Use of Research Room
The New Mexico State Records Center and Archives (NMSRCA) makes repository holdings available to the public on equal terms of access. Researchers requesting access to archival collections must read and follow guidelines for use of the research room and NMSRCA documents in the custody of NMSRCA.
Guidelines:
- Research room hours are scheduled by appointment.
- Reference assistance is normally available from 10:00 a.m. to 1:00 p.m., Tuesdays through Thursdays, unless another time is specified by NMSRCA.
- Material shall not be pulled from the vault between 12:00 p.m. and 1:00 p.m.
- All researchers and visitors shall sign in as they enter the research room.
- Researchers shall complete a user registration form (SRC 96-20).
- Researchers shall be asked to update registration forms periodically.
- To register, researchers shall provide photographic identification. Acceptable forms of identification include a driver’s license, passport, or official government identification card.
- The NMSRCA prohibits researchers from carrying any type of container (i.e., boxes, backpacks, purses) into the research rooms. These can be placed on the cart by the front door or the provided locker. Coats must be stored in a locker.
- Except as provided in Bullet Points (1) through (4) of the following subsection, only paper and pencils may be taken into the research rooms.
- Researchers may use a personal laptop or tablet provided their use does not disturb others. The speakers shall be disabled or lowered to an inaudible level.
- Mobile phones brought into the research rooms are subject to the following procedures.
- Cell phones must be placed in vibrate mode.
- Calls must be made or answered outside of the research rooms.
- Researchers may use still digital cameras or mobile phones in the research rooms provided their use does not disturb others and subject to the following procedures.
- Researchers shall request approval from the archivist on duty before the equipment is allowed into the research room.
- Equipment is subject to inspection by staff prior to adminttance.
- Flash photography is not allowed in any research room. Violators will be asked to put their phones/cameras away.
- Researchers shall place a “New Mexico State Records Center and Archives” template on each page scanned or photographed. Staff will supply the template. Template shall be returned to staff once work is completed.
- Researchers shall follow the copyright law of the United States (Title 17, United States Code). If publishing, researchers shall comply with the commercial use fees pursuant 1.13.2.15 NMAC.
- Notes, references, list of documents to be consulted, such as one spiral notebook or binder, may be admitted if they are essential to a researcher’s work but are subject to inspection upon entering or leaving the research rooms.
- Researchers may use approved optical scanners in the research rooms provided their use does not disturb others.
- Researchers shall request approval from the archivist on duty before the equipment is allowed into the research room.
- Equipment is subject to inspection by staff prior to admittance.
- Prior to scanning, researchers shall present the material to be scanned to the archivist on duty for approval. The archivist shall refuse a request if he or she determines that scanning would damage the materials.
- If approved for scanning, researchers shall follow scanning guidelines to be provided by the archivist on duty.
- No eating, drinking, or smoking is permitted in the research rooms.
- Loud talking or other activities likely to disturb other researchers is prohibited.
- Children under the age of 16 years shall not be admitted into the research rooms unless they are accompanied by an adult. The archivist on duty may waive this requirement on a case-by-case basis.
- Researchers refusing to comply with NMSRCA research room guidelines or whose actions present a danger to the documents or annoyance to other researchers shall be denied access to archival collections and shall be asked to leave by the director of the State Archives of New Mexico.
- Masks are not required while in the rooms but are available upon request.
Use of NMSRCA Documents
Researchers must request documents in advance and may only use materials inside the research room under archivist supervision. Only limited quantities of documents are provided at a time, and researchers are responsible for keeping items in order and handling them carefully.
Guidelines:
- Researchers shall complete this record request form (SRC Form 11) when requesting documents.
- The name of the collection, series, box, and folder number shall be noted on the record request form.
- The researcher shall submit the form via email to archives@srca.nm.gov prior to their appointment.
- The name of the collection, series, box, and folder number shall be noted on the record request form.
- Researchers shall use documents in the research room. Documents shall not be removed from the research room.
- Original documents shall not normally be made available when microfilm or digital copies are available.
- Archivists may limit the quantity of materials delivered to a researcher at one time.
- Only one folder, box, or container of documents may be made available to a researcher at one time.
- A researcher may exchange one container (box) for another by informing an archivist.
- Only one folder, box, or container of documents may be made available to a researcher at one time.
- The researcher is responsible for all documents in their possession until they are returned.
- Before leaving the research room, even for a short time, the researcher shall notify the person at the front desk or an archivist.
- When the researcher is finished using the documents, they shall be returned to the archivist.
- Researchers shall return all documents to the archivist at the end of the scheduled reference appointment. No exceptions shall be made.
- Before leaving the research room, even for a short time, the researcher shall notify the person at the front desk or an archivist.
- Researchers shall keep unbound documents in the order in which they are delivered.
- Documents that appear to be in disorder shall not be rearranged by the researcher but shall be referred to an archivist.
- Researchers shall not remove documents from more than one folder at a time.
- Researchers shall not write on, lean on, fold, trace, erase, staple, or handle documents in any way likely to damage them. Materials must remain on the table.
- Patrons must have clean and dry hands while handling all textual documents. Disposable nitrile gloves or clean cotton gloves must be worn when handling photographic prints and negatives as well as all film-based media. Gloves shall be provided by NMSRCA.
- Microfilm is available on a self-service basis.
- Archivists may assist researchers in identifying rolls of film.
- After using each roll, the researcher shall rewind the film and place the roll in the re-file basket.
- Researchers shall bring to the attention of an archivist microfilm placed in the wrong box or file cabinet.
- Researchers shall bring to the attention of an archivist microfilm that is backwards on the reel.
- Reference books may be taken off the shelf as needed during the research appointment.
- Books shall not be re-shelved by researchers.
- Books shall only be used in the research room and are not available for check out.
- Fragile, oversized, and certain rare books shall not be photocopied, but may be photographed or scanned with an overhead scanner.