Finding archival material
We maintain an online catalogue which contains summary information about all of our collections. The catalogue also contains finding aids for many of the collections. Finding aids are more detailed box or file indexes for the collection and will generally contain unit, box or item numbers that should be quoted when ordering material.
We also maintain an online digitised items catalogue containing digitised photographs, drawings, documents and other ephemera.
Subject guides have been created to give information on a range of subjects relating to collections held at the University of Melbourne Archives.
After checking the online catalogue and subject guides, contact the Archives if further help is required to find material or to discuss a large research project.
Material from the University of Melbourne Archives is accessed through the Reading Room at the Baillieu Library at the University's Parkville campus. To order UMA material or to find information on the reading room location, opening hours, rules about handling material, copying and digitisation of material, please see the Reading Room website .
As material is held at an off-site repository it cannot be accessed immediately. If the request is lodged before 12pm on a business day material should be available in the Reading Room the following business day, unless otherwise advised. There is a limit of ten boxes or units per order.
To order material, researchers must register using the Reading Room Aeon system. This system allows researchers to track the progress of their requests, see the history of their requests and facilitates the reordering of materials. For more information about Aeon, see Requesting Materials.
The University of Melbourne Archives are open to all researchers, not just University staff and students. Access conditions covering specific collections vary, however. Some collections are restricted and require permission to be obtained before viewing and a few collections are covered by specific embargo periods. Access conditions are listed in the catalogue, and researchers are advised to contact the Archives before ordering material to discuss restrictions. For more information see the Access Management Framework for University of Melbourne Archives collections. Time constraints prevent Archives staff from being able to conduct research on behalf of enquirers. A number of guides have been developed to outline restrictions on specific collections and assist with ordering these materials. Please see below.
Guide to Student Records: UMA holds the student record cards for students enrolled at University of Melbourne dating from the university's inception in 1858 up until 1986. Please view the Guide to Student Records for further information on ordering a copy and access conditions.
Alumni seeking academic records, or related material about course studies at University of Melbourne: please visit Academic Records and Results online ordering website.
If you are a student who studied before 1974, or at an institution which has amalgamated with the University (eg former VCA, Melbourne Teacher’s College, Glenormiston etc) please select:
- ‘Before 1974 Studies or at an amalgamated institution’ for an academic transcript or
- ‘Evidence of Qualification’ letter for a written summary of degrees completed
NB. There are free text fields where you can include any text or related information that is relevant to your request.
Guide to Series UM312: To access University of Melbourne Registrar's Correspondence (1999.0014) please first view the Guide to Series UM 312 for assistance when ordering. The series consists of files arranged predominately by annual single number and subject. To request the PDF index listing for a particular year/s please contact firstname.lastname@example.org.
Guidance on using personal, sensitive and health information in archival collections: Some collections include personal sensitive and health information, please view the Guide on using personal, sensitive and health information in archival collections outlining the ethical obligations when disclosing or using information of this nature in archival collections. Some collections will require permission from the person or organisation that created the records and in some cases UMA will ask researchers to sign a Deed of Undertaking to protect people's privacy.
What to Expect when accessing records about you: The What to Expect when accessing records Information Sheet is aimed at Care Leavers wishing to access records about them held by the University of Melbourne. Its purpose is inform Care Leavers about what records they are likely to find, the reasons why they were collected in the first place, and where to get support. It is based on the Child Welfare Records Subject Guide.
Copying and Digitisation
Researchers may take photographs of records in the Reading Room using their own devices for research purposes, free of charge. It is important to abide by all copyright conditions and requirements in using published and unpublished material, as copyright owners can take legal action for any breach or infringement of copyright.
To request permission to reproduce an image or arrange digitisation please complete the Digitisation Request Form and Material for Digitisation Form and send to email@example.com. Before completing the forms please read the Reading Room Guide to Copying Materials for information on copying, fees for digitisation and copyright permissions. UMA are making efforts to streamline these processes so that requests can be lodged online via Aeon. In the meantime please complete the forms or email with an enquiry.
Archival material must be cited correctly. This enables staff and other researchers to find and use records, and ensures that the checking of sources is made easier. The preferred manner of citing material from the University of Melbourne Archives is:
- Name of University of Melbourne Archives in full
- Full collection name
- Collection reference number (accession number)
- Item/series number
- Description and date of item
Example: University of Melbourne Archives, Ludwig Hirschfeld-Mack Collection, 1971.0009, File 2/1/62, Letter from L. Hirschfeld-Mack to Hans M Wingler, 27 Oct 1957.