Archives at NCBS: Access guidelines
Rev 3: Feb 21 2025
Thank you for your interest in the Archives at NCBS!
Section 1: How to find and view material
Visit our catalog! https://catalogue.archives.ncbs.res.in/
Levels of access
The Archives at NCBS has four levels of access for its collections. Note that many archival objects will have associated digital objects on the catalog, and you may not need to visit the Archives to view material! Do find the level of access and digital objects, see the image below from one of the folder entries in the Archives at NCBS.
Explanation for Levels of Access / Conditions Governing Access:
1) "Open/Online": This material is available to view directly online (see, for instance, numerous collections listed at https://archives.ncbs.res.in/featured-collections). To go to the digital object, click the icon adjacent to the folder in the catalog as highlighted in the image above. This material does not require a researcher request for viewing. However, please remember that this is for open access/viewing. Reproductions or publishing may still require the user to get permissions from the copyright holder of the material (see Section 3 of the Access Guidelines).
2) "Available upon request": If a digital object is not available (and you do not see the digital object icon), you may make a request via our online researcher access form (https://archives.ncbs.res.in/sites/default/files/NI-007_0013-0_Access%20and%20Use_Fill.pdf). Most of the collections have digital copies on our internal server. If the requested folder has a digital file that can be shared, we will provide this using a temporary online drive link. As much as possible, we aim to provide access to digital copies of material instead of the physical material (these digital copies also allow the researcher to search through most of the printed text, if it is in English). All requests have to be submitted (signed submissions, either by email or in hard copy) using the online form linked to on our Access page. The turnaround time for requests can be up to 48 hours.
3) "Restricted researcher access, view on-site": Occasionally, we may only provide physical access to view on-site due to donor rules, sensitivity of the material, or because the folder may not have a digital copy. Please see Section 4 of the Access Guidelines for in-person visits.
4) "Restricted/embargo": This material has an embargo for current access, due to various reasons including sensitivity, donor conditions, or fragility. Please see Section 5 of the Access Guidelines for our policies on digital or physical access to our archival collections.
Please note that as of February 2025, not all collections at the Archives at NCBS will list the access level for each folder. Patrons can always send a researcher request form (See Section 2 of the Access Guidelines) if an access level is not visible. We are systematically developing these access levels to be uniformly applied across our collections and request your patience while we work through this. For an example of a collection with all levels outlined, please review the Ravi Sankaran Papers: https://catalogue.archives.ncbs.res.in/repositories/2/resources/1
Section 2: Research viewing requests
For those archival objects that do not directly have associated digital objects on the catalog (and/or listed as "Available upon request" or "Restricted researcher access, view on-site" in the Conditions Governing Access), please filll up the Researcher Application form: https://archives.ncbs.res.in/sites/default/files/NI-007_0013-0_Access%20and%20Use_Fill.pdf. Email the signed (digital is fine) PDF file to archives@ncbs.res.in
The application form needs the archival record identifier, which is in bold, and in the top section of the catalog page. For instance, refer to the identifier, MS-012-1-1-1-7 for the file on correspondence between MB Krishna Rao and Leslie Coleman on April 4, 1952 (https://catalogue.archives.ncbs.res.in/repositories/2/archival_objects/9734). We share the naming convention below to help researchers understand records at the Archives at NCBS. But this knowledge is not necessary to make requests!
MS-012-1-1-1-7
MS: Manuscripts
012: 12th manuscript collection at Archives at NCBS - Leslie Coleman Papers
1: Series number (Correspondence)
1: Sub-series number (Letters to Leslie Coleman)
1: Box or container number or location
7: Folder or sub-container number
If you are able to come in person, we can share the physical material with you. If you are not able to come, we will set up an online drive to give you access to the material. This gives you access to view the material similar to other digital objects on our website, but it does not give permission to reproduce the material or quote from it.
Section 3: To use material in any form of publication
Please fill up this 'Material Use' form: https://archives.ncbs.res.in/sites/default/files/NI-007_0014-1_Material_Use_Form_Fill.pdf. Email the signed (digital is fine) PDF file to archives@ncbs.res.in
Section 4: Visits in person to the Archives
The Archives at NCBS is open between 10am and 5:30pm, Mon to Fri (weekends by appointment). We can be reached +91-80-6717-6011. For an informal visit, please tell the NCBS campus gate security staff that you wish to visit the archives. For visits to view archival material, please send us an email (archives@ncbs.res.in) with your researcher application form at least three days before the first date when you wish to come to campus. Please do glance through the Researcher Application form before arrival for regulations at the archives: https://archives.ncbs.res.in/sites/default/files/NI-007_0013-0_Access%20and%20Use_Fill.pdf
While there's no limit to the number of folders you can see, the archives issues five folders at one time to the researcher's desk. Only pencils are allowed at the researcher's desk. Since we have digital copies of most of our collections on our servers, ask us if you need digital copies for reference and avoid taking photographs with phones in a way that might damage the material.
Section 5: Our Policy for Online Access to Digital Objects
The Archives at NCBS aims to make much of its archival material freely accessible online while also being attentive to the legal and ethical concerns of donors and rightsholders. Some objects on our site may not be accessible digitally and will state that they have 'restricted access'. While this is not an exhaustive list, here are some of our broad policies for making material accessible to the public through digital objects:
1) We aim to comply with any legal restrictions imposed by donors in their Deed of Gift or Consent Forms, or any copyright restrictions that may have been established on third-party published material.
2) India's Public Records Act (1997) allows for public records older than 30 years to be made available to the public through national and state archives. For a lot of our archival material from private donors, we try and align with this Public Records Act and provide access to digital copies of records that are older than 30 years and without sensitive information. This is applicable to most correspondence and administrative documents, and third-party documents across collections.
3) The following kinds of records will typically have restricted access. Users can still make direct requests with the Archives at NCBS and these will be dealt with on a case-by-case basis. By November 2024, we aim to update catalog entries for restricted records with embargo periods:
(a) Any third-party material that has explicit directives on it for restrictions (like some archival cartographic material)
(b) Audio-visual material that includes sensitive content relating to humans
(c) Records that the Archives at NCBS appraises as containing sensitive content (like some contact information, recommendation letters)
(d) Records with content that the Archives at NCBS feels would harm the rights of indigenous, vulnerable or marginalised communities.
(e) Financial, medical or legal records that have been appraised to have archival value, but with sensitive content
The Archives at NCBS recognizes that there are still circumstances where some digital material may be removed from public access. If you know of specific circumstances that apply to any of our archival material, please visit our Take Down Policy page and help us in ensuring fair access to material: https://archives.ncbs.res.in/takedown
