This document discusses why items may not be available to view digitally on ArchiveGrid and why scheduling a visit is sometimes necessary. It explains that the digitization process is lengthy and costly, so many archives have not digitized all their collections. Copyright issues may also prevent digital copies. The document provides an overview of what archival materials are and how to search and filter results on ArchiveGrid to find relevant information about accessing physical archival items.

1. Why Can’t I See the Item in
ArchiveGrid?
U. Grant Miller
Library
 Archives around the world are currently
in the midst of the digitization process,
which mean scanning items into a
computer to make electronic copies.
 However, this process is lengthy and
costly. Creating the digital copy takes
time and the digitization software and
hardware can be expensive. Help Guide
 Many archives simply don’t have enough
staff to undertake this process full-time.
 There may also be copyright issues. The
archives may not have permission to
ArchiveGrid
make an electronic copy.
 Obtaining permission may also take a
long time. ArchiveGrid is a catalog of
archival collections from
thousands of libraries,
museums, historical
societies, and archives
around the world. You can
Why Would I Need to Schedule a access descriptions of the
Visit? materials and contact
information to schedule
 Many archival materials are old, fragile, visits to view items or
rare, or all three!
 They may require professional handling request copies.
or supervision while viewing.
 These items also might not be displayed
in the open, so scheduling ensures that a
staff member is there to assist you when
you come. Washington & Jefferson College
 Again, copyright laws might come into 60 S. Lincoln St. Washington, PA 15301
play. If an archive doesn’t have Phone: 724-223-6070 User Services
permission to copy the material, you Phone: 724-223-6072 Research Services
need to visit the physical item to have Fax: 724-223-5272
access to it. www.washjeff.edu/library Washington & Jefferson College

2. What are Archival Materials? Results  Each result displays the record title, the
author, the name of the archive, and a
 Archival materials are “created or received  Depending on your keywords, the results brief summary.
by a person, family, or organization, public list may be long.  Click on “Read more” to see all of the
or private, in the conduct of their affairs and  You can sort your results by relevance, information ArchiveGrid has on that item.
preserved because of the enduring value date, title, archive, or location.
contained in the information” (SAA).
 Collections can contain “not only paper
documents – such as correspondence,
manuscripts, and diaries – but also
photographs, sound recordings, films,
videotapes, artifacts, and electronic
records” (NY Public Library).
How to Use ArchiveGrid
 ArchiveGrid has a simple, Google-style  You can limit results by the archives that
search box. materials are stored in or by geographic
 Simply type your keywords into the search location in boxes on the left of the screen.
box and click on “Go.”
 Click on the archive’s name to go to an
external website with information on how
to contact an archivist about the
material, whether that’s to schedule a visit
to view the item or request copies.
 Note: Be careful when searching for
materials by or about a certain person.
More than one person may have the name
you search for, so the results might not be
relevant to your search.
 For example, a search for
“George Washington” returns 5455 records,
including ones for George Washington
Hilleary, George Washington Cable, and
George Washington Dickenson, none of
which are relevant.
 Try adding a qualifier to the search, like a
job position, date, or place.
 For example, a search for “George
Washington” president returns 1960 results
about the first president.