If you want to find out about the earlier parts click on the following links: Part 1, Part 2, and Part 3
One of the questions I get asked when I mention being an archivist is about the white gloves. There seems to be a fascination with them. They are a physical symbol of the archival mystic. And they are a useful tool when needed, but they have a very specific use. Archives can be magic, but not because of the tools or how old something is; the magic comes from what we learn and how we can use the information to changes our lives.
But let me get back to my point. If you find an archives that contains materials that would be useful for your research and the materials are not available online; you will need to visit the archives in person. The first step is finding out the open hours and if you need to make an appointment. Most archives have a website with all of the information you will need before you get there and as always you can email or call the archivist to help you get started.
I believe the most helpful information to have before you walk through the doors of an archives is what supplies you can bring in with you to the research or reading room and what you can’t. Most archives, will allow you to bring in a laptop, a camera or phone, notepaper and a pencil. Everything else should be locked up in a locker or left at home. This may seem arbitrary but the fewer things that need to be managed next to the archival materials the better. Most people want to be careful with 100 year old documents and not having a lot of clutter on the same table helps.
Taking photos of the documents, photos, even the folders is the easiest way to capture information safely. Most archives also make copies and scans but there is generally a fee involved. Photos of the file folders can help with citations and if you ever need to go back to the same files. You could take notes, but somehow that doesn’t always seem to work. If I was lucky, a researcher would be able to show me a photo of the materials they looked at before to help me find it again. But more often a researrcher would return asking for the file they looked at last time, which can be difficult if they looked at lots of records.
The rules may seem random and weird and maybe even a little controlling, but they are necessary to protect the records for the next researcher whether it be tomorrow or in 50 years. I once had a researcher who was a little miffed about not being able to bring their pen in to take notes, which I was unaware of at the time. While looking at some records, the pencil in their hand dropped and drew a line on the documents. I piped up and said, “That’s why we only allow pencils in here, we can erase pencil marks.” The person did not respond, but I was able to erase the pencil marks and preserve the document. It’s that constant tension between access and preservation.
And finally the white gloves. They are best used for photographs, negatives and glass negatives. They prevent fingerprints, but they do make getting any kind of purchase more difficult. That is why they are not recommended with documents or turning pages of volumes. People tend to rip the paper when wearing gloves - clearly not a preservation technique.
Below are a few more resources for rules you might encounter when you go into an archives or special collection. Even with all the rules it can still be magical.
National Archives-Plan Your Visit