Ronald Reagan Presidential Library Entrance
Imagine you have a research project you are working on. As you look for authoritative sources, the search results bring up a document in an archive. After investigating further, you realize this document isn’t available online! It is, however, available in person. Your heart stops. You’ve never been to an archive! What should you expect?
When I visited an archive for the first time, I was anxious. I did my best to prepare and luckily my professor gave us some insight on what to expect. Not everyone has the advantage of this insight, so I wanted to share some tips and guidance to put your mind at ease.
1. Have a General Idea of your Research Topic
Archival Boxes
When preparing to visit an archive, start with brainstorming about your topic. Decide what materials will be most useful and relevant to your research. Make it a priority to ask for these materials first. This can be important if you are short on time because it can take a while for the archival staff to locate and retrieve materials.
2. Contact the Staff Ahead of Time
Screenshot of the Online Collection Topics
If you are unfamiliar with the archive’s collections, contacting archival staff can help you pinpoint what information you need. They can also aid in helping you narrow down your topic. Some archives, especially presidential ones, require that you make an appointment.
3. Bring the Appropriate Supplies
Request Form
Most archives restrict what supplies you can bring into the reading room. Laptops are allowed so the researcher can take notes and browse the collection while in the reading room. Other than that, a pencil, pencil sharpener, and a single piece of notebook paper are the only other supplies allowed. A sweater is usually permitted since reading rooms can be chilly (this protects the materials), in addition to a magnifying glass for hard-to-read handwriting or text.
4. Be Aware of Policies & Procedures
NARA Orientation Guide
During your first visit to an archive, a staff member will review the guidelines for properly handling and requesting materials. Most archives follow the 1:1:1 rule, one box, one folder, and one document in use at a time. If you request to view more than one archival box, the additional boxes must remain on the cart.
This procedure was implemented after reported thefts from the National Archives in College Park, Maryland in 2018. Unfortunately, some individuals plot to steal and sell historical artifacts and documents, making these policies necessary to protect the materials.
5. Take Notes
Archival box & document
Since a laptop is permitted, it is encouraged that researchers take notes. Make sure to write down the full citations of the materials you plan to use including the call number, collection title, etc. It is important to keep this information easily accessible in case you, or a future researcher, need to locate that specific document or collection.
6. Ask For Help
Researcher Application
If you encounter anything confusing in a document or have questions during the researcher orientation, please don’t hesitate to ask questions! The archival staff is available to answer and clarify policies and procedures.
7. Point Out Any Mistakes
Archival Box
Mistakes happen! Sometimes omissions occur in websites, finding aids, or material descriptions. If you notice an error, please don’t hesitate to point this out to a staff member. This can be done in person or via email. If possible, try to support your correction with another authoritative source.
8. Connect with other Researchers
The Reading Room
Not everyone is an extrovert (I know I’m not), but an archive can be a place to connect with those of similar interests. Most reading rooms are quiet spaces and it can be intimidating to start up a conversation. If you feel more comfortable, inform the archival staff that you are seeking a connection with other researchers interested in your topic. Remember that the staff will keep names, projects, and requests confidential unless the researcher provides consent.
Sources
Society of American Archivists. (n.d.). Visiting An Archives. Using Archives: A Guide to Effective Research. https://www2.archivists.org/usingarchives/visitinganarchives
All photos were taken by Kristina Gerhardt