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Home > Collections > Archives > Collection and Services > Using the University Archives

Using the University Archives

The Archives can provide information (contained in University records and publications) about the people, programs, policies, and property of Case Western Reserve University, Case Institute of Technology, and Western Reserve University.

There are two ways to use the Archives:

  • Request the archivists to do research for you
  • Visit the Archives to do your own research

Archivist Research

  • When you make a research request, archivists will identify sources relevant to your question, consult those sources, and tell you what we found.
  • Requests normally are answered in the order in which they are received and you can usually expect a reply within 1 business day.
  • There is no charge for research. There is a charge for copies.

University Research - For employees, contractors, or volunteers requesting information in support of University business

Up to 2 hours will be spent on your request, at the end of which you will be told:

  • the search process used and which sources were identified
  • which sources were consulted
  • what relevant information was found in those sources
  • what other sources are available that have not been consulted

You may then:

  • order copies of documents
  • request that research continue on a non-priority basis (your request goes to the end of the line)
  • make arrangements to visit the Archives to continue the research yourself

Non-University Research - For anyone, regardless of University affiliation, requesting information for personal uses (e.g., genealogy, satisfying licensing requirements, class assignments, student extracurricular activities)

Up to 1 hour will be spent on your request, at the end of which you will be told:

  • the search process used and which sources were identified
  • which sources were consulted
  • what relevant information was found in those sources
  • what other sources are available that have not been consulted

You may then:

  • order copies of documents
  • make arrangements to visit the Archives to continue the research yourself

Archives Home | CWRU's History | Collection & Services | Managing Records 

questions or comments? please contact archives@case.edu

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Collections FAQ

Why isn't the book on the shelf?
Find out where a book is before you go to the shelf. Search the Case Catalog to see what it says like
- "Check Shelves" (look on the shelves, find it, & check it out);
- "Just Checked In" (ask staff for help, it's nearby, but too soon to be back on the shelves yet);
- "Off Campus" (out at an OhioLINK school);
- "Due mm/dd/yyyy" (it’s checked out until that date.) 
Tip: If it is not available, order an OhioLINK copy
Can I return books to a different Library?

Return Case or OhioLINK items to any Case library, yes. Case libraries have different hours, so your book might not get checked in on the day you return it if you use a bookdrop.

Return the CPL@Case-KSL books only to KSL, so the collection is here for you & others. Case libraries are not responsible for returning other local libraries’ books. Returning public library books here will not check them off of your account at those libraries.

What does "Check Shelves" mean?
"Check Shelves" means it is supposed to be on the shelf. If it isn’t there, double-check what the Case Catalog currently says to make sure that nobody else has checked it out or has kept it out too long.
How long does reshelving take?
The times are different, depending on what is being reshelved and what time of semester it is. KSL goal: to reshelve journals within 24 weekday hours, reshelve books within 48 hours. During peak times (end of semester) the time can be longer. Ask staff at the Main Service Desk for help.
How do I reserve a book?
Books are on the shelves for anyone who needs them, and are not reserved for individual use. If our book is checked out, order a copy from the OhioLINK.
Where are the UL Storage Stacks?
KSL has a university center half a mile from KSL, where lesser used or brittle books are kept, and the catalog search screen will display "UL Storage." You can visit the Center during daytime hours, or use an online request form to bring back the item to KSL. The center is now called RRCC (Retrospective Research Collections Center.)
Can I get a book or video on a specific date?
Yes, Case faculty, staff, & students can find out more details and use a convenient online request form for Book a Video or DVD  (KSL’s other collections are available only on a first-come basis for everyone, and cannot be booked ahead of time.)
What does a Book on Order mean? When will it get here?
When the catalog item displays “1 copy ordered for (library name)” the item is already in the library getting the final processing labels, etc., and will soon be on the shelf! Ask staff if there are other copies avaialable in OhioLINK in the meantime, or if you have an urgent need.
What is a PIN?
Your PIN is not assigned, you choose what it is and enter it on the Case Catalog at “View Your Library Record,” following the instructions. A Case Library PIN is a Personal Identification Number that protects your information, just like your bank ATM asks for a similar security PIN.
How do I get a library account & where can I look at it?
Case faculty, staff, and students automatically have online library accounts. You can look at it on the Case Catalog under “View your library record.” Use your library account to renew items on line and keep track of what you have checked out or ordered from OhioLINK or RRCC or Iron Mountain sites. Your Case ID is your library card!

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