🗃️ The Archival Visit

By sourceryadmin | September 1, 2026

Preparations

Complete the following steps to prepare for your trip to the archive:

 

  • Confirm the institutional information provided by the Researcher is accurate. Follow any provided links to finding aids and read any background information provided by the Researcher. The Researcher may have provided links to the institution’s visitor information page and directions for creating a research account (if applicable) for the institution they would like you to go to. Follow these links and read the contents carefully to ensure you’re following all provided directions. All repositories are different, so some will require a research account and some won’t. You’ll have to read to see!


  • Confirm the material information provided by the Researcher is accurate. Likewise, take a look at the information on the requested materials provided by the Researcher to confirm the provided information seems accurate and has enough information for you to complete the request. Notice any discrepancies or missing information? Contact the Researcher through Sourcery’s in-app message feature to confirm with them.


  • Contact the holding institution. Reach out the holding institution through the method indicated by the Researcher. Remember that this will generally change archive to archive. Once you’ve contacted the holding institution, update the Progress Tracker. Some common contact methods include:
  • Create a research profile. Most larger research institutions and university libraries will require you to create a research profile. These generally don’t take very long to make (less than 5 minutes, usually) and will sometimes require you input some identifying information (name, date of birth, contact information, address, etc.). Luckily you’ll only have to do this once!
        1. Some institutions that require a research profile include New York Public Library and Harvard University.
  • Fill out a form. Some medium to small size institutions will not require you to create a research profile, but will instead ask you to fill out a form on their website. The form will sometimes request information about the material you would like to view, your contact information, and when you plan to visit the archives.
        1. Some institutions that require you to fill out a form include the New York City Municipal Archives
  • Nothing! Some smaller institutions don’t require you to contact them at all and are more than happy to accept walk-ins. It is still recommended you call ahead to confirm, but once you do that you should be golden to go to the archive when it best suits you.
      1. Some institutions that allow walk-ins are Center for Jewish History

 

  • Schedule a research appointment. Follow the directions provided by the Researcher to schedule an appointment, if needed. Some repositories do not require an appointment and are happy to accept walk-ins. If you are unsure whether the institution requires an appointment or not, contact them directly through the contact information listed on their website. Once you’ve confirmed your research appointment, update the Progress Tracker. 


  • Review any usage or reading room policies. Different repositories have different usage rules. Some do not allow large bags and will require you to put your belongings in a locker, some require you to provide a photo ID, and so on. Make sure you are adhering to all rules and regulations determined by the institution. You should be able to locate this information on their website. When in doubt, contact reference staff.


  • Plan your route. Decide how you will get to the archives. What route will you take? Ensure you have a plan for how to get to the archive before you leave your house.


  • Prepare your software, hardware, and other materials. Ensure all of the materials you will need to complete the request are ready and in working order. Double check your cell phone is charged, the scanning app you’re planning to use is ready, you have a copy of the request with you to view at the repository, and that you’ve brought any other items or material with you that you’ll need. Some repositories might have spotty wifi, so don’t rely on having access to a strong internet connection. Note: we highly recommend using a scanning app for the most efficient creation of scans and collated PDFs. Check out our guide if you don’t already have a favorite).

 

At the Archives

 

As mentioned previously, all repositories are different. The following steps are intended as a general guide and can be adapted to different institutions as needed.

 

Complete the following steps once you’ve made it to the archive:

 

  • Check-in at the reference desk. Find the reference or check-in desk and inform the staff member that you are there for your appointment or that you are a walk-in and need specific material. Once you’re at the archives, update the Progress Tracker.


  • Complete the check-in process. This might require you to show a photo ID, place your items in a locker, describe the materials you are looking for, and/or sign usage contracts and other paperwork.


  • Listen for reading room rules and usage guidelines. The reference staff will most likely give you some rules specific to their institution. Make sure you pay attention so you don’t break a rule unintentionally.


  • Wait for the materials. If you requested the material beforehand, it might already be ready for you. If you’re walking in, you might have to wait a few minutes for a staff member to grab your materials.


  • Confirm the materials provided to you are correct. Everyone makes mistakes! Take a second to double check that the materials the reference desk staff have provided match the materials requested by the Researcher.


  • Prepare to start scanning. Prepare your workstation station, cell phone, and scanning app to begin.


  • Scan the call slip. Scanning the call slip identifies the material in the scans that follow, which aids in citation and shows the Researcher what you are scanning. Skip this step if you are not provided with a call slip.


  • [If applicable] For archival collections: Scan the box label. Begin by scanning the label on the box, if applicable. The label will show the Researcher what box you are scanning and might also provide them some clues about the collection. Skip this step if the box is unlabelled or the material you’re scanning did not come to you in a box.

 

  1. [If applicable] For archival collections: Locate the correct folder. Open the box and identify the correct folder to scan.

 

  • [If applicable] For volumes: scan the covers. If the requested material is a volume, scan the front cover, back cover, and spine of the book, even if they don’t have any obvious writing or information on them. Many Researchers will be interested in figuring out when, where, and by whom the volume was created and providing these contextual scans might give them some clues. This is particularly true for older materials.


  • [If applicable] For volumes: scan the title and copyright pages. Similarly, title and copyright pages of volumes contain tons of useful information regarding their origins. Include these pages in your scans, even if the Researcher only requested a certain chapter or page range. Only skip this if explicitly directed to do so by the Researcher.


  • [If applicable] For microform: scan the box label and also include any title or contextual slides. For microform stored in a box or container, create a scan of the label. This will help the Researcher confirm you’ve scanned the correct reel. Some microfilm reels will contain a slide or two with a title of the reel and some contextual information about what is on the reel, why it was created, and any issues with the originals that might affect the microfilm (these slides are often called “targets” in archival jargon). Include scans of any relevant contextual slides of this nature. Targets are less common in microfiche, but you can include them if you’re able to locate them and/or they are provided to you by the repository.


  • Create the scans. It’s time to scan! See the next section for more detailed scanning instructions.


  • Review your scans. Before you finish scanning, go through them all and make sure they are all flat, clear, well-lit, and have no content cut off.


  • Generate collated PDF(s) to upload. Sourcery currently only accepts collated PDFs. Use your scanning software to generate collated PDF(s) that reflects the order of materials. This ensures that the Researcher is able to properly identify and cite the scanned materials.

 

➡️BE SURE TO CREATE SEPARATE PDFs FOR EACH FOLDER.

 

  • Save the file to your phone & upload into Sourcery. We’re nearly there!


  • Add any notes, comments, corrected citations, or other information. If you have any information you’d like to provide the Researcher, now is the time to input it into the proper sections in the upload form. Report any:
  • Estimate of the number of scans remaining, if you reached the maximum number of authorized scans before completing the request
  • Tips from the archivists about any related materials
  • Preservation issues you encountered with the material
  • External issues that caused some scans to be less than ideal (plastic sleeves, poor lighting, etc.)
  • Corrected citations, if they were provided to you by the archive staff
  • Anything else you think the Researcher would like to know!


  • Submit. Huzzah! You have completed your request.

 

➡️Please be aware that some archival collections and finding aids might contain content and language that is outdated, harmful, offensive, and/or upsetting. While some institutions are proactive about adding relevant content warnings, this is not always the case. Be vigilant and remember that your safety and well-being are our utmost priority.

 

Archival etiquette

 

It is of utmost importance that Sourcerers follow proper archival protocol when creating scans and handling material. Use the following as guidelines for your behaviour while in the archives:

 

  • Abide by any and all rules communicated to you. All institutions are different and will have different guidelines for using their material. Make sure you fully understand their rules and that you are doing your best to abide by them while creating your scans.


  • Use proper handling techniques. Make sure you are doing the following while handling potentially fragile and old material:
  • Have clean, freshly washed hands. Refrain from using lotion, particularly scented lotion, body oils, and other potentially harmful products on your hands for the duration of your appointment.
  • Always have a plan when moving materials. If you plan to remove materials from their folder to scan, always have a plan for where you are going to place them.
  • Do not bear weight on or press down on materials that are very fragile or brittle.
  • Always keep both hands on a document when picking it up or turning it over. This is particularly important for fragile material, and this is true regardless of how large or small the document is. Keeping both hands on the material helps ensure there is as little strain on the material as possible.


  • Keep materials in order. Only remove one folder from the box at a time and only remove one item from that folder at a time. Keep the material in its original order as you take your scans.


  • Alert the reference desk staff of any preservation concerns. Inform employees if you notice any preservation concerns such as evidence of insects or pests, mold, moisture, offensive or strange smells, extremely brittle or fragile material, and/or rust.


  • Keep your volume down. While libraries tend to be a bit noisier these days, the archives still generally remain very quiet.


  • Ask for help when dealing with large or oversized material. Don’t be afraid to ask staff for help handling large material, especially if you need help turning it over.


  • Don’t be afraid to ask questions! Remember that staff are there to help you. If you have any questions, don’t be afraid to ask.

 

Here are some resources on archival etiquette and proper handling technique you may find helpful: