The Reading Room

Material from the archives is directly available in our Reading Room. The rules of access are set out in Directive No. 4 of the General Director of the State Archives, dated 1th February 2013, on arranging access to records in the state's archives.

The right to avail themselves of the records is enjoyed by natural and legal persons, social organisations, and state and local self-governing bodies, as well as by organisational bodies with no legal personality. Private individuals may act on their own behalf, or as the authorised representative of an interested entity. Should legitimate grounds exist, a reader may avail themselves of the services of a personal translator. Access to the material is free of charge and encompasses all records duly entered into the accession register, that is, materials for which finding aids exist, enabling individual, content-specific units to be identified.

Records held in the archive become available 30 years after they were created, insofar as this does not violate the legitimate protection of the interests of the state and her citizens.

The law governing the release of records prior to the statutory 30-year period is set forth in the Minister of Culture and National Heritage's Order, of 13th December 2000, determining the specific circumstances and method for the early release of public records (Dz. U. [Journal of Laws] 2001, No 13, item 116).

Material which has not been entered into the accessions register, or for which no finding aids yet exist, or which is deemed to be in too fragile a condition, will not be made available.

The records are made available on the basis of a written application, submitted by the interested party, in the form of a reader's order form. The form contains the reader's personal details, together with the specifics of the requested unit and the type of work for which it is required.

In respect of records legitimately withheld, the reader is required to submit a written undertaking regarding the manner and scope of their use.

Readers may make use of the Archive's finding aids, that is the register and fonds card indexes, inventories, registers of collection and receipt, working registers, indexes, files and lists. The records which a reader wishes to study are made available of the basis of an order, placed using the Archive's order form. A separate form is required for every unit ordered. Up to 10 items may be ordered at any one time. However, there is no limit to the number of units which may be ordered in the course of one day. The Archive can arrange, on request, for the loan of microfilms held in other state archives or institutions; the costs for this will be borne by the reader. Copies of records can also be made, for a fee, as per the price list.

The Reading Room of the State Archive in Kalisz is open as follows:

• Monday 8:30 AM - 3:30 PM
• Tuesday 8:30 AM - 6:30 PM
• Wednesday 8:30 AM - 3:30 PM
• Thursday 8:30 AM - 3:30 PM
• Friday 8:30 AM - 3:30 PM

Orders for records are accepted from 8:30 AM to 3:00 PM every day

The Science laboratory opening hours:

• Monday - from 8:30am to 3:30 pm
• Tuesday - from 8:30 am to 6:30 pm
• Wednesday - from 8:30 am to 3:30 pm
• Thursday - from 8:30 am to 3:30 pm
• Friday - from 8:30 am to 3:30 pm

The procedure of archival materials sharing is described in the Head Director of the State Archives Decree no. 4 of 1February 2013 on making access to the archival materials in state archives amended by Decree no. 10 of the Head Director of the State Archives of 28 May 2014 on amended decree on making access to archival materials in the state archives.

Everyone is entitled to use the archival materials stored in the Archives: private individuals, as well as legal people, social organization, national and local authorities and also organizational units not having legal personality. Private individual may act for himself/herself or may be authorized by a person concerned. The files are accessible only in the science laboratory.

<> The archival material is accessible only after submitting the Application form - Archival holdings user’s reservation, which is to be filled on the spot or sent via traditional mail, email or fax. The date should be determined at least two days before. The Application form is to be signed in the science laboratory.

Archival materials ordering:

• The files are ordered on the basis of accessible archival supplies - catalogued goods, databases etc.
• The archival units are shared on the basis of an order form, which must be filled for every document. It can be filled in the science laboratory, sent earlier via traditional mail, email - pracownia@archiwum.kalisz.pl or fax with a defined date - at least two days before.

• The user is allowed to order five archival units at once (except for records of civil status, vital records and registration cards, where 10 units or cards are available at a time).
• The registration cards are not shared the day they were ordered. The waiting period is about one week.
• Only archival materials with page numbering or foliation are accessible.
• The microfilmed or digitalized files are only accessible in the form of microfilm or digital copy.
• It is possible to order the archival materials everyday from 8:30 am to 3o’clock pm.
• Materials, which do not need page numbering or conservation, are accessible within an hour.
• In case of materials that need page numbering or conservation, the date of access is individually negotiated with the worker responsible for the proper documents sharing policy.
• The archival files left in the science laboratory deposit for more than 14 days, are returned to the repository without user’s disposition.
• In special circumstances, people not living in Kalisz can place an order over the phone (phone number 62 767 10 22 ext. 19), giving the unit’s name and the reference number.

It is impossible to make access to the files, which:

• are subject to preparation (without reference number, not ordered, without page numbering),
• are inventoried, moved or being subject to any actions that exclude them from use,
• are subject to conservative works,
• are in bad condition.

Limited access may also be the result of legal restrictions, or may concern protection of personal data, title of ownership, individual data, etc.

The person using the archival materials is not allowed to:

• change the order of pages in archival materials’ layout,
• make marks, take notes or any signs on the archival materials,
• take notes placing paper on the files,
• share ordered materials to other people,
• leave the files on the table when the work is finished,
• eat, drink, smoke, use the mobile phone or talk loudly.

All book bags, briefcases, large purses, outerwear, and other large items must be left in the cloakroom.

The person using the archival materials can take digital photographs on his/her own in the science laboratory only after informing the Archives worker. The Archives can make a document reproduction upon the user’s request. This is a payable service.

The State Archives in Kalisz can import the microfilms from beyond owned holdings, stored in other State Archives, or in other institution, on the user's written request and at their expense.