What you should know before visiting a state archive

The legal basis for using the state archives is the Regulations for the Use of the State Archives of Bavaria of January 16, 1990 (BayRS 2241-1-1-K, GVBl p. 6, last amended by the Ordinance of July 6, 2001, GVBl p. 371) and the Bavarian Archives Act (BayArchivG) of December 22, 1989 (BayRS 2241-1-WFK, GVBl p. 710), amended by the Act of December 16, 1999 (GVBl p. 521).

• Before visiting the archives, it is recommended to consult the relevant specialist literature:

• For research projects in the field of genealogy, the "Guide to Genealogy in Bavaria" provides initial guidance.

• For local historians (e.g., house and farm histories, local chronicles), the "Historical Atlas of Bavaria," published by […], is a valuable resource. The Bavarian State History Commission at the Bavarian Academy of Sciences and Humanities provides an important resource.

• Please register in writing or verbally before visiting the archive.

• For on-site use of the archive, the "Application for Admission to Archive Use" must be completed on the first visit or for each research project. This form requires the user to provide information about themselves (please bring their identity card) and their research project.

• Minors, such as students, must bring written consent from their legal guardian before their first visit, in accordance with Section 2, Paragraph 2 of the Archive Use Regulations.

• Upon written request, you will generally receive information on the archive's relevant archival materials and finding aids (records) for your research project, which you can use to locate relevant archival materials on-site.

• In response to a written inquiry, you will generally receive information on the archive's relevant archival materials and finding aids (records) for your research project. Numerous finding aids and digital copies are available online for research: Finding Aid Database

• On-site in the reading room or reference room, archive staff provide an introduction to archival work and offer assistance with searching for and ordering documents.

• Archival materials are ordered using the so-called archive reference number, which consists of: Archive (abbreviated or full name) + archival holdings (abbreviated or full name) + number, e.g., BayHStA, MInn 17.

• Viewing and evaluating archival materials takes place in the archive's reading room and is the responsibility of the user; this may require specialized knowledge, e.g., for reading older scripts. Our "Digital Paleography" program is available to help you practice deciphering German and Latin manuscripts from past eras.

• Certain archival materials may not be available for viewing due to privacy and data protection regulations, statutory retention periods, or the condition of the material (see Art. 10 BayArchivG).

• Each archival item is a unique piece, an irreplaceable cultural asset that must be handled with the utmost care. Please refer to the reading room regulations applicable in the respective archive.

• Archival materials may be photographed free of charge in the reading rooms of the Bavarian State Archives, subject to the following conditions. There is no entitlement to photograph specific archival materials. In case of doubt, the decision rests with the reading room supervisor or the relevant staff member.

The following may not be photographed for legal or conservation reasons:

• For legal and conservation reasons, the following are not permitted:

• Archival materials subject to statutory retention periods or confidentiality regulations (exceptions: building permit files by owners or purchasers),

• Archival materials whose use would endanger the interests of the Federal Republic of Germany or one of its constituent states or infringe upon the legitimate interests of those affected or third parties, official registers and files that cannot be easily opened to 120°,

• Archival materials with pre-existing mechanical damage,

• Oversized archival materials (larger than the usable table surface).

Provided no legal regulations prohibit it, the distribution or publication of self-made photographs is permitted free of charge. Any publication of archival material must include proof of the holding archive and the archive reference number.

The user is responsible for respecting the rights of those affected or third parties, in particular copyright, data protection law, and general and posthumous personality rights. We expressly point out that individual documents may still be protected by copyright, even if the Bavarian State Archives do not hold the rights of use. In such cases, photographic reproduction is only permitted within the limits of copyright limitations. Prior to any further use, the consent of the copyright holder must be obtained.

• The production of reproductions by the State Archives (§ 8 para. 1 sentence 2 of the Bavarian Archives Regulations) in accordance with the fee schedule for reproductions will continue to be fully possible. Further information can be found here.