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Archives & Special Collections: Using Archives for Research

Guide to resources available in the Point Loma Nazarene University Archives and Special Collections.

Introduction

Primary source research in archives is different from regular library research because you are working with original materials (letters, photos, reports, and diaries) created by people at the time events happened. Instead of reading someone else's interpretation found in books or journal articles, you are discovering and interpreting the evidence yourself.

Archival Research 101: Getting Started with Primary Sources

Step 1: Plan Your Research

  • Define your topic. Start with a focused question or theme.
  • Gather background information. Read secondary sources to understand context and identify keywords and names.
  • Quick Link: How to Do Research at Ryan Library.

Tip: Keep a list of key terms and variant spellings to use in searches.

Step 2: Locate Potential Archives

Tip: Archives are everywhere—universities, museums, government agencies, companies, community groups, historical societies and online. Explore multiple types of repositories.

Step 3: Navigating the Archive

  • Check to see if the archives you are evaluating has a link on its website to catalogs, databases or other research tools.
  • Look for finding aids, or descriptive guides to collections.
  • Browse digital collections.
  • Make an appointment and consult with an archivist before you visit in person. 
  • Plan your visit: bring ID, and a pencil (no pens allowed). Laptops, cell phones, cameras, and portable chargers are usually allowed, but ask about their photo policy before you start to take pictures.
  • Use care when handling materials and maintain the original order.

Tip: Remember that only a small percentage of archival materials are available online. Most archival records must be viewed in person.

Step 4: Analyzing Primary Sources

  • Meet the source.
  • Observe its parts.
  • Ask: Who, what, when, where, why?

Step 5: Citing Archival Sources

When citing a document from an archives, include the creator, title or description, date, box location or item number (if known), collection name, and repository.

For example: Ruth (Crane) Spaite letter, April 30, 1965. Pallen I. Mayberry Collection. Point Loma Nazarene University Archives. 

The specific format may vary depending on the instructor's preferred style (MLA, APA, etc.) 

Example 1: Analyze a document

Typed letter dated April 30, 1965, from Mrs. Ruth (Crane) Spaite recalling the 1918 influenza epidemic at Pasadena College. She describes students being sent home, illness spreading in the dormitory, and praises Pallen Mayberry for her tireless care. Letter from the Pallen I. Mayberry Collection, Point Loma Nazarene University Archives.
Letter from the Pallen I. Mayberry Collection
Some questions to ask:

What kind of document is it?

Who created the document? Who is the intended audience?

Why was it created? What function did the document serve?

When was it created? Where?

Is it unique, or part of a series?

Is it a reliable source? Can you corroborate the data from other sources (i.e. newspapers, photos, letters, etc.)

What historical questions does it not help you answer?

Activity: NARA's Document Analysis Worksheets.

Example 2: Analyze a photo


Five former Pasadena College presidents stand outdoors in suits and ties beside a concrete birdbath, posing for a formal group portrait in front of a house with a porch and garden.Photo of Pasadena College Presidents

Some questions to ask:

What tools and methods were used to create this image?

What do you see first? What is left out of the frame?

How might this look different if it were taken today?