Historical Diplomatic Documentation ‒ Historical Diplomatic Archive

General rules for consultation

Confidential documents (see Articles 122-127 of Legislative Decree No. 42 of 22 January 2004 – Cultural Heritage and Landscape Code and Legislative Decree No. 196 of 30 June 2003 – Personal Data Protection Code), i.e. documents declared to be confidential which regard the foreign or domestic policy of the Italian State, can be consulted 50 years after their date.

Documents dating back to the period between 30 and 50 years is only available for consultation with the specific authorisation of the Head of the Unit, subject to the opinion of the relevant office (see Ministerial Decree 1012/BIS/712 of 22 December, 2015).

Documents containing specific categories of sensitive data can be consulted after 70 years (Article 221 of Law 675 of 31 December,1996 and Articles 8 and 9 of Legislative Decree No. 281 of 30 July, 1999).

Fonds that are not ordered or have no sufficient means of identification, as well as documents of very high value or that have conservation problems, are excluded from consultation.

Access  

In order to access the services of the Reading room of the Historical Diplomatic Archives, users have to register on the dedicated portal

https://web.esteri.it/archiviostoricodiplomatico/

Through the portal users can:

– request authorisation for consultation;

– reserve a place in the Reading Room;

– request documentation;

– request authorisation for digital reproduction.

Users are urged to carefully read and scrupulously follow the “Reading Room Regulations” (Regolamento della Sala Studio) and the “Rules of Ethics for Archiving in the Public Interest and Historical Research (Regole deontologiche per archiviazione nel pubblico interesse e ricerca storica).

Please note that the Reading Room of the Historical Diplomatic Archives is located inside the Palazzo della Farnesina: appropriate clothing is necessary.

Documents needed for registration with the Portal

When registering (https://web.esteri.it/archiviostoricodiplomatico/), users shall attach a copy of the following documents in pdf format (attachment requirements: file name max 40 characters; file size max 300 kb):

• ID card;
• presentation letter by the university Professor or the institution commissioning the research;
• for non-EU nationals: verbal note of the competent Diplomatic Mission indicating the research subject (the research will be allowed if reciprocity is provided).

By signing the application for registration and admission to the Archives, users agree to the digital treatment of their personal data.

PLEASE NOTE

– In order to access any document, you must complete the following essential steps on the portal (before going to the Archives):

1) register;

2) complete and submit your search request;

3) book your visit dates;

4) book the documents to be consulted (maximum 3 envelopes per day);

– Users undertaking a new search shall submit a new request through the portal.

– Requests for archive material must be made through the portal by 11:00 a.m. at the latest on the day before consultation.

– If users are unable to come on the day booked, they must cancel their booking through the portal [or by sending an email to archiviostorico@esteri.it], at least 24 hours in advance. In the case of repeated non-communicated absences, the Archives reserve the right to block the users’ subsequent bookings (see Regulations).

For obtaining information and assistance on the procedures to register, reserve seats in the Reading Room and order archive material, please follow the tutorials at the link: https://web.esteri.it/ArchivioStoricoDiplomatico/tutorial/default.aspx

Services 

• Consultation of documents

Users have access to a Reading Room that is part of the Historical Diplomatic Archives. A microfilm reader is also available.

• Reproduction of documents

Digital reproduction of documents with personal devices is allowed, on condition that a copy of the microfilm, CD or DVD is provided to the Archives, with the precise indication of the reproduced documents.

Main fonds and collections 

The Historical Diplomatic Archives currently hold around 16 linear km of documentation. Documents are mainly stored according to their  institutional origin (i.e. the transferring office). In most cases, the original organization of the Archives has been preserved or reproduced. Some political series have been rearranged following an alphabetical-geographic order.

Some of the main fonds are equipped with appropriate descriptions of the materials which are available in the Reading Room: published inventories, typewritten inventories, transfer records or other material that is currently being made available also online in .pdf format.

The online inventories can be accessed by selecting the appropriate title from the following lists.