Researcher Policies and Registration Form

Please note that this form is only for researchers who have made an appointment with the Archives. This is not a general request or inquiry form. 

Policies on Research, Reproductions and Publication

To safeguard unique and valuable archival and manuscript material, researchers are required to observe the following rules:

Registration & Access

Researchers are required to register with the Archives and present their photograph identification (i.e. state or driver’s license) upon their first visit to the reading room, and to sign in at each visit.

Access and use of select holdings may be restricted by Code of Canon Law, the Archbishop, the Chancellor, office of origin, donor or by federal, state or local statutes and laws. The Archives reserves the right to restrict any materials from researchers.

Reading Room Rules

1. Books, manuscripts and archival documents are paged for researchers and may only be used in the Reading Room.
2. Researchers are required to face the Reading Room attendant at all times.
3. All written notes may be taken in pencil only. Other writing implements, such as pens, highlighters, markers, etc. are not permitted in the Reading Room. Pencils and note paper can be provided upon request.
4. All materials must be handled with care. Do not mark material or erase existing marks, fold, tear or cut documents, make tracings or rubbings, rest books or other objects on the surface of items.
5. Researchers must use one folder at a time. When an item is removed from a box, mark its place with a place card available for this purpose.
6. Original order of the documents within a folder must be maintained. Do not remove items from a folder or shift the order of items in a folder. Do not remove fasteners like staples or paper clips. Ask staff for assistance in removing fasteners (i.e. paperclips, staples) from items. Please notify staff or request assistance if materials appear to be out of order or if there is a preservation concern.
7. All materials must be accounted for when the researcher leaves the reading room. Materials are not allowed to leave the Reading Room.
8. Personal materials and items are subject to inspection prior to entering and upon leaving the Reading Room.
9. Food or beverages of any kind are not permitted.
10. Coats, bags and other personal items should be checked in the locker provided, including plastic bags, laptop cases or purses. Please check with staff before bringing items into the room. Researchers are responsible for any materials brought into the Reading Room.
11. Please silence your cell phone or other electronic devices. Phones are permitted in the Reading Room, but please take your phone calls in the hallway outside the office.
12. Laptops and other computing devices are allowed in the Reading Room. Scanners of any type are not allowed.
13. Non-flash, self-service digital photography is allowed in the Reading Room. See rules below.

Self-Service Non-Flash Digital Photography

1. Only non-flash digital photography is allowed.
2. Researchers are responsible for keeping accurate citations (collection, box and folder) for all items photographed, which will be needed when ordering publication-quality images or requesting permission to publish.
3. Do not bend, press down or otherwise manipulate materials to get a better photograph.
4. Do not stand on chairs tables or other furniture.
5. Do not place materials on the floor.
6. Do not remove items from plastic sleeves.
7. Archives staff reserve the right to deny permission to photograph collection materials at its discretion.

Reproduction Policies

Reproductions include physical or digital copies of materials, including those which may be taken by the researcher using self-service digital photography.

Scanning: There is no self-service scanning or photocopying in the Archdiocese of St. Louis Office of Archives and Records. Scanning will be completed in-house by the Archives staff as time permits. Staff will spend 1.5 hours on research and/or scanning materials for no charge. The fee is $25 for every hour thereafter. Materials will be scanned as PDFs and JPGs and emailed to the patron. Physical photocopies can be provided on request. 

The Archives reserves the right to restrict the copying of entire series of records, of records in fragile physical condition, or of a large portion of materials protected by U.S. Copyright Law (Title 17, United States Code).

Reproductions of materials from the Office of Archives and Records are intended solely for the individual consultation of the researcher, and are the property of the Archives. Reproductions are not to be deposited in any other library or repository.

Access to collections in the Office of Archives and Records, including reproductions for research purposes or materials found on the web, does not confer the rights to publish, reproduce or disseminate publicly material subject to copyright. Separate written application for permission to publish must be made to the Office of Archives and Records.

WARNING CONCERNING COPYRIGHT RESTRICTIONS: The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material owned by the Office of Archives and Records. Under certain conditions specified in the law, libraries and archives are authorized to furnish a photocopy or other reproduction. One of these specified conditions is that the photocopy or reproduction is not to be “used for any purpose other than private study, scholarship, or research.” If a user makes a request for, or later uses, a photocopy or reproduction for purposes in excess of “fair use,” that user may be liable for copyright infringement.

Registration Form