Research and Security Policies for the NCSA

Conducting Research in the Search Room

The Search Room is the area in the State Archives where the public may use original documents. It is important that researchers follow these common-sense procedures when using these materials. First and foremost they should be handled with great care. Most documents will be inside a folder to protect them and only one folder should be out of a box at one time. The documents within the folder are not to be rearranged for any reason. While there may not appear to be any order to the documents, there is and that order is to be maintained at all times. The Public Services Branch staff is authorized to refuse to allow the use of original materials to researchers who are mistreating the records. This authority is granted by Title 7, Subchapter 4M of the North Carolina Administrative Code.

In order for the Search Room staff to pull original records for you they must have a call slip for each item that the researcher is requesting. To obtain call numbers the researcher should use the various finding aids available in the notebooks on the shelves and the card catalog. The most-requested records are the county records. In the card catalog drawers the counties are arranged alphabetically and each county is represented by a blue tab. Behind the blue tab are designations for each record type and the available records within each type. Each card gives a call number for each record that is available in that county. When filling out the call slip, the call number should be written in the upper right hand corner. An example of the card and accompanying call slip is below.

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Directions for Filling Out Call Slips

Determine the county of residence and locate the drawer containing that county's records in the main card catalog.
Look for the blue divider card that indicates the county. (ex. Orange County)
Look for the divider card that indicates the type of record the researcher needs. (ex. Estates)
Find the index card that describes the Estate Records. (ex. Estates Records, 135 fibredex boxes)
The Call Number is located on the left hand side of the index card. (ex. C.R. 073.508.1 - 073.508.135)
Insert the county name where it is needed.
Under Specific Record, insert the family name that is being researched.
Sign and date the call slip and bring it to the Reference Desk.

The Public Services Branch staff in the Search Room is available to help researchers who have difficulty in determining how to fill out their call slips. To save time researchers can turn in as many call slips for records as they think they can use while in the Search Room. While a researcher can only use one box (or up to 3 volumes) at a time, additional materials can be held for the researcher on the shelves behind the Search Room desk. As the researcher returns an item they may get another from those waiting for use on the shelves.

Public Services Branch members can make copies of documents for researchers. Procedures for preparing documents for copying are available at the Search Room desk and staff members can show researchers how to do it as well. Archives Information Circular 5 provides a full explanation of the State Archives copying services.

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Microfilm at the State Archives

Some very fragile documents are being removed from public use for their protection. Any documents that are removed have been microfilmed and are available in the microfilm room. This room can be accessed through the search room. The microfilm room is a self-service room but should a researcher need assistance, any one at the search room desk will be able to help.

Related Information:

Guide to Newspapers on Microfilm

Identification and Security

Researchers interested in North Carolina history are invited to visit the Search Room and to make use of the historical materials in the Archives. These manuscripts are valuable for historical and evidential purposes and usually are the only copies in existence. It is therefore essential that they be used with care. When a visitor fails to exercise good judgment, the reference archivist or security officer is authorized to take precautionary action, including the refusal to allow the researcher further use of the records. Rules and regulations regarding original material are set forth in Title 7, Subchapter 4M, of the North Carolina Administrative Code. Visitors to the Archives should bring some standard form of identification (such as a driver's license). With proper identification, patrons will be issued individual passes to the Search Room by the security personnel on duty.

For the visitor's convenience, free lockers are provided for temporary storage of these materials while using the Search Room.

Regulations for the Use of the Archives Search Room:

Items prohibited in the Search Room: Briefcases, laptop computer cases, backpacks, tote bags, large purses; ring notebooks; envelopes; plastic sleeve-covered pages; original maps, manuscripts, and other material; books; scanners, pens, and other material considered inappropriate may NOT be taken into the Archives Search Room.
You must have ID: Admission to the Search Room is by means of registering at the security desk, providing positive identification. An archives ID card will be issued for use in requesting original materials. Researchers request records by means of completing a call slip that will include the patron's archives ID number. The ID card will be surrendered to the staff while records are being used. The patron shall turn in the ID card at the security desk upon leaving the Search Room.
Power sources are limited. Charge your laptop before you come. Wireless is not available.
Use of digital cameras is encouraged. Safely wear around your neck or put in your pockets.
Several records may be requested at once; however, only one box, up to three volumes, and, in some instances, only one folder or item will be issued to a researcher at a time.
The following rules MUST be observed:
- Pencils only, no pens or markers, are allowed in the Search Room.
- Manuscripts may not be marked, folded, defaced, altered and should be carefully handled.
- Pencils are NOT to be used as "pointers".
- Tape and Post-It notes are not permitted.
- Manuscripts, volumes and reference books should remain flat on the table and should not be held in the lap or propped against a table edge.
- Only one folder is to be removed from a box at a time, and the place of that folder is to be appropriately marked with a pink place marker (obtained at the reference desk).
- Papers are not to be rearranged under ANY circumstances. If something appears to be out of order, please notify an archivist.
- Original records and reference books are not allowed in the microfilm room.
- Smoking, food and drink are strictly prohibited in the research area.
- Researchers wishing to leave the Search Room temporarily must return original records to the reference desk and retrieve their ID card in order to turn it in at the security desk.
Researchers may be limited to 50 xerographic copies per day on a "while you wait" basis, depending on the day's workload and number of staff available.

The Search Room is under electronic surveillance.

The complete regulations governing the use of the State Archives of North Carolina can be found in Title 7, Subchapter 4M of the North Carolina Administrative Code.

Last Modified: 07/27/2012

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