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Enough of theory and methods!
Although talking about documents and records, the following tips can also apply to artifacts and relics housed in archives or museums.
For some of us, are desire to learn, grow, and evolve, has reached a level of interest where Civil War textbooks are no longer adequate, and primary source material has become an integral part of our Civil War “studies.”
One source of primary written documents and records are public archives, usually either “governmental” or libraries, but they can also include historical centers, historical sites, historical societies, and museums
An “archive” can refer to either a collection of documents and records, or to just the place where those documents are housed or stored. There is a wealth of information contained in the Civil War era documents stored at archives. Roughly over the last ten years a great deal has done to improve accessibility.
Secondary sources such as Civil War textbooks, reference books, articles in journals, should (though not always) provide citations to documents that were used to write them. Publishers print books that they believe will sell and return their investments, not necessarily because of the accuracy of the author’s work or words! The value of written works can lie largely in the references (and inferences and interpretations made form them) used. And, more academic pieces and more weighty tomes often list a full bibliography of primary source material AND where to find it!. This may give you an idea of which “archives” you will need to visit. These references are cited with full archival references, which will save you e time when you get to the archive and start searching.
One cannot just show up at an archive and expect to immediately start work by reviewing original documents!
There are a number things to do first:
1. Never assume anything - always check first by phone, mail, or e-mail.
2. Find out where the archive is, if one are not familiar with the area one can waste a lot of time wandering around or at the wrong building. Most can provide basic maps if you are driving, or details of the nearest bus route. Those with web sites often include links to maps and travel information.
3. Archives rarely adopt an 8:00 till 8:00 P.M., 7 days schedule. Late opening hours are often compensated for by an early or half-day closure. It is important that one check opening times, especially if traveling from distance. Some archives close for a period of time each year for inventory, etc., that may even vary from year to year.
4. Most archives require one to register with them when first arriving, and obtain a “pass” or readers ticket. Required identification will vary from archive to archive, but will often be two- one with your name and address (utility bill) and another will be a formal or legal identification (driving license, credit card or passport).
5. In addition to registration, many archives also require a scheduled “reservation” or booking, in advance. Especially where space can be limited. This is often true if one is working with materials that have to be viewed on microfilm or microfiche- especially if there are genealogists around!
6. Some “collections” are restricted. Check to see whether there are any special requirements for collections, especially those that have been deposited by private individuals. One may need permission from the owners of the collection before use, or provide a letter of introduction for the owner. Usually, the archive can provide details of what might be required .
7. Once one arrives, it is a good idea to learn the rules and regulations of the archive. Documents and artifacts are rare, unique, and irreplaceable, and need to be handled with utmost care. Once you have arrived, it is advisable to familiarize yourself with the rules and regulations of the archive. Most of these are in place to protect the documents, and therefore there are restrictions on what you can take into the reading rooms.
8. Rules. Here are some of the rules one may find to guard against theft or damage:
No coats or jackets
No book bags, or knapsacks- only loose sheets of paper or research notes
No food and drink in the reading rooms
Some archives allow laptop PC’s, some don‘t (don’t expect plugs or outlets)
Pencils only, no pens, or markers
No colored pencils (unless special permission is granted)
No erasers or pencil sharpeners
Library silence or sometimes soft voices
No cell-phones
No cameras (some allow cameras with no flash)
Keep one’s desk or workspace neat
Make sure the documents rest fully on the work surface - no part of the document should hang over the edge
Do not touch the text unless absolutely necessary - use a paper bookmarker to keep the place
Turn pages from the top, and not the bottom, of the document
Use foam wedges to support the spine of a volume
Do not place anything else on the document (especially one’s elbows!)
Each archive will employ their own cataloguing system to list the documents in their collection. These can be difficult to understand, especially in the larger archives such as the National Archives.
Most archives have at least one inquiry desk where one can ask for advice.
Trained staff, who are familiar with the collections, are there to help - or will know someone who does.
Some archives may require that one’s session be monitored, meaning some items can only be viewed with someone watching over one’s shoulder.
9. Tips: When reading a document for the first time:
1. read through the material first before transcribing it - make sure you know what the document is saying.
2. transcribe material in full - you never know what will be of use later in
your research.
3. make a full note of the document reference as you will need to cite any quotations that you use; make a note of the page or even line you quoted from, in case you have to re-visit that document.
4. It is important to place the document into its contemporary context so that you can interpret it correctly. Researchers make mistakes because they misinterpreted the contents of the document. One should try to research some background to your source material: who created it, who used it, and why.
Although talking about documents and records, the following tips can also apply to artifacts and relics housed in archives or museums.
For some of us, are desire to learn, grow, and evolve, has reached a level of interest where Civil War textbooks are no longer adequate, and primary source material has become an integral part of our Civil War “studies.”
One source of primary written documents and records are public archives, usually either “governmental” or libraries, but they can also include historical centers, historical sites, historical societies, and museums
An “archive” can refer to either a collection of documents and records, or to just the place where those documents are housed or stored. There is a wealth of information contained in the Civil War era documents stored at archives. Roughly over the last ten years a great deal has done to improve accessibility.
Secondary sources such as Civil War textbooks, reference books, articles in journals, should (though not always) provide citations to documents that were used to write them. Publishers print books that they believe will sell and return their investments, not necessarily because of the accuracy of the author’s work or words! The value of written works can lie largely in the references (and inferences and interpretations made form them) used. And, more academic pieces and more weighty tomes often list a full bibliography of primary source material AND where to find it!. This may give you an idea of which “archives” you will need to visit. These references are cited with full archival references, which will save you e time when you get to the archive and start searching.
One cannot just show up at an archive and expect to immediately start work by reviewing original documents!
There are a number things to do first:
1. Never assume anything - always check first by phone, mail, or e-mail.
2. Find out where the archive is, if one are not familiar with the area one can waste a lot of time wandering around or at the wrong building. Most can provide basic maps if you are driving, or details of the nearest bus route. Those with web sites often include links to maps and travel information.
3. Archives rarely adopt an 8:00 till 8:00 P.M., 7 days schedule. Late opening hours are often compensated for by an early or half-day closure. It is important that one check opening times, especially if traveling from distance. Some archives close for a period of time each year for inventory, etc., that may even vary from year to year.
4. Most archives require one to register with them when first arriving, and obtain a “pass” or readers ticket. Required identification will vary from archive to archive, but will often be two- one with your name and address (utility bill) and another will be a formal or legal identification (driving license, credit card or passport).
5. In addition to registration, many archives also require a scheduled “reservation” or booking, in advance. Especially where space can be limited. This is often true if one is working with materials that have to be viewed on microfilm or microfiche- especially if there are genealogists around!
6. Some “collections” are restricted. Check to see whether there are any special requirements for collections, especially those that have been deposited by private individuals. One may need permission from the owners of the collection before use, or provide a letter of introduction for the owner. Usually, the archive can provide details of what might be required .
7. Once one arrives, it is a good idea to learn the rules and regulations of the archive. Documents and artifacts are rare, unique, and irreplaceable, and need to be handled with utmost care. Once you have arrived, it is advisable to familiarize yourself with the rules and regulations of the archive. Most of these are in place to protect the documents, and therefore there are restrictions on what you can take into the reading rooms.
8. Rules. Here are some of the rules one may find to guard against theft or damage:
No coats or jackets
No book bags, or knapsacks- only loose sheets of paper or research notes
No food and drink in the reading rooms
Some archives allow laptop PC’s, some don‘t (don’t expect plugs or outlets)
Pencils only, no pens, or markers
No colored pencils (unless special permission is granted)
No erasers or pencil sharpeners
Library silence or sometimes soft voices
No cell-phones
No cameras (some allow cameras with no flash)
Keep one’s desk or workspace neat
Make sure the documents rest fully on the work surface - no part of the document should hang over the edge
Do not touch the text unless absolutely necessary - use a paper bookmarker to keep the place
Turn pages from the top, and not the bottom, of the document
Use foam wedges to support the spine of a volume
Do not place anything else on the document (especially one’s elbows!)
Each archive will employ their own cataloguing system to list the documents in their collection. These can be difficult to understand, especially in the larger archives such as the National Archives.
Most archives have at least one inquiry desk where one can ask for advice.
Trained staff, who are familiar with the collections, are there to help - or will know someone who does.
Some archives may require that one’s session be monitored, meaning some items can only be viewed with someone watching over one’s shoulder.
9. Tips: When reading a document for the first time:
1. read through the material first before transcribing it - make sure you know what the document is saying.
2. transcribe material in full - you never know what will be of use later in
your research.
3. make a full note of the document reference as you will need to cite any quotations that you use; make a note of the page or even line you quoted from, in case you have to re-visit that document.
4. It is important to place the document into its contemporary context so that you can interpret it correctly. Researchers make mistakes because they misinterpreted the contents of the document. One should try to research some background to your source material: who created it, who used it, and why.