10 Tips for your Archive Trip
If you are looking to solve some history mysteries, working on a paper, do genealogical research or simply want to learn more about your community, an archive might have the answers you’re searching for!
An archive is a place that holds, organizes, protects, and often allows access to historical materials. Generally, held in its collection are items or records such as newspapers, letters, diaries, photographs, maps, and many more materials.
Usually an archive has at least one archivists who helps visitors with their research requests. Besides assisting visitors, staff complete tasks such as cataloging and digitizing materials.
You might be thinking “I’ve never been to an archive before, how does it work?” or “How can I use my time productively at an archive?”. Below I have assembled a list of 10 tips for your archive trip. This not only includes how to figure out what you would like to view at an archive but common archive do’s and don’ts.
1. Figure out what materials you want to view
Most people don’t just randomly decide that they’re bored one afternoon and want to grab some microfilm to look at 1950’s newspaper issues (though this could be pretty fun). Typically, an archive trip is planned. You’re likely visiting because you have a specific collection you want to look at or topic you’re researching.
With this in mind, you should search through the archives’ catalog online to see what is available. Are there collections that could include materials helpful to your research? Learn what is online and what you may have to ask an archivist about. It’s likely that there will be a lot of materials not available or mentioned online.
Make a list of items you would like to view. Organize them from your most viable leads to the sources you’re not sure will help. Gather any relevant details that will help you identify what materials are useful. This will save you and the staff time.
2.Contact the archive ahead of time
I cannot stress enough the importance of contacting the archive ahead of time. Getting in touch with the staff allows the team time to pull the the items you’re requesting.
Make sure to share the list of materials you would like to see and your research topic with the archivist. With more time to familiarize themselves with your request, the staff may have suggest of other related materials.
They may ask you to book an appointment in advance. This also provides you an opportunity to learn about their rules before arriving.
3. Archives often have reduced winter hours
Summer is the season for research. Maybe its because often professors have this time off from teaching. Or maybe its because the weather is usually better (at least here in Canada). People tend to travel more during the summer. Many archives are part of a museum. Museums tend to be open more during the summer due to kids being out of school and better weather, resulting in more travelers.
People usually don’t travel so far from home in the winter and archives have fewer visitors, resulting sometimes in reduced hours. Make sure to check the hours of the archive for the season you’re visiting ahead of time.
4. Bring your I.D.
Many archives require you to register as a visitor, meaning that you will need proof of your identity. I suggest bringing a piece of photo I.D. with your such as your driver’s license or passport. You may have to wear a name tag for the duration of your visit.
5. Travel light
Many archives will not let you bring large personal items like your purse or backpack into the research area. They also won’t allow food or drink. There usually is a storage area, such as lockers, where you can safely leave your items.
6. Bring your own notebook and pencils
Depending on your project, you might be requesting A LOT of files. Records that may have similar reference numbers or descriptions.
I highly suggest bringing a notebook so that you can take detailed notes about the items you’re viewing.
Depending on the archive, you may be allowed to bring in technology such as your phone or computer. Personally, I find taking notes on paper a lot quicker.
Most archives do not allow pens due to the potential damage to materials. Bring a sharpened pencil instead.
My current notebook! You can buy it online directly from the Canadian War Museum here.
7. Always carry a USB
Some materials, such as newspapers, are kept on microfilm. Every microfilm program I have used has a feature allowing the user to clip and save screen shots from the reel. These can be downloaded onto a USB easily.
Depending on how many shots you’re taking, they may be too big for an email. Using a USB makes saving files easy, lowers copying costs and keeps your records organized.
8. Ask before snapping photos
Every archive I have visited requires permission to take photos. Depending on the material type, there may be a reason why photos are not allowed.
The archivist will typically ask why you are hoping to take photos. If you are using them for personal or studying purposes, usually this is fine. However, if you are hoping to publish photos in a book or article, you will likely have to gain special permissions by filling out copyright paperwork for the management to review.
I have had to fill out a page long form declaring my purposes and what materials I am taking photos of at some archives, while others have given me verbal consent.
9. Charge your phone/ camera/ laptop and bring a portable charger
Often when I look at a record, I want copies of every single page to refer to later. One of the most economical options is to take photos of records. This way you get a digital copy to easily upload from your phone instead of scanning photocopies.
Sadly taking dozens (if not hundreds) of photos can really eat at your battery life. I have gone to the archives with a fully charged phone, only to leave with my phone at 2%. It seems tragic to make an appointment at the archives, someone pulls out your materials, travel there, finally getting your hands on the records, only to have your phone die partway through the collection. This is why I suggest bringing a portable charger!
Depending on your portable charger model, sometimes these things can hold days worth of charge. Let’s be real, unless we’re facing a power outage or on a camping trip, when else do we really use our portable chargers? Might as well put them to good use, or bring them along just in case.
I would also suggest fully charging other permitted technology (such as your laptop) as not every archive has accessible plug ins.
10. Handle items with care
Records are kept in archives to be preserved. They hold historical significance. Many materials at the archives are old.
Maybe you’ll be handling photographs, letters, diaries, newspapers, maps or other records. These materials are likely already delicate on top of their age. Though documents are well taken care of by archivists, by requesting the material, you take on responsibility for these items while in your use.
No pressure, but also a bit of pressure.
Follow any special requirements for handling documents, such as wearing gloves. Make sure to use items with caution so that this resource can continue to be accessible to others.
When in doubt, ask!
Archivists are there to help! Most will be happy to lend a hand carrying boxes, handling records, using microfilm, navigating the card catalogue or figuring out a reference number.
Be nice and understanding throughout this process. Sadly, not everyone is respectful of their expertise. Staff often have years of experience researching and have helped others with their projects. Recognizing their help with a “thank you” and sharing how appreciative you are really goes a long way.
You may look through files and find exactly what you dreamt of, something bizzare but helpful, or nothing related to your topic.
Negative results are still results. It’s better to have checked than find out there was valuable information after you have finished your project.
Or, if you’re like me, you’ll want to avoid lying awake at night wondering what was in that one folder you didn’t check.
You may also find unexpected materials that lead your project in a new direction. Some of the best advice I can give is “go with the flow”. Let the sources guide your work.
Honestly, sometimes what you find does come down to a little bit of luck.
I wish you all the best of luck in your searches!
Happy researching!
What would you like to find in an archive?
Let me know below!
You may also be interested in:
Researching at the Colchester Historeum in Truro, Nova Scotia
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