The Arcadia Special Collections Reading Room Hours: 10:00 AM - 12:00 PM and 2:00 PM - 4:00 PM, Tuesdays, Wednesdays, and Thursdays (excluding holidays).
Access is by appointment only. Appointment time slots are available on a first-come, first-served basis and are dependent on availability in the Archives calendar. We cannot provide access to archival collections on short notice or without an appointment.
Check the Archives Catalog and identify the collection(s), box(es), and file(s) you want to consult. While we can perform limited searches for you, researchers are responsible for consulting the Archives Catalog and other online discovery tools available on the Library & Archives webpage.
Create a list of your requests in the following format: Collection Name and three-letter code, Box number, Folder number, and URL.
For example:
Contact archives@visitpham.org at least three weeks before your desired appointment date.
Requested materials are served to one patron per appointment only. A pair of patrons (i.e., a maximum of 2) working on a collaborative project may be accommodated at the discretion of the Archivist.
We are not able to accommodate same-day requests. Ensure all materials to be consulted are listed in the appointment request form. Any materials added after receiving an appointment confirmation email from the Archivist must be submitted at least three days prior to the appointment date. We cannot accommodate same-day requests. Requested materials are only served to one patron per appointment.
Archives staff can assist patrons with making scans as a free service, within reason. The cap for each scan request is twelve (12) folders per patron. There is at least a one-month turnaround for scan requests, and certain items may not be scanned due to their medium type, condition, size, processing level, or donor-imposed restrictions. Additionally, we scan the entire folder, not individual items.
All patrons are required to adhere to the following access policies and procedures:
1) Access to the Arcadia Reading Room is by appointment only. Appointment time slots are available on a first-come, first-served basis and are dependent on availability in the Archives calendar. It may also be affected by staff and space limitations.
Each patron must contact archives@visitpham.org at least three weeks before the desired appointment date. One-month advance notice is required for materials stored off-site. We cannot provide access to archival collections on short notice or without an appointment.
As a courtesy to other patrons, we have a strict late-arrival policy:
2) After completing the Archives Patron Registration Form, you will receive permission to examine the requested archival materials. Once your appointment request has been confirmed, the Archivist will send a copy of the Archives Patron Registration Form. Please complete and submit this form before your scheduled appointment date.
This form includes an agreement to be signed, indicating that the patron has read the access policies and procedures, the notice concerning copyright law, and the privacy notice.
Note: According to the Museum's Records Retention and Disposition Schedules, the Archivist will retain the registration form on file for a period of four years. If you provide us with personal information by submitting an email or completing an online form, we will only use the personal information you provide to respond to your inquiry or request according to our Legal policies.
3) Patrons must be at least 16 years old. Patrons under 16 may be admitted to the Arcadia Reading Room only if they are accompanied by an adult who will supervise them at all times.
4) Requested materials are only served to one patron per appointment. A pair of patrons (i.e., a maximum of 2) working on a collaborative project may be accommodated at the discretion of the Archivist.
The Museum holds unique and historically significant materials, some of which may be fragile. Therefore, our collective responsibility is to care for the Museum's archival holdings and ensure their long-term preservation, accessibility, and use.
5) We are not able to accommodate same-day requests. Ensure all materials to be consulted are listed in the appointment request form. Any materials added after receiving an appointment confirmation email from the Archivist must be submitted at least three days prior to the appointment date. We cannot accommodate same-day requests. Requested materials are only served to one researcher per appointment.
Note: We can only provide one cart per patron/appointment. Our cart typically holds 18 document case boxes or fewer, depending on whether record boxes are included.
6) Archival materials can only be accessed in the Arcadia Reading Room with an archivist present and must be returned in the same condition as when received for research. The Archives reserves the right to inspect the patron's belongings. As a condition of obtaining access to the materials, the researcher consents to such a search.
7) Requests for library materials are handled separately from archival materials. To inquire about access to materials in our library collections, please email library@visitpham.org. The Library also cannot accommodate same-day or short-notice requests.
8) Examine records one box at a time, one folder at a time, maintaining the order in which they were received. The patron will notify the Archivist if anything appears out of order and will not rearrange the records themselves.
9) Patrons are encouraged to request an appointment to consult the materials on-site; however, Archives staff can assist with making scans for patrons as a free service, within reason. The cap for each scan request is twelve (12) folders per patron; patrons can submit only two rounds of requests, totaling twenty-four (24) folders. Due to limited staff and resources, we are unable to accommodate requests to scan an entire collection. There is a minimum three-week turnaround for scan requests. We do not accommodate same-day scan requests. Certain items may not be scanned due to their medium type, condition, size, processing level, or donor-imposed restrictions. We scan the entire folder, not individual items. Self-service photocopying or scanning of archival materials is not allowed.
Note: Unprocessed collections are not available for reference scans; however, they may be consulted on-site at the archivist's discretion.
10) The majority of the audiovisual materials in our collections have not been viewed, processed, or subjected to condition assessment; therefore, they are currently not accessible.
11) Use a commonsense approach when handling archival records:
12) Digital images may be taken with a camera, mobile phone, or tablet. The flash must be turned off, and the use of tripods is not allowed.
Patrons are not permitted to bring personal scanners onto the premises or use them on the premises.
13) Personal belongings (e.g., binders, folders, coats, jackets, briefcases, handbags, backpacks, etc.) should not be placed next to you or on the research table. The Archivist will provide instructions on where you can safely leave your personal items.
Items used for research are allowed (i.e., pencil, paper, laptop, camera, and mobile phone).
14) All audible features must be turned off. If you need to make a quick phone call, please return the folder to the box and step outside the Arcadia Reading Room. You may use the lobby area outside the Library & Archives Main Reading Room.
15) Requested materials are returned to storage after each appointment. At the archivist's discretion, you may request to keep the requested materials in the reading room, provided you schedule a follow-up appointment. Without follow-up within one week, items will be returned to storage.
