Visitor Rules for the Archives Access Center of the National Archives Administration, National Development Council
1 March 2002
Issued per Letter No. Dang-Ying-Zi-0910000460
1 November 2006
Amended per Letter No. Dang-Ying-Zi-0950012781
28 July 2014
Amended per Letter No. Dang-Ying-Zi-1030012812
8 December 2017
Amended per Letter No. Dang-Ying-Zi-1060013797
18 March 2021
Amended per Letter No. Dang-Ying-Zi-1100018147
1. The National Archives Administration (NAA) of the National Development Council has established the Archives Access Center (AAC) to provide consulting, viewing, hand-copying and duplication services with respect to archives and to publications that focus on archives management and related research.
2. The AAC is open to the public Monday to Friday from 9:00 a.m. to 5:00 p.m. (except on national and regular holidays). Requests to retrieve archives must be submitted no later than 4:30 p.m. If the AAC is closed for any other special reason, an announcement will be made.
3. Non-NAA personnel who intend to enter the AAC premises must register before an access card. The access card is valid only for the current day, and must be issued and used in accordance with the following requirements:
(1) A first-time visitor must register at the front desk and provide his/her full name, telephone number, the last five digits of an ID number (e.g. national ID card, passport, or alien resident certificate), the purpose of the visit, and a valid identification document. After checking this document, the NAA will issue an access card. On any subsequent visit, the visitor need only use an NAA computer to indicate the purpose of the visit (by selecting from a preset list of options), after which a staff member at the front desk will print out an access card. If there has been any change to registered information, the visitor must contact a staff member at the front desk to update it.
(2) If an access card cannot be used due to loss or damage, the holder must report it lost or turn it in to a staff member at the front desk. After the NAA has cancelled the original access card, it will issue a new card to enable access.
(3) An access card must not be counterfeited, altered, or lent for use by another person, and will be cancelled if any such action is discovered. If any harm is incurred due to the loss or misuse of an access card, the responsible party will be legally liable for damages.
4. The following principles apply regarding what items a non-NAA personnel may or may not take into the AAC:
(1) Items that can be taken into the AAC, but must be kept in a transparent container: Valuables (e.g. wallets, etc.), important ID documents, personal medicines, pencils not equipped with an eraser, notebooks, earphones, loose blank sheets of paper, etc.
(2) Items that can be taken into the AAC, but must be registered at the front desk: portable computers, tablet computers, cameras, and mobile phones with a camera function; the camera function of the aforementioned devices may only be used to photograph accessed originals, and must not be used in such a manner as to disturb other users. For archives that are read or hand-copied following the making of a confidentiality pledge, all the above items other than portable computers and tablet computers should not be taken into the AAC, and the lens on any computer equipped to take photos or film videos must be covered over by a staff member at the front desk. Anyone needing to take photographs must use equipment provided by the NAA, and submit all photos and videos to the NAA for approval.
(3) Items that require advance permission: For video camera devices or other items not mentioned in these Rules, the visitor must explain upon applying for access to archives why such devices need to be used, and they may be taken into the AAC only after the NAA has given permission.
(4) Items that are not allowed in:
a. Food or drinks; cigarettes, matches, or cigarette lighters; all types of writing implements (except pencils without an eraser); ink; erasers (including erasers attached to a pencil), correction ribbons or correction fluid; scissors or knives; staplers, paper punches, or pencil sharpeners; adhesive compounds or tape; liquid paint or spray paint; umbrellas or rain gear; brief cases, suitcases, backpacks, purses, bags, or other similar containers larger than a sheet of A4 paper; file folders or other paper carrying implements; animals (other than seeing-eye dogs).
b. Other containers or implements that could damage archives.
A person taking items in or out of the AAC must show those items to the staff. If necessary, a staff member at the front desk may require a visitor to submit to an inspection.
5. When an applicant who seeks to access an archive is a party to the subject matter of that record, the applicant must furnish an identification document; when the party to the subject matter is deceased or disappeared and his/her heir applies to access an archive related to the involved party, the heir shall additionally submit documentary proof of his/her relationship to the involved party.
If the person applying to access an archive is an agent by conduct, the applicant shall furnish a power of attorney and an identification document; if the applicant is a statutory agent, the applicant shall declare his/her relationship with the involved party and furnish relevant documentary evidence.
A foreign national who applies to access an archive shall furnish a photocopy of his/her alien resident certificate, passport, or other proof of identity.
6. A party who intends to apply for access to archives must first check a catalog or an index, then fill out or print out the Application for Access to Archival Records and submit it to a staff member at the front desk of the AAC. Alternatively, one may apply by: (a) filling out or printing out the Application for Access to Archival Records and submitting it to the NAA via mail or fax; (b) scanning an image of a filled out application form and sending it in via email; or (c) using a citizen digital certificate to apply via the NAA website.
7. The archives to which access is granted shall in principle be reproductions. If it is necessary to access an original, the applicant must state the reason on the application form.
Once an application to access an archive has been approved, the AAC will call up the volume as quickly as possible and either provide it on the spot or notify the applicant to come and access it.
If it is necessary to mail a record, once the NAA has received payment for the related fees, it shall mail a receipt and a reproduction of the record.
8. Whenever an archive is viewed, hand-copied, or duplicated, it must be done on-site at the AAC. The visitor must fully discharge the responsibility to safeguard the record, and must not misuse it in any of the ways set out in Appendix 1.
9. An applicant who obtains archives at the AAC must first check the quantity of the records and confirm their legibility, then affix a signature to the Sign-Out Form for Access to Archives.
Where a visitor intends to retrieve the originals of archives, the originals shall in principle be provided ten volumes at a time, and the visitor will not be able to retrieve other originals of archives until after he/she has finished examining the records on hand and returned them, and a staff member has confirmed that all are accounted for.
An applicant who needs to leave the premises temporarily must first handle the following matters before leaving:
(1) A visitor who uses the originals of archives must leave the records in the custody of a staff member at the front desk, and must not take it out.
(2) A visitor who uses an NAA computer to log into a member account of the Archives Access service must log off after finishing.
(3) A visitor who uses an NAA computer to view an electronic audiovisual file must log off after finishing.
10. A visitor who accesses the originals of an archive must return the record on the same day, and must not leave the premises until after a staff member at the front desk has checked the record and confirmed that all is in order.
A visitor who uses an NAA computer to log into a member account of the Archives Access service must log off when preparing to leave the premises.
A visitor who uses an NAA computer to view an electronic audiovisual file must, after finishing, notify a staff member to handle related follow-up matters.
A visitor who needs to continue accessing an archive need not re-apply if he/she accesses the record within 60 days from the day next following the day when notification of approval was delivered.
11. The AAC will provide the following equipment and other items free of charge:
(2) Cameras, camera stands, and other photographic equipment.
(3) Computers, image magnifiers, and other such viewing devices.
(4) Clear paper holders, paper bookmarks, and other such office supplies.
(5) Pencils, loose blank sheets of paper, and other stationery items.
(6) Gloves, dust masks, earphones, transparent container pouches, wheelchairs, reading glasses, and other such items.
Visitors will be allowed in principle to use the equipment, office supplies, stationery, and other items set out in the preceding paragraph on a "first come, first served" basis. Visitors will be allowed in principle to use computers, cameras, camera stands, image magnifiers, earphones, and other such equipment for two hours per person per use, but they may continue to use them if no one else is waiting. Such items may only be used to access archives and publications at the NAA.
A visitor who uses the NAA's equipment may not arbitrarily move or dismantle its parts. Other use principles must be in line with the provisions of Appendix 2.
12. Anyone who has a question regarding the use of equipment or other items must ask a staff member at the front desk. Anyone who causes damage through vandalism or misuse will be legally liable for damages.
13. Publications at the AAC must not be lent out to or carried out by anyone other than NAA personnel. Non-NAA personnel who view or photocopy such publications must do so at the AAC.
14. No fee is charged for viewing, hand-copying, or searching for archives, publications, or databases.
Anyone seeking to duplicate a national archive must obtain it in accordance with the Fee Standards for Viewing, Hand-copying or Duplication of Archives. Anyone who duplicates publications or loose sheets in black-and-white, whether by making photocopies from a hardcopy version or printouts from an electronic version, will be charged NT$2 per copy for each A4 black-and-white sheet, or NT$3 for each A3 sheet.
15. A person who uses AAC publications must not damage them by circling text, adding notes, leaving smudge marks, or folding or tearing the paper; anyone who violates this restriction will be legally liable for damages.
16. Visitors to the AAC are not allowed to smoke, eat, drink, engage in boisterous activity, misuse equipment, or hinder others who seek to view records; the NAA reserves the right to prohibit further use by anyone who violates this restriction.
Unless permission has been granted, visitors are not allowed to engage in photography or filming at the AAC.
17. All matters on which these Rules are silent shall be handled in compliance with applicable legal requirements adopted by the government.
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