The archives are the cornerstone of our research. Yet, understanding how to find and utilize the archives can be mystifying for graduate school scholars. As a historian who has recently completed my dissertation at UCLA, I have made it out of the archival trenches. I hope that my experience can aid you in your scholarly journey and save you some of the trial-and-error process that goes into locating and utilizing archives.

Finding Archives

It is no secret that some historians have an easier time with their archives than others. For example, those who are studying non-digitized fourteenth-century provincial French texts are going to have more hurdles than those lucky late-twentieth-century U.S. historians who can access their archives when they open their laptops. That being said, increased initiatives surrounding archival accessibility have helped historians across research specialties find digitized archives.

But how can you find digitized records? The library is your best friend. Your university will have research databases and guides that are great starting points for any research. Explore these thoroughly. Then, if you are still struggling to find a set of records, don’t be afraid to reach out to your research librarian. That is what they are there for! If you are still hitting dead ends, connect with other scholars who study similar periods to see what archives they are using in their work. As a historian who studies eighteenth-century sartorial reuse and repurposing, I initially struggled to find relevant literature and sources. So I reached out to a scholar who had published a book on a topic adjacent to mine. She was kind enough to share a Google Drive with 10 years’ worth of sources! Making these connections also has the potential of saving you time.

Utilizing the Archives

You may be noticing a trend here: Communication is key in utilizing the archives. Archivists and librarians are the arbiters of knowledge when it comes to their own collections. Don’t be afraid to send them an email! What is available online is often only a small fraction of the entire collection. Thus, it is imperative to reach out to archivists to kindly request additional resources or assistance in your research. (That being said, you should first spend some time combing through available materials, and only ask them questions you cannot answer yourself.)

Great, you’ve found a relevant archive! What’s next? Unfortunately, finding materials within a selected archive is a whole other battle. If you are lucky, your selected archive has a digital finding aid and keyword search function, which allows you to search for specific terms or phrases. However, those who have used these platforms know that they are notoriously finicky. One starting strategy is to search for a general term that is relevant to your research and use the advanced search to narrow down your scope. It is also important to use the correct terminology if you want to find what you are looking for. When I began my own research, which was a microhistory of sartorial reuse and repurpose in the early republic, searching “recycling” in eighteenth-century newspapers did not get me very far. I needed to use contemporary language like “mend” or “turn” to produce results.

The author analyzing a Patchwork quilt fragment (1775-1850) held at Historic New England in Haverhill, Massachusetts. Image courtesy of the author.

Getting to the Archives

Digitized records can only get a historian so far. It is often crucial to travel to the physical archive because seeing the object in person offers a new perspective. Witnessing the tangible nature of these extant materials can yield a deeper understanding of our historical subjects. But how can you get there on a PhD student’s salary? This is why research grants are a must. In order to use the archives successfully, you need to apply for grants that can fund these research trips. Look at your own university and prospective libraries and archives to see if they offer fellowships; many do. Ask your committee and scholarly peers where they have successfully sourced money, as you may also be eligible for that funding. Finally, by building relationships with archives early on, you may have a better chance at securing funding. For example, I was in contact with the incredible archivists at the George Washington Library at Mount Vernon two years prior to receiving a fellowship there. If institutions are invested in your research, they are more likely to invest in you.

Organizing Your Findings

One thing that no one prepares you for is the sheer amount of information you accumulate as you research. There is no way to read every document when you are sitting in an archive. So, the best strategy is to take pictures of everything and study them when you’ve returned from your trip. The downside to this method is the thousands and thousands of documents and images in the Photos app on your phone.

Thus, early on in your research, you will need to determine a way to organize these images so they can best serve your research. Scholars have many different methods, but I have commonly seen well-organized digitized folders or the use of OneNote or Zotero. There is no right way, but it is important to find a method that works for you during your time in grad school. You are collecting YEARS’ worth of information, and the more organized you are, the easier it will be to write your dissertation.

You will find some archives better preserved and better organized than others. Archivists house some sources in pristine, temperature-controlled rooms, while others languish in damp basements, surviving against the odds. I once came across a textile archive in humid Maryland that was not temperature-controlled, and the moths were having a field day! You have to work with what you’ve got. When all else fails, get your elbows deep into the stacks and see what you find.

You will make mistakes and hit dead ends, but consider that part of the process. And if you take only one thing away from this, I hope that it is the importance of reaching out to your scholarly community for assistance. Make friends with librarians, peers, archivists, and senior scholars in your subject area. Finding the right archives is never truly a solitary venture. We want to see you succeed!