Handling archival material

Unlike libraries, the archives are custodians of unique material, which is why it’s extremely important to handle everything with great care. Usually strict rules are in place so precious collections can be protected. Although there is some variation in the instructions that different archival institutions outline, here are some common rules to remember:

• Never take any food, drink, coats or bags into the reading area.

• Always have clean hands. Don’t use hand cream as this may leave greasy marks on the manuscripts.

• If asked, wear white cotton gloves to handle fragile materials and use reading aids, such as special stands to support books. The archivist will give you further instructions if you’re not sure what you should do.

• Touch the documents as little as possible.

• Turn pages carefully and don’t lick your fingers when you do so.

• Check in advance whether laptops are permitted and whether photocopying and/or taking photographs (usually without a flash) are allowed.

• If laptops are not permitted, use soft-leaded pencils to take notes. Pens, coloured pencils, erasers and correcting fluids are usually not allowed as they may damage the records.

• Never mix the order of the items in a file or a box.

• Sometimes documents are stored on microfiche (flat sheets) or microfilm (reels). You will need to use a microfilm/microfiche reader to see what’s in them. If you’re not sure how to operate them, don’t be afraid to ask for help.

Archival research can be very time-consuming, especially if you can’t access the records online. Therefore, it’s vital to be organised and to prepare for your visit in advance. However, archival research can also be very rewarding as you get to read original documents and sense the vitality of history at your fingertips.