Montgomery County Archives Guidelines

Welcome to the Department of Preservation of Records, the Montgomery County Archives. The Archives preserves for consultation and study the documentary heritage of the history of Montgomery County. As with any institution which houses rare documents, there are certain policies and requirements for use of our material.

  1. Positive indentification is required for all prospective researchers before using archival materials. This can be a driver's license, photo ID, or military ID.
  2. To obtain materials, the Researcher Registration form should be completed.
  3. Please enter your name in the register each day. Note the time you begin and complete your research.
  4. Patrons are asked to LEAVE ALL BRIEFCASES, PORTFOLIOS, PURSES, BACKPACKS, LARGE NOTEBOOKS, AND OTHER SIMILAR CONTAINERS OR HAND-CARRIED ITEMS IN THE SECURITY LOCKERS provided for this purpose apart from the research area.
  5. ALL MATERIALS ARE TO BE USED ONLY IN THE REFERENCE AREA OF THE ARCHIVES
  6. Patrons are required to use a PENCIL rather than an ink pen or ballpoint pen.
  7. No marking or writing upon archival materials is permitted. Extreme care should be used when handling fragile items. Do not fold pages or page corners. Do not erase or make corrections. Record books will be placed on a book cradle instead of flat on a table. Post-it notes may not be used.
  8. According to Tennessee State Law (TCA 39-16-504), it is a Class A misdemeanor to intentionally destroy, conceal, remove, or impair the verity, legibility, or availablilty of a government record. Violators will be prosecuted.
  9. The staff will bring requested materials for the patron's use, one unit at a time. Each unit will be checked in by the staff member before another is retrieved for use, and before the patron leaves the area.
  10. The exact order and arrangement of the papers must be maintained. If any mistake is discovered, please call it to the attention of a staff member. DO NOT REARRANGE ITEMS YOURSELF.
  11. In citing these materials, please site the full name of the collection or the originating county office and the archives. Example: The Jane Smith Collection, Montgomery County Archives, Clarksville, Tennessee or Marriage Record, Office of County Clerk, Montgomery County Archives, Clarksville, Tennessee.
  12. We reserve the right to inspect any items taken from the Archives upon completion of research and the patron's departure.
  13. TOBACCO PRODUCTS, FOOD, DRINKS, & CHEWING GUM ARE NOT PERMITTED IN THE ARCHIVES.
  14. Policy on Duplication
    1. Generally, materials from the Archives may be copied. The Archives reserves the right to refuse to copy items that are fragile or in any way may be damaged by copying. Most bound records have a microfilm copy available for use and copy purposes.
    2. In some instances, because of the nature or arrangement or time required to copy materials, the patron may be asked to identify items they wish to have copied and leave a check for the amount required for copies and postage. Copies will usually be mailed in three days.
    3. Patrons desiring copy services should request a supply of markers from the staff. (Post-it notes may not be used.) Items to be copied should not be removed from the folder. Attach a marker to each item to be copied so that the marker will be readily seen when the file is open.
    4. Archives copy fees:

      On Site

      photocopy & reader-printer $.25 per page

      By Mail (Copies by mail, $1.00 minimum; plus postage)

      photocopy & reader-printer $.50 per page, plus postage

      All copies are stamped on the back "Montgomery County Archives, Clarksville, Tennessee."
    5. We do not certify copies unless specifically requested. To certify a document, we go to the clerk of the office where the record was originally created and charge the certifying fee that the office normally charges, plus $2.50. This fee can be from $1.00 to $5.00 per page.
  15. Mail Requests - we will search for ONE surname in ONE record group (such as marriages or deeds) for ONE ten year time period for a $5.00 search fee (excepting some more common names), notify the patron of findings and cost to obtain copies.

    Please send only ONE record search request at a time. See Special Research for more information.


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