What are the best ways to find missing records during archival research?

1 Identify the scope of the gap

The first step is to identify the scope and nature of the missing records. How much of the collection is affected? What types of records are missing? When and why did they go missing? Are they permanently lost or temporarily unavailable? You can find answers to these questions by consulting the finding aids, the archivists, the collection history, and other sources that document the provenance and condition of the records. Knowing the extent and cause of the gap can help you assess its impact on your research and plan your next steps.

3 Use alternative formats

The third step is to use alternative formats that may reproduce or transcribe the missing records. These formats may include microfilm, digital copies, printed editions, or oral histories. They may be available at the same repository, a different repository, or online. For example, you may find that the missing records have been digitized and uploaded to a website, or that they have been published in a book or journal. You can use online tools, bibliographies, indexes, and citations to find and access these formats. You can also check the copyright and licensing terms to ensure that you can use them for your research.

4 Explore other methods

The fourth step is to explore other methods that may help you reconstruct or infer the information from the missing records. These methods may include comparative analysis, statistical estimation, historical interpretation, or creative reconstruction. They may require you to use additional sources, tools, techniques, or perspectives. For example, you may compare the missing records with similar or contrasting records from other collections or periods, or you may use mathematical models or historical frameworks to estimate or explain the data or events from the missing records. You can consult literature, experts, peers, or mentors to learn and apply these methods.

5 Document your process

The fifth step is to document your process and findings when dealing with missing records. This can help you keep track of your sources, methods, results, and challenges. It can also help you communicate your research to others and acknowledge the limitations and uncertainties of your work. You can use notes, logs, tables, charts, or maps to document your process and findings. You can also use citations, footnotes, endnotes, or appendices to reference your sources and methods. You can follow the standards and guidelines of your discipline, institution, or publication for documenting your research.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?