If you are planning on using papers or records at institutions other than Mount Holyoke you should begin by writing to them explaining your research topic in a concise, but detailed fashion. If you can locate a homepage for the archives or special collections and there is an e-mail address you can do this via e-mail. You should expect that it may take as much as four weeks to get a reply. Once you have confirmed that the materials you are looking for are available at that institution you should set up an appointment (either by phone or e-mail). If you need to break this appointment let the archives know as soon as possible.

As part of your research you should expect to have to make use of an archival finding aid. You may even want to ask for a copy of any finding aids for the collections you will be working with in your initial letter of enquiry. Many archives are now creating electronic finding aids that are viewable on the Web. While most of these are in HTML some are only available in an SGML format called Encoded Archival Description (EAD). To view these types of finding aids you will need to download a copy of the software Panorama. This software is available free on a thirty-day trial bases. For more information on EAD and the software needed for viewing go the Library of Congress EAD Web page

When you visit an archives you should expect to leave anything other than pencil (pens are generally not allowed since they can mark papers permanently) and paper at the front door. Most archives will provide a secure place for you to leave your belongings. Some archives will allow you to bring in a laptop computer. If you wish to use a computer you should check with the archives staff when you set up your appointment. In rare instances archives will require that you use their pencils and paper only.

You will most likely be asked to review and sign an agreement stating that you will abide by the rules and regulations of the archives. You may be asked to provide some form of identification (drivers license, passport, or student I.D.). On occasion you may be required to bring a letter from your professor stating that your research is legitimate.

You will most likely be required to work under the supervision of an archivist. In most cases the supervising archivist will bring you records or papers in small batches (sometimes as small as a single folder at a time or as large as several boxes at a time depending on the rarity and condition of the records you are working with). In some cases you may be required to work from microfilm or some other surrogate copy. Be prepared to take extensive notes. Some archives will allow photocopying, but others may limit the number of copies per individual or may not allow copying at all.

You should go prepared to spend at least one whole day in the archives (longer if you are working with a large collection). You will not be allowed to eat or drink while you are working in the archives, so make sure that you bring either a bag lunch or money for food. Be sure to ask the archives staff about the availability of food in the area surrounding the archives when you set up or appointment. Even some archives in large cities may be located in parts of town where restaurants are not easily accessible. If you will need housing to conduct several days of research you may also want to ask them about hotels or hostels in the area.

Mount Holyoke College Archives and Special Collections 8 Dwight Hall, 50 College St. South Hadley, MA 01075 (413) 538-2013

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