Regulations of the Municipal and Provincial Archives of Vienna

Decree issued by the Municipal Council of the City of Vienna (public announcement in the Amtsblatt der Stadt Wien No. 6, 8 February 2001, based on the Wiener Archivgesetz of 2000).

Permission of use
Ordering of archival material
Behaviour in the reading room
Use of archival material
Lending
Reproduction
Publication of archival material
Liability
Designations
References
Commencement

Permission of use

§ 1. On his first visit in each calendar year the visitor must prove his identity by showing an identity card with a photograph. He must give his address, if necessary also the name and address of the user, and explain the purpose and subject of his research. Acceptance of the regulations governing the use must be certified by a signature. Presentation of an identity card with a photograph is required also on the occasion of every subsequent visit.

Ordering of archival material

§ 2. Records and books are ordered, reserved and returned via the delivery counter or the archivist on duty. As a matter of principle, the number of individual orders is limited to five per day. Procured archives material is kept available for two weeks. Notice of an extension request must be given in time. If extensive records were placed ready for a user, the fulfilment of new orders can be made dependent on returning first what was already taken out. In case of need, the director can dispose otherwise of any document or book at present being used. The user must be notified simultaneously of this. Archives material no longer needed must be returned immediately. Notice of the end of the use must be given at the delivery counter.

Behaviour in the reading room

§ 3. Bags, coats and umbrellas must be left in the cloak-room. The users must be quiet in the reading room. The use of electronic equipment (such as computers and digital cameras) is permitted unless this disturbs other users as they work. Therefore, and as a matter of principle, the use of dictating machines and mobile phones is prohibited. Smoking in the reading room is prohibited and so is taking along and consuming food or drinks. Instructions given by the staff must be complied with in all the premises of the archives. In case of a serious offence against the regulations, using archival material can be prohibited under § 9 of the Wiener Archivgesetz.

Use of archival material

§ 4. The archives material made available and the stocks from the archives library must be used at the assigned working places in the reading room and have to be treated carefully. This means in particular that they must not serve as writing pads, that opened books must not be laid one on top of the other and that the pages should be turned gently, not with moistened fingers. Transfers with carbon paper are prohibited. For reasons of conservation special conditions can be stipulated for the use of archival material (for example the use of protective foils), or archives material can be made available in the form of copies only. The archival material must remain in the same shape in which it was presented. Making notes on records or in books is prohibited. All the users may have recourse of existing facilities, such as the open-access library, the microfilms and the microfiche reader equipment, the computers for research and the connections for portable computers. Under adherence to the principles of conservation the possibility is offered in the archives to make copies and scans. Information about this is given by the staff. Orders for photographs will be accepted.

Lending

§ 5. Lending of archival material or books from the archives library is possible for official use only.

Reproduction

§6. Any form of reproduction as well as making printouts or digital copies from electronical records is subject to a permit to be issued by the Archives. According to the decision made by the Vienna Municipal Council on 25 June 1986 a fee must be paid for reproductions. A special form informs about this.

Publication of archival material

§ 7. For utilizations and publications, drawing on archival material containing protected personal data, the regulations under § 13 of the Wiener Archivgesetz must be complied with. Observance is required of the provisions of the law on protection of copyright, especially of the regulations concerning utilization of pictures, plans, maps and drafts. Copyright protection of letters and of portraits needs to be ensured. In any form of reproduction an appropriate reference to the source, including indication of the archival classification, is mandatory. If the work has been written using archives material substantially from the Archives, the latter are entitled to a free copy regardless of the form of publication.

Liability

§ 8. Under §12 of the Wiener Archivgesetz the user will be held liable for any damage inflicted on archival material and on the facilities of the archives as well as by way of impairment of the rights of third parties in connection with the archival material and its use.

Designations

§ 9. Regarding the designations referring to persons as used in this ordinance the chosen form is valid for both sexes. If applied to concrete persons, the form specific of the sex concerned has to be used.

References

§10. Inasmuch as this ordinance contains references to federal and/or provincial laws, these have to be applied in the version valid when this ordinance is coming into force.