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FROM THE DESK OF THE ARCHIVES ADVISOR
by Michael Gourlie
Making Archival Records Available
Of all the core archival functions, providing access to archival materials has undergone the greatest change in recent years. Archivists may change their perspective on acquisition policies or revise preservation practices, but recent developments have changed forever how archivists and researchers perceive access to their holdings. While technology has driven many of these changes, archivists must also keep in mind that there are other aspects to the concept of archival access that affect researchers' perceptions of archival records as well as their views of archival repositories themselves.
Clearly, technological change in the form of computers and the Internet has revolutionized access to all forms of information, including materials held in archives. Sophisticated computers and software have allowed archival institutions to create online union lists, finding aids, and databases that provide researchers with more information about archival holdings than ever before. More repositories are providing online access to their materials in greater depth, diversifying the sources available to researchers. Digitized photographs and documents now permit people to view and use archival records from any distance, requiring only a computer terminal and an Internet connection to conduct their research.
The promise of these technological changes also presents challenges for archival repositories. Although Rules for Archival Description provides a standard to exchange information, there are decades of idiosyncratic descriptions at various institutions that require conversion and perhaps complete rewriting before they can be placed online. Clear, comprehensive yet concise descriptions are critical in the online environment; awkward, imprecise or unclear descriptions can frustrate or mislead the "virtual researcher." Digital versions of archival holdings ultimately will require attention and conversion to new formats as they evolve, potentially diverting resources from other archival functions. Given the speed of email and the pace of technology, online researchers will expect that, because some material is online, that their research inquiries can be answered almost instantaneously. A related concern is that researchers will have a skewed picture of society's documentary heritage, because only some archival resources are now available online. Researchers may not take the time to assess the context of the material (if it's provided) or to consult other material that is not yet digitized. The decision over what to digitize also places an additional responsibility on the archivist in shaping society's perspective on the past.
While the focus of access is now on providing technological solutions, archivists must not neglect the needs of researchers who visit their reference rooms in person. The location and appearance of the reference room creates an impression with researchers. Is the space welcoming and easy to work in, with the equipment and resources necessary to conduct research efficiently? For some researchers, visiting an archives is an intimidating experience, and a cramped, threadbare reference area may create the impression that researchers are unwelcome and not a priority. Needless to say, the reference service received by researchers is an important element of in-person research. While some of these elements are beyond the control of an archival institution, it is worthwhile to take a moment to look at what is a very familiar space within an institution and analyse its strengths and weaknesses from the perspective of a researcher.
In order to fulfill its mandate to make available archival records in all their formats, the archival profession must explore and push the limits of all aspects of providing access. To make the most appropriate use of new access tools, archivists must keep in mind the best uses of new technologies, the potential impact of online resources on researchers and institutions, and the need to retain core archival principles. But, in our quest to meet the demands of some researchers through the use of computers and the Internet, archivists must not neglect the needs of in-person researchers. Only by approaching the issue of access from a more holistic perspective will the archival profession achieve its ideal of making society's documentary heritage available to everyone.
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