B. Certain documents may not be copied due to physical condition, possible damage, or legal restrictions.

1. (1) Archivists shall determine the suitability of documents to be photocopied.
2. (2) Original documents which are available on microfilm or some form of digital media shall not be photocopied when a legible copy can be made from the microfilm or digital media.
3. (3) Researchers shall not remove documents from folders when requesting photocopies.
4. (4) Researchers shall not tag documents to be copied with adhesive note pads. Researchers shall ask an archivist or the person at the reference desk for assistance.

C. Permission to examine materials is not an authorization to publish them.

1. (1) Permission to reproduce for publication unpublished documents shall be obtained from the holder of the copyright.
2. (2) Permission to reproduce and publish previously published works in its entirety shall be obtained from the holder of the copyright.
3. (3) The researcher making and using copied material is responsible for obtaining any needed permission or release of copyright from the owner or author.

D. Requests to use reproductions of film and photographs in publications shall be made in writing.

1. (1) Each researcher must complete and sign SRC Form 96-18, conditions for publication and reproduction.
2. (2) A letter of intent that details how the reproduction will be used shall be submitted to the administrator.
3. (3) Approval to use the requested materials will be made in writing.

E. Documents shall be properly cited and credited in publications, exhibits, or other use. Citations should follow this format: identification of item, name of collection, photo or film number (if applicable), New Mexico state records center and archives.

[11/3/69...07/01/96; 1.13.11.10 NMAC - Rn, 1 NMAC 3.2.10.2.10, 07/15/03; A, 06/01/06]