Guidelines for new visitors

If this if your first time visiting the University’s Special Collections – or maybe any archive service – the following should help guide you through what will happen during your visit.

The Archives and Manuscripts and Rare Books Searchroom is situated on Level 4 of the Hartley Library which is on the University’s Highfield Campus .

Access is by prior appointment .

This is where you access the manuscript and rare book material housed in our strongrooms.

On arrival

Please use the buzzer to gain access to the Archives searchroom

You will be asked to sign in: this requirement is part of our fire regulations so please also sign out if you need to leave the area.

If it is your first visit this calendar year, the receptionist will ask you to complete a reader’s declaration by which you agree to abide by our regulations .

Our regulations are similar to many archive services and include that mobile phones must be switched off; all work must be done in pencil (rather than ink); laptops can be used but must be plugged in through safety checked adaptors supplied by Archives staff and eating and drinking, including bottled water and sweets, are not permitted.

You will be asked to show your identification : the requirement is different depending on whether or not you are a member of the University.

You are welcome to bring in your laptop and any essential research papers but we ask that all bags, coats and other belongings are left in the lockers provided.

Ordering material

We run a "mediated service" which means you are not able to browse the shelves yourself as you would do in an open access library.

We ask that you pre-order material in advance when you book your visit; please email [email protected]

You can explore our collections using our new Epexio archive catalogue, which brings together brings together thousands of catalogue descriptions along with a powerful search tool and browse functionality: https://archives.soton.ac.uk/

We ask that you pre-order your material: that is 10 items for a standard one day visit.

We normally issue one item at a time. Please retain the original order of any loose material within the file and return the file to the counter if you need to leave the room.

Help and advice

There is always an archivist on duty: it is our job to help you get the most out of your visit so if you have any questions, please ask!

We also keep a small reference library of supporting printed material.

Facilities and comfort breaks

Men’s, ladies' and accessible toilets are all located on Level 4

There is a café within the Hartley Library on Level 2 (past the entrance barriers); additional refreshments are available across University Road.

We hope you have an enjoyable and productive visit to the University of Southampton Special Collections.