The document discusses providing access and reference services in archives. It covers developing access policies that balance protecting records with making them available to researchers. Reference services are important to fulfill the core purpose of archives, which is using collections. The reference process involves matching user needs to relevant resources while keeping collections secure. Creating a secure yet comfortable reference space and reference process is important for researchers.

1. PROVIDING ACCESS AND
REFERENCE SERVICES IN
ARCHIVES
Caitlin Donnelly
Head of Public Services
Kenneth Spencer Research Library
University of Kansas
April 5, 2013

2. Access Policies
• Are written statements describing the repository’s rules and
procedures for providing public access to its collections.
• Reflect decisions about and document who gets to see what
and when.
• Should take context into consideration, i.e.:
• The type of records that are contained in the repository.
• The mission of the repository.
• The desires and needs of users.
• Should apply all relevant laws.

3. Access Policies
• Are important because they:
• Protect the rights and privacy of record creators and the
sensitivity and confidentiality of records.
• Help repository staff communicate and enforce restrictions
on access.
• Help provide security for records that may be fragile, highly
sensitive, or extremely valuable.
• Reassure donors and creators that their materials will be
properly protected and used in the repository.
Bruce W. Dearstyne, Managing Historical Records Programs, pp. 199-200

4. Access Policies
“Access policies protect records from harm and some
information from premature disclosure, while making as much
information available to researchers as possible. An access
policy mediates among the competing demands of privacy,
confidentiality, public right to know, and equality of access.
Some of these concepts are embodied in law, others in deeds of
gifts, and still others in ethical norms. Access policies also
allocate repository resources for reference services as equitably
as possible.”
Mary Jo Pugh, Providing Reference Services for Archives and Manuscripts, p. 149

5. Elements of an Access Policy
• User communities
• Resources and restrictions
• Intellectual access and reference services
• Fees
• Physical access and conditions of use
• Use of information
• Loan of materials
Mary Jo Pugh, p. 163

6. What is Reference?
“Archival records exist to be used. Identifying and preserving
records, though laudable goals in themselves, are not enough to
justify an archival program.”
Gregory S. Hunter, Developing and Maintaining Practical Archives, p. 207

7. What is Reference?
“Reference work involves matching user needs to relevant
resources. Reference staffers manage access to collections,
while keeping collections secure....Reference services fulfill
the repository’s core purpose, which is collections use by
researchers. Reference services ensure that many people use
original [materials], even though they may be unfamiliar and
challenging to use…[Reference] is rewarding to staffers and
helps underscore the reason for the repository’s existence.
In effect, good reference builds your repository’s base of
satisfied customers – your stakeholders – which can help your
repository survive in tough times.”
Mary Lynn Ritzenthaler and Diane Vogt-O’Connor, Photographs: Archival Care and
Management (Chicago: Society of American Archivists, 2006): 271.

8. What is Reference?
• Reference services in archives provide:
• Information about the repository.
• Information about holdings.
• Information from holdings.
• Information about records creators.
• Referrals to other repositories or resources.
• Information about laws and ethics regarding the use of information.
• Instruction in using records.
• Education about the research process.
• Physical access to holdings.
• Copies, permissions, and loans from holdings.
Mary Jo Pugh, p. 23

9. What is Reference?
• Reference service is important because:
• It makes research materials more accessible to the public.
• It helps the staff monitor the condition of materials.
• Good service enhances the organization’s public image and
reinforces the repository’s goals of preserving and providing
access to historical information.
• Skilled reference service combined with detailed descriptions
protects materials from unnecessary or inappropriate use.
Bruce W. Dearstyne, pp. 200-201

10. Dimensions of Reference Services
• Intellectual
• Facilitating research
• Undertaking research
• Educating users
• Human/interpersonal
• Administrative
Mary Jo Pugh, p. 23

11. Creating a Secure Reference Space
• Separate, secure storage for collections (closed stacks).
• Limited entrances and exits.
• Lockers for researchers’ personal belongings.
• Ultraviolet filters on all fluorescent lights.
• Posted or accessible policies, including those pertaining to copyright.
• Workstation for the reference archivist on duty.
• Tables for patrons within eyesight of archivist workstation.
• Tables for oversize materials.
• Staff and researcher access to photocopiers, scanners, microfilm
readers, and audio-visual equipment.
• Staff and researcher access to tools for using collections, e.g.
magnifying glasses, gloves, book trucks, cradles and supports,
weights, pencils, notepaper, and out cards.

12. Creating a Comfortable Reference
Space
•Accessible to all researchers, including those with disabilities.
•Appropriate noise level conducive to research.
•Staff and researcher access to reference materials and
collection descriptions.
•Public computer workstations.
•Forty to fifty square feet per user; eighty to one hundred square
feet for oversize materials.
•Comfortable chairs for staff members and researchers,
adjustable if possible.

13. Creating a Welcoming Reference
Space
• Easily accessible from the outside.
• Prominent and clear directional signs.
• YOU!

14. Policy Statements and Forms for
Researchers
• Location and hours
• Access
• Accommodations
• Directions
• Parking
• Registration
• Finding aids
• Requesting materials (call
slips)
• Use of materials
• Copyright
• Ordering copies (policies,
instructions, fees, and forms
for each of the following):
• Electrostatic
• Photographic
• Microfilm
• Audiovisual
• Digital
• Publishing copies
Mary Jo Pugh, p. 188

15. The Reference Process
Gregory S. Hunter, p. 220

16. References/For Further Reading
Books
•Dearstyne, Bruce W. Managing Historical Records Programs: A
Guide for Historical Agencies. Walnut Creek, California: AltaMira
Press, 2000.
•Hunter, Gregory S. Developing and Maintaining Practical
Archives: A How-To-Do-It Manual. Second edition. How-To-Do-It
Manuals for Librarians, Number 122. New York: Neal-Schuman
Publishers, Inc., 2003.
•Pugh, Mary Jo. Providing Reference Services for Archives and
Manuscripts. Archival Fundamental Series II. Chicago: Society of
American Archivists, 2005.

17. References/For Further Reading
Society of American Archivists Online Resources
•Archives & Archivists listserv and roundtable discussion email
discussion lists: http://www2.archivists.org/listservs
•Lone Arrangers Roundtable resource page:
http://www2.archivists.org/groups/lone-arrangers-
roundtable/lone-arrangers-roundtable-resources
•Standards Portal: http://www2.archivists.org/standards
•“Using Archives: A Guide to Effective Research”:
http://www2.archivists.org/usingarchives

18. References/For Further Reading
Other Online Resources
•Society of Georgia Archivists Forms Forum:
http://soga.org/resource/forms
•Miller, Lisa, Steven K. Galbraith, and the RLG Partnership
Working Group on Streamlining Photography and Scanning.
“Capture and Release”: Digital Cameras in the Reading Room.
Dublin, Ohio: OCLC Research, 2010.
https://www.oclc.org/content/dam/research/publications/library/2
010/2010-05.pdf