语言教学 | 普渡大学写作教学系列Research&Citation12-Archival Research(1)

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1、Introduction to Archives

Welcome to the OWL Archival Resources Webpage! Here you will find guidelines for visiting archives and requesting/handling materials, as well as suggestions and advice for citing archival resources.

What are archives?

Archives are collections of materials and artifacts kept and preserved by organizations like universities or historical societies. Archival materials are often unpublished and are preserved for their intrinsic or research value. The contents of the collections range widely, from those related to an organization’s history, to rare books collections and special collections that might be subject-specific. For example, the Purdue University Archives and Special Collections holds copies of the school’s yearbook alongside research papers from the Psychoactive Substances Collection, as well as Amelia Earhart’s personal letters. Archival materials might be paper documents, such as personal letters, meeting minutes, concert programs and photographs, but could also be less conventional historical artifacts like letter jackets or trophies. Archival collections may have different names depending on the kinds of items they house. For example, some collections of rare books are referred to as Special Collections and may not even have "archive" in their title. For our purposes, we will simply use the term "archives."

Why should I visit the archives?

Archives offer you a unique chance to do research based upon primary source materials. Some professions or disciplines require archival research as the foundation for many projects or papers. When you choose a particular source from an archival collection, you might be the first person to look at that document since the archivist who catalogued it. Using archives will ground your research in a particular historical context and could move an existing project in new directions.

Who uses archives?

Archives are not always limited to professional academic researchers. Indeed, many universities welcome alumni or student researchers. Archives might also have materials to help with personal or genealogical research.

Where do I start?

While you should always refer to the archives website before visiting, the following pages will give an overview of how to prepare for your visit. Archives differ from libraries in several important ways, necessitating advanced planning and preparation. For example, archival materials are often very delicate and sometimes are one-of-a-kind. As a result, you cannot take them home with you. So, it is very important to get the most out of your time there.

2、Requesting Materials from Archives

Once you have searched online and identified archival materials relevant to your research, you will need to submit a request to view the materials. Requesting materials from archives is different from requesting materials from libraries. A library usually has materials on open shelves for patrons to physically select by themselves. An archival collection is different because it usually is not physically accessible to patrons to browse. In most archives, patrons cannot physically select materials off of shelves. Instead, most archival collections are stored at a secure location until a researcher requests to see them. This secure location ensures that the materials, which are often rare and irreplaceable, are protected from being lost. These locations are often climate controlled, which helps preserve the materials from deterioration.

When should I request materials?

Since archival materials are housed in a secure area, only archives staff members have access to them. In order for you to use them for your research, you will need to ask the archives staff to retrieve the materials for you. There are two ways to do this:

1. You can go to the archives physically and ask the staff to retrieve the materials for you in person.

2. You can email or call the archives ahead of time and request to see the materials at a future date.

The second way is usually the preferred way to request materials from an archives. Sometimes materials are housed in secure locations farther away from the physical archives. This means that bringing them to the archives reading room for you to view can take some time—perhaps a day or more. If you request your materials 24 hours or more before you plan to visit, you are more likely to be able to view the materials in a timely manner.

How do I request materials?

When requesting the materials, it is important to give the archives staff a specific description of the materials you would like to view. There are three main parts of a description you should include in your request for materials: the title of the collection, the unique identifier, and box and folder numbers. First, many archives name their collections. When you request your items, you should tell the archives staff the name of the collection you would like to see. You can find the name of the collection on the Finding Aid. Here is an example of a request for an archival collection in the Purdue University Karnes Archives and Special Collections. The title is in bold.

Dear Archives Staff,

I would like to request to see the Steven and Clara Summers papers. I would like to view them on April 23, 2013. Please let me know if this would be possible. Thank you.

Researcher Name

The second part of your description you should include is a unique identifier, or “call number.” Libraries already have a specific system of uniquely labeling each book it collects. You may be familiar with these systems. They include the Dewey Decimal System and the Library of Congress Classification System. However, due to the unique nature of collections in archives, many archives develop unique systems to describe their collections. Few archives’ unique classification systems are exactly alike. If the archives you are searching includes a system to identify collection items, you should write down the specific call number for the item you would like to request. When you request the items from the archives, tell the archives staff the call number of the item you would like to request. This will aid the staff in retrieving the item quickly. Here is an example. The call number is in bold.

Dear Archives Staff,

I would like to request to see MSP 94 Steven and Clara Summers papers. I would like to view them on April 23, 2013. Please let me know if this would be possible. Thank you.

Researcher Name

Lastly, when requesting items, you will need to know specific information about the containers housing the materials you would like to request. Many archives store collections in boxes. The boxes contain the collection items, and these items are stored in folders. Many archives assign a number to each box and folder in a collection. Therefore, when you request an item in the archives, you can also refer to the box and folder numbers to request items. Here is an example. The box and folder numbers are in bold.

Dear Archives Staff,

I would like to request to see Box 6 Folder 2 of MSP 94 Steven and Clara Summers papers. I would like to view them on April 23, 2013. Please let me know if this would be possible. Thank you.

Researcher Name

Finally, if you still have questions or concerns about how to request materials from the archives, you may email or call the archives or library for assistance.

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