Local History Room Policy

The mission of the Local History Room is to collect, preserve, and make accessible materials with historical significance to the Town of Billerica, as well as supporting materials from surrounding towns, the Commonwealth of Massachusetts, and elsewhere that inform Billerica’s history and development. These materials are available to researchers and the public to answer as many research questions on Billerica genealogy and history as possible. The Billerica Public Library holds these materials in trust for future generations, and therefore they can be examined only in the Local History Room.

The collection’s major emphasis is material of historical significance to Billerica. Subject areas include early settlers, family, business, work, education, government, environment, development, and prominent individuals and events.

The collection houses materials in a various  formats including, but not limited to, books, broadsides, manuscripts, maps, artwork, microfilm, newspapers, pamphlets, photographs, postcards, serials, town government documents, audio cassettes, videocassettes, CDs, DVDs and other electronic formats.  The collection also contains minutes of the Town of Billerica’s departments and committees, as required by the Town Charter.

Genealogies of families whose members have lived in Billerica and materials that may assist with genealogical research are included. Town annual reports, local high school yearbooks, street lists, maps, phone books, voter registration lists, vital records of Massachusetts’ towns, local cemetery catalogs, and microfilm of Billerica newspapers are some specific examples of the collection.

The collection may include multiple copies of exceptional, irreplaceable, or one-of-a-kind items. Three-dimensional artifacts may also be collected.

Gifts to the Billerica Public Library are considered outright and unrestricted donations, which may be used in any manner that is deemed to be in the best interest of the Library. Donations to the Billerica Public Library are tax deductible but the Library will not appraise donations for tax purposes or incur the cost of such appraisals. It is recommended that, if desired, appraisals be completed before the item is conveyed to the Library.

Upon signing a Deed of Gift, the donor(s) understands that the donated article(s) will be retained in the collection only as long as they remain useful for the mission and purposes of the Local History Room or the Billerica Public Library. If conditions warrant such action, the Library may keep, discard, exchange, or sell the donated property at some future date without notice to the donor in accordance with the Library’s established policies.

The donor further certifies that they are the lawful owner(s), have the right to donate the material to the Billerica Public Library, and that the article is free of liens and encumbrances.

All patrons are encouraged to visit the Local History Room to perform historical or genealogical research. The collection is an educational resource for community members, teachers, students, residents, and visitors, promoting a more significant appreciation of Billerica’s rich history. Many items in the collection are fragile or irreplaceable so care and consideration must be used. The following procedures must be followed:

1. No materials in the Local History Collection may leave the Library. Items in the reference collection and in the rare collection are all designated for in-library use only. Reference collection items are housed in the second-floor Reference Room, and rare collection items are housed in the Local History Room. 
2. Local History Reference items are located on the second floor outside of the Local History Room. They are available for use during Library hours.
3. The table outside the Local History Room is the designated area for the use of Local History items.
4. Patrons may request items from the Local History Room while the Library is open and may view them at the designated table.
5. Patrons have two options for accessing rare materials:
   • If patrons know which titles they want to use, they can submit requests to the Reference Librarian on duty. The Reference Librarian will pull items for the patron from the room, and the patron may use them at the table outside the Local History Room.
   • For browsing the Local History Room and more in-depth research needs, patrons can schedule an appointment with the Local History Librarian during his/her regular working hours to browse books and other materials in the Local History Room.
6. Prior to using items from the Local History Room, patrons must provide their name and contact information to the Reference Librarian on duty as well as provide ID to verify their identity. The ID will be returned after verification is complete.
7. Patrons are asked to wash and thoroughly dry their hands before handling materials.
8. Patrons may bring their laptop, phone and associated cords to the table. For physical notes, only pencils are permitted. Blue paper for note-taking will be available on the table.
9. No food or drink is permitted in the Local History Room or on the worktable.
10. Patrons must place their belongings on a designated shelf for the duration of their appointment.
11. Patrons may view one item at a time. When they finish with an item, the Reference Librarian on duty will return said item to the Local History Room and retrieve the next item.
12. Patrons must keep all items in the order that they were received, especially with unbound items.
13. If patrons wish to scan or copy materials from the Local History Room, they may use a smartphone , or they can make a request to the Local History Librarian. It is the researcher’s responsibility to understand and observe copyright law. Researchers should obtain permission before photocopying or photographing anything from the Local History collection. Any use in publications and papers should include citations of the specific item(s) used and references to the Billerica Public Library.
14. The Library microfilm/microfiche reader is available for public use by appointment. Patrons must observe all posted instructions for proper use of the machine. If requested, basic instructions for use will be given. Reels must be rewound and returned to the correct box after use. Patrons with their own reels are allowed to use the microfilm reader.

When handling rare materials, patrons are advised to avoid touching their face and to wash their hands after use to limit any potential exposure to heavy metals sometimes used in the bindings of older materials.

At the discretion of the Library Director, materials may be loand to historical institutions for the purposes of temporary display.

Revised and adopted by a vote of the Board of Library Trustees on September 9, 2019, as amended on September 9, 2024 and October 6, 2025