Finding aids provide information about the content of manuscript collections. A finding aid includes descriptive information, including a list of boxes, their contents, and the order in which the material is arranged. A finding aid also includes information such as name of the repository, the dates of the collection, acquisition information, copyright information, and proper citation style.
Some of our policies may contrast with the policies of Lilly Library as a whole. Our hours are different, and we do not allow food or drink in the Archive.
Our hours are more limited as we have only one professional archivist available for reference and research help during the day. Student workers help keep our archive open and are available for limited research help. We wish we could be open more extensively, but with a professional staff of one, it simply is not possible. If you have a class project that might require using primary sources or you are working on a deadline, we recommend planning in advance so we can accommodate your requests.
Archives materials are valuable and often unique items, which is why we need to keep the Archive locked and secure after hours. Our rare book and manuscript collections must be used within our Reading Room so they do not accidentally get lost. Many of our older items are brittle and must be handled carefully. If something happens to our rare books or manuscripts, they cannot be replaced. Consistent with Earlham's Principles and Practices, we put a high level of trust in our student workers and the Earlham community by not requiring researchers to show identification. However, we do require a registration form that we use to keep records.
Specific Policies and Rules:
1. No food or drink permitted in the Reading Room.
2. All backpacks, laptop cases, jackets, water bottles, etc. must be put in a locker during your visit. If there aren't enough lockers, please leave your belongings at the front entrance.
3. Please register at the reference desk to use archival materials.
4. Only pencil may be used while working with the materials (Friends and Archival). No pens, markers, crayons, or anything else that might risk leaving a permanent mark on the item. Pencils are available at the reference desk and at the research tables if needed.
5. You may use as many books from our Friends and Genealogy collections as you can reasonably use at one time; however, please return them to the reference desk when you are finished. We will put them back on the shelves for you.
6. The exact order of archival materials must be preserved. Only one folder at a time should be removed from a manuscript box. Maintain the order of materials within folders and within the box. We have rulers you can use to mark your place in a box. Please see a member of our staff if you would like to use one.
7. All items should be handled with care. Staff will be happy to assist in the proper handling of materials.
8. You must consult archives' staff before photocopying, photographing, or scanning materials. Permission will be based on the condition of the item and other factors specific to the materials in question.
9. Handle materials with clean, dry hands.
10. Patrons must not attempt to cut uncut pages in books. See the archivist for help.
11. Do not mark pages or write on paper laid on top of a book or archival document.
12. Please put your cell phone on vibrate while in the reading room and go outside to answer calls.
We thank you for your interest in our collection and hope your visit is a pleasant one.
Preferred Citation:
Our preferred citation for all collections is: <file name: item name>, <collection>, Earlham Friends Collection and College Archives, Richmond, IN.
Examples:
Note on classifications/record groups
We recommend you note the classification/record group identifier in your citation. While we can often help someone find an item without this, we do sometimes have collections with similar names. The classification/record group identifier is unique to the collection and will leave no room for doubt of which collection you used in your research.
EC = Earlham College. An item with this designation is housed in the Earlham College Archives. Example: EC XVI (EC 16) is the Earlham Photograph Collection.
FMS = Friends Manuscript Series. These are the collections of Quaker individuals or families. Example: FMS 115 is the identifier for the D. Elton Trueblood Papers.
FRG = Friends Record Group. These are the collections of Quaker organizations. Example: FRG 37 is the Friends United Meeting Collection.
FPG = Friends Pamphlet Group. We have six distinct collections of Quaker pamphlets. We classify any publication 49 pages or fewer as a "pamphlet".
SC = Small Collection. Collections that can be as small as a single page and are no larger than 2.5 inches wide. They are organized in accession order. Example: SC 8 is the Silas Bond Journal.
In our main Reading Room we have open stacks. This is the Friends Collection. The Friends Collection contains a mostly comprehensive collection of books, periodicals, and other media by or about the Religious Society of Friends (Quakers). Some of the materials in the Friends Collection circulate (you can check them out) and some do not (they must stay in the Reading Room). We would be happy to help you determine which items you can and cannot check out.
Off of our main Reading Room is our Genealogy Room. This room houses one of the best Quaker genealogy collections in the world. It contains family histories, birth, death and cemetery records, Quaker monthly meeting minutes, and local histories. Patrons may enter and browse for research materials in this room, but items cannot be checked out.
We also have rare books and archival materials owned by Earlham and Bethany Theological Seminary.These items are unique and do not circulate. If you would like to view these materials, we would be happy to retrieve them for you so you ran read them in the Reading Room.
If you are having difficulty locating a book from our collections in the library catalog, limiting your search to just our branch may help. Instructions on how to do this are below.
How to search for circulating materials in the Friends Collection
1. Search for the item you want using the library catalog search box.
2. On the left hand side of the screen you will see a menu that includes "Held by Library". Click "show more".
3. Select Friends Collection and College Archives. Your search is now limited to books in our collection.
Please note that we have several different book collections, including the Friends Circulating Collection, the Friends Non-Circulating Collection, the Genealogy collection, Earlham's rare book collections, and Bethany Theological Seminary's rare book collections. While you may come to the Archive to see books from any of these collections, only books in the Friends Circulating Collection can be checked out and brought home with you.
Friends circulating books have the following "location" listed in the library catalog.
Also, please note that our archival collections are not in the library catalog. You will need to search our collection of finding aids to find archival materials.
The video and audio collections formerly in ITAM are now located in the College Archives. We know that ITAM once provided duplication and viewing services for patrons. Because we are an archive and not a media lab like ITAM, we unfortunately have not been able to continue this practice.
If you have any questions about our policies, please contact our staff at archives@earlham.edu.
Earlham College • 801 National Road West • Richmond, Indiana 47374-4095