The
following is a basic F.A.Q (Frequently Asked Questions) about archives and
archival information. Click below or scroll down for the topics listed. If
you cannot find what you're looking for take a look at my Grape Shot Archival Links Page
What
is an archive and what is an archivist?
Isn't an archive just a bunch of papers?
Some
Definitions of words commonly used when dealing with an archive
What is the difference between a Primary Sources and a Secondary Sources
What
is an archive and what is an archivist?
An archive as per the Dictionary.com definition is:
archive n.1. A
place of collection containing records, documents or other materials of historical
interest. Often used in the plural: old land deeds in the municipal archives.
[sic] 3. A Repository for stored memories of information: the archive of the
mind
My definition of an archive
An archive is a collection of records, materials, media, etc. stored for historical
or research purposes in order to preserve history and the past.
An archivist is therefore: Someone who deals with the organization, creation,
utilization, and preservation of archives.
To
Top
Isn't an archive just a bunch of papers?
Most people assume that an archive is only comprised
of paper materials, and that an archivists job is little more than filing
papers. This is only one task an archivist performs, and only one material
type found an any archive. Most archives will have paper, but they will also
have:
Documents (i.e. papers), Photographs, Film, Newspaper,
Magazines, Audio and Video Tapes, Oral Histories, Computer Files, CDROM's,
Government Documents, books, census data, etc.
To
Top
What
does an archivist do?
The job of an archivist is to deal
with their collections and ultimately to prepare them to be used by researchers.
The objects an archivist deals with are called Collections.
Individual items in a collection are known as Records.
On any given day an archivist can be found:
Rehousing records/documents into acid free folders
Digitizing or scanning materials into a computer
Making copies of materials so researchers may freely us them without damaging
the original
Organizing folders
Creating condition reports and noting any fragile materials
Accessioning and Evaluating materials
Checking environmental conditions
Taking reference requests from patrons
Researching their own collections
Creating finding aids
To
Top
Definitions
of some commonly used words used when dealing with an archive:
Accession - When something is accessioned into an archive it
is accepted into the collections of an archive.
Finding Aid - A finding aid is anything that helps a researcher
or an archivist find information from the collection. A finding aid can be:
a map, a database, a paper detailing provenance, etc.
Original Order - Original order has to do with the arrangement and
use of documents in time.
Preservation - Preservation is any act which seeks to preserve
documents, it can be as simple as refolding a collection into acid free folders,
or as indepth as preforming restoration work.
Provenance - Where an item is from, on in a more imaginative
sense, the origin of story of an object. In most instances Provenance is very
important to the research value of an object. Example: The provenance of a civil war letter can
be found by tracing its owners through the years and its writers history.
Researcher - Someone
who uses an archive or is researching a particular topic.
To
Top
What's
the point of an archive? Isn't it just a library?
An archive and a library both have some similarities, in that they are both
used for research. An archive however, is more specific in its focus than
a library and generally (infact won't) lend out its materials or collections.
The main difference between a library and an archive is the types of research
materials they carry:
An archive will more likely
contain primary historical sources
A library will be mostly comprised of secondary sources.
To
Top
What
is the difference between a primary and secondary source?
The difference between a primary and secondary resource
can be difficult to determine. but for a simplistic example:
Say I wanted to find out about the assassination
of President Lincoln. If I were looking at a history book or historical atlas
about the assassination, that would be an example of a secondary
source. If I was looking at
a letter sent by Lincoln's wife or a confession by John Wilkes Boothe, those
items would be primary sources.
To
Top
Finding an archive
Depending on your research interest, almost all historical societies in a
state, county or city will have a place where they store their records in
an archive.
Most universities and colleges will have an archive, and some libraries have
archives within their library system (they usually do not lend out their archived
materials).
Almost all archives have a website accessible via a generalized search engine
such as Yahoo!
or Google.
Of the archives online, you will be
able to find the hours of operation, costs to use the research rooms, etc.
Further some archives will have a searchable database available online for
a researcher to use. Keep in mind when using such databases:
Such databases may not contain the entire contents
of a collection in an archive.
Actual materials will generally not be available online (you must request
them by phone or in person).
Many historical societies and archives are under tight budgets which may not
allow them to update constantly or even quickly.
To
Top
Tips
on how to use an archive
When using or requesting a collection note:
Universally you will not have
access to the collections or storage room at any time
as the storage rooms (where the collections are kept) are strictly organized,
temperature and environmentally controlled, and under heavy security measures.
Most archives depending on the material will NOT
let you photocopy highly sensitive and fragile materials.
However if you call ahead their staff may be able to provide you with pre-existing
copies. This is not personal, it's merely for preservation purposes - specifically
with paper or letters, scanner lighting and copier lighting can create several
preservation issues if not damage.
Archives usually have photographs and other materials
that will require that you handle them with gloves, or in a specific way.
For preservation reasons, gloves prevent the oils from a persons fingerprints
(even if they are clean) from damaging the photo's.
Information which is personal or sensitive may be
restricted to you or have conditions of copyright and terms of use attached.
Information that is often restricted are: social security numbers, driver's
license's, school records, and miscellaneous personal data. While some collections
may have free use agreements, some may not. In such instances it is the reference
aides job to tell you what those restrictions to a collection may be, and
it is your responsibility as a patron (legally as well) to honor them.
Copright, Copyright, Copyright:
Archival materials are no different from other materials in that they are
restricted by U.S. Copyright. A good archive will readily tell you about the
terms of use rgarding any collection you may request. For a good general over
view of copyright do visit: U.S. Copyright Office - Copyright Basics
When in doubt phone ahead:
The main purpose of an archive is to aid the researcher. If you do not know
if an archive has what you are looking for call them or e-mail, and be as
specific as possible concerning your request. Also ask if the archive knows
of any researchers in the area or topic you are researching who you could
contact for help. Sometimes an archive may not have what you need but they
can provide invaluable contact information.
Finally, If at first you don't
succeed try, try again: The saying is true in researching through archival
material. Often times it will take more than one try to find information on
a topic. Sometimes a trip to many archives may be necessary. In whatever the
case be persistent and patient.
To Top
Examples of Archives Online - in no particular order...
American
Historical Society of Germans from Russia
Historical and Geneological Societies (in the United
States) - Massive
listing ordered by state. If you're stuck start here.
Minnesota
Historical Society
Nebraska State Historical Society NSHS
Pearce Civil War Document Collection
University of Nebraska- Lincoln, Special Collections
Archive
Further Reading
Further resources will be added as become available, the link below is a good
starting point for using archives as a researcher.
University of Texas SanAntonio
- Special Collection and archives guide on "how to use an archive"