Gwynn Scheltema
My recent blog Digging up Archives explored how to find archive repositories that might hold the material that is key to your research. But then what? What if the record exists on another continent? How do you know if the photos or maps they hold are the ones you need?
Since every archive is different in terms of size, staffing, regulations and collections, the first step is to find out what exactly what they hold. If they have a website, start there:
Catalogues and Databases
Do a topic search and find the relevant collections the repository holds. With luck the list of collections will have links to catalogues or databases similar to those in a library. Here you can search by subject, keyword, title, author, etc. At Toronto University Archives I put in “Baffin Island.” The result showed 9 collections (3 of them digital). One that caught my eye was:
- Al Purdy Papers: 28 tapes of Purdy reading his poetry (Cariboo horses; Pressed on sand). Typescripts and drafts of poems. Typescripts and mimeographs of articles and plays for television and radio.
Finding Aids:
Many catalogues and databases will then link you to finding aids. A finding aid (sometimes called inventory, collection listing, register, or calendar) provides a description of the contents of a collection just like a table of contents outlines the contents of a book. Finding aids sometimes also give background information on the collection, like when and from where it was acquired as well as how the archival staff have ordered the materials in the collection, and their physical nature.
With luck, the finding aids will be viewable at the website, but if not, some archives have paper copies on site, or will provide copies on request.
The finding aid for the Al Purdy Papers was 5 pages long. Here’s a sample of page 1.
Digital Collections:
More and more, archives are digitizing materials (photographs, meeting minutes, reports, letters, audiovisual recordings, etc.) making them more easily accessible, but beware. Often digital documents represent only a fraction of the total repository. You will have to ask the archival staff for assistance in accessing non-digitized content.
Archival Staff
Which brings me to probably the most precious asset in any archive, the archival staff who curate the collections. After you have examined the catalogues, finding aids, and website of an archive, archival staff can point you toward resources you may have missed. Write down the titles, call numbers, or other identifications from the materials you have sourced before you call or email. If an archive does not have a website, contacting the staff will be your only option.
In either case, if you are able to visit in person, set up an appointment time first. This will give the archival staff time to access the records you need, as they may be in another building or shelved in the basement stacks. Letting them know the background and scope of your project will help them better find appropriate materials.
If you can’t visit
Policies differ archive to archive, but here are possibilities for access if you can’t visit in person.
- interlibrary loan – some archives lend printed materials or microfilm, but seldom primary or original documents like letters or diaries
- scans or photocopies – be prepared for fees and limits
- retain a research assistant – archives may recommend assistants or even provide paid research services
- ask the archival staff – archivists routinely answer reference questions for researchers. Obviously it cannot be a great volume of material and you need to have specific questions.
For many of us, the research part of the writing process is the most fun, and a visit in person to your chosen archive can be a highlight in that process. In Ruth’s previous blog, Holding history in my hands, she tells of her trip to the National Library and Archives to find her great-great-great-grandfather’s book. Published in 1790, it was a tell-all about The Hudson’s Bay Company, and a bestseller in its day. Ruth shares some of the protocols she encountered at the archives. It was a visit she will always remember.
I live in a tiny granny suite in the southwestern corner of BC, where space is at a premium. I can no longer keep physical archives, and I didn’t have enough empty file storage space on my existing computer. My archive still had to exist in a form that was
A quick poke through Staples and London Drugs websites unearthed the perfect solution: a hefty 2 terabyte Passport drive that plugs in to a USB port on my computer, and holds LOTS of files. All I needed was a sale and less than $100 to end my space challenge.
Consistent folder names across the various storage, email, and social media platforms make retrieval much easier. Folder structures work best for me if they are named in the ways that I think, so I created my own. A couple of hours saw my folders labelled and matched on every platform.
Emails (in individual folders OR across the entire inbox and all sub-folders) are searchable by subject line, content, keyword, date and sender and by some or all of the above in every mail program out there. You just have to learn how. Every email program is slightly different, and not everyone uses my beloved Outlook. For Gmail, I read the search 
Leah Murray operates