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Research Services FAQ

This document contains frequently asked questions regarding research services at Hoover L&A, including reservations, requests, reference assistance, navigating Aeon, digitization services, and reading room policies. To navigate the document, click on the question below to jump to the answer or use the left hand menu. If your question is not answered here, please email or phone us at (650) 723-3563.

Accessibility

Aeon

Searching

Requests

High Resolution Digitization

Reservations

Reference Consultations

Reading Room Policies

Further Questions?

Accessibility

What accessibility options do you provide in the reading room?

We do our best to accommodate the accessibility needs of our researchers. Please email us ahead of time if there is a specific accommodation you need for your visit.

The reading room is located in the Herbert Hoover Memorial Building, see accessibility directions . Stanford transportation also has shuttles and other options for students and faculty with disabilities.

Reading room tables are wheelchair accessible. For further accessibility information at Stanford, please see the Office of Accessible Education and Campus Accessibility

Aeon

What is Aeon?

Aeon is the electronic system that enables researchers to request items directly from the Hoover Library & Archives online catalog on SearchWorks and the Online Archive of California and schedule reservations before they visit. Through their Aeon account, researchers can request material for use in the reading room and submit digitization requests.

Why do I need a username and password to use Aeon?

Your username (email address) and password give you secure access to information about your requests and are unique to you. Passwords must be at least eight characters long and contain a lowercase letter, an uppercase letter, and a number. We recommend that you follow good security practice and choose a password that is different from those you use to access other systems. However, no one but you will know your password, not even staff.

What should I do if my email address changes?

If your email address changes, please contact staff to update your account. Other information may be updated in the Change User Information menu option in your Aeon account.

How do I create a Hoover L&A Aeon Account?

To create a Hoover L&A Aeon account, visit https://hoover.aeon.atlas-sys.com/ . Read the User Registration & Conditions of Use text, check the boxes to indicate your agreement to the terms, and click the "I Agree" button to continue to the registration form. Fill out your information in the New User Registration form.

When you visit the reading room, you will complete your registration by presenting a valid-government-issued photo ID and having your photo taken for a Hoover L&A reader card.

How long will my account be active?

Your account is active for one year. If you have not updated your account in the past 365 days, you will be prompted to update your information the next time you log in to your account. You may change or update your account information at any time by clicking on "Preferences" and then clicking either "Change User Information" or "Change Password." Your ID will be verified the next time you visit the reading room.

What if I forget my password?

If you forget your password, click on the "Forgot Password?" link on the Aeon login page, enter your username (email address) on the following page, and click the "Reset Password" button. An email will be sent to the address you registered when creating your account. Please allow up to 10 minutes for the email to arrive. Follow the link in that email to reset your password. The link will expire in 10 minutes.

What web browser should I use?

You need a web browser that can handle forms, tables, Javascript, and preferably cascading style sheets (CSS). We recommend the current versions of either Mozilla Firefox or Microsoft Edge.

Why does Aeon time out?

Aeon is set to timeout after 30 minutes of inactivity. Timeouts are necessary to avoid overloading the system with simultaneous users, and ensures an acceptable level of system performance.

Whom do I contact if I have questions about Aeon?

Contact Hoover Institution Library & Archives staff at 650-723-3563 or email us .

Searching

What is the Online Archive of California (OAC)?

The Online Archive of California (OAC) provides free public access to detailed descriptions of primary resource collections maintained by more than 300 contributing cultural heritage institutions across California. You can search Hoover Institution Library & Archives’ collection by using the OAC

What is Searchworks?

SearchWorks is Stanford University Libraries' online library catalog. SearchWorks provides the best access to the Hoover Library materials which include rare books, periodicals and serials.

How do I search Hoover L&A’s collections?

Searching Hoover Institution Library & Archives Collections explains how to search our collections. If you do not know what collections you would like to view, consult our research guides . These guides highlight material and collections from the Hoover L&A on core themes and specific topics. If you have more questions, please feel free to contact us .

What are collection guides or finding aids?

Online Archives of California collection guides or finding aids are narrative descriptions of the context, arrangement, scope and contents of archival collections. Guides named " Register " have the most information about a collection's content and a detailed container list; " Inventory " is less detailed, but includes a container list; and " Overview " will only be a brief summary of the collection.

Do you have a list of collections or materials related to a particular topic?

The Library & Archives maintains Research Guides about select collection areas and major subjects in our collections. These guides serve as a good starting point for research inquiries, and link out to related items, collections, and database searches.You can also email us to ask for recommendations for consulting our materials.

Requests

How do I request archival materials?

Archival material is requested through the Online Archives of California finding aids or collection guides, which provide more detailed information on the contents of collections.

For step-by-step instructions, please consult the How to Request Material video guide, step-by-step instructions , and our searching collections page.

How do I request library materials?

Library materials can be requested through SearchWorks . For step-by-step instructions, please consult the How to Request Material video guide and our searching collections page.

Can I request multiple items per finding aid or collection guide?

We serve collection material at the box level, so if you are interested in multiple folders within a single box, select one folder to receive the entire box.

Can I make changes to my requests during my visit?

More than half of our collections are stored offsite and require several days to arrive to campus once requested, therefore it is not easy for us to change your boxes once you begin your research. If you are in need of different material, please email us as soon as possible and staff will do their best to accommodate.

Can I request my items upon arrival?

To make the most of your visit, we strongly recommend you submit your requests 7 days in advance of your visit. More than half of our collections are stored offsite and require several days to arrive to campus once requested, therefore it is not easy for us to make boxes ready same-day. If you are having trouble with submitting requests, please watch this video or email us for assistance.

How do I check the status of my reading room request and what does it mean?

The item status on your request indicates where the item is and if it is ready for use in the reading room. To check the status of a request, go to your Aeon account and click on “Main Menu,” then look under “Outstanding Requests” where you will see a list of all your requests. For step-by step instructions on how to view your requests, please consult our Review Reservations and Requests video .

The chart below explains the meaning of each status.

Reading Room Request Status Meaning
Request Submitted Active requests submitted for processing
In Transit Item in retrieval from stacks
In Process Item being prepared for reading room use
Preservation Hold Material under treatment, contact staff
Item Ready for Use Item ready to use in the reading room
Request Completed Item reshelved

How do I check the status of my digitization order and what does it mean?

The “Order Status” on your request indicates where the item is in our digitization process. To check the status of an order, go to your Aeon account and click on “Main Menu,” then look under “Outstanding Requests” where you will see a list of all your requests. The chart below explains the meaning of each status.

Digitization Order Status Meaning
In Digitization Item is being digitized
Awaiting Order Payment Payment is required to proceed with request
Item Delivered Item is ready to view in your Aeon account

How do I access a digitized item which was delivered through Aeon?

To access your delivered file(s), log in to your Hoover L&A Aeon account, then:

How do I request the Chiang Kai-shek and Chiang Ching-kuo diaries?

See our Using The Chiang Diaries page for more information on how to request the Chaing-Kai Shek and Chiang Ching-kuo diaries.

How do I resubmit a request?

If you would like to resubmit a request, click on the “Request History” tab in the Aeon account menu, then select “Completed Requests” .

Click on the “Actions” button for the request you want to see again, then click “Clone Request”. You may alter information in the form, then click "Submit Request".

How long are my requests saved in Aeon?

Aeon keeps a record of all requests, regardless of request status. Please see the “Request History” tab to see your request record.

How should I cite archival material?

Our preferred citation for archival material is [Identification of item], Collection name, Box no., Folder no. or title, Hoover Institution Library & Archives. Additional information can be found on our Citation Guide page.

High-resolution Digitization

How do I order high-resolution digitization?

All digitization requests are made through Aeon . For step-by-step instructions, please see this page .

How much do digitization services cost?

Digitization fees depend on the format of material and size. Pricing can be found at our L&A Fee Schedule page.

Do I have to pay upfront?

Advance payment by credit card (VISA and MasterCard only) in U.S. funds is required and submitted through Aeon .

How long will it take to receive my high-resolution digitization request?

Once payment is received, digitization takes four to six weeks (moving images may take longer). Images are delivered electronically through Aeon . Existing files may not fit these file specifications on fee schedule , please contact us with questions. Digital files created through this service may be ingested into our Digital Collections and made freely accessible online and/or in our reading room after direct delivery.

Do I need permission to use digitized material in a publication?

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. If a user makes a request for, or later uses, a photocopy or reproduction (including handwritten copies) for purposes in excess of fair use, that user may be liable for copyright infringement. Users are advised to obtain permission from owners of copyright before publishing any materials examined in the Hoover Institution L&A.

Copies are for private research use only. No publication, further reproduction, or reuse of copies, beyond fair use, may be made without the express written permission of the copyright owner, if any, or, in the cases copyright is held by Stanford University, by the Hoover Institution L&A on behalf of Stanford University.

Reservations

How do I make a reservation to visit the reading room?

Reservations can be made through your Aeon account. Please see this page for detailed instructions: goto.stanford.edu/PlanResearch . You can also watch this video .

Can I bring someone with me to my reservation?

Anyone entering the reading room needs to have their own Aeon account and reservation. We can accommodate groups who want to be seated together, but ask that each person attending has their own reservation. If you are planning to research with someone, please email us prior to your reservation.

Why is the date I want unavailable?

We may have exceeded capacity on that day or the reading room may be closed. Reservations are available on a first-come, first-served basis. If you are traveling to do research, we strongly recommend checking if the reservation is available before booking your flight and accommodations. Unavailable dates appear gray and striked out. The calendar may take a few seconds to load. If you have a question about closures, please email us or call us at (650) 723-3563.

How is my reservation confirmed?

On your Aeon account , all reservations will appear under the “Reservations tab” . You will also see an email reminder 10 days ahead of your reservation prompting you to place requests if you have not done so already. Requests must be submitted 7 days in advance to keep the reservation. If no requests are placed, your reservation will be canceled.

What if my plans change?

You can make changes up to 7 days prior to your scheduled reservation. If you are unable to make it to your reservation and it is within 7 days , please let us know as soon as possible. You can call the front desk at (650) 723-3563 or email us to make changes to your reservation.

Can I come in as soon as my requests are ready even if I do not have a reservation for that day?

Researchers must abide by their scheduled reservations. If your plans change, please reach out as soon as possible by calling (650) 723-3563 or emailing us .

How far in advance can I reserve a spot in the reading room?

You can make a reservation 365 days in advance. If there is a particular date you want, we recommend reserving as early as possible. Material requests must be placed 7 days in advance.

Which holidays do you close for?

The reading room is closed for most U.S. national holidays, as well as Stanford’s campus-wide winter closure. Please check the Aeon calendar to see when the reading room is closed. Unavailable dates appear gray and striked out. The calendar may take a few seconds to load.

Where can I park and how do I pay for parking?

Visitors may park by the hour or by the day. In general, visitor parking will be enforced on weekdays, Monday through Friday, 8:00 a.m. to 4:00 p.m., unless otherwise posted. There is no enforcement on the weekends. For visitor parking locations and the corresponding ParkMobile zone numbers visit this map .

Please see the Stanford Visitor parking page for information on how to pay for parking.

Can I take public transit to the reading room?

Yes. There are many different transit options in the Bay Area. Go to Stanford Transportation Visitor information page for more details about using Stanford’s free shuttle service, and other transit options serving Stanford.

Reference Consultations

What can I expect at a reference consultation?

At our reference research consultations, a reference archivist will meet with you for 30 minutes on the phone or over Zoom to discuss your research, offer help in finding relevant material for your project, and teach you how to navigate our collections.

How do I schedule a reference consultation?

Schedule your consultation by visiting our HILA Reference Consultation page . Choose your preferred date and time, and provide the required information so that our reference archivists can be prepared to best help you during your consultation.

How do I cancel or reschedule a reference consultation?

You can cancel your consultation using the link in the confirmation email you received after booking, or you can email us . Please include your name and reservation time. Please cancel your consultation as early as possible to allow others to reserve a consultation at that time.

Reading Room Policies

What can I bring into the reading room?

For a guide of what is permitted in the reading room, please see details on our visitor requirements page.

What are your handling guidelines?

Our handling guidelines for archival materials are outlined in this video .

Can I take pictures of the materials?

Use of personal or cell phone cameras are permitted with some restrictions:

The Library & Archives reserves the right to deny photography permissions at its discretion and some collections have a no-photography policy.

Do you offer translation services?

We do not offer translation services.

Can I look at two boxes at the same time?

We allow one box to be checked out at a time to ensure that material stays in order.

Can I use the books on the bookshelves in the reading room?

Yes, feel free to use these books while in the reading room. Please use an out card to indicate where the book is taken from.

Can I charge my devices in the reading room?

To make the most of your visit, please bring your devices in fully charged. If needed, there is a charging station in the reading room.

Do you have wifi in the reading room?

Yes, you can connect to the “Stanford Visitor” network and click on the “accept terms and conditions” button to access the internet.

Further Questions

If you still have a question, please contact us.

Please reach out to us by email .

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