Using the Archive

Based on § 5 para. 5 of the Regulations for the Use of the University Archive of the European University Viadrina of 1 July 2004 (Amtliche Bekanntmachungen, 10,2, p. 50), the following reading room regulations apply in addition to the general Regulations for Use:

1. Use of the Reading Room
Archival materials, finding aids, and reference works from the service library may only be consulted in the University Archive’s reading room during opening hours.

2. Access to Finding Aids and Archival Materials
(1) Finding aids and archival materials will be provided once the application for use has been approved. Users have no entitlement to access at a specific time of their choosing.
(2) Materials will be made available on the date agreed between the University Archive and the user.

3. Handling of Archival Materials
(1) Users must record the date of use and their user number (as indicated on the application form) on the usage sheet provided with each archival unit—even for repeated use.
(2) Archival materials are valuable cultural assets and must be handled with care. Users are required to maintain the internal order of the materials and must not damage, alter, or endanger their condition.
It is strictly prohibited to mark, annotate, or alter documents in any way, trace, lean on, or use documents as writing surfaces.
(3) Any irregularities such as missing pages, incorrect stapling, or damage must be reported immediately to the staff. Users must not attempt to correct such issues themselves.
(4) Wilful damage to or theft of archival materials or finding aids will result in the withdrawal of user privileges and legal prosecution.
(5) Materials must be returned to archive staff in proper condition after use each day.
(6) If use is interrupted for more than three weeks, the materials will be returned to storage.
(7) The use of technical equipment is subject to staff approval.
(8) Photographing, filming, and scanning of archival materials is not permitted.

4. Conduct in the Reading Room
(1) Only necessary work materials may be brought into the reading room. Coats, bags, folders, and other containers must be stored in the lockers provided by the University Library. The Archive accepts no liability for clothing, money, or valuables.
(2) Users must behave in a manner that does not disturb others. Conversations must be kept to a minimum and conducted quietly when unavoidable. The use of mobile phones is prohibited.
(3) Eating, drinking, and smoking are strictly prohibited in the reading room.
(4) Users must comply with the instructions of archive staff to avoid disturbances and protect the archival materials. In individual cases, staff may inspect users’ belongings to prevent theft.

5. Use of the Archive Library
(1) The University Library also serves as the archive library for the University Archive. It is primarily a reference library and may be used in accordance with the general user regulations of the European University Viadrina.
It is primarily a reference library and is available to users within the framework of the user authorisation and the library regulations of the European University Viadrina Frankfurt (Oder).
(2) The archive library can be used independently or with the assistance of archive staff.

6. Reproductions
(1) Reproduction requests must be submitted using the designated forms, filled in clearly and legibly in block letters.
(2) The Archive cannot guarantee completion by a specific deadline. Immediate copying is only possible in exceptional cases and for small quantities, provided there are no conservation or workflow constraints.
(3) Fees are payable at the University Library’s cash desk between 09:00 and 16:45. Otherwise, an external invoice will be issued.

7. Final Provision

These Reading Room Regulations entered into force on 1 July 2004.

Director of the University Library