in charge of the research room may request that the researcher only use simple medium hard pencils when making excerpts and notes from some types of archive materials and, in the case of category I and Ia resources, which are not microfilmed, use of cotton gloves may be requested.
2) If study distribution copies or editions are made of archive materials, these are presented to all researchers instead of the original archive materials. In such cases the original archive materials may only be viewed in justified cases and only with the consent of the archive director. Physical damage to archive materials by the researcher results in immediate withdrawal of the researcher’s permission to view the archive materials. Removing any archive materials from the research room results in immediate withdrawal of the researcher’s permission to view the archive materials.
3) The original may only be presented for viewing with the consent of the administrator of the relevant resources and in the event of doubt on the basis of a statement by an expert conservator. Archive materials having the character of a national archive relic are only provided for study as reproductions, or in distribution copies. It is only possible to view the original in exceptional cases and with the conservator’s consent.
4) The employee authorised to be in charge of the research room is not required to assist the researcher when reading the archive material text, translation into other languages, interpreting the historical facts related to the archive materials, etc.
5) The greatest possible care must be taken when viewing the archive materials. Archive materials must not be used as writing pads, copy paper must not be used to copy from them directly, their text must not be underlined, crossed out or notes made into the archive materials, nor may they be used by any other method or for any other purpose than viewing.
6) Only one person at a time may view the requested archive materials, this being the researcher into whose research sheet the archive materials were entered. In justified cases (for instance didactic, during excursions, etc.), the employee authorised to be in charge of the research room may permit viewing of materials by multiple individuals without a special permit from the head of the independent organisational division.
7) Archive materials are provided to the researcher for viewing within a time limit, in the total quantity and in a quantity per one visiting day according to operating conditions and technical potential of the archive, while taking into account the importance and purpose of the viewing. Only the quantity of archive materials, the number and condition of which the employee authorised to be in charge of the research room may check without difficulty, is provided to the researcher: Plan collections: 3 inventory units, files, archive books and manuscripts: 3 inv. units up to 150 fol. above 150 fol. 2 inv. units, microfilms: 5 inv. units, reference library books: 5 items. After the researcher finishes viewing the archive materials he is required to return these in the same number, sequence and condition in which these were provided to him. Violation of this requirement results in the researcher’s permission being immediately withdrawn.
8) The archive will not reserve archive materials for the researcher in the research room, if the researcher does not commence viewing the archive materials within thirty calendar days of the arranged day for their provision or if he interrupts viewing for a period exceeding thirty days.
1) It is only possible to use private reproduction equipment in the research room for the researcher’s private study requirements, if specific terms are satisfied (for example no noise in the research room) and if reproduction cannot be arranged by the in-house photographer, with the consent of the employee authorised to be in charge of the research room. This consent is expressed by signature of a written request completed by the researcher. This does not affect the protection of potential ownership rights, copyrights and related rights.
2) Equipment simplifying viewing of archive documents (for instance portable computers, tape players, etc.) can only be used after arranged with the employee authorised to supervise the research room, if the other researchers are not disturbed.
3) After finishing viewing the archive materials the researcher leaves his place in the research room clean and tidy. The researcher does not leave extracts, notes and other aids or items in the research room but takes them with him.
4) Every time the researcher finishes viewing the archive materials he is required to return the archive materials in the scope and condition in which these were provided to him.
5) Every researcher uses information obtained from the archive materials only for the purpose given in the research sheet. During their use in scientific or other works the name of the archive, the used archive collections and place numbers or inventory numbers of archive materials (archive information) from which the information was obtained, is given.
6) If the researcher publishes a work that originated on the basis of viewing archive materials stored in the archive, he sends the Archive of the President of the Republic one copy (for example an archive copy). If the researcher obtained information from archive materials stored in multiple archives, he only sends the published work to the archive from whose archive materials he obtained the most information; he gives the other archives bibliographic information about the published work, or sends the work electronically in PDF format.
Use of Archive Instruments
1) The archive permits the researchers to view archive instruments after they are entered in the research sheet.
2) Archive instruments provided for viewing are handled similarly to archive materials and to literary works, if they satisfy the characteristics of an item of protection according to the Copyright Act.
Making Reproductions of Archive Materials
1) The archive provides reproductions of archive materials that the researcher studies or needs for official purpose or for his own work given in the research sheet on the basis of the prior consent of the owner of the archive materials or on protection of potential copyrights and related rights. Reproductions of archive materials are provided on the basis of the archive’s operating terms and technical potential. Reproductions are not provided of archive materials the physical condition of which does not enable reproduction.
2) Reproductions of unpublished archive instruments are not provided, if the potential owner of copyrights to this instrument refuses permission. Copyrights are identified in the inventory list by a copyright clause in the instrument’s technical data.
Loaning of Archive Materials for Study Purposes Outside the Archive
1) Loaning of original archive materials for viewing to an archive other than the one in which they are stored, is exceptionally permitted by the Head of the Office of the President of the Republic or the Director of the File and Archive Service, taking into account the purpose, intention and circumstance of their use, security of transport and assurance of protection of archive materials at the site of temporary storage and taking into account the related costs. Archive materials cannot be sent by mail, but are always transported by the authorised employee under the previously arranged terms.
2) Loan of original archive materials outside the archive is exceptionally permitted by the Director of the File and Archive Service under the terms according to paragraph 1, only to the owner, or potentially the creator of the archive materials, if the creator is not a private individual, and state body, regional self-administration body and individuals, who are authorised to view materials according to the special legal regulations, if viewing is required due to execution of an official position.
3) If the archive materials stored in the public archive are not the property of the Czech Republic, a legal entity established by law or regional self-administration whole, the written consent of its owner is essential for loan of the material.
4) When loaning the archive material the archive is required to issue a declaration to the borrower containing: a) a precise list of the loaned archive material, b) the purpose of the loan, c) the date of loan and the time limit within which the archive material must be returned, d) the name, surname and permanent address of the borrower according to the proof of identity if it is a private individual or e) in the case of legal entities the borrower’s registered office and name, surname and permanent address of its authorised individual and f) the borrower’s own signature or signature of its authorised individual and its official stamp, if this concerns a legal entity.
5) Loaned archive materials are registered in the archive in a special ledger of borrowed and loaned materials.
6) If the borrower does not return the loaned archive materials within the agreed time limit and does not arrange an extension of the deadline, no further requested archive materials will be loaned to him until he returns the borrowed archive materials.
Use of the Archive Library
The researcher may use books, magazines and newspapers from the archive library in relation to his subject of study and within its scope. Use of books, magazines and newspapers from the archive library for study purposes is governed by the Loaning Regulations, which are issued by the Director of the File and Archive Service Department.
Tours of the Archive
During a tour of the archive visitors write their names into the research room visitor’s ledger. Entrance to other areas within the archive than the archive research room are permitted by the Director of the File and Archive Service Department and only take place in accompaniment with an employee appointed by him.
Payment for Services Provided to Researchers
1) Payment for services provided by the archive at the researchers’ request and payment of reproduction fees is determined by the Price List of Services and Reproduction Fees provided by the File and Archive Service Department of the Office of the President of the Republic (see appendix No. 1 to the Research Regulations). The Price List issues from the Price List of Services and Reproduction Fees valid in public archives and is expanded by the individual provisions according to the special conditions of the File and Archive Service Department of the Office of the President of the Republic archive.
2) The Price List of Services and Reproduction Fees valid in public archives is available to researchers in the archive research room and by remote access.
If the researcher violates any of the key duties imposed by the Research Regulations, he may be refused any further viewing of archive materials, or his permission may be withdrawn.
PhDr. Libuše Benešová, own signature
Director of the File and Archive Service Department of the Office of the President of the Republic