2.6.1 Archives

Archival collections contain published, re-created, or original manuscripts that are deemed significant enough to be placed in conditions designed to preserve them against damage or loss. Such collections may contain correspondence, maps, drawings, original drafts of books, rare books, or other papers and media that need special care. Photographs are a major resource in many archives, and they need special handling. Preservation policies of archival collections include practices such as keeping resources out of direct sunlight and away from moisture.

While archives offer researchers a great range of valuable resources, they typically impose rather strict policies on those wishing to access these resources. Researchers typically must wear gloves when handling materials to prevent damage from the oils and acidity of human skin. Normally, archival collections do not circulate (i.e., cannot be removed from the host site), and researchers may have to apply for permission to enter the site or use any information. Archives may charge varying rates to make copies of material or to use images of the resources in their collection for publication. To access some archives, researchers must plan ahead by scheduling a time to visit and making previous arrangements to access specific collections. Some sites do not allow researchers to scan materials using flatbed scanners, instead stipulating the use of non-flash photography or overhead scanning. Some archives do not allow the patron to scan, photograph, or copy a manuscript in any way, with all arrangements for copies and reproductions having to go through the archive’s staff.

The first step in archival research is typically to review a list or similar finding aid that indexes and describes the resources available in a collection. These descriptive aids can help researchers determine whether a collection contains resources that fit their needs and can make a visit to a selected archive more efficient and worthwhile. Finding aids have become so well constructed that they may provide researchers with enough information to enable the researcher to request copies of specific materials and avoid the effort and expense of traveling to the archive in person. Most archives offer downloadable finding aids of their most important collections on their websites, and there may be additional printed finding aids available on request. Most archives will make requested copies for a moderate fee and will mail or email researchers a packet of the reproduced materials. The cost of procuring such copies is almost always much less than the cost of traveling to an archive site and paying for housing and meals. However, if a collection is potentially full of material important to a research project, it may be better to visit in person.