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… work in an archive

1. Only use pencil and a spiral-bound note pad to make notes

2. Don’t eat or drink in the reading room

3. Handle documents as little as possible

4. Respect your fellow researchers: turn mobile phones off and work quietly

5. Laptops and digital cameras are usually allowed, but check with the archivist first

Because the material they hold is unique and irreplaceable, there are rules and regulations that you will have to follow during your visit. Actually, these rules are there to help you make the most of your research trip, as well as protect the documents for other users.

Document preservation and conservation is an important part of archival work, and to ensure that documents are not damaged you will find that archives impose strict rules on what you can bring into the reading rooms with you, plus guidelines on document handling techniques. In general, the golden rule of archives is that you must work with pencils only – biros and pens are forbidden due to the potential harm they can cause to original material. Similarly, erasers and pencil sharpeners should not be used or placed near documents, as they can cause damage. There is usually a no eating or drinking rule in place for similar reasons, and this extends to cough sweets and chewing gum.

If you are unsure about how you should be handling an item, or you feel it is delicate, please ask an archivist to assist you. Most archives have a store of foam wedges, supports and weights to help set the document out in a way that carries a minimum risk of harm. Try to limit your own contact with the item; for example, if reading a line of text, do not run your finger along the document, as grease from your skin can cause damage. Instead, place a piece of white paper under the line of text to help you keep your place. If you are having difficulty reading faded text, ultraviolet lamps can often help pick out lost words. Similarly, maps and plans are often covered under clear protective sheets, and you should always ask before you attempt to trace a document.

The amount of material you can bring into the reading rooms will also be limited. Apart from banning pens, erasers and pencil sharpeners, it is likely that you will be asked to leave the majority of your research notes in a locker outside the reading room area, and bring in only spiral-bound note pads or sheets of paper stapled together; and what you can bring in will be probably searched on the way in and the way out. This is to prevent document theft; sadly, many items ‘go missing’ each year.

Finally, you should, wherever possible, respect your fellow researchers and work in silence. If you do need to confer with a friend or colleague, try to talk quietly and leave the reading room to do so. Mobile phones should be turned off or left in silent mode – there’s nothing more annoying than having your concentration disturbed by someone’s phone ringing! Most archives allow you to bring your laptop into the reading room, but you should also set them up so that they are silent when turned on. Digital cameras are also largely welcomed these days, though you need to obtain clearance first from the archivist if you want to take photos, as there could be copyright implications and not all cameras are ‘document friendly’.