Researcher Guidelines and Registration Form
Researcher Guidelines
Thank you for your interest in the Heritage Village Archives and Library. In-house use of the collection by interested scholars, researchers, and members of the general public is welcomed.
Access to the collections is only available to the public with an appointment. Since the availability of research assistants may vary, researchers are encouraged to make their appointment at least one week in advance. Appointments are generally available on Wednesday, Thursday, and Sunday during museum operating hours; appointments on Friday and Saturday may be available on a limited basis with advanced notice.
No materials from the Archives and Library are available for loan.
To schedule an appointment, please call 727.582.2128 or email and leave a detailed message with your name, contact information, and the nature of your research request.
Reading Room Rules:
Because the items contained in the archives collection are both rare and fragile, researchers must take a few precautions in order to protect the items from harm:
  • No food or drink is allowed in the reading room, except for water in a tightly-sealed container located away from all research materials.
  • To prevent damage to the archives collection, library books, yearbooks, or city directories, researchers must wash and thoroughly dry their hands before handling materials or wear gloves, available in the library.
  • Photographs may only be handled using gloves. The Archives and Library has nitrile gloves available for researcher use.
  • Researchers may bring laptops or tablets into the reading room. Public Wi-Fi is available.
  • Researchers may bring paper on which to make notes; however, only pencils are allowed, no pens.
  • Researchers are invited to bring wand-style personal scanners to capture images of library or archives materials so long as research assistants or County staff determine that doing so does not risk damaging the materials. Feed style and flat-bed style scanners are prohibited, as is any personal scanning of photographs. Copies made using personal equipment may only be used for personal, non-profit use. Further, any such images are subject to the limitations denoted in the “Copyright law and other applicable restrictions” section of these Guidelines below. Under no circumstances may a researcher bring a camera into the reading room or attempt to photograph any materials therein.
  • Any items (bags, folders, equipment, etc.) brought in by researchers are subject to inspection at any time during the research appointment.
    Do not alter library or archives materials in any way (pencil marks, “dog earring” corners, etc.).
  • Do not take notes on paper placed on top of archival materials—doing so could leave impressions on the materials beneath.
  • Researchers must comply with any instructions from County staff or research assistants in regard to the handling of materials.
Researchers may request photocopies of materials in the archives and library unless the research assistant or a staff member determines that doing so presents a risk to the materials. The per-copy rate is $.25 for black and white and $.50 for color.
Photograph reproductions:
Researchers may request a copy of photographs for a fee. The fee schedule is as follows:
  • Copy paper black and white reproductions are $1 per image.
  • Copy paper color reproductions are $2 per image.
  • Scanned images burned onto a CD/DVD are $10 per image. Members of the Pinellas County Historical Society receive a discount of 50% off image files; proof of membership required.
  • All copies must be paid for in advance, by check or money order made payable to “Pinellas County Historical Society”. Cash and credit cards are not accepted. Please allow 2 to 3 weeks for completion of your order.
For-profit use of materials:
Prior to any for-profit use, including but not limited to publication, of any photocopies or photograph reproductions provided by County staff or research assistants in accordance with the two sections immediately above, the requesting researcher must complete the Heritage Village Archives and Library Permission and Use Form. To reiterate, images captured using personal equipment may only be used for personal use; they may not be used under any circumstances for for-profit use.
Copyright law and other applicable restrictions:
In requesting, copying, reproducing, publishing, or otherwise utilizing any materials from Heritage Village Archives & Library, the researcher is solely responsible for complying with copyright law and any legal licenses, permissions, or rights associated with said materials. Researchers are encouraged to request and review the Copyright Basics handout; however, staff and research assistants cannot provide legal guidance.
Donating items to the collection:
For information on how to donate artifacts or archival materials to Heritage Village, please contact our Curator of Collections, who can get you started with the donation process. The Curator may be reached at (727) 582-2119.
E-mail addresses are public records under Florida law and are not exempt from public-records requirements.
If you do not want your e-mail address to be subject to being released pursuant to a public-records request, do not send electronic mail to this entity.
Instead, contact this office by telephone (727-582-2123) or in writing, via the United States Postal Service to this address:
Pinellas County Heritage Village 
 11909 - 125th Street N.
Largo, FL 33774