• All users have the right to consult archives under equal conditions which are set out by the State Archives in Pazin (the DAPA) Reading Room Rules and DAPA House Rules.
  • The consultation of archives and finding aids in the DAPA Reading Room is free of charge. Compensation is paid to for making copies or for the use of DAPA special technical equipment under the DAPA Price List.
  • Upon arrival to the DAPA Reading Room, every first-time user has to complete the User Registration Form allowing registration of users of DAPA archives. Upon completion of the Form, the user is assigned an identification number which is valid for further researches at DAPA.

 

Getting ready for research

  • We would recommend that you first consult books, encyclopaedias and other published papers related to your field of research. If your research is of a genealogical nature, collect names, surnames, places of birth etc.
  • This research of secondary sources will not only widen your knowledge about the topic of your research and historical context, but will also serve as guidance to historical sources, namely archival documents.
  • Archives are arranged by institutions through whose activity it was created and by structure which is mostly determined by the way in which an institution organised its operation and business and formal documentation, and not by topics, in the way that the documents of your interest are arranged in one place.
  • When starting researching the archives, first establish in what units (fonds and collections) a determined type of documents could be kept. Once this is done, use finding aids available in the Reading room to find the required document.

 

Ordering archives to work in the DAPA Reading Room

  • Upon arrival to the DAPA Reading Room users must register with the employee in charge of the Reading room and fill in the Application for the use of archives.
  • The Application is filled in on a special form by entering personal information, address, research topic and purpose, and archives required for use. Clearly completed Application is handed over to the employee in charge of the Reading Room. An Application is filled in for each order of archives and for each different topic or subject of research and remains valid until the end of research of the ordered document or until the end of research of a particular topic or subject. Should research be protracted for a period longer than one year, a new Application must be filled in.
  • The Application for the use of archives is authorised by the DAPA Manager or another authorised person. Such Application serves also as a permit to use the archives.
  • The Authorisation for the use of archives is issued, where possible, on the same day, but not later than three (3) days after the filing of the Application.
  • Once the authorisation for the use of archives is issued, it is recommended that you announce your arrival to the employee in charge of the Reading Room, who will arrange that the archives are ready and waiting for you in the Reading Room.
  • The Authorisation for the use of archives applies only to the person who filed the Application.
  • Upon registration users are made familiar with finding aids and archival fonds and collections which contain data related to the topic of the research and ways how to use archives and make copies.
  • By signing the Application users undertake to observe the Ordinance regarding the usage of archives and Ordinance regulating the activities of the Reading Room of the State Archives in Pazin.

 

Reading Room Rules of Conduct

  • Only paper, writing implements and a portable personal computer can be introduced into the Reading Room. Personal effects must be stored in the DAPA cloakroom.
  • Loud speaking, use of the mobile phone or disturbance of order and piece in any other way, smoking, eating and drinking or use of objects which may in any way harm the archives are strictly forbidden in the Reading Room.
  • As a rule only copies of archives are loaned for use. Original archives may be given for consultation if the copies of the records do not exist or if a research method demands so.
  • Users must not take archives out of the DAPA Reading room.
  • The employee in charge of the Reading Room is obliged to provide users with information on finding aids, way of use of the DAPA Reading Room, archival fonds and collections kept by the DAPA and archives stored outside the DAPA but which could contain information relevant to the user, manner of ordering archives, possibilities to use archives and how to treat them, correct quoting of used archives, possibility and manner of marking the original archives for copying, possibility and procedure to make copies.
  • Information on finding aids and the contents and structure of fonds and collections are provided by archivists in charge of particular archives.
  • Archives are issued for consultation, where possible, on the same day, but not later than three (3) days after the approval of the Application for the use of archives.
  • When archives have not been consulted for more than 5 days, these are returned into the storage rooms.
  • A maximum of five archive units (boxes, bundles, books, rolls, albums) can be obtained for use in the Reading Room during one day. Only one archive unit can be consulted at one time.
  • In the Reading Room the user must complete the Demand for the use of archives which is valid as authorisation for the use of archive and technical units of the archive fonds or collection.

 

Obligations of the users of archives

  • Users must treat the archives with utmost care to prevent their damage or destruction. Users must not lean on the archives, make notes on them, underline the text, fold or wet the sheets, use archives documents as writing mats.
  • Users must not change the order of documents. If a user notices that the order of documents has been disturbed or that a document is damaged or missing, he/she must inform the employee in charge of the Reading Room.
  • When using unconventional archives (photograph, film, audio and video records etc.), the users must follow the instructions given to them by the employee in charge of the Reading Room.
  • Users must not take archives out of the Reading Room under any circumstances.
  • Before leaving the Reading Room, the user has to inform the Reading Room employee of his leaving and return the material.
  • Should a user damage in any way the archives given to him/her for use, he/she will indemnify for the damage.
  • Under the provisions of the Criminal Code of the Republic of Croatia, damaging, destroying, alienation or attempted alienation of archives constitutes a crime.
  • In line with the legal provisions, the Archive will report to the competent state authorities every person who deliberately damages, destroys, appropriates or attempts to alienate archives.
  • In line with the legal provisions, a person having permission for use of archives is responsible for any damage or violation of anyone’s rights that occur during the use of archives.
  • The user of archives is personally liable for infringement of the provisions of the Copyright Act.
  • When issuing a special permission to use archives whose terms of accessibility have not matured, the user will be required to make a written statement undertaking not to make public any information which could harm public or private interest and to be the sole bearer of any and all legal and material liability in case of a dispute.
  • In his/her papers or articles, which used archives as a source, the user must correctly list the name of the Archive, archive fonds or collection and the label of the archive unit of the archives used (Ways of citings Archival Holdings and Collections).
  • The publication of the archives is subject to the authorisation of the Archives Manager which is given upon a written application by the user.
  • Users must deliver to the Reading Room of the archival institution whose material they used one copy of the scientific or professional paper or the book written on the basis of used archives.

 

Copying

  • Users are not allowed to make copies of finding aids, entire fonds or collections or large parts thereof.
  • Archives protected by limited usage rights are subject to submission of the written Application for early accessibility of archives.
  • Copies are normally made from protective microfilms.
  • Production of copies is subject to filing of the Copying Order Form.
  • The Copying Order Form for archives created before the end of the 18th c. and for certain types of archives (books, graphics, plans, maps, photographs etc.) whose photocopying is not allowed, type of copy has to be stated.
  • Each single user is allowed to make 100 photocopies on the photocopier during one month.
  • Copying fees and types of copies are defined in the DAPA Price List approved by the Ministry of Culture.
  • The DAPA reserves the right to reject the production of copies for reasons of preservation or other reasons.
  • Production of transcripts or copies is charged under the DAPA Price List.
  • Special permission on the part of competent archival institution is required for the consultation of archives for propaganda, profit making, for copying and publishing of reproductions or original archives.