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Please note: Photographing archive material is not permitted in the reading rooms of the Federal Archives in Bayreuth, Berlin-Reinickendorf and Ludwigsburg. Please also note that different conditions apply regarding access to the Stasi documents and use of the Stasi Records Archive.
Last edited: 24 August 2022
The following Reading Room Regulations have been issued to ensure the conservation and proper handling of archive material in the Federal Archives:
(1) Users must sign in with the reading room supervisor upon arrival.
(2) Before using the Federal Archives, users must sign the request form to confirm their receipt and acknowledgement of the Reading Room Regulations. Users must present their identity card or an equivalent proof of identity at the request of the supervisor.
(3) Users must sign out with the supervisor once they have finished using the facilities for the day or have fully completed their use.
(4) When signing in, users shall acknowledge that they may be under video surveillance in the reading room.
(1) Before using the facilities, users must store their coats and bags in a designated locker.
(2) Users may be given clear bags if they wish to take personal belongings into the reading room. Mobile phones, cameras and other devices with a photo function may be taken into the reading room if they are muted; permission may be revoked at any time. Scanners and other devices whose use has not been approved in advance in writing may not be taken into the reading room.
(3) No writing instruments may be taken into the reading room apart from pencils. Pencils may be requested from the supervisor.
(4) When entering and exiting the reading room, users must present all items on their person for inspection without being asked to do so.
(5) Working documents (e.g. writing paper, copies, notes) may only be taken into the reading room in a bound or stapled form to avoid mix-ups with archive material and library holdings. Where appropriate, such documents should be stapled or specially marked in another way (e.g. by stamping).
(6) The use of laptops is permitted in the reading rooms. Voice recorders may only be used in booths or at designated workstations.
(7) Technical appliances that the Federal Archives has made available for use and research should be used with care. Users must not insert or attach external storage media (e.g. USBs, external hard drives) to the PCs of the Federal Archives.
(8) In the interest of all users, the reading rooms should be kept as quiet as possible. Conversations and other noisy activities should be avoided.
(9) Food and drink must not be taken into the reading rooms or consumed there.
(1) Archive material must be used in the designated rooms or spaces. Archive material, microforms, finding aids and other documents must not be removed from the rooms intended for use.
(2) No user is entitled to a particular workstation in the reading room. Users may be assigned to a workstation by the supervisor.
(3) Booths may only be used to consult microforms; special permission is required to use other archive items in booths.
(1) Service desks have been set up for the issue and return of archive material. The manual removal of archive material is not permitted. Users must return archive material at least 15 minutes before the closure of the reading room to ensure an orderly process and adequate inspection.
(2) Users are not automatically entitled to receive original archive material. Microforms shall be provided when available. Exceptions shall be determined by the responsible department.
(3) Significantly damaged archive material that may be put at risk during use shall not be made available. Exceptions shall be determined by the department responsible for the conservation of records.
(4) A maximum of five pieces of archive material may be used at a workstation at any one time, provided the documents are firmly bound. If the pages are loose, a maximum of two pieces of archive material shall be issued. Users must strictly respect the arrangement of the archive material provided. In the case of photographs, large formats, etc., the quantity issued shall be determined by the supervisor.
(5) The reading room supervisor may limit the amount of material issued if a risk is posed to the original arrangement of the archive material.
(6) If archive material is not used for over two hours, it must be returned to the service desk.
(7) Archive material shall be kept available for use for a period of 21 days. Once this deadline has expired, it may be extended for a further 21 days in consultation with the supervisor.
(8) Utmost care and careful handling must be ensured when using the archive material provided. Users must not change the arrangement of items, write on archive material or trace over it. Archive material must always be laid out on a table, book holder or reading rest. The pages of bound materials may only be kept open with the bean bags and cords provided. Book folds must not be pressed flat. Items must not be used as a rest or writing surface.
(9) Gloves may be required, especially when using books. Large formats must always be used in separate designated areas with sufficiently large surfaces.
(10) The insertion strips provided must be used to mark the items to be reproduced. The use of other markings and bookmarks is not permitted.
(11) Any damage or general issues detected during the use of archive material must be reported to the supervisor.
(12) Reading aids (magnifying glasses, etc.) may only be used if they do not pose a risk to the archive material and do not affect the running of the reading room. Reading aids that come into direct contact with the archive material are not permitted.
(1) Any archive material marked with a red printed BASYS removal note or otherwise marked in red may not be photographed. Exceptions shall be determined by the Federal Archives. Archive material marked only with a black printed BASYS removal note may be photographed. Here too, exceptions shall be determined by the Federal Archives. If archive material does not have a BASYS removal note, users must ask the supervisor whether it may be photographed.
(2) No users shall be automatically entitled to photograph particular documents. The Federal Archives is obliged to prohibit the duplication of archive records if legal or conservation considerations demand this.
(3) 4) Any devices or aids that come into contact with archive material during photography (e.g. cables) are not permitted.
(4) The use of digitisation technology in which the archive material is placed on or in a scanner, e.g. flatbed and feed scanners, or in which the archive material is exposed or illuminated by additional light sources (lamps, flashes, LEDs, etc.) is prohibited. If alternative digitisation technology is to be used instead of mobile phones, cameras and similar devices with a photo function, this must be requested in writing in advance. The supervisor may exclude technical devices and aids from use in the reading room, in particular if they are not suitable for digitising archive material, endanger the archive material or hinder the running of the reading room.
(5) The safety of pathways must not be compromised by hanging cables, parked equipment, etc. Photographs may only be taken without the use of flash, tripods, glare protection and other professional equipment.
(6) Defective equipment or aids may not be brought into the reading room. This also applies to equipment cases, transport bags or containers, etc.
(7) Items may only be photographed in the designated area. The supervisor may ask users to present items before taking photographs.
(8) Archive material may only be reproduced if there is sufficient space to store the entire archive unit. Suitable aids (book wedges, cords, etc.) must be used for bound documents. Weighing down or pressing down the fold is prohibited. Attention is to be paid to the provisions set forth in § 4
(9) Users should note that the legal regulations and obligations acknowledged through their signature on the request form, in particular with regard to the protection of personal rights, including copyrights and related rights, also apply to their own photographs of archive material.
Users shall be personally responsible for the safekeeping and supervision of their belongings. The Federal Archives shall only assume liability for the loss, damage or accidental destruction of such items in the event of intent or gross negligence.
Users who fail to comply with the provisions outlined in these Reading Room Regulations may be prohibited from using the reading room and banned from the premises.
Special arrangements for the use of photographic and cinematographic equipment may apply to:
These Reading Room Regulations shall enter into force on 24. August 2022.
