I use this presentation as a brief introduction to the Special Collections and Institutional Archives Department at Reese Library, Augusta University when hosting classes and instruction sessions.

1. Using Archives &
Special Collections
Special Collections Librarian, Kara Flynn
kaflynn@augusta.edu
Reese Library, Augusta University

2. Primary sources
• Created at the time of an event, or created
later by an event participant, i.e. first hand
accounts
• Enables researchers to get as close as
possible to the period/event
• Examples?

3. Secondary Sources
• Created later, by someone who did not
experience an event/period first-hand.
• Work commenting on other work (primary
sources).
• Not based on direct observation of or
evidence directly associated with subject.

4. What is an archive/archives?

5. Archives defined
• Materials created or received by a person, family, or organization, public or
private, in the conduct of their affairs and preserved because of the enduring
value contained in the information they contain or as evidence of the
functions and responsibilities of their creator, especially those materials
maintained using the principles of provenance, original order, and collective
control; permanent records.
• An organization that collects the records of individuals, families, or other
organizations; a collecting archives.

6. Types of Archives
• Institutional: collects and maintains records related to the institution and
inter-related organizations
• Collecting: collects materials related to a defined area
• Combination: collects both institutional records and materials that
document local areas or special subjects

7. Archives v. Special Collections at Augusta
Archives Special Collections
Type of material collected Manuscripts (unpublished) Published materials
Collecting scope Local history and Records of
Augusta University
Local history, some genealogy
Genre/formats Diaries, scrapbooks, albums, legal
records, financial records,
organizational records, & more!
Scholarly monographs, local
journals/periodicals, reference
sources
Type of source Primary Secondary
Author/creator Written by a contemporary of the
period
Written by scholars/others
(retrospective)

8. Main functions of Special Collections and
Institutional Archives
• Appraisal
• Acquistion
• Arrangement & Description
• Preservation and storage
• Reference and access
• Outreach

9. Why do we save these things?
• Archival materials are not collected
and preserved simply because they
are old
• Archival records should be collected,
preserved, and maintained in order
to provide access and use by future
researchers
Image: https://thewayofimprovement.com/2017/06/23/can-a-discovery-be-made-in-an-archive/

10. Accessing Archives & Special Collections
• Make an appointment to
physically visit the
archives/special collections
• Use online resources
• Digital reproductions
• Digital exhibits
• Finding Aids

11. Anatomy of a Finding Aid
• Descriptive summary- includes basic info (title, collection #, date range,
etc.)
• Administrative information- includes info related to access/reproduction
restrictions, accession information, related materials
• Subjects/Genres- controlled vocabularies
• Notes- includes biographical/historical note, scope and content, description
of arrangement, and a box and folder list.

12. Accessing our collections
• On campus and Off
Campus links to finding
aids can be found in the
Reese Library Special
Collections libguide from
the library website:
• http://archive.aug.edu/arc
hon/
In Archon: In the Catalog:
• Special Collections
materials are searchable in
the library catalog:
• http://www.augusta.edu/li
brary/reese/

13. Care and Handling of
Archival Materials
Image:
http://www.hollingermetaledge.com/modules/store/index.html?dept=1084&cat=1517
Image: https://www.tsl.texas.gov/arc/preserve/photo.html
Image:
https://i.pinimg.com/originals/92/b6/39/92b639cdd4747a4e5dbd3fabb
7ac73cc.jpg
Image: https://www.artsy.net/article/artsy-editorial-little-
known-reason-pencils-yellow
Image: https://blogs.loc.gov/picturethis/2016/04/anything-to-
get-the-shot-itinerant-photographers/

14. Using the collections
• Appointments are strongly encouraged!
• Please wash hands before/after working with materials
• Search for materials online before coming in
• Taking photographs of materials is allowed. Other forms of reproduction/publishing of
materials requires fees.
• Gloves not necessary– but please handle carefully! This includes using book pillows for
fragile items.
• No food or drink
• Use pencils when taking notes, not pens