MSSA-Requests for Retrieval of Files

Manuscripts and Archives is now accepting requests for retrieval of files via our web site, fax, and e-mail. The options detailed in this message are currently available, and will replace voice mail requests, which will not be accepted after July 1, 2001. We are discontinuing voice mail requests because of the difficulty we have getting accurate information (e.g., the spelling of a file title) from voice mail messages. If you must make your requests by phone, please call 432-1735 and a Manuscripts and Archives staff member will make sure that we have the information we need to fill your request.

As many of you are aware, we have been working to improve office of origin records retrieval services, and we are confident that the availability of these new options will enable us to service your requests more quickly and efficiently than was previously possible. To request retrieval of any of your office files from the Archives, choose any of the following options:

Online form You can find our online form at: http://www.library.yale.edu/archives300/retrieval_form.html. Just fill in the blanks and submit your request. You will have the option of printing out a receipt for your records.

Fax [copy of the fax form] If you choose to communicate your requests to us via fax, please print out the form, complete it, and fax it to us at 432-7441.

E-mail If you choose to make your requests via e-mail, please send them to mssa.assist@yale.edu. Please make the subject line of the message “Office of Origin Request,” and please make sure to include all of the information indicated below.

Regardless of which method you choose, requesting files requires that you supply us with certain information. The most valuable pieces of information to supply are:

• Your name and contact information
• The control numbers for the requested files, including:
• Record unit (RU) number
• Accession number (ACCN) [if your records have an accession date (ACCD) instead of an accession number, please include that in the appropriate field]
• Yale record group (YRG) number
• The box number in which the file is located
• The name of the file

You should be able to find the above information on the lists of the files that your office has transferred to the University Archives. If you do not have copies of the lists of files that your office has in the Archives, please contact us at archives@yale.edu and we will arrange to send you a set. Please refer “How the records retrieval process works,” for more detailed information on the process.

Turnaround time for requests When you request files, the time within which we can retrieve them and make them available to you is dependent upon the accuracy of the information supplied to us and the location of the records. In general, assuming that we receive accurate and complete information from you at the time of your request, you can expect to have the requested file(s) in 3-5 business days. Extenuating circumstances may prolong this time period, but we do try to turn requests around as quickly as possible. At any time following the submission of a file request, you may contact us at 432-1735 for a status update. Please ask to speak with the Public Services Manager.

We welcome your questions and comments. Please contact us (mssa.assist@yale.edu) if you need assistance using these tools or if you have suggestions for improving them.

URL: http://www.library.yale.edu/rsc/refdesk/refdesk.htm
Last updated 6/21/01 bt