Access and Security

• Registration is required for access to the Reference Room.
• Picture identification is required for registration.
• The registration process includes issuance of a research card. The research card must be worn at all times while in the building.
• Patrons under sixteen years of age must be accompanied by an adult researcher who assumes responsibility for his or her conduct.
• Every effort will be made to accommodate patrons with special requirements for physical access. Such patrons should inform staff of their needs at the time of registration.
• In accordance with O.C.G.A. 45-11-1, researchers who willfully attempt to conceal Georgia Archives records will be guilty of stealing . Employees of the Georgia Archives may detain and question any individual whose conduct causes reasonable grounds for suspicion that the person is engaged in stealing or criminal damage to the Georgia Archives records.
• All patrons must permit inspection of their research materials upon leaving the Original Documents Reading Area and the Reference Room.
• Patrons will be permitted access only to designated public areas. Staff escort is required in any non-public area.
• Access to any collection may be subject to restrictions or use conditions.
• Certain items are prohibited in the Reference Room including food, drinks, tobacco products, gum, ink pens, markers, highlighters, colored pencils, scissors, tape, Post-it® notes or similar self-adhesive notes, copiers or scanners of any type, enclosed items (including, but not limited to, briefcases, purses, bags, envelopes), umbrellas, outdoor wear including hats and coats, and any item staff deems a security risk. If a coat is necessary for personal comfort, it may be worn in the Reference Room but it must be removed for inspection by Security upon your departure. Coats may not be worn in the Original Document Reading Area.
• Cell phones or pagers on silent or vibrate mode are permitted. Please move to the lobby to take the call.
• Firearms or weapons of any type are not permitted.
• Microfilm or other media from external sources may not be brought into the Reference Room.
• Lockers are available for storage of prohibited items.
• No smoking is permitted within 100 feet of the perimeter of the building.
• In the event of a fire alarm, leave all materials, including personal research, on the tables in the Reference Room and proceed quickly to the front exit of the Georgia Archives building, unless instructed otherwise by security personnel. Access to lockers is not permitted during building evacuation.

In the Original Documents Reading Area, materials will be used under close staff supervision. Personal items, except computers or note cards, are not permitted. Original documents, rare books, and maps may not be copied by patrons. Staff will arrange for copies of these items. Same day service may not be available. Access to and/or copies of some materials may be covered by additional policies or procedures.

Copiers, Cameras, and Use of Information

• Self-service copiers are available in the Reference Room. Copy payment is on the honor system. See staff for costs. Payment is made in the Customer Service Center.
• The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. 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. This institution reserves the right to refuse to accept a copying order if, in its judgment, fulfillment of the order would involve a violation of copyright law.
• Permission to reproduce materials is not permission to publish. If Georgia Archives material will be used in a publication or on the Internet, permission to publish must be requested from the Georgia Archives in writing.
• Personal copiers/scanners are not permitted.
• Hand held cameras may be used without flash to take photos of documents as long as the materials are handled appropriately for their format, i.e. flat for most documents or in a book cradle for volumes. No extra lighting or equipment is permitted. Use of personal cameras in the Original Document Reading Area requires the permission of the Reference Services Manager or Assistant Director. Photos of the building or other researchers are not permitted. (Standard building photos are available for use by researchers – see staff for details.)

The Secretary of State Information Technology Resources Policy, number 1.25-53, applies to researchers and employees alike. A complete copy of this policy may be requested in the Customer Service Center. In accordance with this policy, the Georgia Archives enforces the following computer policies:

• The use of personal software, computer discs, or CD's in Archives computers is not permitted.
• Use of the public computers in the Georgia Archives is limited to research related to the holdings of the Georgia Archives.
• Inappropriate use of the public computers is strictly prohibited. Inappropriate use includes but is not limited to, the actual or attempted use of the public computers for:
  • Conducting for-profit business transactions such as advertising of products and services.
  • Conducting any illegal activities as defined by federal, state, or local laws or regulations.
  • Creating, accessing, or transmitting sexually explicit, obscene, or pornographic material.
  • Creating, accessing, or transmitting material that could be considered discriminatory, offensive, or threatening.
  • Creating, accessing, or participation in online gambling.
  • Infringement of any copyright, trademark, patent or other intellectual property rights
  • Performing any activity that could cause the loss, corruption or prevention of rightful access to data or the degradation of system/network performance.
  • Conducting any activity or solicitation for political or religious causes.
  • Unauthorized distribution of state data and information.
  • Attempts to subvert the security of any state or other network or network resources.
  • Attempts to modify or remove computer equipment, software, or peripherals.
  • Attempts to libel or otherwise defame a person.

As a research institution with unique holdings, the Georgia Archives does not participate in interlibrary loan or the temporary loan of materials to patrons.

Rev. 2/6/06