How to Visit the Cuban Heritage Collection at UM

The Cuban Heritage Collection (CHC) at the University of Miami is one of the most comprehensive archives of Cuban diaspora materials in the world. Established in 1961, it serves as a vital repository for historical documents, photographs, oral histories, manuscripts, periodicals, and artifacts that trace the cultural, political, and social evolution of Cubans both on the island and in exile. For researchers, students, historians, artists, and members of the Cuban community, visiting the CHC offers an unparalleled opportunity to engage directly with primary sources that have shaped modern Cuban identity. Whether you are tracing family lineage, studying revolutionary history, analyzing exile literature, or exploring the evolution of Cuban music and art, the CHC provides access to materials not found anywhere else on the planet.

Understanding how to visit the Cuban Heritage Collection is more than a logistical exerciseit is a gateway to preserving and interpreting a living heritage. Unlike traditional libraries, the CHC operates as a special collections archive, meaning access is curated, appointments are required, and handling protocols are in place to protect fragile materials. This guide walks you through every step of planning and executing a meaningful visit, from initial research to post-visit analysis, ensuring you make the most of your time in this extraordinary archive.

Step-by-Step Guide

1. Determine Your Research Purpose

Before making any travel plans or scheduling an appointment, clarify your research objective. Are you looking for specific documents? Searching for photographs of a family member? Studying the evolution of Cuban newspapers in Miami? The CHC houses over 10,000 linear feet of archival material, including more than 200,000 photographs, 15,000 books, 3,000 periodical titles, and hundreds of oral history interviews. Knowing your focus helps you prepare targeted questions and request relevant collections in advance.

Start by browsing the official CHC website. Use the online finding aids and digital collections to identify specific boxes, folders, or collections that align with your topic. For example, if youre studying Cuban exile politics in the 1970s, search for the Cuban Revolutionary Council Records or the Cuban American National Foundation Papers.

2. Review Access Policies and Hours

The Cuban Heritage Collection is located in the Otto G. Richter Library on the University of Miamis Coral Gables campus. It is open to the public, but access is restricted to designated hours and requires advance registration.

Current visiting hours are:

• MondayFriday: 9:00 AM 5:00 PM
• Saturday: 10:00 AM 4:00 PM
• Sunday: Closed

Hours may vary during university breaks, holidays, or summer sessions. Always verify the current schedule on the CHC website before your visit. The archive is closed on major U.S. federal holidays and during university closures.

3. Register for a Researcher Account

All visitors must register as researchers before accessing materials. This process is free and takes only a few minutes. You will need to provide:

• Full legal name
• Valid government-issued photo ID (drivers license, passport, etc.)
• Email address
• Research purpose (brief description)

Registration can be completed online via the CHCs Researcher Registration Portal or in person during your first visit. Online registration is strongly encouraged to save time on-site.

Once registered, you will receive a unique researcher ID number. Keep this number handyit will be required for all future visits and material requests.

4. Request Materials in Advance

Materials in the CHC are stored off-site or in secure, climate-controlled vaults. They cannot be accessed without prior request. To ensure your requested items are available on your visit date, submit your request at least 48 hours in advance.

To request materials:

1. Log in to the CHC Digital Collections or use the University of Miami Finding Aids database.
2. Identify the collection, box, and folder numbers you need.
3. Click Request Item or Request Box on the collection page.
4. Fill out the request form with your researcher ID, visit date, and preferred time.
5. Submit the request.

You will receive a confirmation email with details about your request and instructions for pickup. If your request is complex or involves fragile items (such as audio reels or handwritten manuscripts), a CHC archivist may contact you to discuss access restrictions or digitization options.

5. Plan Your Visit

Once your materials are confirmed, plan your transportation and arrival. The University of Miami campus is accessible via public transit (Metrobus Route 21, 36, and 57), rideshare, or personal vehicle. Parking is available in the Pavia Garage (Lot 10) and other designated campus lots. A daily parking fee applies, but researchers with confirmed appointments may request a parking voucher by emailing chc@miami.edu.

Arrive at least 15 minutes before your scheduled time. Check in at the Richter Librarys main entrance on the first floor. Proceed to the CHC Reading Room on the 6th floor. You will be greeted by a staff member who will verify your registration and provide a locker assignment.

6. Understand the Reading Room Rules

The CHC Reading Room is a quiet, supervised space designed to protect irreplaceable materials. To preserve the integrity of the archive, the following rules apply:

• No food or beverages are permitted.
• Pens are not allowedonly pencils may be used for note-taking.
• Laptops, tablets, and smartphones are permitted, but flash photography is prohibited without prior written consent.
• Backpacks, large bags, and coats must be stored in provided lockers.
• Materials must remain on the reading room tables at all times.
• Do not touch, fold, or mark any documents. Use paper bookmarks provided by staff.
• Only one box or folder may be opened at a time.
• Do not remove materials from the room under any circumstances.

Archivists are available during all open hours to assist with material retrieval, answer questions, and guide you through the collections. Do not hesitate to ask for help.

7. Use the Materials Responsibly

When handling documents, photographs, or audiovisual media, work slowly and deliberately. Many items are brittle, faded, or damaged. If you notice a tear, loose page, or unusual condition, inform a staff member immediately. Do not attempt to repair or reorganize anything yourself.

For photographs and negatives, use the provided white cotton gloves when handling. For audio and video recordings, staff will retrieve the equipment and assist with playback. The CHC has listening stations and viewing monitors available for digitized oral histories and films.

8. Take Notes and Document Your Sources

Keep detailed notes on every item you consult. Record the collection name, box and folder number, title, date, and any other identifying information. This is essential for proper citation and future reference.

Example citation format:

Cuban Heritage Collection, Otto G. Richter Library, University of Miami. Cuban Revolutionary Council Records, Box 12, Folder 5. Minutes of the 1971 Exile Strategy Meeting.

Photograph citations should include the photographer (if known), caption, and photo ID number. For oral histories, note the interviewees name, date of interview, and interviewer.

9. Request Digital Copies (If Available)

Many materials in the CHC have been digitized and are available online. For items not yet digitized, you may request high-resolution scans for personal research use. There is no fee for non-commercial digital copies, but there are limits on volume and file size. Requests are typically fulfilled within 35 business days.

To request a scan:

• Complete the Digital Reproduction Request Form.
• Specify the exact item(s) and desired resolution.
• Indicate intended use (academic, personal, publication, etc.).
• Wait for approval and delivery via email.

Commercial use, publication, or exhibition requires a separate licensing agreement. Contact the CHC for details.

10. After Your Visit

After your visit, organize your notes and digital files. Back up your materials and create a personal research log. Consider contributing your findings to the CHCs public projects, such as the Cuban Voices oral history initiative or the Cuban-American Archives Project.

Many researchers return to the CHC multiple times. Keep your researcher ID activethere is no expiration. You may also sign up for the CHC newsletter to receive updates on new acquisitions, exhibitions, and public programs.

Best Practices

Start Early and Be Patient

Archival research is not a quick process. Materials may be in processing, undergoing conservation, or stored off-site. Even with advance requests, delays can occur. Build flexibility into your schedule. If youre traveling from out of town, plan for at least two full days to maximize your access.

Prepare a Research Checklist

Before your visit, create a prioritized list of collections, folders, and specific items. Rank them by importance. This ensures you cover your top priorities even if time runs short. Include alternative items in case your first choices are unavailable.

Bring the Right Tools

Essential items to bring:

• Pencils and erasers (no pens)
• Blank notebooks or digital note-taking device
• External hard drive or USB (for saving digital copies, if permitted)
• Camera (for non-flash documentation of non-sensitive materialscheck with staff first)
• Water bottle (to be consumed outside the reading room)
• Light jacket (the reading room is often cool)

Respect Cultural Sensitivity

The CHC holds deeply personal materialsletters from families separated by exile, testimonies of political persecution, and private diaries. Approach these items with empathy and discretion. Do not share sensitive content publicly without explicit permission from the donor or their descendants.

Engage with Archivists

Archivists are not just gatekeepersthey are scholars and custodians of history. They often know more about the collections than what is documented online. Ask them about related materials, unpublished items, or oral histories they think might be relevant. Many breakthroughs in research come from these informal conversations.

Plan for Long-Term Access

If youre conducting extended research, ask about the possibility of a long-term researcher pass. The CHC offers quarterly access for graduate students and independent scholars working on major projects. This allows you to schedule multiple visits without re-registering each time.

Document Your Research Journey

Consider keeping a research journal that includes not only your findings but also your reflections on the materials. What surprised you? What was missing? How does this change your understanding of Cuban history? These insights become part of your scholarly voice and may inform future publications or exhibitions.

Tools and Resources

Online Finding Aids

The University of Miamis Finding Aids Database is the primary tool for navigating the CHCs holdings. Each collection includes a detailed description, scope and content notes, biographical/historical context, and a folder-level inventory. Use keywords such as Cuban exiles, Mariel boatlift, Cuban music, or Cuban-American literature to narrow your search.

CHC Digital Collections

Over 100,000 items are digitized and freely accessible at scholar.library.miami.edu/cuban/. This includes:

• Photographs from the 1950s1990s
• Digitized newspapers: El Nuevo Herald, Diario de la Marina, Revolucin
• Oral histories from over 800 Cuban exiles
• Posters, pamphlets, and political flyers
• Manuscripts by Cuban authors in exile
• Audio recordings of Cuban music and radio broadcasts

Each item is tagged with metadata for easy searching by date, location, subject, and creator.

Library Catalog (UM Libraries)

The University of Miami Libraries catalog includes all books, theses, and periodicals held by the CHC. Search for titles by Cuban authors, Cuban-American studies, or exile literature. Many books are available for checkout, while rare editions are restricted to in-library use.

Research Guides

The CHC maintains curated research guides on topics such as:

• Cuban Heritage Collection Overview
• Cuban Music and Sound Archives
• Cuban Exile Literature
• Cuban Photography and Visual Culture

These guides include recommended collections, sample citations, and links to related resources at other institutions.

Third-Party Tools

Use Zotero or Mendeley to organize your citations. Both integrate with the CHCs digital collections and allow you to generate APA, Chicago, or MLA citations automatically. For visual materials, use Adobe Bridge or Lightroom to tag and sort digitized photographs.

Collaborative Platforms

Join the Cuban Heritage Collaborative, a network of scholars, archivists, and community members who share research, host webinars, and coordinate preservation efforts. Membership is free and open to all.

Real Examples

Example 1: Genealogical Research

In 2022, a researcher from New Jersey visited the CHC to trace her Cuban grandparents migration path. Using the Cuban Emigration Records collection, she found passenger manifests from 1962, letters from her grandmother to relatives in Havana, and a 1965 photo of her grandfathers first job in Miami. She also discovered an oral history interview with a neighbor who had lived in the same Havana neighborhood. The materials helped her complete a family tree spanning four generations and led to a public presentation at the Cuban Heritage Museum.

Example 2: Academic Thesis on Cuban Music

A doctoral candidate in ethnomusicology used CHCs audio archive to analyze the evolution of Afro-Cuban jazz in Miami during the 1970s. She accessed 17 unreleased recordings from the Cuban Music in Exile collection, including live performances at Little Havana clubs. With the help of an archivist, she identified musicians whose names had been lost to history. Her dissertation, Rhythms of Exile, was published by the University of Chicago Press and included digitized audio samples from the CHC.

Example 3: Documentary Filmmaking

A filmmaker documenting the Mariel boatlift accessed photographs, government memos, and personal diaries from the Mariel Exodus Collection. She used the CHCs digitized images in her award-winning film Boats of Hope, which premiered at the Miami International Film Festival. The CHC provided a letter of support for her funding application and later exhibited the film alongside the original materials.

Example 4: Community Archive Project

A group of Cuban-American high school students in Hialeah partnered with the CHC to collect oral histories from their elders. With guidance from CHC staff, they learned how to conduct interviews, transcribe recordings, and catalog materials. Their project, Voices of Our Abuelos, was added to the CHCs permanent collection and is now used in local school curricula.

FAQs

Do I need to be a University of Miami student to visit the Cuban Heritage Collection?

No. The CHC is open to the public. Researchers, students, journalists, artists, and community members are all welcome.

Can I bring my child or companion with me to the reading room?

Only registered researchers are permitted in the reading room. Companions, children, and non-researchers must wait in the librarys public areas. There is no childcare service available.

Are there any fees for using the collection?

No. Access to materials, research assistance, and digital reproductions for personal or academic use are free. Fees apply only for commercial licensing or high-volume reproduction requests.

Can I photocopy or scan materials myself?

No. All copying and scanning must be done by CHC staff to ensure proper handling and copyright compliance. You may request scans, but self-service equipment is not available.

How long can I keep materials out?

Materials must remain in the reading room during your visit. You may request the same items on subsequent visits. There is no overnight or multi-day checkout.

Can I publish materials from the CHC?

Yes, with permission. For published works, you must submit a formal request for reproduction rights. Attribution to the Cuban Heritage Collection is required. Commercial use requires a signed license agreement.

What if the material I need is damaged or fragile?

Archivists will assess the condition and may provide a digital surrogate or offer a conservation consultation. In some cases, access may be restricted to protect the item.

Is the CHC accessible for people with disabilities?

Yes. The Richter Library and CHC Reading Room are fully ADA-compliant. Wheelchair access, assistive listening devices, and large-print materials are available upon request. Contact the CHC in advance to arrange accommodations.

Can I donate materials to the Cuban Heritage Collection?

Yes. The CHC actively collects materials related to Cuban history and culture. To donate, contact the CHC Curator to discuss your items. They will evaluate suitability and provide a deed of gift form.

How do I stay updated on new collections or events?

Subscribe to the CHC newsletter at library.miami.edu/chc/. Follow them on social media (@CubanHeritageCollection) for announcements about exhibitions, lectures, and digital launches.

Conclusion

Visiting the Cuban Heritage Collection at the University of Miami is more than a research tripit is an act of cultural reclamation. In a world where histories are often erased, fragmented, or politicized, the CHC stands as a sanctuary of memory. Every letter, photograph, and recording preserved here is a testament to resilience, identity, and the enduring power of storytelling.

By following the steps outlined in this guide, you are not just accessing archivesyou are becoming part of their ongoing legacy. Whether you are a scholar uncovering new truths, a descendant reconnecting with roots, or an artist seeking inspiration, the CHC offers a space where the past is not distant, but alive.

Prepare thoroughly, approach with humility, and listen deeply. The materials you consult may not only answer your questionsthey may change the way you understand your own story, and the story of a people who refused to be forgotten.

Plan your visit. Request your materials. Walk into the reading room. And begin.