APPENDIX VI

Copy of the Odisha State Archives Historical Research Rules

1. Short title and commencement :
   (a) These Rules may be called "The Odisha State Archives Historical Research Rules".
   
   (b) They shall come into force at once
2. Definition : In these rules unless the context otherwise requires :
   
   (a) "Archives" means of Odisha State Archives
   (b) "Bonafide Research Scholar" includes:>
   • (i) An ordinary or corresponding member of the Indian Historical Records Commission.
   • (ii) Vice-Chancellor, Pro-Vice-Chancellor, Professor, Reader or Lecturer of a recognized University in India.
   • (iii) Post Graduate Research Worker of an Indian University or recognized Research organization who produces a certificate from the Vice-Chancellor or the appropriate Professor of his university or the Principal of a Post-Graduate College or Head of the concerned Research Organization as the case may be.
   • (iv) An Officer of the Government of Odisha who conducts research on a subject with the approval of the Head of Department, and,
   • (v) Any other person recommended by a Department of Government of Odisha.

   (c) "Director" means the Director of Cultural Affairs, Odisha:
   (d) "Government" means Government of Odisha in the Cultural Affairs Department, and
   (e) "Superintendent" means the Superintended of Odisha State Archives.

3. Admission of Research Scholars:
   (1) For studying any old historical record in the Archives prior permission of the Superintendent shall be obtained in the prescribed from as appended in Appendix-I. No historical record shall be allowed to be taken outside the Archives under any circumstances.
   (2) Subject to the conditions prescribed in these rules, the Superintendent may allow any bona fide research scholar to refer to or copy out old records in the Archives.
   (3) Persons wishing to examine the records shall apply in writing to the Superintendent in the form appended in Appendix-I to these rules indicating full particulars in respect of their office, profession or other qualification and the object of proposal to examine the records. Inaccurate or false statements are liable to debar applicants from access to records. Foreign students shall apply through the Government of India’s Diplomatic and Consular Representatives in their respective countries, testifying to their bona fides as Research Scholars.
   (4) The Superintendent reserves the right to refuse or modify the application for conducting Research.
   (5) Records more than fifty years old shall be made available for consultation subject to the discretion of the Superintendent.
   (6) Records of the last fifty years shall be treated as current records and shall not ordinarily be open for research unless specially authorized by Director.
4. Research Room:
   (1) There shall be a Research Room in the Archives where Research Scholars shall be kept open on all working days from 10.30 a.m. to 4.30 p.m. Documents supplied from the monument rooms shall however be up to 3 p.m. only.
   (2) All suggestions and complaints in regards to administration of the Research Room shall be made in writing to the Superintendent.
5. Inspection of records :
   (1) Admission for inspection of records shall be valid of six months unless renewed by the Superintendent for such additional period as may be specified.
   (2) To become eligible for extension of permission beyond the first six months, a research scholar should have engaged himself in research in Archives Office for a period of not less than fifty days during the preceding period of six months.
   (3) The conditions stipulated in sub-rule (2) shall apply if more than one extension is applied for.
   (4) An application for extension of permission submitted by a Research Scholar who has failed to put in a minimum attendance prescribed in sub-rule (2) shall be treated as a fresh application requiring compliance with the procedure prescribed in rule 3.
6. Method of issue of records :
   (1) The Research Scholar shall furnish separate slip for each paper or volume required by him for inspection. Slips indicating the particular document or volume shall be clearly written and signed by him and made over to the official of the Archives on duty. The slips shall be returned where records are handed over to the official of the Archives by the Research Scholars concerned.
   (2) So long as the borrower's slip remains in the possession of the Archives staff, the Research worker concerned shall be responsible for the document or volume indicated on the slip.
7. Care of records :
   (1) No person shall be allowed more than five single documents or two volumes at a time. Documents in fragile condition shall be reconditioned and allowed for inspection on such conditions as the Superintendent may deem necessary for their safety.
   (2) No person shall lean on volumes, cause pressure on them through elbow, pile them on one another or copy the excerpts by placing them on the originals. No sort of mark in pen, pencil or otherwise shall be made on any record. Use of inkstand shall not be allowed. For purpose of taking notes or extracts a fountain pen may be used if the volumes or documents can be placed on book rest and in all other cases notes or extracts shall be taken in pencil.
   (3) No photographic reproduction or microfilming or tracing of records or sketches, maps or pictures shall be made by any person without written permission of the Superintendent who may impose such conditions as are necessary. Permission shell not be given if it appears to the Superintendent that the process of photographic reproduction or microfilming or tracing is likely to damage the documents.
   (4) No person shall chew pan or other like substance while working in the Archives nor shall be placed any article of food on table meant to be used for keeping records, documents or other papers. Smoking shall be strictly prohibited in the Archives room.
   (5) Inspection of records shall be allowed only in the presence of a member of the staff of the Archives under the direction of the Superintendent. The Superintendent may with the sanction of the Director impose such further conditions as he deems necessary to ensure safe preservation and proper treatment of records.
8. Taking copies of extracts :
   (1) No research scholar shall call for or consult records which are not relevant to the subject of his research. If reference to the record is intended for publication purposes, the Superintendent shall make necessary arrangement for obtaining sanction of the concerned Head of Department as provided in paragraph 178 of the Odisha Records Manual, 1964, before allowing the research scholar to take out copies.
   (2) Detailed list of excerpts taken from records shall be furnished to the Superintendent from time to time.
   (3) Copies, extracts or notes taken from the records shall not be taken out of the office building before they are inspected by the Superintendent who shall have full discretion to with hold such portions of the extracts or notes taken from the records as he may consider objectionable. In cases of doubt he shall refer the matter to the Director.
   (4) Persons not wishing or unable themselves to examine the records may apply for copies of the records to be consulted to the Director who may, it there be no administrative difficulty, arrange for a search on payment of the fee as prescribed hereunder.
   
   (i) Search fees :---
   (a) Index for a year at the rate of Rs. 2 (Two)
   (b) Specified document at the rate of Res. 1 (One) each
   (ii) Transcription fees :---
   (a) Transcription covering a foolscap page in double spacing at the rate of Rs. 1.
   (b) Comparing of typescripts with original per foolscap page at the rate of Rs. 0.50.
   (c) Duplicate and triplicate copies per foolscap page at the rate of Rs. 0.30.
   (iii) Fees for the Xerox copies :---
   (a) Rs. 1.80 for the first copy from an exposure and 0.80 paise each for duplicate copies prepared on the same exposure subject to a minimum of Rs. 5.00 per order.
   (b) Photo prints from 35 mm. negative films at the rate of 3.00 per 400 square Cms. Or part thereof.
   (c) Photostat copies ---- Rs. 6.00 (Rupees six) per copy, for copies up to size 21.7 X 27.0 Cms. Up to 35.6 X 13.2 Cms. (vide Government Resolution No. 8359/SC., dated the 26th November 1980 of the Department of Tourism, Sports & Culture, Odisha).
   (d) Fees for the Microfilming Services :-----
   (i) Negative Microfilm --- Rs. 1.00 per exposure with a minimum charge per order Rs. 10.00.
   (ii) Positive Microfilm --- Rs. 1.00 per exposure with a minimum charge per order Rs. 10.00.
   
   This facilities may also be extended to private institutions and individuals in case they want to microfilm their own collections. (Vide Government Resolution No. 5622/SC., dated the 28th June 1982 of the Department of Tourism, Sports & Culture, Odisha).
9. Condition of publication of records .Any person who uses the records for purposes of historical research and publishes works based on those records shall be required to deposit one copy of this work as soon as published in the Archives free of charge.
10. Withdrawal of permission for access to records .Not withstanding anything contained in these rules, facilities granted for inspection of records may be withdrawn at any time at the discretion of the Director for committing the following acts of indiscipline, namely :--
    (a) Causing disturbances in the Research Room or in any room of the Archives;
    (b) Disregarding the authority of the Superintendent;
    (c) Damage of any sort of records, books and furniture; or
    (d) Behavior in any manner which is offensive or likely to cause offence to the Superintendent or other research scholars in the Archives.
11. Interpretation If any question arises relating to the interpretation of these rules it shall be referred to the State Government whose decision shall be final.