Rules of use
The SKS is a nonprofit organization. The highest decision-making body of the SKS convenes at its annual meeting, and the society’s activities are supervised by a board of directors elected by delegates. The board approves the rules of use for the Archives’ operations.
Rules of use for the SKS Archives
1. The SKS Archives is open to all. The archive materials are primarily freely available, but some have restrictions on their use.
2. The archive materials may only be used in the reading room of the Archives. The customer is responsible for reviewing the materials and making any necessary notes themselves.
3. The archive materials are available upon written request. The right of use covers only the purpose specified in the request. If the purpose of use changes, a new written request must be submitted.
4. When signing a request for archive materials, the user undertakes not to use the content to the detriment or disparagement of the person to whom the materials relate or to the detriment or disparagement of their close relatives. In addition, the user must comply with the following:
- Laws and regulations on data protection and copyright
- The rules of use for the SKS Archives
- The reading room regulations, as well as any other separately specified regulations
- Contractual terms of the materials as well as other restrictions on use
- SKS Archive’s guidelines on citing materials.
5. Restrictions on the use of materials are in accordance with contractual terms, legislation, or the condition of the materials, among others. The use of restricted materials requires an application for permission to be submitted and the purpose of use to be reported. The Director of Archives may grant permission in accordance with the terms and conditions of the restrictions on use. The permission covers only the specified purposes of use. If the intended use of the material changes, a new permission application must be submitted.
6. If an access copy of the material is available (digital or on microfilm), it must be used. Customers may request separate permission to consult original materials only when the use of digital or microfilm versions is not possible. Such special permission is granted by the Director of Archives on a case-by-case basis, considering both the condition of the material and its intended use.
7. Archive materials must be handled in a manner that prevents damage and preserves their original order. The customer is liable for any damage caused, in accordance with procedures determined by SKS. The customer must report any deficiencies, disorder, or damage observed in the materials.
8. The material may be used and quoted without the permission of the copyright holder. The publication, public presentation, and further dissemination of the materials are subject to authorization and are partially limited by data protection and copyright legislation.
- Publication and presentation permits are granted by the Director of Archives.
- In the case of materials being subject to copyright, the publisher is responsible for clarifying the copyright terms and obtaining consent from the rights holders. Approval is required to grant permits for publishing and presentations.
- The publisher must account for any ethical questions and instructions related to publication, dissemination, and/or presentation, such as the Finnish National Board on Research Integrity’s instructions for scientific research.
- When publishing materials, the SKS Archives must be mentioned as the holding institution.
9. When using the reading room, visitors must comply with all instructions from staff and show consideration for other users to ensure a quiet and pleasant working environment.
10. Organizing events in the reading room (e.g. photo shoots or reading groups) requires prior permission.
11. The Director of Archives may refuse access to the Archives to any person who violates the rules governing their use or the instructions governing the use of materials. Appeals of decisions should be sent in writing to the secretary general of SKS.
Approved at the board meeting on 10th November 2025.
Photo: Emma Suominen, SKS.