MANAGING THE REFERENCE AREA

The reference area, often called the search room, is a controlled sector within the institution in which users can consult archival materials in an atmosphere conducive to study.

Search room: The area in an archival repository open to users for the consultation of archives and the finding aids that relate to them. Also known as a reading room.
When researchers arrive at the archival institution, there should be clear signs directing them to the search room.
Directions not only put them at their ease but also help prevent their straying into restricted, ‘staff only’ areas.

The reference area should have the following features:
-The entrance door should be clearly labeled.
-Opening times should be shown on or near the entrance door.
-Reference staff should have their own desks, marked with labels such as ‘Search Room Officer on Duty’ or ‘Enquiries
-The room should be clean, tidy and un-crowded, with furniture arranged so that staff can supervise the research area from a single point.
Silence should be maintained by both researchers and staff. If possible, a separate reference area should be used for meetings or interviews.
-The location of lists and finding aids, including reference books, should be clearly marked.
-Archival documents should not be left in the research area, nor should they be left unattended on desks in the search room.
-If researchers have to leave the room they should advise the staff of their absence and ask them to watch the documents or return them to the document issue area for safekeeping.
-The area where requests for documents are submitted and the documents themselves are issued to and returned by researchers should be clearly marked