Regulations for consultation

Art. 1 Access to the Archive

The Historical Archive provides access to consultation of the records in line with the applicable legislation. The Archive staff shall comply with the rules of the Code of ethics defined by the Authority for the protection of personal data (Provision No. 8/P of 14th March 2001, Articles 1 and 5 as amended and supplemented). The same rules shall be complied with by the users.

Art. 2 Consultation

Records shall be available to both General Group staff and external researchers. Near-graduates shall submit a presentation letter by their thesis supervisor.

Users shall describe the aims of their research and how it will be performed in the application form.

In the application form users shall:

  • take on responsibility for the handling and dissemination of information and commit to compliance with the Code of Ethics under Article 1
  • declare that they are familiar with the applicable legislation on copyright
  • commit to give the Archive a copy of the publications and theses written by using the Historical Archive documents.

Further rules may be imposed by the Archive Management within the applicable legislation.

Art. 3  Rules for access

Three types of access shall exist for the reading room: free access for the records open for consultation, special access and use of the information system. In some cases consultation of single documents or files may be stopped and reproduction forbidden in line with the Company’s needs. The arrangements shall be put in place by the Archive Management that shall inform researchers thereof.

Art. 4 Opening times

The opening times and functioning of the reading room shall be decided by the Archive Management on a yearly basis and shall be published in the Company’s website.

Art. 5 Requests

The reading room attendants shall make available the complementary tools to facilitate research. After selecting the records to be examined, users shall fill in the consultation request form. Priority shall be given to the requests coming from inside the Company. Records may be left for consultation up to five days after the request date. In case of absence of the researcher, the Archive Management may allow other researchers to consult the records in the repository, provided that they are stored in the deposit at the end of the day.

Art. 6 Rules of behaviour

The introduction of coats, overcoats, bags, briefcases and other containers into the reading room shall be prohibited. Users shall leave them in the relevant lockers. The use of special equipment owned by the users is allowed upon prior approval by the Archive Management. Researchers shall not change the order nor damage the integrity of the records. Should document materials be damaged, users shall be sent away (temporarily or permanently) from the reading room and reported to the judicial authorities in the most serious cases.

Art. 7 Reproduction

Under the applicable legislation, reproduction of documents shall be allowed for research purposes or personal use only. The citation, summary and reproduction of excerpts taken from documents shall be allowed by the Historical Archive for research and teaching purposes, provided that explicit reference is made to the archival fond. Photocopies and digital format reproductions shall not entail the transfer of artistic or literary copyright to third parties. Any other request shall be authorized by the Archive Management. Authorization shall also be requested for the publication of documents in full or any other publishing purposes. Copyright shall apply to the fonds under Article 2 of the Regulations of the Historical Archive for entities other than the Company.

Art. 7 Sanctions

In case of negligence or non-compliance with the rules (Articles 1, 2 and 6) no further requests for access shall be accepted.