Your Archive visit
Anyone can visit the Archive. There is no need to make an appointment. However, if you are travelling some distance it is advisable to
contact us and check that we will be open.
You do not need to be a member of the Library, but we may ask for identification.
Your visit starts by...
Signing In
We ask users to complete a record sheet at each visit, providing their name, full address and other contact details.* There is also a space for you to note your topic of interest.
Completing this form and signing the request slips to get documents means you agree to abide by the searchroom rules and procedures and will follow the record handling guidelines.
Most of the materials we hold in the Archive are unique and irreplaceable. You can help us care for the records by following the record handling guidelines (pdf.46k). Help us make sure that future generations can also enjoy and learn from them.
You can find what you want by using...
Finding Aids
There are several ways to help you find the most useful information.
The Summary of Holdings (pdf. 460k) provides an overview of all the collections we hold. You can use this to help you decide what kind of records will be most useful.
In the search room we also have volumes which list and describe the collections in detail. These descriptive lists are colour coded, to distinguish between Council and other Official records (black) and the Gifts and Deposits collections (blue).
Each collection is headed by a summary of its contents, so that you can quickly see who created the material, what dates it covers and what kind of information it contains.
You can then browse through the descriptive lists of one or more collections and note which items you would like to look at
Each collection has a unique reference number, as does each volume, bundle or item within each collection. When you want to see anything you will need to take a note of the complete reference number so the right material can be produced
Other ways to find the right information....
We are also working to produce guides to the collections and source lists which can help simplify your search They are available in the searchroom and on this website
Current guides are
Family History Sources (pdf. 492k) and Summary of Holdings (pdf. 460k)
Source lists
These are subject-based databases. If you are doing a school topic, an essay or research that touches on any of these themes, the source lists are a quick way to find the most useful collections.
They can all be used in the Archive Searchroom and some are available on this website
Current source lists are:
Reference and resources
We also have tools that can help you make sense of the records you want to see or help you find collections that are held elsewhere. There are books and websites that tell you about why certain records were created, and that will help you decipher old handwriting and understand Latin and Old Scots. The searchroom pc can be used to access this information and to browse the catalogues of other archives and related websites
If you are not sure where to start your search, the staff will be happy to guide and advise you.
I've seen what I want, what do I do now?
Request slips
When you spot something of interest, make a note of the reference number. You need the number to complete the request slip which is used to produce the items you wish to see. You will probably need to complete one slip for each item, or group of items - the staff will advise you. Give your slips to a member of staff who will fetch the material you have asked for from the strongroom.
The documents
When you are given the material you have requested, please follow the record handling guidelines (pdf.46k) which will minimise wear and tear on the documents. There are paper and pencils available for you to take notes, gloves to protect the documents and cushions to rest them on. The staff are always happy to advise and help.
At the end of your visit
When you have finished with the material, tell a member of staff who will return them to the strongroom.
Access to the records
There are certain circumstances when access is restricted. Some records may be too fragile or are away being repaired. Records may also be closed to the public under the terms of the Data Protection Act 1998, or at the request of the collection's owner.
*In compliance with the Data Protection Act (1998), any personal information supplied by you may be kept in either a manual or automated file for administration, record or management information purposes. The information will be used for no other purpose. Only those with direct operational rights will have access to the information.
