Operating Regulation
a1

Access

  • The HARH is open to the research public from Monday to Friday, 9.00 a.m. to 2.00 p.m. It is not open on Saturdays, Sundays and public holidays.
  • Researchers are required to sign in the reader-researcher book when they arrive and to provide their address and telephone number.
  • Researchers are requested to leave their personal belongings (bags, briefcases, etc.) in a special area provided for this purpose in the reading room.
  • The archival rooms and library storage rooms of the HARH are not accessible to researchers. Researchers wishing to study books or archives must fill in the forms provided for this purpose. Until they return the material they have requested to the responsible officer, they are personally responsible for it.
  • The study of books and archival material is carried out exclusively in the reading room. Borrowing is not permitted.
  • Access to archival material is permitted depending on the stage of processing of the requested file.
  • The researcher must treat the material with care and respect. He/she must be careful not to cause damage to the material and not to interfere with the order of the material. No notes on the books and archival material are permitted. The material must be returned to the responsible officer in the condition and form in which it was delivered.
  • If it is found that a book or archival material has been removed from the premises of the HARH, the person responsible for this act shall lose the right to enter the premises of the HARH.


Reproduction

The reproduction of books and archival material shall be authorized following a written request and after consultation with the responsible official.

The request must state:

A. The personal data of the researcher

B. The personal data of the person responsible for the publication or production

C. The exact material requested

D. The purpose for which it is requested

Photocopies – Photos – Scans

  • Photocopying of books or archival material is undertaken only by HARH staff. In case of a large number of photocopies or a heavy workload for the personnel, photocopies are available to the researcher within one to five working days after the request.
  • Photocopies cannot exceed 30% of the pages of the book – journal. The total reproduction of books is not permitted.
  • To protect against deterioration, manuscripts, rare printed books, old books and newspapers are not photocopied. Photocopying of typed records is done after an assessment by the officer in charge and on the basis of the condition of the material.
  • Each order may not exceed 10 archival collections. A document order may not completely cover an archival collection of more than five pages. In addition, the order may not exceed 30 % of large archival collections. In exceptional cases, the reproduction of several archival collections or the total reproduction of archival collections is permitted with the permission of the HARH Board.
  • A researcher wishing to have photographic copies of HARH archival material shall submit the relevant order to the responsible officer and shall be charged the corresponding costs. Photographic copying shall be carried out by HARH associate photographers, with whom the researcher shall negotiate the corresponding costs.
  • Taking photos of the material by a photographer not affiliated to the HARH is carried out at the request of the researcher and with the permission of the HARH Board. In any case, the material is transferred to the photographers only by HARH staff. The negatives or the original material remain in the possession of the HARH.
  • The digital reproduction of archival material by HARH staff is carried out at the request of the researcher, and is carried out by agreement, within a timeframe that depends on the number of documents to be digitized.
  • The use of the researcher’s own cameras, video cameras and scanners for the reproduction of books or archival material shall be permitted only at the request of the researcher and with the permission of the HARH staff member in charge.


Audiovisual material

  • For the study or reproduction of audiovisual material (oral testimonies recorded on cassettes or CDs or video tapes), the tape recorder or CD recorder or the HARH video recorder shall be used. The use of the researcher’s tape recorder or CD recorder or video is not permitted except with specific permission from the HARH Board.
  • Each order may not exceed 10 oral testimonies. Also, the order cannot exceed 30% of each oral testimony. In exceptional cases, the reproduction of more oral testimonies or the total reproduction of oral testimonies is permitted with the permission of the HARH Board.


Publications – Productions

  • In every publication, documentary, film or any other kind of production in which archival material of HARH is used, the indication of the source “Historical Archive of Refugee Hellenism” of the Municipality of Kalamaria is obligatory. Otherwise, HARH reserves the right of criminal prosecution.
  • For the total reproduction / publication of a series of archival collections, the approval of the HARH’s Board of Directors is required, to which the interested party submits an application. The granting of the authorization is accompanied by the determining of the amount of the publishing royalties, which the HARH shall collect.
  • The use of archival material, if intended for commercial publications, shall be charged following a specific agreement with the Board of Directors.
  • The archival material constitutes the intellectual property of the HARH. Therefore, all provisions of the copyright law apply, which expressly prohibits the user from transferring, supplying or selling to third parties any archival material of the HARH.
  • Researchers who use archival material from the HARH in their studies are required to submit a copy of their work to the HARH library.

In August of each year the HARH is closed to the research public for the necessary work of classifying the archival material.

The regulations were approved by the 4th decision of the 3rd meeting in 2002 of the HARH Board.

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