Policies for Researchers
1. The Archives encourages as much availability of records as is consistent with the rights of confidentiality and privacy.
2. Certain records are “closed” – that is, no access is permitted under normal circumstances. Some are “restricted” and may only be used with the express permission of the Archivist or the Chancellor. Most documents are available for research once they have been processed and an inventory has been developed.
3. The Archives reproduces materials under the Fair use provision of the U.S. Copyright Law. The researcher must assume responsibility for obtaining, from the owner of the copyright, permission for use of the material. Permission to reprint materials which are the property of the Diocese of St. Augustine must be obtained in writing and credit must be given.
4. Rules for General Research: Anyone wishing to work in the Archives with its material must first fill out and submit an application form designating the purpose of research and planned use for materials. Please use Researcher Request form.
5. Rule for Genealogical Research: Use of Sacramental Records is normally the work of Archives staff. To request assistance with genealogical research, you should submit your request in writing by mail or email. Requests must be specific as to the information needed. Please use Sacramental Records Request form. Send request to Archives, Diocese of St. Augustine, P.O. Box 3506, St. Augustine, FL 32084 or email email@example.com.
6. Use of Materials at the Archives:
- Appointments are necessary to work in the archives. Please contact the archivist in advance of your visit.
- No food or drink, or burning of candles, is allowed in the diocesan archives.
- In order to maintain quiet in the research area, visitors should not use their cell phones while working in the archives.
- Researchers must use materials in the designated research area and will be assisted by the archivist or qualified volunteer.
- Materials cannot be removed from the archives.
- Researchers should use pencil when taking notes.
- Laptops are permitted; however, researchers must have permission to make reproductions of materials in any format (photocopy, scan, digital picture, etc.).
- When working with photographs, researchers should use care and wear gloves (provided).
- For items on microfilm, a film reader is available (no printing capability).
7. Because research is sometimes labor intensive and because we have a small staff, it may be necessary to impose a minimal charge for research as well as for duplication.