Using Archives

HIST 7405: Research MethodsMargot Note

Sarah Lawrence CollegeNovember 14, 2016

Agenda Definition History Principles Usage Finding Aid Exercise Archives Trip Decision

Definition

Archives DefinedMaterials created or received by a person, family, or organization, public or private, in the conduct of their affairs and preserved because of the enduring value contained in the information they contain or as evidence of the functions and responsibilities of their creator(Pearce-Moses, R. (2005). A glossary of archival and records terminology. Chicago: Society of American Archivists.)

Archives Defined (cont’d) Division within an organization responsible for

maintaining organization’s records of enduring value

Organization which collects archives of individuals, families or other organizations; a collection repository

Professional discipline of administering collections

Building (or portion thereof) housing archival collections

Published collection of scholarly papers(Pearce-Moses, R. (2005). A glossary of archival and records terminology. Chicago: Society of American Archivists.)

Archives and Manuscripts Archives: permanently valuable records of

organizations, businesses, and government (records)

Manuscripts: historical or literary records of people and families (papers)(Roe, K. (2005). Arranging & describing archives & manuscripts. Chicago: Society of American Archivists, 2.)

Types of Archives Institutional: acquire and maintain records

of parent organization or inter-related organizations

Collecting: collect materials pertaining to a defined area

Combination: collect both institutional records and outside materials that document local area or a subject specialty

Main Archival Functions Acquisition Appraisal Arrangement and description Preservation and storage Reference and access Outreach activities

Primary Sources Created during event being studied or

created later by participant in event, reflecting participant’s viewpoint

Enable researchers to get as close as possible to what actually happened during an historical event or time period

Secondary Sources Work not based on direct observation of

or evidence directly associated with subject, but instead relies on sources of information

Work commenting on another work (primary sources), such as reviews, criticism, and commentaries

History

Historical Benchmarks Europe• French Revolution (1789)• Public Record Office (1838)

United States• National Archives (1934)• Society of American Archivists (1936)• Historical Records Survey, Works

Progress Administration (1930s)

Recordkeeping Technologies Early, labor intensive technologies Invention of paper Movement from handwritten to handset

type to mechanical forms Ability to make copies Computer development• Mainframe (1942)• Personal computer (1980)• Network and WWW (1993)

Record Types Permanent Temporary Sensitive Confidential/privileged

Record Formats Unpublished manuscripts and records Printed and published materials Maps, plans, and architectural drawings Visual materials, including photographs Audiovisual materials Computer-generated materials Artifacts, ephemera, and memorabilia

Changes in the 1970s Tremendous growth in the number of

repositories Graduate programs develop Impact of technology felt, moving archivists

towards the standards developments of the1980s

Problems of bulk Research changed towards greater interest

in race, gender, political issues, labor, and history from the bottom up

Characteristics of Modern Records Abundance Collective Decentralized Interrelated Social nature Shifting usefulness(O’Toole, J. M., & Cox, R. J. (2006). Chapter 1. Understanding

archives & manuscripts. Chicago: Society of American Archivists).

Principles

Core Concepts Archival records exist to be used and not

merely saved for their own sake. Some records ought to be preserved long

term, even after their immediate usefulness has passed.

Archival records ought to be preserved as completely and coherently as possible, with critical information about context and connections preserved.

Core Concepts (cont’d) Archival records ought to be organized

properly and in a timely way so they can be used.

Sensitive information and information given in situations presumed to be private should be protected from use as long as that sensitivity remains.

Archivists should administer their collections equitably and impartially.

Provenance Information regarding origins and custody of

item or collection Maintains relationship between records and

individuals, families, or organizations that created, accumulated, or maintained them in conduct of activity

Records should be maintained according to their origin and not intermingled with those of another provenance.(Pearce-Moses, R. (2005). A glossary of archival and records terminology. Chicago: Society of American Archivists.)

Original Order Organization and sequence of records

established by record’s creator Preserves existing relationships and evidential

significance that can be inferred from records’ context

Exploits creator’s mechanisms to access records, saving need to create new access tools

Records should be maintained in order established by creator(Pearce-Moses, R. (2005). A glossary of archival and records terminology. Chicago: Society of American Archivists.)

Description Process of creating tools that facilitate

access and improve security by creating records of collection and minimizing handling of originals

Collections are described from general to specific, starting with the whole, then proceeding to components (series, subseries, folders, and items).(Pearce-Moses, R. (2005). A glossary of archival and records terminology. Chicago: Society of American Archivists.)

Archival Values Primary Values• Administrative• Fiscal• Legal• Historical

Secondary Values• Evidential• Informational• Intrinsic

Primary Values Relate to purpose(s) for which records

were created The assumption is that records are

needed by records creators for a period of time, after which they are no longer needed by the records creators.

Secondary Values Information contained in records which is

of interest not only to creator but also to researchers from a variety of fields of knowledge

Information is often gathered originally for a purpose quite different from users to which the researcher will put the records.

Usage

Services Information about holdings and record creators Instructions in using archives and research

process Physical access to holdings Information about copyright and other laws Services for special accessibility needs Contract researcher availability Duplication Referrals to other repositories and resources Loans from holdings (rare)

Ask Yourself Who would have needed information or

evidence? Why would someone have needed it? When would it have been produced or gathered? How might it have been recorded? Where would it be now? What product will result from the research

project? How much time is available for research?

(Pugh, M. J. (2005). Providing reference services for archives & manuscripts. Chicago: Society of American Archivists, 127).

Research Preparation What types of primary sources might have

been produced that would be relevant to the topic?

Reference works and secondary sources for background information

Names of people or organizations Dates Places Events Formats

Research Tips Consult secondary sources to become

familiar with topic, moving from the general to the specific.

Write or call ahead to ensure materials are available for research.

Leave enough time to work with staff, finding aids, and collections: typically 2 hours for first visit.

Remember that everything on one topic is not arranged together.

Research Tips (cont’d) Keep notes on records consulted to

differentiate between record groups and retrace steps.

Theories or questions brought to the archives may not be answered by materials; rather, they may lead to different questions or conclusions.

Never be afraid to ask archivists for help. Send a thank you card.

Online Research Reliance on websites for research access makes

archives available to a “generation of users, with fundamentally different perspectives on the past, who will approach archives through computer interfaces, rather than visiting physical archives and interacting with tangible documents.”

Creates challenges for providing context and guidance

User expectations of speed and level of information(Hedstrom, M. (2002). Archives, memory, and interfaces with the past. Archival Science 2 (1-2), 21-43.)

Registration Present at least one form of identification,

preferably with a photograph. Fill out researcher registration form. Name, address, contact information,

institutional affiliation, research topic, intended use of research

Verbal and written regulations on access to and use of materials

Needed for security purposes, as well as statistics

Behavior Leave personal belongings (coats, bags,

books, etc). in lockers or coat room. Work in designated area (reading room). No eating or drinking. Cell phone use is prohibited.

Requesting Materials Fill out call slips for each box or item

requested. Retrieving material from stacks may

take anywhere from a few minutes to a few days, depending on storage arrangements.

Amount of material used at one time is limited for security purposes.

Restrictions to Access Laws Donor restrictions Materials that are damaged or in poor

condition Unprocessed materials

Handling May have to wear gloves Support documents and hold them by edges. Remove one folder at a time. Take notes in pencil without eraser. Do not mark or lean on materials, or take notes on

top of materials. Laptops, cameras, and recording devices are

usually permitted, if use doesn’t disturb or damage.

Put materials back in original order and orientation.

Duplication Ask reference staff for assistance with

duplication. Ask ahead before bringing your own

scanner or digital camera. Same day photocopy orders are limited;

larger orders, photographs, or audio-visual materials may take longer to copy.

Fees may be required.

Copyright Copyright protects the owner’s interests in

the intellectual property (content), rather than the physical property that serves as a container for the content.

As property, copyright can be transferred or inherited, hence the owner of a work’s copyright may not be the work’s creator.

Fair Use Purpose and characteristic of the use Nature of the material used Amount of material used in relation to

whole Effect of the use on the market for the

work

Publication Permission to publish is the responsibility of

the user. Permission to publish from unpublished

manuscripts or published works under copyright must be obtained from copyright holder.

Fees may be involved. Caption and credit line policies May be asked to provide copy of publication.

Finding Aid Exercise

Finding Aids Guide which leads archivists and

researchers to information they are seeking Authenticate and document collection Collection management tool for repository Information discovery and retrieval tool May be print or electronic Examples: databases, indexes, calendars,

guides, inventories, shelf and container lists, and registers

Finding Aid Contents Overview of collection Biographical note or historical note Content description Arrangement Administrative information Subjects Detailed description of collection

Learning Objectives• Demonstrate an understanding of the principles

and standards of archival description and consider its implications for archivists and researchers

• Recognize examples of description at the collection, series, subseries, and item levels

• Distinguish the role of archival description, the pros and cons of the various levels of description, and factors such as time, staffing, demand for access, and institutional policy that might dictate description in its practical applications

Exercise• Group review and discovery: 15 minutes• Class presentations: 15 minutes

Address the following points• What is the content and context?• What are the elements? Are some missing?• What is the collection’s origin? How is it organized?• What are the bulk/inclusive dates? What’s its size?• Are there potential barriers to access?• Who might use this collection?• What are the subject terms? Are they sufficient?• At what level is the collection described? • How does it meet or fall short of your expectations?