writermag.com • The Writer | 23Helpful tips for researching
at national institutions
Focus your questions
Know what you want. The better the
information you provide, the more help-
ful the staff can be in accessing relevant
information. “It’s not helpful to say ‘I’m
interested in Leonardo da Vinci,’” says
Mattie M. Schloetzer, program adminis-
trator for internships and fellowships at
the National Gallery of Art. “You may be
missing something if you let the librar-
ian interpret the question for you. You’ll
get more targeted information if you
focus the question, such as ‘Can you
direct me to information about Leon-
ardo da Vinci’s drawings of bridges?’”Ask about vertical files
Many institutions have “vertical files” –
or published documents of fewer than
50 pages – that aren’t in the catalog.
These items can be news clippings,
pamphlets, invitations, and other mate-
rials received or collected by staff.
Librarian and author Marcie Flinchum
Atkins says, “Sometimes it’s worth ask-
ing: Do you have vertical files? What do
you have vertical files on?”
If you live in the area, you typically
have to make an appointment with a
reference librarian and view the material
onsite. If you’re not local, there’s usually
an email exchange or a series of phone
calls about the contents. “The librarian
will check the files for the researcher,”
says Schloetzer. “If the request is not
too much, the material can be scanned
and emailed to the researcher.”Leverage technology
In addition to researching online, use
technology to help you. Sign up for
newsletters and blogs at the institutions.
Set Google alerts for new information.
Even if you research onsite, having
the right technology is essential. Some
places, like the Library of Congress, have
book-to-net machines so you can upload
a book to a flash drive. Many places have
photocopy machines that cost money,
but you might be able to scan for free.
“If I need something for my own
resource, I use TurboScan to scan docu-
ments and turn them into PDF files,”
says Atkins. “You may have to ask before
you scan something, and oftentimes you
can’t use flash photography, but it’s free
and easy. If you need something repro-
ducible, don’t do it on your phone.”Call ahead
Know what the guidelines are for the
visit and ask about fees. For example, at
the National Archives, there are restric-
tions on what personal belongings you
can have in the research room.
You also want to ensure what you
want is there, and the repository is pre-
pared. Sometimes if you’re looking for
something specific, the staff might need
time to get it from an offsite area. “Typi-
cally, it requires a follow-up email or call:
Yes, they have the records, and yes,
they’re accessible,” says Rachel K. Reilly,
senior research associate for Taylor
Research Group. “Don’t just show up.”1
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