Access Policy

Procedures for researching in the archive.
ARCHIVES OF THE BENEDICTINE COMMUNITY OF NEW NORCIA

ACCESS POLICY
1. INTRODUCTION

1.1

Policy Statement
This policy is to clarify conditions of access to the Archives.
It has been ratified by the Benedictine Community in consultation with its Archives, Research and Publications Committee.

The Benedictine Community of New Norcia Archive is a private archive and access
to its records is restricted.

2. PURPOSE AND NATURE

2.1

The Benedictine Community was founded at New Norcia on the 1st March, 1846 as a
monastery, undertaking a mission to the Aboriginal people of the area.
In 1867 the monastery was made an Abbey Nullius and remained so until 1982.
In the early 1900s schools for European/Australian children were opened.
The monks lived their monastic life while managing a farm and the mission, and doing
pastoral work in the parishes of the Abbey Nullius and in the schools.

2.2

Records from these activities, along with histories written by monks and others, photographs,
slides, films and videos, maps and plans form the bulk of the archival records.
Some of the records are in their original format.
Some of the records have been digitalized.
The above are available at New Norcia only.

2.3	Some of the records have been microfilmed. These microfilms are available at New Norcia and copies are administered through the JS Battye Library, Alexander Library Building, Perth. These microfilms are available to researchers with permission from the Benedictine Community as detailed above.

2.4	The Archive retains records from the ongoing life of the Benedictine Community, the monks' personal records, farm and business records and materials donated by past members and students.

2.5

The collection is retained and preserved for:
i. the use of the Benedictine Community of New Norcia in its day to day running of the
town and farm of New Norcia.
ii. use in providing materials for educational use by schools and universities, and for public
education in Australia.
iii. genealogical research for Aboriginal people, former students, workers, monks, local
farmers etc.

2.6	Researchers will come to the archive in New Norcia, Western Australia or alternatively go to the JS Battye Library of Western Australian History, 3rd Floor, Alexander Library Building, Francis Street, Perth to do their research.

3. ACCESS TO RESEARCH MATERIAL

3.1	Access to the archival records held by the Benedictine Community of New Norcia is restricted.

3.2.1

Access is at the discretion of the Abbot of New Norcia.

.3.3	Permission to access the records must be applied for by a ‘Permission to Access Form’.

a.i

This form is available on our web site www.newnorcia.wa.edu.au by following the
Monastery and Archive links and from the JS Battye Library of Western Australian
History, 3rd Floor, Alexander Library Building, Francis Street, Perth.

a.ii

When completed the Permission to Access form needs to be forwarded to the Archivist
who will check it and forward it to the Abbot for his permission and signature.

a.iii

The Abbot will assign a date for termination of the permission. An application can be
made for an extension if necessary.

3.4	Generally, only the Archivist may enter the Archives storage area and open or remove boxes or other items from the shelves. The Archivist is responsible for handing out material to bona fide researchers.

3.5	A fee will be charged for research carried out by the Archivist.

4. CHARGES RELATING TO THE ACCESS OF RECORDS

4.1

Copying
Limited copying of these records may be permitted.
Copying charges will be set by the Archives at the Monastery of the Benedictine Community at New Norcia or by the State Archives of Western Australia or the JS Battye
Library of Western Australian History in accordance with their current rate.

4.2	Charges The hourly charge for the time taken by the Archivist;

to discover and clear the records requested,

to serve the researcher with the records requested

iii

to research for a client, will be set by the Abbot of the Benedictine Community in consultation with the Archives, Research and Publications Committee and the Archivist.

4.3	Charges relating to the translation of records will be set by the translator.

4.4	All the above charges are to be paid by the person using the archival records held by the Benedictine Community of New Norcia.

5. RULES TO BE OBSERVED BY RESEARCHERS WISHING TO USE THE ARCHIVAL RECORDS BELONGING TO THE BENEDICTINE COMMUNITY OF NEW NORCIA.

5.1	Persons desiring access to records held in the Archives of the Benedictine Community of New Norcia for the purpose of research, shall first apply on the relevant `Permission form' to the Superior of the Benedictine Community.

5.2	Persons desiring to access the records for the purpose of genealogical research will apply on the relevant `Permission form' to the Archivist

5.3	Limited copying of records may be permitted. Copious notes are recommended.

5.4	Full reference details of records accessed should be kept by the researcher. New Norcia Archive [NNA] accession number, title of the record, date, page, paragraph, author and addressee.

6. RULES TO BE OBSERVED BY RESEARCHERS USING THE ARCHIVAL RECORDS AT THE ARCHIVES, HOLY TRINITY ABBEY, NEW NORCIA.

6.1	All persons entering the search room will give their permission form to the Archivist.

6.2	All bags, cases and other similar containers are prohibited from the search room.

6.3	Pencils only may be used to take notes from the records.

6.4	Eating, drinking and smoking are prohibited.

6.5	Searchers may use no more than one file at a time

6.6	Care must be taken to ensure that the order of papers, cards etc which are loose in folders, bundles or boxes, is maintained at all times. Where papers are fastened together in any way, the fastening must not be interfered with.

6.7	Original documents must always be handled with the greatest care and respect. Readers must avoid placing their hands, arms and writing materials on the documents.

6.8	Full reference details of records accessed should be kept by the researcher. New Norcia Archive [NNA] accession number, title of the record, date, page, paragraph.

6.9	No marks of any kind may be made on the documents.

6.10	Upon request the Archivist may copy documents for a researcher. This request may be refused at the discretion of the Archivist. The researcher must abide by the Archivist's decision

6.11	Only the Archivist, the Abbot, or other persons approved by him, may enter the Archives storage area and open or remove boxes or other items from the shelves.