What is an archive?
An archive is an organization that collects materials relevant to a specific group- a community of people, business, religious institution, educational institution, town, region, state, nation, and much more. While archives hold materials in many formats, they typically have more documents and paper-based materials than museums. These materials are often rare and irreplaceable, as very few copies, if any, exist in the world. An archive makes these materials available to the public while maintaining their condition.
Archives are not infallible or neutral institutions. Some archives significantly lack documentation of marginalized voices and can thus give a biased account history. Because of this, it is necessary to question the documents one comes across as a researcher. See how to approach primary sources and more on the Resources for Researchers page.
Archives are not infallible or neutral institutions. Some archives significantly lack documentation of marginalized voices and can thus give a biased account history. Because of this, it is necessary to question the documents one comes across as a researcher. See how to approach primary sources and more on the Resources for Researchers page.
What materials are stored in an archive?
Archival materials come in many formats. The most common formats are written, printed, or electronic documents, photographs, videos, music, and oral histories. Archives can include both published and unpublished materials. Often, these materials are primary sources, documents that were created during the time of the person, place, or event being discussed. Archives don't just collect historical materials, they collect materials that record the present day as well!
Archives do not collect every available record pertinent to their collections. If they did, the sheer volume of material would be far too great for any institution to keep track of. Instead, archives collect and preserve materials of archival value. Archival value is determined in several ways. Here are some measures of archival value:
Archives do not collect every available record pertinent to their collections. If they did, the sheer volume of material would be far too great for any institution to keep track of. Instead, archives collect and preserve materials of archival value. Archival value is determined in several ways. Here are some measures of archival value:
- Research value: useful information for researchers
- Historical value: useful historical information about organizations, people, places, or events
- Administrative value: useful records in the everyday activities of the organization that created them
- Evidential value: useful evidence of an organization's creation and functions
- Fiscal value: useful information about the finances of an organization
- Legal value: useful evidence of an organization or individual's rights and legal obligations
- and more (on the left hand side under narrower terms).
Source: Smithsonian Open Access
How can I use archives?
Most people who research in archives are researching the history of something- be it a person, place, idea, event, building, location, region, community, organization, institution, or even their own family. However, the reasons for doing so vary. For example, a student or scholar might visit an archive searching for primary sources they can use to support their claim in a paper. A historic preservationist might visit an archive looking at blueprints for a building they are restoring. A business might use archival material for marketing or company research. An individual interested in genealogy might visit an archive to research their family history. The way people use archives ranges widely and can look different for every person.
How do I find archives?
Archives are far more common than you may think. They range in size, scope, location, and format. If there is something you want to research, there is likely an archive that has relevant collections somewhere. Here are a few simple ways to find an archive that suits your research topic:
- Search online for archives, libraries, historical societies, higher education institutions, religious institutions, and digital archives in your area and/or on your topic. This will give you a good start on identifying archives that might be helpful for your research.
- ArchiveGrid is a website dedicated to mapping archives across the United States and beyond.
- Talk to someone who has experience in the field you are researching. This can be a professor, colleague, supervisor, or another researcher.
- Check the bibliographies of articles on your research topic. They may list archival material as a source.
Source: Library of Congress
What are archivists and what do they do?
An archivist's job is to protect archival collections and provide public access to the collections. Typically, archivists hold master's degrees in library science or other related fields like public history. Archivists work at a variety of institutions, including but not limited to universities, museums, religious institutions, government institutions, businesses and libraries. They tend to work with documents (recorded information) rather than artifacts (physical objects), but there is some occasional overlap.
Interested in becoming an archivist? Check out the Society of American Archivists' guide "So You Want to Be an Archivist."
- Protect materials: Archivists use their disciplinary knowledge to determine how best to care for the materials in their collection. For example, archival material should not be stored in regular boxes and folders. Instead, they must be stored in acid free boxes and folders to prevent any damage to the materials.
- Provide public access: Archivists act as an intermediary between an archive's contents and the public. Before archival materials can be seen by researchers, archivists must first organize, catalog, and occasionally digitize them. The act of organizing and cataloging the materials changes the way researchers interact with them by providing context. Archivists know their collections better than anyone else and thus are able to point researchers in the right direction for what they want to find.
Interested in becoming an archivist? Check out the Society of American Archivists' guide "So You Want to Be an Archivist."
Source: The New York Public Library
Why are archives valuable?
- Archives contain the evidence (primary sources) we use to learn about the past
- Archival material can change basic understandings or assumptions about history with real evidence
- Archival material can help to hold people and institutions accountable by providing records of their actions and obligations
- Archival material can help us learn from the past to plan better for the future
- Archival materials can provide documentation about and strengthen one's identity with a community
- Archives hold what the Internet does not - one cubic foot of archival material can contain thousands of pages, sometimes only accessible in person through one institution
Source: Library of Congress
What should I expect when I visit an archive?
Researching at an archive for the first time or even the tenth time can feel intimidating. Here are some tips that will leave you more prepared to start researching:
See advice from archival and library professionals on the Advice from Archivists page.
- Check the website: The first thing you want to do when deciding where to research is check the website. Many archives' websites will have information on their collections, which is helpful to assess if they have the materials you need. Other vital information you may be able to find on the website are: finding aids, digital collections, contact information, street address, parking options, hours of operation, appointment information, researching guidelines, materials request information, and reproduction (photocopying, scanning, photography) policies.
- Contact the archivist beforehand: Most of the time, archives require researchers to set up an appointment before researching. Set up an appointment several days in advance. Even if they do not require an appointment, it is beneficial to talk to an archivist to discuss the archive's holdings, research guidelines, and what might be most relevant to you. Contacting the archivist beforehand also gives the archivist time to retrieve the materials, especially if they are stored elsewhere.
- Do your research: Many archivists prefer that researchers have some secondary research done before they pay a visit to the archives. This helps streamline the research process. Having a clear idea of what you are researching also helps the archivists suggest material that is most relevant to your topic.
- Registration and requests: Sometimes, archives have researchers register when they arrive for research to prevent theft of the material. It is a good idea to bring a form of photo identification with you just in case. Often, someone will introduce you to the archives, explain the archive rules and show you how to request materials as a part of this registration process. Archives have researchers request materials a variety of ways, either beforehand online, or in-person during the course of research using request slips. Most archives do not allow researchers to browse the collections by themselves, so a staff member will likely bring the requested materials to you.
- Bring appropriate materials: Most archives allow researchers to bring notetaking materials like notebooks, pencils, laptops, cameras, and cell phones with them. Food and drink are almost always prohibited from archives as they can damage materials. Other common prohibited items include pens (can make permanent marks), and large bags and coats (can enable theft). Contrary to popular belief, gloves are not required at most archives. If gloves are required for certain materials, the archive will often provide them. Instead of gloves, researchers should have clean, dry hands before touching any archival material. Always check with the archive beforehand for what you can and cannot bring.
- Handle with care: Archival materials need to be preserved for other researchers to use in the future. Always handle materials with care, making sure not to rip or mark the materials. Folders within boxes should be kept in the same order (some archives will give you a designated marker to keep track) and materials within folders should be kept in order as well. The order of materials reflects the order archivists put them in or the order the original owner intended for them. Keeping materials in order helps archivists and future researchers.
- Plan your time: Check the archive hours and appointment duration before researching. Archival research can be a time consuming process, so you want to make sure you make the most of your time. In places that allow it, plan on taking pictures of materials. To save some time later, make sure you note the citation information of any relevant materials.
See advice from archival and library professionals on the Advice from Archivists page.