Research Rules of the Security Services Archive
(1) The Security Services Archive Research Rules, issued on the basis of Section 36 letter a) of Act No. 499/2004 Coll., on archive and records services and on amendments to some laws, as amended by later regulations:
Article 1 General provisions
(1) Archive materials may be viewed only upon fulfilment of the conditions stipulated in the law and on premises designated for such purposes (hereinafter “research room”). The Security Services Archive operates public research rooms at the following locations:
- a) Prague 3, Siwiecova 2;
- b) Prague 1, Na Struze 3;
- c) Brno-Kanice.
Applicants for viewing materials (hereinafter “researcher”) are not permitted to access the premises in which the archive materials are stored.
(2) Upon entering the research room, the researcher must register his name in the research room visitor’s book, including the date of his/her visit and his/her name, surname and signature.
(3) In the research room, the researcher accurately fills out a research sheet, which also serves as an application to view archive materials. The researcher is obliged to prove his identity by submitting his/her identification card, passport or other personal document to the authorized research room supervisor, who verifies the accuracy of the data indicated in the research sheet. In the case that an electronic research sheet is used, the form is completed by the research room supervisor with full participation of the researcher, who after printing the research sheet verifies all of the information and then signs it. The researcher fills in a new research sheet for every calendar year in which he/she wishes to view archive materials, and for every change in the purpose of viewing or change in the topic of study.
(4) If the researcher is not able to prove his/her identity with a valid identity card, passport or other personal document, he/she is denied permission to view archive materials.
(5) The researcher fills out a form requesting that archive materials be presented, stating his/her name and surname, title of the collection, and all relevant identifying information (inventory number, etc.) about the archive materials which he requests to study, and affixes them with his/her signature and the date. The researcher can submit his/her request to the Archive ahead of time via post, internet, fax or telephone. In the event that the request does not contain all of the required data, or the formulation of the request for achive materials is not clear, precise or concrete, the submitted request is considered informative and non-binding. Such requests can be accommodated within a reasonable deadline upon their clarification through a personal visit by the researcher to the Archive. During this visit, the researcher fills out a request form and affixes them with his/her signature and date. The request form is thereupon attached to the research sheet and becomes a part of it.
(6) Before entering the research room, the researcher must remove his/her coat, hand baggage and other personal items in the designated location. The researcher may enter the research room only with a pen, pencil, loose pages of paper without files, and recording equipment, such as a still or video camera, hand scanner or portable computer without a case. Upon completing his/her study, the researcher presents his/her belongings in order to determine whether or not he/she is removing any archive materials from the research room (he/she in particular must open up any portable computer or scanner and present any pieces of paper brought into the research room). Upon request, the researcher should also present items brought with him/her into the research room before beginning study. People who are dirty, under the influence of alcohol or drugs, or who are armed are not allowed to enter the research room.
(7) It is necessary to maintain silence in the research room. Smoking, eating, drinking and talking on the telephone are prohibited. The researcher should turn off sound signals on any equipment brought into the research room.
Article 2 Rights and obligations of researchers and Archive employees
(1) The researcher must abide by the instructions of the research room supervisor while viewing materials. The authorized supervisor may ask the researcher to use only a medium HB pencil to take excerpts and notes from certain types of archive materials. The authorized research room supervisor is not obliged to help the researcher read the texts of archive materials, translate them into different languages, provide interpretations regarding the historical circumstances related to the archive materials, etc.
(2) Researchers must be very careful with archive materials while viewing them. They must not be used as writing underpads; it is not permitted to transcribe from them using copy paper, underline or cross out text in them or make notes in them, or use them in any other manner or for any other purpose than viewing. Physical damage of the archive material by the researcher will result in the immediate termination of the researcher’s permission to view archive materials.
(3) Researchers are not permitted to remove archive materials from the research room without the consent of the research room supervisor. Removing any archive materials whatsoever from the research room will result in the immediate termination of the researcher’s permission to view archive materials.
(4) The archive materials requested by the researcher may be viewed by only one person at a time, namely the researcher on whose research sheet the presented archive materials have been registered. In justified cases (e.g. educational, during tours, etc.), the authorized supervisor may allow several persons to view the material.
(5) Archive materials are presented to the researcher within the deadline, in their total amount and in the amount for one visiting day, taking into consideration operational conditions and technical possibilities of the Archive, and the intent and objective of viewing. Only such an amount of archive materials whose amount and return state the research room supervisor can inspect without difficulty is presented.
(6) The Archive will not set aside archive materials for the researcher in the research room if the researcher does not start viewing the archive materials within thirty calendar days from the agreed upon date for their presentation, or interrupts viewing for a period of more than thirty days. Archive materials are set aside in the research room for the researcher for the prequisite period for viewing. If the researcher does not view the set-aside archive materials continuously or regularly and if he does not himself return the set-aside archive materials, they are considered set aside for a period of three months from the date they were ordered. After the elapsing of this period it is possible in warranted cases to extend the reservation for an additional period, ordinarily for a period not longer than until the end of the calendar year. In considering an extension, the question of whether or not there are others requesting to view the materials is addressed.
(7) The Archive will permit the viewing of archive materials by a researcher other than the one who requested viewing first, if the researcher for whom the materials were reserved first grants consent to such viewing by the other researcher, or if each of these researchers is demonstrably viewing the archive materials for a different purpose or is studying a different topic. If it comes to simultaneous viewing by two or more researchers, the Archive will allow the viewing of these archive materials only by the researcher for whom the Archive set aside the materials first. The Archive director will resolve disputed cases.
(8) Upon fulfilment of the stipulated conditions (particularly keeping quiet) and as long as other researchers are not inconvenienced, it is possible to use private copying equipment to make copies of archive materials for the researcher’s personal study purposes, but only with consent from the research room supervisor. Consent is granted by signing a written request completed by the researcher. These research rules also contain as an appendix a price list of service and reproduction fees in public archives. This does not affect copyright and related rights.
(9) Once the researcher has finished viewing archive materials, he/she must leave his/her space in the research room in tidy condition. Excerpts, notes and other aids or items must be removed.
(10) Each time the researcher finishes viewing archive materials, he/she is required to return them in the amount, order and state in which he/she received them. Not following these instructions will result in the immediate termination of the researcher’s permission to view archive materials.
(11) The supervising employee in the research room is required to check the number and state of the archive materials returned by the researcher and confirm with his/her signature their proper return on the research sheet before the researcher leaves the research room.
(12) Information obtained from the archive materials must be used by the researcher only for the purpose indicated on the research sheet. In the event of their use in scientific or other works, the researcher must state the name of the archive, the used archive collections and all relevant archival references (inventory number, etc.) from which they derived. The requirement to cite the source applies also in the use of reproductions of archive materials in scientific or other work. Violation of these requirements will result in the immediate termination of the researcher’s permission to view archive materials.The researcher must ask the archive director for permission to publish copies of archive materials.
(13) If the researcher publishes work created on the basis of viewing archive materials stored in the archive, he/she will send the corresponding archive one copy of this work. If he draws on archive materials stored in several archives, he will send the published work only to the archive from which he drew the most; he should inform other archives of bibliographic data about the published work, or send the work to them electronically in PDF format.
Article 3 Rules for research in digitized copies of archive materials in the electronic research room
(1) The researcher submits the request for access to the electronic research room system to the research room supervisor. The researcher fills in a new research sheet according to the conditions outlined in Article 1 of the research rules and obtains confirmation of the issuing of a password. The researcher confirms receipt of the password by completing and signing the following sentence on the research sheet: “On .......... day I accepted an access code to the electronic research room system with the number ....... (legible signature).”
(2) The access code is non-transferrable and the researcher is required to keep it secret. In the case of loss or accidental disclosure of the password, the researcher is required to inform the research room, which will give him a new password. In the case of repeated loss of passwords, the researcher can be denied further access.
(3) The password is linked to an active research sheet. In accord with archival law and relevant implementing regulations, its validity is limited to one calendar year.
(4) Before commencing research in the electronic research room, the researcher reports this fact to the research room supervisor, who assigns him a free computer. After typing in the access code, the researcher can view accessible digitized archive materials without limit.
(5) After finishing work in the electronic research room, the researcher is required to log out of the system and report his/her having finished research to the employee authorized by the research room supervisor.
Article 4 Use of archive finding aids
(1) The Archive enables researchers to view archive finding aids.
(2) Archive aids presented for viewing are handled in the same manner as literary works (for example, introductions to inventories), provided they are not official works and fulfill the characteristics of a subject of protection pursuant to copyright law.
Article 5 Reproduction of archive materials
(1) Copies of archive materials are provided by the Archive from the archive materials the researcher is studying or needs for the purpose of official or private work, specified on the research sheet and depending on the potential previously granted consent from the archive material owner or protection of potential copyrights and related rights. Copies of archive materials are provided based on the Archive’s operational and technical capacities. Copies are not provided of archive materials whose physical condition prevents such copying.
(2) Researchers are allowed to independently make reproductions of digital copies of archive materials on recording media which are issued them on request by the attendant in the research room, or alternatively the attendant of the research room makes the copy him/herself.
Independent copy-making does not free the researcher from the requirement to pay for copies based on the current Archive price list. Making copies of digitized archive materials on personal recording equipment is not permitted.
(3) The researcher is entitled to make copies of digitized archive materials up to a maximum amount of 20 archival units or 3GB per week. This amount can be decreased depending on the technical and operational possibilities of the Archive.
Article 6 Loaning of archive materials for the purpose of study outside Archive premises
(1) The Archive director occasionally permits the loaning of originals of archive materials for viewing to another archive than the one in which they are deposited, taking into consideration the sense, purpose and circumstances of their use, the safety of transport and ensuring the protection of the materials in the place of temporary storage, and with regard for the costs connected with it. Archive materials may not be sent by post, but should always be transported by an authorized employee under conditions agreed upon in advance and designated by the Archive director who lends out the archive materials.
(2) The Archive director occasionally permits the loaning of originals of archive materials outside the Archive, pursuant to paragraph 1, either to the owner or creator of those materials, or to the state organ, organ of elected regional administration or to persons who are legally entitled to view the documents, provided that such viewing is necessary in order to carry out administrative functions.
(3) In the loaning out of archive materials, the Archive is required to issue a waiver (“revers”) to the borrower, containing:
- a) a precise list of loaned archive materials;
- b) purpose of the loan;
- c) date of the loan and deadline for returning the materials;
- d) name, surname and permanent address of the borrower, pursuant to his/her ID card, if it is a natural person;
- e) in the case of legal entities, the seat of the borrower and name and surname of its authorized person, etc.;
- f) signature of the borrower in his/her own hand or by an authorized person and official stamp of the borrower, if it is a legal entity;
(4) Loaned archive materials are registered in the Archive in a special book of loans;
(5) If the borrower does not return the borrowed archive materials within the agreed-upon deadline, and does not agree upon the extension of the deadline, further archive materials will not be loaned to him until he returns the borrowed archive materials.
Article 7 Use of the Archive Library
(1) The researcher may use the books, magazines and newspapers stored in the Archive library related to his/her subject of study and its scope. The use of books, magazines and newspapers from the Archive library for study should conform with the library rules issued by the Archive director on February 28, 2008.
Article 8 Tours of the Archive
(1) During tours of the Archive, visitors register themselves in the research room visitor’s book. Access to areas of the archive other than the research room is granted by the Archive director and is possible only when accompanied by an employee authorized by the director.
Article 9 Payment for services provided to researchers and reproduction fees
(1) Payment for services provided by the Archive at the request of researchers and payment of reproduction fees is prescribed by the current Price List of Service and Reproduction Fees for public archives.
(2) The current Price List of Service and Reproduction Fees for in public archives is available for researchers to view in the Archive research room and remotely.
Article 10 Final Provisions
(1) If the researcher violates any of the basic obligations imposed by these Research Rules, he/she may be denied further viewing of the archive materials, or previously granted consent may be revoked.
Prague, July 17, 2009
PhDr. Ladislav Bukovszky
Director, Security Services Archive
Price list of services and reproduction fees in effect in the Security Services Archive
A. Making of excerpts or duplicates of archive materials and certified copies
| 1. Making of excerpts or duplicates of archive materials | 50 CZK for every page and initiated page |
| 2. Authentication of accord of archive materials with their original deposited in the Archive | 130 CZK for every initiated page |
B. Reproduction of archive materials
1. Xerox copying (1 CZK/page)
1.1. Black & White:
| 1.1.1. | one-sided: | A4 | A3 |
| 1.1.1.1. from loose pages | 5 Kč | 8 Kč | |
| 1.1.1.2. from bound pages | 7 Kč | 12 Kč | |
| 1.1.2. | two-sided: | A4 | A3 |
| 1.1.2.1. from loose pages | 8 Kč | 12 Kč | |
| 1.1.2.2. from bound pages | 17 Kč | 22 Kč |
1.2. Color:
| 1.2.1. | one-sided: | A4 | A3 |
| 1.2.1.1. from loose pages | 25 Kč | 38 Kč | |
| 1.2.1.2. from bound pages | 33 Kč | 46 Kč |
2. Digital reproductions:
2.1. Making of digital reproductions from 2D originals:
| 2.1.1. Scanning of original into A4 format, inclusive | 30 Kč |
| 2.1.2. Scanning of original into A3 format, inclusive | 60 Kč |
| 2.1.3. Scanning of large format A0+, inclusive | 300 Kč |
| 2.1.4. Picture of original in A3 format, inclusive using a digital camera | 120 Kč |
| 2.1.5. Picture of original in a format larger than A3 using a digital camera | 300 Kč |
| 2.1.6. Scanning of one frame of archive materials on transparent underlay (e.g. microfilm, disk): | |
| Scanning from a film strip | 20 Kč |
| Scan of a physically detached film frame | 50 Kč |
| Increase of resolution for each 100 dpi above 300 dpi | 20 Kč |
2.2. Making of digital reproductions from 3D originals:
| 2.2.1. Documentation picture of small or medium-sized dimension generated by a digital camera | 350 Kč |
| 2.2.2. Studio photo of small or medium-sized dimension generated by a digital camera | 1500 Kč |
2.3. Viewing digital reproductions of archive materials remotely is not subject to a charge.
2.4. Recording of data
| 2.4.1. CD, including the recording of data | 40 Kč |
| 2.4.2. DVD, including the recording of data | 60 Kč |
All newly generated digital reproductions are provided in color with color depth of 24 bits or higher, in a basic resolution of 300 dpi and in JPG, PDF/A, TIFF, PNG or RAW formats, without graphic modifications.
C. Consent to one-off use of reproductions of archive materials
1.1. Use of reproductions of archive materials for scientific purposes (scientific and specialized magazines, anthologies, independent studies, monographs, editions, exhibition catalogs) and educational purposes (teaching aids) is not subject to a fee;
(note: in the case of scientific use of reproductions, there must always be cited at least the name of the archive which administers the archive material and the archival collection containing the archive materials; without citation, the use of reproductions is considered to be for commercial purposes).
1.2. Use of reproductions of archive materials for commercial purposes (picture publications, postcards, calendars, publicity materials, etc.) is subject to a fee:
1 piece of color or black & white digital reproduction:
| Print run up to 600 pieces | 1500 Kč |
| Print run over 600 pieces | 3000 Kč |
These prices likewise refer to reproductions of archive materials generated by the applicant’s personal equipment.
D. Filming of archive materials (with the exception of instructional or cultural educational programs)
Base fee 700 CZK/initiated hour
E. Research, office work, handling fees
1.1. Research (finding of requested information and drawing up of comprehensive reports resulting from the looking up and excerpting of relevant archive materials, archive finding aids and other specialized sources):
| 1.1.1. Simple research /1 hour of work/ based on excerpting 1-2 archive sources | 350 Kč |
| 1.1.2. Complex research/1 hour of work/based on excerpting 3-5 archive sources | 500 Kč |
| 1.1.3. Complex combined research/1 hour of work/ based on excerpting 6 or more archive sources | 600 Kč |
1.2. Office work
| 1.2.1. 1 hour of work | 60 Kč |
1.3. Handling fees
| 1.3.1. Packing charges - in parcels | 30 Kč |
| 1.3.2. Packing charges - in envelopes up to 1 kg | 20 Kč |
| 1.4. Research using an electronic database | 150 Kč |
Postage is billed according to the current price list of the Czech Post Office.