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Frequently Asked Questions

Discovering Archival Materials

General FAQ

Glossary of archival terms

For further definitions, see the Society of American Archivist

  • Finding Aid
  • Repositories
  • Collections
  • Series
  • Containers
  • Folder
  • Item
  • Discovering Archival Materials

    What is Archives and Special Collections at Rutgers?

    Archives and Special Collections at Rutgers contains finding aids for archival repositories at Rutgers University. A finding aid is a guide to an archival collection and provides information about its creation, content, and how it’s organized. For further definitions, see the Glossary of Archival terms at the bottom of the page or the Society of American Archivist Glossary Terms .

    What won’t I find?

    Archives and Special Collections at Rutgers encompasses the archival holdings of Rutgers University Libraries, and does not contain:

    Some archival collections will not be found on this portal, but please use this form for further inquiries: https://www.libraries.rutgers.edu/ask-archives.

    How do I find materials?

    Browsing

    Searching

    How do I filter results?

    The left margin of the results page allows you to filter your results

    filter results in Rutgers

    What should I know about phrasing my searches?

    Within your search results

    General FAQ

    Are materials available for download?

    Available digital archival materials are indicated with a hyperlink. To inquire about obtaining digital copy, please use this form

    Can I get a PDF copy of a finding aid?

    Download a copy of the finding aid by clicking the 'PDF' icon in the top right corner.

    PDF icon in Archives at Rutgers

    How do I request materials? How can I reach an archivist?

    Contact an archivist through the following form: https://www.libraries.rutgers.edu/ask-archives.

    How do I know which repository holds the collection I’m looking for and how do I get in touch with that repository?

    After completing a search, look for the words 'Found in' in your results to see which repository holds the collection.

    To contact the repository, please use this form: https://www.libraries.rutgers.edu/ask-archives.

    repository in Archives at Rutgers

    How to cite these materials?

    You can easily cite the collection or materials by using the Citation icon in the top right corner.

    citation icon in Archives at Rutgers

    Glossary of archival terms

    For further definitions, see the Society of American Archivist Glossary Terms .

    Finding Aid

    A finding aid is a guide to an archival collection and provides information about its creation, content, and how it’s organized. The level of detail in finding aids vary. Many finding aids list the creator, date range, and size of the collection, as well as the formats of collection materials (photographs, correspondence, film, diaries, etc.). ome finding aids may have a Container Inventory that describes groups of items within a box or folder. Occasionally, finding aids list individual items within a box or folder.

    Repositories

    A repository is the institution responsible for long-term access and preservation of collections. Within Rutgers University Libraries are the following repositories:

    Collections

    Archival collections consist of the records of an organization or the personal papers of an individual or family. Archival collections typically include unpublished, one-of-a-kind materials such as diaries, letters, sound recordings, films, and photographs.

    Series

    A series is a grouping of often similar materials filed together by format, topic, or creator such as correspondence or financial documents.

    Containers

    Containers hold archival materials and can take many forms, ranging from boxes and folders to a slipcase or enclosure for a bound volume.

    Folder

    A folder is a single enclosure used to keep similar materials together. Folders are found inside a container.

    Item

    An item is a single archival object found within a folder or container.