Searchroom user guide
Contents
Accessing the searchroom
The searchroom is on the first floor of the Essex Record Office. You can access the searchroom via the stairs or lift from the ground floor. When you arrive, we will let you in through the main doors and log you in for the day.
If you are only using the library, maps, or online resources, we will issue you with a Day Ticket.
If you'd like to view original documents, you will need an Archives Card.
If you need a new Archives Card
You can register in advance on the Archives Card Hub.
Please bring two forms of ID when you visit so we can issue you with the card (see list of accepted ID).
If you have not registered in advance, we can help you to sign up when you visit. You will still need two forms of ID. We will also take a photograph of you for the system.
The Archives Card is free and will be valid for 5 years. It allows you to pre-order documents and can be used at many other archives across the UK.
If you already have an Archives Card
Please hand it to a member of staff so we can log you in. If your card has not been used at the Essex Record Office before, we will ask for your address to activate it.
What can I bring into the searchroom?
To help us protect the unique collections we care for, no bags, pens, or food and drink are allowed into the searchroom.
You can store bags and coats in the free lockers outside the searchroom.
You may bring:
- Pencils and notebooks
- Laptops, tablets, and chargers - there are power sockets by each desk and free 'Essex Guest' wifi is available throughout the building
- A phone or camera - a camera licence is required before taking photographs
The searchroom is kept at about 22°C to help preserve the documents, so you may want to bring a warm layer.
Ordering original documents
To view original documents, order them through our online catalogue, Essex Archives Online.
You can order up to 5 documents at a time. There is no daily limit. When you have returned a document, you can order another one.
Logging in to Essex Archives Online
- Go to Essex Archives Online on one of our computers or your laptop
- Click ‘Log in/Register’ at the top right corner of the homepage
- Click on ‘Are you a CARN ticket or Archives Card holder?’
- Enter your Archives Card barcode number (beginning with nine zeros) as the username, or scan the card with the barcode reader
- Enter your postcode as the password
- Click ‘Continue’
Ordering documents on Essex Archives Online
- If you know the document reference, enter it into the document reference search bar at the top right of the homepage
- If not, search by keyword(s) in the main search box - for more detailed advice, see our guide to searching Essex Archives Online
- Click on the title of the document to open the catalogue entry
- Scroll to the bottom of the page and click ‘I want to see this in the Searchroom’
- Enter your Archives Card number into the ‘Confirm Ticket Number’ box and click ‘Order’
Some documents will not be available to order for the following reasons:
- They are already available in the searchroom, in the library or as a copy
- A digital copy is available on Essex Archives Online
- They are currently closed to public access
- They are stored off site
Please get in touch if you would like more information about how to access a document.
How long will it take?
Documents usually take 15 to 30 minutes to retrieve from storage, depending on how busy we are.
We stop collecting documents 45 minutes before closing – usually 4.15pm.
Viewing, handling, and copying documents
Collecting your document
About 15 minutes after placing your order on Essex Archives Online, visit the issuing desk. Give the member of staff your name and the document reference, so they can check whether it is ready.
If ready, the member of staff will ask for your Archives Card, weigh the document (it will be weighed again on return, for security), and issue the document to you along with a production slip. Please keep these together!
You can then take the document to one of the desks to begin your research.
Handling documents
Archive documents are unique and often fragile. To help us care for them:
- Keep documents in the same order in which you found them
- Support bound volumes with book cushions
- Use the map tables for larger items
- Use weights for rolled documents
- Do not rest laptops, phones, or notepads on top of documents
- Wear gloves when handling photographs (available from the searchroom desk)
If you are unsure about the best way to handle a document, or if a document seems particularly fragile, ask a member of staff for help.
We also have equipment available that may help make documents more accessible to you, including magnifying glasses, lightboxes, and a UV light.
Taking photographs and copying documents
You can photograph documents with your phone or a camera. You will need to purchase a camera licence to do this. Please ask at the searchroom desk for our current charge - there is a discount on Tuesday evenings and for a licence that covers multiple days.
When photographing documents, please follow our guidelines.
Alternatively, we can make copies for you - visit our reprographics services page to learn more.
When you’ve finished
Return the document and production slip to the issuing desk.
If you’d like to take a short break, we can hold a document for you at the issuing desk until you return.
When you are ready to leave for the day, we will return your Archives Card. We will ask to see the Archives Card when you leave the searchroom to confirm that all documents have been safely returned.
Help and advice
Once you have a Day Ticket or Archives Card, you are free to explore the resources available.
If you need any help at any point during your visit, just ask a member of staff at the searchroom desk or the archivist on duty. We can offer advice on:
- Searching the catalogue
- Using the searchroom computers and equipment
- Locating library publications or maps
- Handling documents
- Getting started with your research
