Dos and don'ts

The Public Record Office of Northern Ireland (PRONI) is legally responsible for the archives entrusted to its care. As a PRONI customer you have an important role to play in safeguarding Northern Ireland’s archival heritage. It is essential that you comply with the dos and don’t’s for using PRONI, even when they appear to be inconvenient.

Please note that by registering as a PRONI visitor, you are agreeing to abide by our guidance for public consultation of PRONI records (112KB)

, which is summarised below.

You should be aware that closed-circuit TV cameras operate in the public areas of the building, including the reading room (where the documents are consulted) and self-service microfilm room.

Please note: the officer in charge of the search room, reading room and self-service microfilm room has the authority to exclude any person from the office who willfully disregards the guidance for public consultation of PRONI records (112KB)

or whose conduct he/she considers likely to cause offence.

Preservation and general security – key points

Prohibited items
Coats, umbrellas, brief cases, handbags, laptop cases, bags and bulky objects must not be brought into the search room, reading room and self-service microfilm room. They must be placed in the lockers. Clear plastic bags are provided for bringing essential research material only into the search room.
No smoking
Eating and drinking are not permitted within the main building – please use the canteen provided.
Silence must be observed in the reading room and self-service microfilm room.
Documents must be handled with care and bundles of documents should be kept in the order in which they are received.
Pens are not permitted in the reading room. Only pencils may be used.
Tracing may be permitted if a protective covering is used. This covering can be obtained on request at the issue desk.
Laptops may be used at selected points in the reading room.
Mobile phones, cameras, scanners, radios/personal stereos are not permitted, either in the search room, reading room or self-service microfilm room. If a mobile phone is required for emergency use staff should be notified of this on your arrival.
Inspections and invigilation
Your belongings are liable to be inspected on entering and on exit. All documents are inspected on return to the issue desk. Please note that PRONI staff invigilate in the search room, reading room and self-service microfilm room at all times to ensure that there is no breach of the rules.

Using the search room, reading room and self-service microfilm room

Visitors must not remove documents and microfilms from the two reading rooms – documents for copying should be removed by a member of staff.

Erasers and sharp instruments - pencil sharpeners, scissors, hole-punchers, staplers, erasers etc cannot be taken into the reading room.
Files, folders, ring binders, notepad wallets and pencil cases may be brought into the search room but not into the reading room. You may take only the contents of one folder or file with you. Any remaining folders or files must be returned to the lockers.
Documents must not be left on a table unattended - return to the issue desk or invigilator for the period that you are absent.
Do not leave your seat in the reading room unattended for more than an hour, or a microfilm cubicle/microfilm reader for more than 20 minutes.
Catalogues and books in the search room should only be taken into the reading room if permission has been given by search room staff. They should be replaced on the shelves in their correct order when you have finished with them

Ordering, consulting and returning documents:

Only 5 documents will be issued at a time.
Documents ordered will not be left at unattended tables. Check the electronic notice board or at the issue desk to see if the documents you ordered are available.
Document requests which present security problems will be fulfilled or otherwise at the discretion of the officer-in-charge of Public Services and Partnership Development (PSPD). In such cases, you should not expect a ruling on the same day.
Unlisted records will only be produced at the discretion of the Deputy Keeper - see a record I want to see is closed for further details.
Do not swap documents with or pass documents to other customers.
All documents must be returned by 4.30 pm (or 8.30 pm on Thursday evenings).
Please ensure that the arrangement of documents you receive is not disturbed.

Fragile or damaged documents:

You may not be able to see or copy a document if it is in a fragile condition – see a record I want to see is closed for further details.
If you find any documents damaged or missing, or if accidental damage occurs, please report it to the search room staff immediately.

Handling archival material

Visitors are particularly requested to handle all documents with the utmost care. Please see the handling archival material webpage for a summary of key points, and guidance for public consultation of PRONI records (112KB)

for comprehensive guidance.

What you can expect from PRONI staff

To be treated courteously and fairly
Staff to be approachable
Staff trained in both customer care and in knowledge of the records
Staff to be clearly identified
Confidentiality

What PRONI staff expect from you

Be courteous, both to staff and other customers
Comply with the dos and don’ts of PRONI
To provide constructive feedback which will help us improve the quality of our service
To remember that the reading room and self-service microfilm room are quiet areas
To respect the fact that some documents may not be available for consultation on grounds of preservation or confidentiality.