Using Archives (Visiting a Repository)

Archive services will list most of their archives in online catalogues, or other lists called handlists or finding aids. These will often give you background information about the archive – who created it and why – and describe what’s in it. Each item in an archive, or group of items, will have a unique reference number or code. Use this reference number or code to ask for the items you want to see.

You can usually consult an archive in a dedicated room, often called a reading room or a searchroom.

How do I find what I’m looking for?

Archives services are different to libraries; you can’t browse the shelves to find the archives you want to see. Archives are unique as they can’t be replaced if they are lost or damaged – they are kept securely in dedicated strongrooms with the right environmental conditions such as temperature and humidity. When you ask for an item, archives staff will retrieve the item for you, and after you have finished with it, it will be safely put away until it is needed again. You can search for archives that may be helpful to support your research either at the archive service itself or by searching their online catalogue.

Searching the archive catalogue
It’s helpful to remember that archives, unlike library books, are not arranged by subject. They are arranged in the catalogue by ‘creator’ – all the records created by a particular individual or an organisation are often bunched together, as the archive of that individual or organisation. One archive may contain material about a range of subjects, such as the XXX or XXX. On the other hand, you may find that material relating to your research is spread across several different archives. Staff are always there to help you – if you can’t find what you want, or don’t know how to use the catalogues, please ask.

Catalogues are also available online 
You can often find outline descriptions about many of the archive collections held by archive services in Wales on the Archives Hub.  You may not always find detailed catalogues here, with lists of individual items, but you may find enough information to decide whether it’s worth visiting or contacting a particular archive service. Some archive services also have detailed catalogues on their own websites.

Other services
Many archive services offer a professional research service, and a copying service.

Archives are for everyone – help to keep them safe

Using archives is a great experience – each item is precious and unique, a direct connection with the past. An archive repository is where records are stored for safekeeping, so we need to make sure that they are kept undamaged for others to look at. Most archive services have searchroom rules like these:

• Make sure your hands are clean
• Use only pencils
• No eating or drinking (not even sweets, or bottles of water)
• Handle documents carefully – if necessary, use the document weights and book supports provided
• Leave bags and coats outside the searchroom – most repositories have lockers

Friendly and knowledgeable staff are always on hand to advise on the best way to handle documents.