What to expect during check-in at the New York State Archives research room (for families researching Great Meadow)
The New York State Archives research room has a structured check-in process. Knowing the steps ahead of time makes your day a lot smoother—especially when you're tracking down records connected to Great Meadow.
You can't just walk into the New York State Archives research room - visits are by appointment only. Before you go, contact Researcher Services to schedule an appointment and reserve a table. E-mail archref@nysed.gov or call (518) 474-8955 to set things up. Wait for an e-mail or phone call confirming your appointment before you travel. Table space is tied to confirmed appointments, so showing up without confirmation can mean a wasted trip.
When you arrive, you'll sign in and complete the Research Room Registration Form. The form is straightforward: fill out items 1–11 and sign the declaration. That signature confirms you've received the Archives/Library research room rules and agree to follow them. Staff will check that the form is signed before you start working.
Check-in happens at the Archives research room on the 11th floor of the Cultural Education Center at 222 Madison Avenue in Albany. Hours are Monday through Friday, 9:30 a.m. to 4:00 p.m. The room is closed on New York State holidays, so plan your appointment around that schedule.
Bring valid photo ID. You'll need to show it during check-in.
- ✓ Your personal items (you’ll be asked to place them in a locker during your visit)
- ✓ Bags or totes you brought with you
- ✓ Coats/outer layers and other belongings you’re not actively using at the table
One detail that surprises first-time visitors: your table is reserved through the appointment process. Contact Researcher Services by e-mail or phone to reserve one, and don't head in until you've received confirmation.
The Cultural Education Center has a visitor policy designed to protect visitors, staff, and the materials in the building. Staff and security will step in to stop prohibited activities. Violations have real consequences. You can be expelled from the building and lose your privileges to use the facility.
- ✓ Using or distributing alcohol or illegal/non-prescribed drugs
- ✓ Using tobacco products or other smokable or vape-able products within the Cultural Education Center
- ✓ Bringing animals other than guide and service animals into the Cultural Education Center
- ✓ Carrying weapons of any kind
Note: If staff or security see a policy violation - like prohibited substances, vaping/smoking, an unapproved animal, or a weapon - they can remove you from the building. Violations can also lead to a loss of privileges.
If your privileges are revoked and you want reinstatement, submit a written request. Address it to the Deputy Commissioner of Cultural Education at 222 Madison Avenue, Albany, NY 12230.
You can't negotiate suspension length at the desk. Under the visitor policy, the State Librarian, State Archivist, Museum Director, or their designee determines how long the loss of privileges lasts.
Practical Tips
- ✓ Leave alcohol and illegal/non-prescribed drugs out of the building - use or distribution is prohibited
- ✓ Don’t smoke or vape inside the Cultural Education Center
- ✓ Only bring guide/service animals; other animals aren’t allowed
- ✓ Don’t carry weapons of any kind
Before you go, lock in your table reservation: e-mail archref@nysed.gov or call (518) 474-8955. Then wait for confirmation so you know you're cleared to come in.
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