Preparing for the Archive Trip

So, you’ve worked with the university librarians, searched through every online database, and there is just no way to retrieve the material you need. Looks like you’re traveling abroad. But before you start packing, begin the research process online. First, identify the libraries you will visit and then conduct preliminary research on their websites. Many libraries will have a comprehensive digital catalogue of their archives which you can use to plan your research trip.

Online, you will also find key information about the libraries you intend to visit. This will include:

• What digital devices you will be allowed to use in the facility.
• The rules regulating the use of digital devices.
• When the library will be open to researchers. (Facilities at large research universities are sometimes unavailable during class terms.) 
• What identification, letters of introduction, and paperwork you will need to bring to access content

Next, contact the archive’s librarians. Send them an email explaining who you are, what you hope to research, and when you plan to arrive. Ask for suggestions and advice. Research librarians know more than anyone else regarding the archive you are visiting and will be able to help far more than even the most complete archive website.  They will  alert you to newly available resources, help you strategize your time, and most importantly suggest important resources of which you were not aware. Librarians are especially important in small research centers without a robust website and their help will be crucial to your success.

Even in the archive, the librarians are you most important research tool. Nurture your relationship with them and always follow their instructions regarding the handling of (their) documents. Some will even provide tea and cake during break times.

Finally, a day or two before you arrive at the library, let the librarian know specifically which documents you would like available when you arrive.  Some libraries, especially large ones, store much of their material off-site. They will need anywhere from an hour to a few days to retrieve it.  If you plan ahead, you’ll find all of your material waiting for you when you first walk through the door.