Remote Research in Russia: Part Seven

In Eastern Europe, and especially in Russia, the tone and nature of interactions with archival staff often determine the success of archival research. Given the importance of bureaucratic procedures in Russia, as well as the difficulties frequently encountered by international researchers, The Bridge has prepared a short guide on how to submit an application to an archive and establish effective communication with archival personnel.

Russian archives are, in most cases, state institutions operating under strict regulations. They typically prefer formal written requests to an ongoing dialogue about research. An archivist in Russia is not a research assistant but rather a civil servant acting in accordance with established rules and instructions. This significantly influences both the style of communication and the speed of responses.

Quite often, when submitting a request to an archive, researchers use wording such as the following:
I am researching Soviet politics/repression/everyday life and would like to know what materials you have. I would like to receive scans of documents related to education issues from files F. 2 op. 3 d. 12 and F. 56 op. 7 d. 125.

Such formulations are not considered valid by Russian archives. When drafting a request, the more precise and concrete the wording, the better. It is often advisable to carry out some preliminary work and demonstrate familiarity with the rules and recommendations of the specific archive being contacted. Archivists are generally more willing to assist when they see that a researcher understands how the system works, and mentioning a specific collection or inventory—even in general terms—significantly increases the credibility of the request.

Here is an example of good wording:

…

I am researching the activities of primary party organizations in educational institutions in Moscow and Moscow Region between 1953 and 1964, with a particular focus on their ideological work with foreign citizens. After a preliminary review of the archive’s catalog, I identified collections 12 and 45 as potentially relevant. I would like to clarify whether other collections or files may also contain materials related to my research topic.

It is also important to note that archivists do not search for or extract relevant materials from the archival holdings on behalf of researchers. However, Russian archives do offer a service known as a subject-based query, which allows the archive to review its collections and provide a list of potentially relevant files. This is a paid service, and the response typically includes only file titles and reference numbers, without information about the contents. In addition, the processing time for such requests may take several months.

A well-prepared request to a Russian archive usually includes the following information:

1. Who you are
2. ○ Full name
3. ○ Affiliation (university, research center)
4. ○ Country
5. The purpose of your request
6. ○ A brief description of the research project
7. ○ Without evaluative or politically charged language
8. What exactly you are looking for
9. ○ Institution/structure/individuals/event
10. ○ Time period
11. ○ Types of documents (correspondence, reports, orders, etc.)
12. Preferred format of access
13. ○ Reference (spravka)
14. ○ Copies
15. ○ Work in the reading room
16. ○ Selection of files by topic

If the request concerns the personal data of third parties, you may be required to provide documentation confirming your right to access such information (for example, consent from relatives or relevant family certificates).

Below is an example of a properly formulated query for historical research:

…

Dear archive staff,
My name is [First Name/Last Name].
I am a researcher/graduate student/faculty member at [name of university or institute, country].
As part of a research project devoted to [brief description in 1-2 lines, without value judgements or journalistic framing], I am studying the activities of [name of institution/body/organization] during the period [years].
In this regard, I kindly ask you to inform me whether [name of archive] holds documents related to:
– the activities of [specific institution, department, or structure];
– the period [exact or approximate years];
– types of documents (correspondence, reports, orders, memoranda, etc.).
If possible, I would be grateful for information on:

1. the availability of relevant fonds, inventories or files;
2. the conditions of access to these materials (work in the reading room, ordering copies);
3. the need for a preliminary letter from an organization or any additional formal requirements.

Thank you in advance for your attention to my request and for any information you may be able to provide. I guarantee payment of any applicable fees.
Sincerely,
[First Name Last Name]
[Email address]

Before submitting a request, we also recommend reviewing the website of the archive that interests you. Archive websites often provide sample request formats and detailed information on required documentation.

Requests should be written politely and in neutral language. It is essential that your request be submitted in Russian. If you do not speak Russian, use a translation tool or seek assistance from someone who speaks the language. Most archival staff in Russia do not speak English, and requests submitted in foreign languages may take significantly longer to process or may not be answered at all.

In most cases, archives respond within 30 days, though this period may extend to 60 days, which is considered normal. Responses are typically brief and formal. In some cases, the reply may include information about the cost of additional processing of your request, indicating that a fee will be required. It is important to keep in mind that Russian archives accept payments only in Russian rubles and exclusively to designated ruble accounts, so it is advisable to plan payment arrangements in advance.

We hope these practical recommendations will prove helpful to you!