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PLAN YOUR VISIT
READING ROOM REGULATIONS

I. Access to Archival Material

1. Public Access
   Public access to the archival records of the Athens Historical Archives  is open to the public free of charge and governed by Law 4610/2019 (Art. 194).
2. Application for access:

Researchers must submit an application for access and study (Reader Registration), a template of which is available on the Department’s website. In cases where archival material contains sensitive personal data, the researcher is also required to sign a Confidentiality and Data Protection Declaration.

3. Submission of applications:

Requests must be submitted electronically via email to t.dimotiko.istoriko.arxeio@athens.gr. Contact numbers: +30 210 5277750-4, +30 213 2082 949.

4. Statement of purpose:
   The application must clearly state the nature, purpose, and specific use intended for the archival material.
5. Approval:
   Approval access is granted solely upon the approval of the Head of Department.
6. Restrictions:
   The Department reserves the right to refuse access to documents deemed “unfit for production” due to fragility, or to researchers who have previously mishandled material or failed to comply with regulations.
7. Appointment Booking:
   The date and time of visits are scheduled taking into account other researchers’ requests and departmental operational requirements.
8. Attendance Register:
   Upon arrival, researchers are required to sign the designated Visitors’ Book.
9. Sanctions:
   The Department reserves the right to revoke access or claim damages in the event of destruction, defacement, or attempted theft of material.
10. Opening Hours:
    The Reading Room operate Monday – Friday, 09:00 – 14:30. In cases of emergency closure, a notice will be posted, and researchers will be notified by telephone.

II. Study and Handling of Material

1. Reading Room:
   Research is conducted exclusively within the Reading Room, which is equipped with printed and electronic finding aids (catalogues).
2. Prohibitions & Conduct:

1. Removal of records from the Reading Room is strictly prohibited.
2. Unauthorized persons are not permitted in the Repository (Stack Rooms).
3. Smoking, the consumption of food or drink, and the use of mobile phones are strictly prohibited in the Reading Room.
4. Staff members retrieve the material for study and supervise its use.

3. Document Handling:
   The use of pens, highlighters, paper clips, or sharp objects is prohibited. Folding, creasing, tearing, or any action that may alter the physical state of the records is strictly forbidden.
4. Staff Assistance: 
   Staff are available to supervise and assist researchers during their visit.
5. Material Under Processing:
   Records currently undergoing classification, cataloguing, or digitization may be made available at the discretion of the archivists.
6. Non-Circulating Library:
   The Library is a reference-only facility; material may not be borrowed or removed from the premises.

III. Digitization and Reprographics

1. Use of Surrogates:
   Where digitized copies (surrogates) exist, these will be issued instead of the original documents to ensure preservation.
2. Provision of Digital Copies:
   The Department may provide digital copies of original items, provided their physical condition permits it, and subject to personal data protection regulations.
3. Processing of Requests:
   Response times vary depending on the volume of requests and the quantity of material requested.
4. Restrictions on Copying:
   The use of external portable storage media (USB drives, memory cards) and any method of unauthorized reproduction—such as photography, scanning, or video recording—is prohibited without prior permission. Researchers must provide the Department with a digital copy of any images taken using their own devices, where permission has been granted.

IV. General Data Protection Regulation (GDPR)

1. Role of the Department:
   The Department acts as the Data Controller, in accordance with the GDPR (EU 2016/679).
2. Researcher Responsibilities: 
   Researchers are solely responsible for the lawful use and processing of data, which is permitted exclusively for the stated research purpose. Disclosure to third parties unrelated to the specific research is prohibited.
3. Publications & Anonymization:
   Researchers are required to apply anonymization/pseudonymization measures when publishing their findings. Breaches of confidentiality will result in sanctions in accordance with GDPR provisions.

V. Copyright and Intellectual Property

1. Copyright Ownership:
   The Department retains copyright over the archival material. Reproduction is permitted solely for private study or research.
2. Publication or Exhibition:
   Any reproduction beyond private use—such as publication, exhibition, or commercial use—requires a formal Licence to Publish, granted following a specific application.
3. Citation:
   In any resulting work, the researcher must cite the Department as the source.
4. Deposit of Work: 
   Researchers are required to deposit one printed or digital copy of their completed work with the Department’s Library.

Access to the Reading Room implies unconditional acceptance of the full Terms and Conditions of the Department of Municipal and Historical Archives.