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Archives searchroom rules

Lancashire’s archives are unique and irreplaceable. Many are hundreds of years old and will continue to survive if they are handled with care. By observing these rules in our Searchroom you are helping to preserve Lancashire’s documented heritage.

When you arrive at Lancashire Archives you must:

  • show a valid Archives Card if you have one or register if you do not. We can provide day-visitor passes if required or if you are unable to complete registration on the day;

  • leave coats, bags, folders and all personal belongings in one of the lockers provided

  • Turn your mobile phone onto silent and not take phone calls in the Searchroom (you can use your mobile phone in any other way). You can make use of personal laptops and tablets in the Searchroom.

When you are working in the Searchroom and accessing collections you will be asked to:

  • Use only pencil: please do not use pens, scissors, erasers or sticky notes;

  • Never mark books or documents;

  • Keep all documents in the order in which they are given to you; if an item seems to be out of place or is damaged please tell a member of staff;

  • Use other equipment in the Searchroom (e.g. such as camera stands), and speak to a member of staff if you would like a photocopy or photograph of an item, or to take your own photographs;

  • Ask a member of staff if you intend to publish or reproduce any item, including on social media;

  • Remember it is illegal for us to supply you with more than one copy of a document that is in copyright.

When you are handling archive collections we ask that you:

  • Make sure you have clean hands when handling archive collections;

  • Handle all items with care and as shown by staff if collections require specific handling techniques;

  • Use the protective coverings and supports which we provide and take care not to lean on books or documents;

  • Place loose items such as papers and parchment  flat on the desk;

  • Make use of handling aids available, such as weights and acid-free card for following lines of text. Please ask a member of the team if you require any of these;

  • Wear powder-free gloves when instructed, for example for photographic material. We will provide Nitrile gloves for this purpose;

  • Use book supports when consulting a volume. Book cushions should be used to support the spine in a ‘V’ shape, preventing unnecessary stress on the sewing structure and the boards from becoming detached. Volumes with tight bindings should not be forced beyond their natural opening; 

  • Make use of a surrogate to original collections when available, for example microform or digital copy. This is to protect items from being damaged by over-handling.  

When you leave the searchroom you must:

  • return all archives to the Document Issue and Return point before you leave, and do not remove any book or document from the Searchroom;

  • collect your Archives Card before leaving;

  • retrieve any personal items from the lockers if you used them.

At all times please note that:

  • you may not smoke anywhere in the building or on the Archives and Local History grounds;

  • you may not take any kind of food or drink, including chewing gum or throat pastilles, into the Searchroom. We provide a refreshment area where you may eat and drink.

  • you should treat members of staff and other visitors with courtesy and consideration;

  • we do not expect the Searchroom to be a silent space and you are welcome to discuss your research in the Searchroom with staff or other visitors. We ask you to do this respectfully of other visitors.

  • children of primary school age or younger should be accompanied by an adult.


Visitors failing to observe these rules or acting in a disruptive or unreasonable manner will be asked to leave the building. They may be excluded until they satisfy the Archives and Resources Manager that they will in future comply with the Rules and behave in a reasonable manner. Reasons for exclusion make include (but are not limited to): rudeness or harassment of members of staff or other members of the public, intoxication, use of violent, abusive or obscene language.

Anyone excluded from Lancashire Archives under these Rules may appeal against the exclusion by applying in writing to the Head of Cultural Services at Lancashire County Council.

Data collected by Lancashire Archives is protected under the terms of the Data (Use and Access) Act 2025 and will not be used for any unspecified purpose. Lancashire County Council is the Data Controller and the nominated representative is the Data Protection Officer.