How to Make a Request For Primary Records
Once you have found a relevant finding aid or wish to inquire more regarding a given collection or series, sending an email to the Special Collections or Archive is necessary. Most organizations have limited space for any user to view a document in their reading room and may not have records available on site. You may not be able to view the records on the same day as the request made. The best way to optimize your trip to the archive is to reach out ahead of time. Here is the best way to structure any archival request is to have three different sections.
Part One: Introduction
Introduce yourself! Give a summary of the research you are doing and how you are planning to use the materials. This will help the archivist who has received your request. Especially if you have only a general idea of what records you are looking for, this may help them point you to more specific record sets.
Part Two: Be Specifics
Be specific about the materials you are hoping to view from the archive. If you have a collection or series already identified, include the title and identity number.
Optional: Need Additional Help
If you do not have all the information available, include formal names of individuals, organizations, or events with date ranges. This will help the archivist provide additional finding aids or if they have the relative materials.
Part Three: Making an Appointment
Asking what the earliest appointment that is available may be the easiest way to gauge how far in advance you need to plan your trip. Most facilities have flexible appointment times, in part to ensure that the research room is not crowded and to have the materials easily accessible.
Note: It is not always a Straightforward Process
They may email you several times until you have designated a discrete set of records that you want to view. Days where they have availability may have changed from the first time you contact them.
