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Frequently Asked Questions
Below is a listing of questions that are frequently asked about the Archives and Manuscripts Department. A glossary of archival terms is available to assist those researchers who may be unfamiliar with archival materials. If these FAQ do not answer your questions, please contact the Archives and Manuscripts Department.
- What are Archives? What is the difference between
archives and manuscripts?
- How can archival holdings benefit my research?
- How do I gain access to materials in the Archives
and Manuscripts Department?
- Where are you located?
- Why are some items restricted so that I can't see
them?
- Are all of the archival and manuscript collections
at the University of Maryland located in your department?
- Are any finding aids available online? If they are not, can I
obtain a copy prior to my visit?
- What is Archives II? Is it also located on campus?
- What is the difference between a processed and
unprocessed collection?
- Are all of your materials available in the University
of Maryland Libraries' online catalog?
- How does the Archives and Manuscripts Department
acquire materials?
- Can I make my own photocopies? What if I need
photographic prints instead? Why am I allowed to make my own copies
of university publications, but not of university archival materials?
- Why are there special rules about how I handle
archival materials? What are the rules?
- Do you have audio-visual materials? How do I view
them? Am I allowed to copy these materials?
- Do you have any photographs?
- If I am unable to visit the University of Maryland,
will I still be able to get information from your holdings?
- I would like to have copies of documents in electronic
format. Am I allowed to scan documents?
- Am I allowed to browse in your stacks?
- Why do I have to put my stuff in a locker?
- I need a copy of a course description for a class
I took in 1972. Can you send me a copy?
- I'm not affiliated with the University of Maryland
- may I use your collections?
- Do you have a complete set of University of Maryland
yearbooks?
- How can I request my transcript?
- How can I find information about the University of Maryland budget?
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- What are Archives? What is the difference between archives and manuscripts?
- Archives
are the non-current records of individuals, groups, institutions,
and governments that contain information of enduring value. A modern
archival repository includes photographs, films, video and sound
recordings, computer tapes, and video and optical disks, as well
as the more traditional unpublished letters, diaries, and other
manuscripts. Archival records are the products of everyday activity.
Manuscripts are a subset of archives. This is the term used to describe a natural accumulation of documents created or accumulated by an individual or family as opposed to an institution or government.
Some examples of holdings in our department include:
- The Records of the College Park Campus Senate: They were created by an organizational body at the University of Maryland, College Park, and may be found in our University Archives.
- The Archives of the Association for Childhood Education International: Since they were not created by an organization within the University of Maryland, they are located in Historical Manuscripts.
- The Papers of Adele H. Stamp: These were created by an individual employed by the University of Maryland, but are located within the Historical Manuscripts holdings because Adele H. Stamp was an individual and not a department.
- The Papers of Katharine Anne Porter: These papers are located in the Literary Manuscripts holdings since they contain drafts, notes, personal letters, memorabilia, and other items associated with the creation of Porter's fiction and other literary works.
- The Papers of Jim Robertson: These papers are located in the National Public Broadcasting Archives since they were created by an individual prominent in the field of broadcasting.
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- How can archival holdings benefit my research?
- Researchers use archival materials both for their administrative
value and for purposes other than those for which they were created.
For example:
- Native Americans may use archival records to establish legal claims to land and privileges guaranteed by federal and state governments.
- Medical researchers utilize records to study patterns of diseases.
- Authors use archives to acquire a feel for the people and times about which they are writing.
- Historians and genealogists rely on archival sources to analyze past events to reconstruct family histories.
- Businesses use the records to improve their public relations and to promote new products.
- Scholars use literary manuscripts to write biographical or
critical works on literary artists.
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- How do I gain access to materials in the Archives and Manuscripts Department?
- Researchers consult the holdings of the Archives and Manuscripts Department through two locations. Historical Manuscripts, Literary Manuscripts, and the University Archives may be requested through one public-service point in Hornbake Library, the Maryland Room. The National Public Broadcasting Archives and the Library of American Broadcasting can be accessed via a separate public service point on the third floor of Hornbake Library. If you plan to spend a lot of time looking at a collection or are travelling a long distance to visit us, we highly advise contacting us in advance so that we may provide prompt access to materials.
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- Where are you located?
- The Archives and Manuscripts Department is located on the University of Maryland campus in College Park, MD. Please see our directions for more detailed information.
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- Why are some items restricted so that I can't see them?
- We try to provide access to as much material as our legal obligations allow. However, some items must be restricted for a variety of reasons. The primary reason for restricting access to documents is to protect the privacy of individuals. Documents that contain certain information about an individual (for example, student grades, social security numbers, references etc.) are typically closed to the public until 75 years after the date of the document or until the death of the individual. Other materials might be restricted because of stipulations by the donor in the deed of gift.
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- Are all of the archival and manuscript collections at the University of Maryland located in your department?
- The University of Maryland houses several rich and varied special
collections. Although the Archives and Manuscripts Department contains
the majority of the archival material in the libraries, several
other departments or libraries on campus house their own special
collections.
Gordon W. Prange Collection
International Piano Archives at Maryland
Special Collections in Performing Arts
Architecture Library
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- Are any finding aids available online? If they are not, can I obtain a copy prior to my visit?
- We have over 400 finding aids, many of which were created before the personal computer came into standard use. At the moment, abstract descriptions of all of our collections and approximately one-third of our finding aids are available online through ArchivesUM. If the complete finding aid is not available online and you are interested in using a collection in your research, please contact us and we will be happy to mail a paper copy or email an older electronic version if it exists.
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- What is Archives II? Is it also located on campus?
- Archives II is a relatively new building of the National Archives and Records Administration. Archives II is physically located on land owned by the University of Maryland on Adelphi Road but is a completely separate entity.
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- What is the difference between a processed and unprocessed collection?
- When an archives acquires materials, they are initially unprocessed.
This means that the materials have not been re-housed into acid-free
folders, divided into series, and described to the folder level.
This does not mean that a researcher may not consult an unprocessed
collection. Usually there is a preliminary
inventory, which provides a description at the box level and
occasionally at the folder level.
When a collection is processed, it has been arranged, described, and properly stored. A complete finding aid is the result of processing and will provide detailed access to the collection, as well as a short biography or administrative history and other relevant information. In the Archives and Manuscripts Department, all processed collections are entered into the University of Maryland Libraries' online catalog.
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- Are all of your materials available on the University of Maryland Libraries' online catalog?
- No, only a portion of our records are mentioned in the online
catalog. We highly encourage potential researchers to read our subject
resource guides and/or one-page descriptions and to contact
us with specific questions. All items from Historical Manuscripts,
Literary Manuscripts, and University Archives that are listed in
the online catalog are
cataloged with the prefix ARCV as the beginning of the call number.
All of these materials
are available in the
Maryland Room. Items from the Library of American Broadcast
are cataloged with the prefix BCAST, and items from the National
Public Broadcasting Archives are cataloged with the prefix NPBA. They are available via the Broadcating Archives reading room on the third floor of Hornbake Library.
What's in the Catalog
- all processed manuscripts and archival collections
- category-level records for Maryland Manuscripts and some single item records for significant pieces
- approximately 10% of the university publications collection, both serials and monographs
- selected items from the department's reference collection
- books from the Library of American Broadcasting
What's NOT in the Catalog
- most unprocessed manuscripts and archival collections
- 90% of the university publications collection
- 90% of the department's reference collection
- photograph collection
- memorabilia collection
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- How does the Archives and Manuscripts Department acquire materials?
- We often depend upon the kindness of strangers. Certain materials, such as the record groups in the University Archives are automatically scheduled for transfer to our department. Individuals and organizations have donated many of the collections to our department. We are always interested in hearing about potential donations that fit our collection policy. Only rarely does the library purchase entire collections from manuscript dealers.
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- Can I make my own photocopies? What if I need photographic prints instead? Why am I allowed to make my own copies of university publications, but not of university archival materials?
- In most cases, researchers are not allowed to make photocopies of archival materials on their own. This policy is in effect to protect the documents from improper handling and because of copyright restriction. Items in the university publications section of the department are the exception. Our Duplication Policy describes in detail the costs involved with duplication of any kind (photographs, photocopies, etc.). The National Public Broadcasting Archives and the Library of American Broadcasting may require the use of separate forms and policies.
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- Why are there special rules about how I handle archival materials? What are the rules?
- In most cases, archival materials are unique. This alone is enough
to warrant special handling. In addition, since most people do not
think about the historical value of their working papers, they tend
to use papers that are highly acidic. We try to do what we can to
lengthen the lifespan of these items by re-housing them into acid-free
folders, encapsulation, microfilming and other techniques. We also
ask that researchers follow a few simple guidelines:
- Handle materials gently. Do not lean on, trace over, write on, fold, or prop them open. Most manuscripts and archival materials are unique and irreplaceable.
- Use PENCIL ONLY when consulting manuscripts and archives. Pencils are available at the search room reference desk. Do not use ink pens of any kind, since accidental ink stains will permanently and irreversibly deface materials.
- Manuscripts and archives must be maintained in the order in which they are received. If material is discovered out of order, do not rearrange it; notify staff.
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- Do you have audio-visual materials? How do I view them? Am I allowed to copy these materials?
- The majority of audio-visual materials are located in the National Public Broadcasting Archives and the Library of American Broadcasting. Their unit web pages contain specific information about viewing the audio-visual materials in their holdings. Historical Manuscripts, Literary Manuscripts, and the University Archives have a few audio-visual materials scattered throughout their various collections. In general, we ask that researchers contact us for more information.
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- Do you have any photographs?
- Yes, we have a large number of photographs in our various units. The University Archives contains approximately 100,000 images depicting all aspects of campus life. Included are shots of campus buildings and landscapes, sports and other events, student life, and individual and group portraits. They date primarily from the 1930s to the 1970s, although some late-nineteenth- and early twentieth-century images are included as well. Many of the collections in Historical Manuscripts and Literary Manuscripts contain some photographs and references to them may be found in individual finding aids. The Papers of Katherine Anne Porter alone contain 1,700 images. In addition, Historical Manuscripts has many photographs relating to the state of Maryland arranged in a subject/biographical file. The 25,000 photographs, negatives, and slides in the photograph collection of the Library of American Broadcasting chronicle the history of radio and television broadcasting from the early 1920s to the present. The National Public Broadcasting Archives also contains some photographs and references to them may be found in individual finding aids.
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- If I am unable to visit the University of Maryland will I still be able to get information from your holdings?
- We do perform limited research services for long-distance scholars. In general, staff will perform up to one-hour's worth of retrieval and research within reason for no charge. Requests that take longer than one hour are charged at a rate of $25.00/hour. We will make up to 200 photocopies a month per researcher. The charge is $0.25/photocopy plus an additional $5.00 handling fee. Please see our Duplication Policy for more information. In addition, microfilm of Katherine Anne Porter papers is available for Interlibrary Loan. Please see the Interlibrary Loan of Microfilm of Literary Manuscripts policy for more information.
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- I would like to have copies of documents in electronic format. Am I allowed to scan documents?
- We do not allow researchers to scan documents themselves for the same reasons that we do not allow researchers to make their own photocopies. A staff member will scan documents on the department scanner. The charge for scanning is typically $10.00/scan plus additional money for disks. Please see our Scanning Policy for more information.
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- Am I allowed to browse in your stacks?
- Our collections do not circulate and are housed in closed stacks. This means that departmental staff must retrieve all items for patrons. If a researcher wishes to find out more about our holdings, they may search for information in the University of Maryland's online catalog. In addition to the online catalog, researchers are encouraged to consult each departmental unit's web pages for more information on our holdings.
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- Why do I have to put my stuff in a locker?
- We ask that all visitors to the Maryland Room and the Broadcasting Archives place their belongings in a locker. Visitors may carry in laptop computers, pencils, paper, and small billfolds or wallets. Since we do not want to search every patron, we have found that the easiest way to prevent food items and other dangerous materials from affecting our holdings is to allow only the minimum outside materials into the reading room. In addition, personal items are placed in a locker to reduce the temptation for theft.
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- I need a copy of a course description for a class I took in 1972. Can you send me a copy?
- Please see our policy on course descriptions.
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- I'm not affiliated with the University of Maryland--may I use your collections?
- Anyone may use our collections although we do request that all users complete a Use Agreement Form before viewing archival materials.
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- Do you have a complete set of University of Maryland Yearbooks?
- The University Archives holds a complete run of University of Maryland yearbooks, from 1897 to the present. The yearbook has had varying titles: Reveille, Terra Mariae, Us, and the Terrapin.
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- How can I request my transcript?
- The University Archives does not supply student transcripts. These must be requested through the Testudo system.
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- How can I find information about the University of Maryland budget?
- The University
Archives makes copies of various budget documents for the University
System of Maryland available in the Maryland
Room.
The most frequently requested item is the College Park campus budget with salary detail. This document covers the allocations for academic and administrative units at College Park and lists the salaries for all individuals who hold permanent, state line positions as of July 1 each year. This budget print-out does not include temporary, contract, or grant-supported employees, nor in general does it include information concerning the Maryland Agricultural Experiment Station (AES) or Cooperative Extension Service (CES), although listings for AES and CES do occasionally appear. The Archives holds previous years' budgets with salary detail, dating back to 1974.
It normally takes one to two months for the new budget with salary detail to appear when the fiscal year changes. Patrons interested in the budget are encouraged to call ahead during July and August to make certain it has arrived before visiting the Maryland Room.
Budget information for other University System of Maryland (USM) campuses appears in the print publication The University System of Maryland Budget for Fiscal Year Ending...submitted to the General Assembly of Maryland. The salary information provided in this compilation lists employees by job title only, not by individual name. Budget numbers for the system campuses also appear on the USM website.
