Using Finding Aids for the IMF Archives

Last Updated: May 15, 2007

Research using on-line finding aids:

Accessing documents:

Contacting the Archives:

What is a finding aid?

Finding aids are research tools that help you navigate through descriptions of groups of archival records. They are similar to a library catalogue entry, which describes a single book, except that they convey often complex information about the structure of a group of records. Rather than just a single entry, they summarize information in a hierarchical way—from general to specific. Finding aids provide you with references to the full records of a department, office, unit or item. You may then continue the step-by-step process of accessing the archival record(s) by noting the reference code and contacting the Archives' staff for a research appointment.

The IMF Archives' finding aids are prepared in accordance with standards for archival description approved by the International Council on Archives.

How are the finding aids organized?

The descriptions in a finding aid start with a high-level overview of the group of records (called fonds or collections). After reading this overview you can click to detailed information on each mid-level sub-group, known as series and sometimes subseries. Available series will be provided in a list on the left side of your screen. Immediately after each series description, on the same screen, you can scroll through file descriptions and sometimes item lists. If scanned documents are available, there will be links to them from these lists.

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Some additional definitions may be useful for understanding the finding aid:

  • b&w—black and white, used to describe a photograph
  • collection—an artificial accumulation of documents of any provenance brought together on the basis of some common characteristic
  • fonds—all of the documents created, accumulated and used by one individual or organization in the course of their activities or functions
  • series—documents within a fonds grouped together because they relate to the same function or subject, result from the same activity, or have a common form.

What information is in a finding aid?

The structure of the finding aid is dictated by a set of rules known as General International Standard Archival Description. Therefore, in the IMF's finding aids, descriptions for the highest levels (collection or fonds) include:

  • title—the name of the records creator and the nature of the group
  • dates—the date span of the material
  • level of description—placement of the group being described within the arrangement hierarchy (see diagram above)
  • extent and medium—quantity and type of documents
  • context—brief history of the function and office of origin/person responsible
  • content and structure—notes about the kinds of documents and the way they are organized
  • conditions of access and use—indication of any access restrictions
  • associated material—notes on related records

At the series level, and sometimes at the file level you will find:

  • title
  • dates
  • level of description
  • extent
  • scope and content
  • conditions of access and use

Can I download and use finding aids?

Yes. You may download or print a copy of a finding aid for personal use and consultation. Any republication requires the permission of the IMF Archives section. For more information: www.imf.org/external/pubs/rights.htm

Is there a finding aid for every document held in the IMF Archives?

Not yet! Finding aids are produced as groups of documents are processed by IMF archivists. It is expected that eventually all of the IMF's institutional documents to 1989 will be accessible via finding aids on this website.

What is the IMF's Policy on Access to the Archives?

Some IMF documents contain classified information or are closed for a limited period under the access policy. Please see the IMF Archives Policy (www.imf.org/external/np/arc/eng/archive.htm) for more information. Records may be closed for conservation or because they are not yet processed and described in finding aids. Access to originals may also be restricted if a reference copy in another format such as a digitized copy or microfilm is available.

Can I see actual documents on this website?

In some finding aids, some documents may be available in digitized format. This will be indicated by a thumbnail image next to a description in the case of photographs, or by a linked “item” label following the description of a file in the case of textual documents.

Can I download and use the documents?

You can download and print a copy of the finding aid and documents for personal, non-commercial use. For more information see www.imf.org/external/pubs/rights.htm. For any other use of digitized or scanned documents to which the IMF holds copyright, permission must be obtained from the IMF Archives. We ask that you credit IMF Archives. It is your responsibility to obtain copyright for any re-use of any digitized documents that are not in the public domain or are not IMF copyright.

Can I order copies of documents?

You may request photocopies of specific documents. Detailed information on copying services is available upon request.

Can I quote from the documents?

The Archives of the IMF requires that researchers seeking permission to publish request permission to quote from any records in its collection; all direct quotations should be credited to the IMF Archives. Although the records are in the custody of the IMF Archives, the intellectual property may reside with other institutions and the responsibility for determining the status of those rights and for securing permission to quote remains with the researchers.

How do I make a footnote citation to IMF Archives' documents?

In all cases, information in footnote and endnote citations should begin with the individual unit being described (the document) and proceed from narrow to broader information, in much the same way as the bibliographic citation format recommended by the Chicago Manual of Style.

Example:

Smith to Jones, "Meeting with Ministers," June 23, 1950, file "Intra-European Payments, Working Party, Miscellaneous Drafts and Memos, 1950, file 1 of 2," Director's Files, Research Department, IMF Archives, Washington DC.

The elements of the citation are the individual document (include names of writer and recipient, subject line and date), the file name, the series name (and any other subgroups in the hierarchy of the finding aid), the fonds or collection title, and the repository (IMF Archives, Washington DC). (I have seen the use of “Washington, DC” the first time the IMF Archives is cited, which can then be abbreviated “IMF Archives” thereafter.

How do I make a bibliographic citation to documents in the IMF Archives?

The bibliographic citation differs from the citations described above in that it provides summary information about the groups of documents used, rather than detailed references to the individual documents themselves. The IMF Archives recommends that a bibliography should distinguish between primary sources (manuscripts, archives, and other unpublished materials) and secondary sources (books, periodicals, and other published materials). Underneath an appropriately labeled heading in the bibliography ("Primary Sources," "Archival Collections," etc.), identify the repository and all of the fonds or collections consulted. Include the reference code if available.

Primary Sources:
IMF Archives:
Research Department, Chronological Files of Joseph Gold Managing Director, Records of Camille Gutt

How do I make a citation to IMF Archives' digitized documents on-line?

Generally citation style guides indicate to give the reference as suggested above followed by the date the document was viewed and the URL.

Smith to Jones, "Meeting with Ministers," June 23, 1950, file "Intra-European Payments, Working Party, Miscellaneous Drafts and Memos, 1950, file 1 of 2," Director's Files, Research Department, IMF Archives [Online version on June 9, 2004 at http://www.imf.org/url_here.htm]