Reading rooms in state historical archives are needed in order for visitors to work with documents. Typically, researchers work with papers with the purpose of writing scientific papers, articles, books, as well as those who make up genealogical trees.
To get to the reading room, you need to come to the archive with an identity card (passport, driver’s license), fill out a questionnaire and application indicating the topic of work. Now in many archives, this can be done by e-mail by sending scanned documents, and during a visit to the reading room it is necessary to provide them in genuine form.
Those who are looking for relatives whose information is needed over the past 75 years need to carry with them documents proving kinship. So, if you need information about joining the Komsomol of your grandfather in the line of your father, it is necessary to have with you your father’s documents and your documents (birth certificate, passports that can be traced to surname as well as marriage certificate for women). In addition, the worker of the reading room must familiarize visitors with the rules of work.
After registration of documents in the reading room, the visitor is given guidebooks and other methodological manuals: lists, registers of inventories, indexes, catalogs) Then the user is already acquainted with inventories of funds.$
An archival inventory is an archival directory containing a systematized list of archival stock storage units, a collection designed to record them and disclose content.
The visitor makes out a requirement in which it specifies the selected cases. Restrictions on the number of cases are set by archives in accordance with the rules of work. The researcher will be able to get the case not immediately, but through time, also set by the rules of the archive. Usually the time period is between 1 and 3 days. The fact is that there are thousands of documents in the archives, and it is simply impossible to pick them up quickly. The files are stored in large archives, which can be found even in different buildings if the archive has multiple buildings. Consequently, the selection of cases takes time. In addition, staff members must polishly review each case and record the availability of all documents before issuing. Only after this business will be able to get into the reading room.
You need to be ready for the fact that certain documents for users can be closed. This is due to the secrecy of certain information (state secrets, personal information, etc.). Documents that are restricted can be viewed only by archive staff. If the researcher needs certain information from such documents, he can order a certificate (social and legal or thematic request), which will be executed within the established deadline.
Also, sometimes the restriction may be explained by the poor physical state of the document.
After issuing to the reading room, the researcher has the right to work with documents, make extracts from them. Copying (taking pictures, scanning, photocopying) is usually a paid service.
After the researcher has carried out the necessary work, the cases are handed over to the employee of the reading room, and he transfers them to the arzivorepository. Archivists polystily check the presence and condition of documents and then put them in place.
Certain rules have been developed about what can’t and can be done in the reading room. So, for example, in the reading room categorically you cannot bring products, come in outerwear, with large bags and bags. Work with documents is better in gloves – so you can extend their safety and protect yourself from dust. The fact is that after flicking your fingers, on the sheets there are sweat and fat marks on the paper, which also destroys it. You can’t, of course, tear sheets, break them out of business, write on them. After all, every arch-document keeps a history in itself. It is unique in itself. The longer we can preserve documents, the longer they can serve us for good.