Public vs Private Archives: What You Can and Can't Access

By Randy Salars

Not all archives are open to everyone. Understanding the difference between public and private archives โ€” and how to gain access to restricted materials โ€” is a practical skill every serious researcher needs.


Public Archives

Publicly funded archives are generally accessible to anyone, though some have requirements:

National Archives (NARA)

Access: Free. In-person requires a researcher card (free, photo ID). Digital collections are open.

State Archives

Access: Free. Most have reading rooms open to the public during business hours.

County Courthouses

Access: Free. Public records are accessible during office hours. Some charge for copies.

Public Libraries

Access: Free. Special collections may require appointments.

University Libraries

Access: Varies. Many allow public access to special collections with an appointment or day pass.


Private Archives

Private archives require permission and may have significant restrictions:

Corporate Archives

Access: Usually restricted. Some companies grant access to researchers by application.

Family Collections

Access: Requires relationship or introduction. Some are donated to libraries over time.

Religious Archives

Access: Varies by denomination. Catholic diocesan archives typically require written request.

Private Collectors

Access: Personal relationship required. Materials may not be catalogued or indexed.


What Are Some Tips for Gaining Access?

  • โ€ข Be specific about your research purpose โ€” Vague requests get denied. Specific questions get help.
  • โ€ข Contact the archivist directly โ€” Archivists are professionals who want their collections used.
  • โ€ข Offer to share findings โ€” Archives appreciate receiving copies of research that uses their materials.
  • โ€ข Follow their rules โ€” Pencils only, no food, handle materials carefully. Good behavior earns future access.

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