Information retrieval Special libraries (Archives & Special Collections).

On this page, you will be introduced to the unique practices of information retrieval in archival libraries, special collections, and archives. It covers the specialized databases and tools used to access historical, rare, and primary source materials. You will learn how to assist patrons in searching for and retrieving items that are often uncataloged or require specific knowledge of archival systems.

The links provided are informational and for you to check out, if interested (and to bookmark if you are interested in this type of library environment as a career pathway!)

Definition and Importance

Information retrieval in archival settings involves accessing primary source materials, historical documents, and rare items often housed in special collections and archives. Unlike standard libraries, materials in archives are typically unique, and many are non-circulating.

Key Terminology

- Primary Sources: Original materials from a specific time period that are a firsthand account (examples: letters, diaries, photographs).
- Finding Aids: Descriptive guides that help researchers locate archival materials.
- Metadata in Archives: Information about archival items, including dates, creators, and formats.
- Special Collections: A library or section containing rare or valuable books, manuscripts, and materials.
- Archives: Collections of firsthand facts, data, and evidence from letters, reports, notes, memos, photographs, and other primary sources.

Types of Archival Databases and Tools

Specialized Databases:

ArchiveGrid: Provides access to descriptions of archival collections across thousands of institutions.
WorldCat: A global catalog of library collections, including archives and special collections.
Digital Public Library of America (DPLA): A digital archive with a vast collection of historical materials.
Library of Congress Digital Images: The Library of Congress is the largest library in the world, with millions of books, films and video, audio recordings, photographs, newspapers, maps and manuscripts in its collections.

Search Strategies for Archival Libraries and Special Collections

Using Finding Aids:
- Finding aids are essential in archives as they provide detailed descriptions of collections, including scope, content, and arrangement.
- Students will learn to navigate finding aids to identify relevant boxes, folders, and items within a collection.
  - You can find finding aids in the Online Archive of California.
Searching by Collection, Not Item
Unlike public libraries, archival materials are often cataloged at the collection level rather than the item level. This means patrons search for groups of materials rather than individual items.
- Example: A collection of a famous author’s correspondence rather than each individual letter.
Keyword and Subject Searching: While many archives use keyword searches, understanding subject terms and controlled vocabulary (example: Library of Congress Subject Headings (LCSH)) is essential for finding relevant materials.
Chronological and Geographical Filters: Archival searches often involve narrowing by date ranges and locations, which are crucial for retrieving relevant historical records.

Check out this video "What are Archives? Animating the Archives."

As you watch the video, think about this question: why digitize archives?

Library Support Staff Roles in Special Libraries

Conducting a Reference Interview: In an archival setting, helping patrons clarify their research needs is critical since archival materials are often vast and complex.
Assisting Patrons with Primary Sources: Patrons may not be familiar with how to use primary sources, so library support staff need to guide them on how to access and interpret these materials.
Non-Circulating Materials: Since many items cannot leave the premises, students will learn to explain policies and procedures for in-library use, photocopying, or digitizing materials for patrons.
Special Collections: Understanding the value of rare materials and how to access them through permissions, handling requirements, and digitization options.

Advanced Search Tools for Archival Research

Accessing Digital Archives:

Many institutions are digitizing archival collections to improve access. Library Support Staff assist patrons in finding and using digitized archival materials.
Example: Calisphere (University of California’s digital archives), Europeana (European cultural collections).

Using Linked Data in Archives: Some archival systems use linked data to connect related collections or items across institutions.
Citation and Usage Tools: Learning to guide patrons on properly citing archival materials and using citation management tools for their research.