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Archives Research Room & Special Collections Rules
Before you visit, please contact us to confirm that the materials that interest you are available.
The Library serves original materials in the Archives Research Room and Special Collections Reading Room. These rooms are to be used for archival and special collections research only.
Materials served in the Archives Research Room include original state records; county and city records; business, church, and organizational records; personal papers; and newspapers. Special Collections includes broadsides, ephemera, prints and photographs, maps, rare books, sheet music, the State Art Collection, and the Visual Studies Collection.
Registration
Researchers 16 years or older must have a valid Library of Virginia card in order to use the collections. Younger researchers are welcome to use the materials as long as they are accompanied by a parent, teacher, or guardian with a valid Library of Virginia card.
All researchers are required to sign the register daily.
What To Bring
To maintain security of Virginia’s irreplaceable documentary heritage, personal items such as outer coats, hats, sweaters, bags, briefcases, purses, waist packs, backpacks, computer or camera cases, packages, clipboards, notebooks in covers, bound or spiral notebooks, bound pads of paper, portfolios, folders, and envelopes are not permitted at the tables in the research rooms. Small lockers and designated shelves/areas are available for storing these items.
No food, chewing gum, cough drops, mints, beverage items, or containers are permitted in the reading rooms.
Only pencils, unbound notepaper, index cards, portable devices such as cell phones, tablets, and personal computers, photographic equipment, and loose research notes are allowed at the tables. The staff will provide pencils and scratch paper upon request.
Use of Collections
Original records will not be served if a legible photocopy, microfilm, or digital surrogate is available.
To request archival records, we will ask you to complete a stack service slip. Complete one slip for each request. A copy of the slip will accompany the served records and must be returned.
All materials must remain in the research rooms. Only the researcher who has signed for the records is allowed to handle the records. Conferences with others must be held outside the research rooms.
All records must be returned with the stack service slip to the desk by the end of reading room hours.
Researchers must exercise care in handling materials. The following rules must be observed:
- Use pencil only.
- Use only one box, one folder of records, or one map at a time. Remove only one folder at a time.
- Do not remove materials from their folders.
- Maintain the existing order of records.
- Do not place anything on top of documents.
- Do not trace or lean on any portion of a map, document, or photograph.
- Materials must be placed flat on tables and not held in the hands or in the lap.
- Use care in turning pages to avoid tearing or other damage.
Reading room activities are monitored. Your research notes and any copies made for you may be examined before you leave the room.
Access
Material in the Archives and Special Collections is available to all researchers on equal terms of access. Privileged or exclusive use of material will not be granted to any person or persons, nor is access to any body of material denied unless specified by legal, donor, or purchase restrictions.
Sections §18.2-107 and §42.1-72 through §42.1-74.1 of the Code of Virginia provide for the safekeeping of records and manuscripts housed in the Library of Virginia. Penalties of up to five years’ imprisonment may be imposed for the destruction, mutilation, concealment, or removal of records. If a researcher fails to follow the procedures set forth in this document, the staff is authorized to take necessary actions, including refusing further use of records.
The Virginia Freedom of Information Act (Code of Virginia, §2.2-3705.5) and the Virginia Public Records Act (Code of Virginia, §42.1-78) establish guidelines for restricting access to privacy-protected information. Privacy-protected records include, but are not limited to, certain educational, medical, financial, criminal, attorney-client, and personnel records. Privacy-protected information is considered confidential and is restricted from public access for 75 years or more following the date of record creation. In accordance with this legislation, the Library of Virginia can and will restrict, in whole or in part, access to records containing privacy-protected information.
Improper disclosure of privacy-protected information is a breach of confidentiality that could result in the loss of access to the archival collections housed and maintained by Library of Virginia, and could result in legal penalties (Code of Virginia, §18.2-186.3).
This access policy applies to state and local government archival collections in both paper and electronic form. Access to privately donated collections may be restricted by the donors of the material.
Reproductions
Researchers may take photographs of materials for personal research use and must comply with copyright or donor restrictions.
Scanners, flash photography, and external artificial lighting are not allowed.
Requesting Copies in the Archives Research Room
To request copies of materials in the Archives Research Room, staff will determine whether an item is suitable for photocopying. Some items, such as bound volumes, may be too fragile, large, or heavy to be photocopied. When copies of these items are requested, staff will suggest alternate means of reproduction. Staff reserve the right to refuse to photocopy material that may be damaged.
Material cannot be photocopied if there are donor-imposed restrictions on reproduction, or if the original is owned by another repository.
Each researcher registered in the Archives Research Rooms is allowed a maximum daily limit of twenty-five photocopies at 50 cents per page. All copies are made by ARS staff using the researcher's library card. If additional copies are requested, staff can assist with placing an order for reproduction.
All photocopy requests must be submitted to the desk fifteen minutes prior to the room closing.
The Library of Virginia reserves the right to refuse to make copies that violate the terms of our reproduction guidelines.
Last updated June 2025