Reference Interview with the Archivist - International Institute

The Reference Interview with the Archivist
Although the researcher may have carefully looked into the services and collections available, they should not set to work without consulting the archivist. Unlike a library, where it is possible to determine what is available using the catalogue and proceed accordingly, archives offer a great many things which are essentially hidden. The researcher may be able to ferret them out by a stringent search through the finding aids, but even more can be determined by consulting the archivist.

In reference terms, the archivist has greater importance in research than the librarian. Their knowledge of the collections in their care, especially the more obscure corners of those collections, will lead them to make suggestions which even the most hardworking researcher would miss.

Some discussions of the reference interview in archives state that this special knowledge is undermined by the fact that many archivists working on reading room desks are new to the institution (it is often a job for those lowest on the totem pole). Also, in large archives it is impossible for one person to know all the collections thoroughly.

The researcher must still hope that the reference archivist will be able to help in this way. In large archives it may be possible to talk to the specialist archivist in charge of a certain area. This is certainly true at the Archives of Ontario, where responsibilities are divided into ‘portfolios’ and, if you have a detailed question about court records, you can ask to speak to the archivist in charge of the justice portfolio.

Preparation
Having prepared ahead of time, the researcher will be able to present the question briefly and intelligently. Here are some pointers:


 * state the question clearly to start
 * give any necessary background
 * list the resources already consulted which did not turn up an answer
 * listen to the questions the archivist will ask to clarify the question for themselves
 * note the suggestions made to solve the problem (it is always wise to write these down)
 * do not reject any of the suggestions out of hand
 * if the suggestions are unclear to you, ask for details before you leave the desk (do not fear appearing stupid, as it is better to get the answer than to worry about the social impression you are making with the archivist, who is a stranger)

When stating the question, give only the necessary information. Historical background, your own experiences with the problem in the past, your ancestor’s shoe size, are all unnecessary and waste valuable time.

Genealogical Questions
Genealogical questions have three main components: name, place and time period. Have these ready. If you need to, come to the desk with them written on a piece of paper. It is annoying when a researcher has started the reference procedure, is asked something basic such as, “When did it happen?” and then has to ruffle through a pile of papers looking for the answer. Or worse, say that they left that document at home.

The questions which the archivist will ask are probably geared toward narrowing down the number of possible places which can be consulted in finding the answer. Therefore, they should be answered to the point. Answering these questions with a wandering list of speculations will lengthen the reference process and not help it.

Rejecting the suggestions made by the archivist without considering them may lead to their thinking, “Why is this person asking me questions if they don’t want to hear the answers?” Even if you think you have already done what they are suggesting, consider trying it again. Very often, archival documents should be examined a second time, especially if the first time of looking at them was early in a genealogical career. The question of taking a second look will be dealt with at greater length later in the course material.

Keep in mind that the archivist is making the suggestions based on experience in dealing with genealogical questions every day, much experience in using the resources available in the particular archives and a general knowledge of genealogical research.

If it seems that the responses made by the archivist are on too basic a level for the questions you are asking (and your own experience), it is worthwhile saying so in a pleasant way. Make it clear that you have had this question in your sights for some time, perhaps in the form, “I’ve been trying to find this woman’s name for over five years.” If you have told them what resources you have already consulted (as suggested above), then it should be clear you know what you are doing and some more sophisticated problem-solving is required.

A great many, perhaps most, of the genealogists who consult the archives reference desk are beginners or, at best, somewhat inexperienced. The archivist may begin with the assumption that you are, too. Rather than take offence at this, let them know the truth and they will upgrade their advice accordingly.

You can expect to have your question treated seriously and courteously by the archivist no matter what your educational background, race or your reasons for being in the archives. This is part of the professional ethos of the archivist, which respects everyone using the institution.

Effective Communication
One of the great barriers to effective communication and question and answering in this situation is the questioner’s inability to formulate their query clearly. Do not try to second-guess or anticipate the answer you will receive. Ask the question as basically as possible. It is a useful technique for the archivist to ask, in the middle of this process, “But what do you really want to know?” The genealogist should try to make it clear what they need to know before the archivist feels it necessary to ask this.

Here is an example. In a church archive, a researcher asks if there is anything about Doctor Dimple Stiltskin, a prominent clergyman of a century ago. The archivist knows there is a great deal and supplies biographical materials from archival and printed sources.

The questioner really wanted to obtain information about Dr. Stiltskin’s work supplying ‘comfort kits’ to soldiers in the trenches in World War I, because his grandfather had received one and talked about it all his life. Information about the comfort kits would form a paragraph in his family history. Instead of receiving the information needed, the genealogist now has a list of Dr. Stiltskin’s parishes and the text of a speech delivered at a testimonial dinner in 1926. The difficulty was that the genealogist assumed that biographical material would be the answer and gave no details to the archivist. The story of the comfort kits lay in another collection, which did not actually have Dr. Stiltskin’s name on it.

The archivist may suggest a resource which is in another repository, or a printed book. This should not be viewed as an attempt to be rid of the researcher, but as a legitimate alternative. Make note of it for future reference.

The archivist should, as a matter of course, ensure that you know how to order materials and otherwise handle the procedures in the archives. If they do not, ask. You may find that other questions regarding procedures come up during the day; clerical staff may be able to help you solve these problems if the reference staff is busy with other researchers.

Process Of Question-Answering
The very name of the process of question-answering in archives has changed in recent years. It was formerly called ‘reference,’ a word we have used above, but researchers will notice in many websites that this has now changed to ‘researcher services.’ This marks a shift in emphasis from the archivist pointing the way and leaving the researcher to get on with it, to the use of concepts which we saw earlier where the archivist will discuss and suggest as well as refer.

It is important that this interview process takes only a short amount of time. Because genealogists tend to want to talk about their interesting work, many archives have made pointed statements on their website or in introductory brochures to the limited time available for this process. It may be difficult, but researchers must try to create a balance between presenting and answering their questions in a satisfactory way, and not monopolizing the reference desk. At the Alberta archives, they have even set a limit of ten minutes. Be aware of these limits and of others who may be waiting to consult the archivist.

The other side of this idea is that most reference interactions in archives, especially for those researchers who are new to archival work, will require ongoing consultations with the archivist. Many of these will be short, in the “what did you mean by…?” or “where is that…?” format which require little more than directional responses.

However, developments in the research will require additional discussion. How this is accomplished in an environment where the archives have specified a ten-minute limit for queries is unclear.