For Yale Offices
Restricted Records Retrieval Request
Authorized staff from Yale University offices may request files from accessions transferred from their offices to Manuscripts and Archives. If you are not authorized, please contact the University Archives at firstname.lastname@example.org for further instructions.
Requests for files may be made directly from special finding aid inventories. These finding aids are located on a Secure Box account managed by the University Archives. To sign up for a Box account, visit https://yale.account.box.com. Yale University Offices may only access finding aids located in folders in Secure Box that are co-owned by their authorized requestors.
To request a file, locate the finding aid in the folder for your office. Folders in Secure Box are identified alphabetically by the name of the office. Open the folder and locate the finding aid to the record collection for the file that you need to request. Once you have located the finding aid in the folder, click on the finding aid to open it in your browser. In order to request a folder from the finding aid once the file has been open, you must first download the finding aid, to do so, click the download option on the right-hand side of the display:
Once the finding aid is downloaded you can open it either through your internet browser or on your computer. Once you open the finding aid, you can locate the file via the Collection Contents window on the left-hand side of the finding aid. Click on the appropriate accession number to view the inventory on the right-hand side of the finding aid. On the left of each box and folder number is a link called Request
Click on the Request link for the folder you need and it will take you to the online retrieval system (Aeon). Login to the system using your NetID and password and the system will create an request form with all the bibliographic information for your request already filled in. Review the form to make sure it is correct, scroll down to the bottom of the form and click Submit.
Requests will take 24 hours to be filled from off-site storage. Please indicate in the Note field at the bottom of the online retrieval form if you wish to be contacted when your file is ready for pick-up.
If you have any questions about accessing a folder on Secure Box, using the finding aids or making a retrieval request, please contact the University Archives at email@example.com.