Archives

Tips for Archival Research

Archival research can often be unfamiliar and procedures can vary from archives to archives. Below you will find some general tips, guidelines and things to expect when visiting the ECU Archives (and archives more generally). If you have any questions or concerns, please send us an email at archives@ecuad.ca.

1. Prepare yourself to do archival research

• Narrow your topic by doing background reading and understanding as much as possible from secondary sources. This will help you become familiar with the topic, develop a research question, understand the gaps in your knowledge, become familiar with any jargon or topic specific language, and find other possible sources through bibliographies and footnotes.
• Think about the sources you hope to find. Where would this information exist? Who would have created or documented this information? Would it be in someone's sketchbooks, photographs, or meeting minutes? The document/record you are imagining may not exist; it may never have been documented; or perhaps exists in a different repository. Archival research can often be indirect, taking you to sources you had not originally thought of, and contextual: think about the relationships between records and activities. There will rarely be a file titled with what you are looking for! But, this is also the joy and fun in archival research -- you never know where you might end up. 
• Consult archival databases and finding aids. Search for archives that may have the records you are looking for. If you are searching for records by a particular artist or creator, search terms could include "Artist Name fonds" or "Artist Name archive." Reaching out to archives via email or phone may help you locate the materials. Even if they are not at the archives you contact, staff may be able to refer you to the correct repository. Once you have determined the archives you would like to visit, look at their archival descriptions and finding aids to create a list of boxes and files that you would like to access.
• Contact the archives. Before visiting any archives, contact them to learn more about how to access records and ensure that the materials are available. Sometimes materials are in frozen storage or stored off site, so advanced notice can facilitate a better research experience.
• Visit archives research guides such as: Using Archives: A Guide to Effective Research by Laura Schmidt (2011). Most archives also have research guides specific to their own holdings available online; these are great to review because each archives is different and it will help you prepare for your visit.

2. General Procedures at ECU

• Closed Stacks. Researchers are not able to browse the area where the archival materials are held. Instead, researchers will work with the archivist or staff to request the items that they would like to view in the Artists' Book Room. The archival storage area is temperature controlled and is not maintained as a workspace for researchers.
• Non-circulating Items. Materials located in the Archives do not circulate. The materials may only be accessed in the Artists' Book Room. Archives materials can be loaned for exhibition through special arrangement. Archival materials are usually one-of-a-kind and irreplaceable, so they are best accessed in the Library + Archives space.
• Digital Pictures. Feel free to take digital photographs of archival materials. Please use these photographs for your own research purposes. If you would like to publish the images (including online or print), please check in with the archives staff. Archival records can contain personal information.
• No food or beverages. The Artists' Book Room has a no food or drink policy (including water) to ensure that materials are not damaged and to avoid attracting pests.
• Pencils only. Pencils are preferred for making notes. We have some if you forget to bring your own. Pens and highlighters are not permitted as accidental ink marks can be caused by even the most careful researchers, and marks from pens cannot be removed from materials without damaging them.
• Careful handling. Handle archival materials carefully, with clean hands. Moving slowly can help to avoid dropping or tearing materials during your visit. Keep records within files in the same order; never remove and refile an item from a file.  

3. Contact the ECU Archives Before you Visit

• Locate Materials. Not all of the archival materials at ECU Archives are listed in our database. In order to make sure that we have the materials you are looking for on site, contact us. The Archives staff can provide insight into what we might have that can assist you with your research/practice. If we don't have what you are looking for, we can contact other archives or direct you to repositories that may be helpful.
• Open by Appointment. The ECU Archives and Special Collections are open by appointment only. There are few staff and in order to make sure that researchers have the time they need to complete their research, we ask that you contact us in advance to schedule a research time.

4. Leave time and bring snacks

Archival research can be time consuming. Some files are hundreds of pages and you may come across materials that you didn't expect to. Although food and beverages cannot be consumed in the Artists' Book Room, it's a good idea to bring snacks on your visit -- they may be consumed in the rest of the Library space.

5. Take notes

Archival research requires a strategy to track what materials you have looked at so that they will be findable in case you need to reference them in the future. It is most successful when you have a plan for how to take notes during the visit. Common ways to take note of the following information include using a spreadsheet or Zotero. Notes should include:

• Name of institution
• Title of fonds or collection
• Title of series or file or item
• Date(s) of material
• Reference codes
• Annotation of the information that interests you
• Use quotation marks to record transcriptions of data or excerpts that you intend to use as a cited primary source
• Record complete citations for all material used during the research visit
• If you are taking photographs, make sure to link the images to your notes in case you need to revisit the material (this can be done by using reference codes as image file titles or taking detailed notes)

6. Take care

Archival research can often be an emotional, or sometimes upsetting, experience. Because archives contain primary sources from throughout history, you may encounter materials that are sensitive, offensive, or violent -- including materials that are racist, ableist, sexist, homophobic, or otherwise discriminatory -- or materials that evoke a range of other emotional responses. As with all research, make sure to practice self-care during your research. Take time away from your research if needed; reach out for support; and prioritize yourself and your well-being.