ARCHIVESCANADA.ca

Navigational guide Basic search Keyword search ARCHIVESCANADA.ca number search Browsing an index Advanced search Combine indexes Narrowing by AND, NOT Narrowing by province/territory limiter Broadening by OR Other search tips Narrowing by " " Broadening by ? #	Displaying search results Short results Sorting short results Long records Québec records Saving records Displaying saved records by view list Sending saved records by e-mail Repository Reading archival descriptions in ARCHIVESCANADA.ca

Navigational guide

Navigation bars:
Every screen in ARCHIVESCANADA.ca has the same navigation bar at the left.

The navigation bar has the following buttons:

Français: You can toggle to the French interface of ARCHIVESCANADA.ca at any time. However, it terminates a current search session.

Search Archives: You can begin a new search at any time. The "New Search" command also appears on the short results list and long record screen.

Networks: This button brings you to the list of all the provincial and territorial archival networks contributing to ARCHIVESCANADA.ca. From there, you can click to their web site and find information and research their system. The logo of each network pops up as you pass your mouse over each province.

Virtual Exhibits: This is a portal to some of the virtual exhibits and digitization projects that archival institutions have created that are available on the Internet.

Help: At any time, should you need Help searching in ARCHIVESCANADA.ca, or are unsure of where you are, Help is available.

Contact Us: Information about how to contact the CCA.

About Us: This button will bring you to a page with information about the development of ARCHIVESCANADA.ca and the Canadian Council of Archives, who administer the ARCHIVESCANADA.ca program and web site.

ARCHIVESCANADA.ca User Survey: You can help to improve the ARCHIVESCANADA.ca web site by filling out this survey and adding any comments or suggestions. Participation is voluntary and all answers will be kept confidential.

Home: This brings you back to the home page.

Other buttons and commands:
Buttons (grey) and commands (red text) are specific to each screen. The commands usually display near the bottom and top of each page close to the top and bottom navigation bars. See descriptions of buttons and commands in: basic search , advanced search, displaying search results, and saving records.

Basic search

From the basic search index list, you can select an index to do keyword search, browsing an index or ARCHIVESCANADA.ca number search. For both basic search and advanced search, you can use search symbols at the entry box to narrow or broaden your search results.

Note: Further narrowing and broadening by search operators AND, NOT, OR and province limiter are available only in advanced search.

Sample basic search screen:

Select an index and enter your search term:

To conduct basic search:

Select the desired index from the basic search index list.
Type in your search phrase in the text box.
Click "Submit" to obtain the results or "Clear" to start a new search entry.

Enter one or more words as search terms in upper or lower case in the entry box. You do not need punctuation.
Search for any keyword searches the entire fonds description (record).

Commands on the basic search screen:

View List: to display saved records.
Advanced Search: to go to advanced search screen.

Keyword search

Basic search index list:

Any keyword in index box of basic search

Example: Search for fonds on John Lang.

Select the any keyword index from the index list.
Type john lang in the entry box.
Click the "Submit" button to search ARCHIVESCANADA.ca for results. ARCHIVESCANADA.ca searches for each word separately. You can use quotes to search for the two words as a phrase.

ARCHIVESCANADA.ca number search

ARCHIVESCANADA.ca number search:
ARCHIVESCANADA.ca number is a control number used within the ARCHIVESCANADA.ca database. It is displayed in the long record. If you know a ARCHIVESCANADA.ca number, choose the ARCHIVESCANADA.ca no. index and enter the number. The ARCHIVESCANADA.ca record will immediately be displayed.

ARCHIVESCANADA.ca no. in basic search index list

Browsing an index

If you are unsure of your search term you can start by browsing an index for a suitable term. Select the title browse or provenance browse (the creator field) from the index list.

Provenance Browse in Index Box of Basic Search

Example: Search for fonds on National Archives

Select the provenance browse index from the index list
Type national archives in the entry box
Click the "Submit" button to open the index
The ten entries in the index closest to your entry display on the browse display screen will appear. To move forward in the index (to view the next page of the index), click the "Next" button. To move back (to view the previous page of the index), click the "Previous" button.
To display a smaller set of records, click the checkboxes to the left of the records and click the "Display Selections" button. To access the full record for a particular fonds, click the underlined title.

NOTE: If an underlined fonds has more than two records (displayed in brackets after the fonds), a short results list will appear first.

Sample browse display screen:

Select one or more entries from the index

	National Anti-Poverty Organization (1 record)
	National Archives of Canada (2 records)
	National Arts Centre (Canada) (1 record)
	National Association of Canadians of Origins in India (NACOI) (1 record)
	National Association of Cuban Canadians (1 record)
	National Association of Friendship Centres (1 record)
	National Association of Marine Engineers (1 record)
	National Association of Teachers of Singing, Calgary Chapter (1 record)
	National Automobile, Aerospace and Agricultural Implement Workers Union of Canada (1 record)
	National Ballet of Canada (1 record)

Term:

Commands on the browse display screen:
(on top and bottom of screen)

To move forward in the index, click "Next" button, to move back, click "Previous" button.
To display a smaller set of records, click the checkbox on the left of selective entries and click "Display selections" button.
To start a new search, click "New Search" button. Either the basic search screen or the advanced search screen will appear pending your last search.
To display saved records, click "View List" button.

Sample short results list which appears when clicking an underlined fonds with more than two records (on the browse display screen):


Select one or more results to display records
1		National Archives of Canada fonds, 1871- ., ca. 94.0 m of textual records, National Archives of Canada
2		National Archives of Canada, 1884, 1 cm of textual records, Medicine Hat Museum and Art Gallery

Advanced search

After you have mastered basic searching, you can use the advanced search screen to broaden or narrow a search by combining search terms (up to three from the same or different indexes) and applying search operators "AND", "NOT", "OR" and an optional province/territory limiter. The advanced search index list has more extensive keyword indexes than the basic search index list.

Combine indexes

Sample advanced search screen:

Select one or more indexes and enter your search terms:

(1. Choose 1st index)

(2. Enter 1st search term)

(3. Use with a 2nd search term)

(4. Choose 2nd index)

(5. Enter 2nd search term)

(6. Use with a 3rd search term)

(7. Choose 3rd index)

(8. Enter 3rd search term)

(10. Click "Submit" button to run your search. Click only after the province/territory limiter is selected - if desired)

Optional Province/Territory limiter for keyword searching only.

Province/Territory:
BC	Alta	Sask	Man	Ontario
Québec	NB	PEI	NS	Nfld
NWT	Yukon	Nunavut

(9. Choose one or more check boxes of the province/territory limiter after search terms are specified)

Commands on advanced search screen:

View List: to display saved records.
Basic Search: to go to basic search screen.

Advanced search index list:

The advanced search index list provides more extensive keyword indexes not found in the basic search index list.

Advanced search index list

Narrowing by AND NOT

The search operators AND NOT are used only in advanced search.

You can narrow a search that finds too many records.

AND

You can use "AND" to combine two or more search terms. ARCHIVESCANADA.ca searches for works that include both terms.

AND operator box

Example: Search for fonds with financial records and Vancouver in the title.

Select the advanced search screen.
Select the scope and content note keyword index from the index list.
Type financial records in the entry box.
Select the operator AND.
Select the Title Keyword index from the second index list.
Type vancouver in the second entry box.
Click the "Submit" button.

NOT

You can use "NOT" to exclude a term from the search results. ARCHIVESCANADA.ca finds items except those with this term.

NOT operator box

Example: Search for fonds on financial records with Vancouver in the title but excluding titles with West Vancouver.

Select the advanced search screen.
Select the scope and content note keyword index from the index list.
Type financial records in the first entry box.
Select the operator AND from the first operator box.
Select the Title Keyword index from the second index list.
Type vancouver in the second entry box.
Select the operator NOT from the second operator box.
Select the title keyword index from the third index list.
Type west in the entry box.
Click the "Submit" button.

Narrowing by Province/Territory Limiter

In Advanced Search, you can narrow your search by a province or a territory. Select one or more check boxes from the province/territory limiter:

Province/Territory:
BC	Alta	Sask	Man	Ontario
Québec	NB	PEI	NS	Nfld
NWT	Yukon	Nunavut

Example: Search for fonds on railway museum in the province of British Columbia or Ontario.

Select the Any Keyword from the advanced search index list.
Type railway museum in the entry box.
Click the check boxes for BC and Ontario from the province/territory limiter.
Click the "Submit" button.

Broadening by OR

The search operator OR is used only in advanced search.

You can use "OR" to broaden your search to find items that include either one term or another. Use keyword indexes for faster results.

OR operator box

Example: Search for fonds containing photographs or sound recordings.

Select the advanced search screen.
Select the physical extent note keyword index from the first index list.
Type photographs in the first entry box.
Select the OR operator.
Select the physical extent note keyword index from the second index list.
Type sound recordings in the second entry box.
Click the "Submit" button.

Other search tips

For both basic search and advanced search:

Narrowing by: "" (quotes)
Broadening by: ? (question mark) # (number sign)

Narrowing by " "

"" (quotes)
Use quotes to search for a string or phrase of keywords. ARCHIVESCANADA.ca searches for the words together rather than as separate words.

Example: Search for fonds with the phrase heritage museum.

Select the title keyword index on the basic or advanced search screen.
Type "heritage museum" (with the quotes) in the entry box.
Click the "Submit" button.

Broadening by ? #

? (question mark)
Use a question mark to replace one or more characters.

Example: Search for fonds on medicine or medical.

Select a keyword index.
Type medic? in the entry box.
Click the "Submit" button.

Note: Never start a term with "?".

# (number sign)

Use a number sign to replace one character.

Example: Search for fonds with Canadian and canadien (English and French).

Select a keyword index on the basic or advanced search screen.
Type canadi#n in the entry box.
Click the "Submit" button.

Displaying search results

The search results will appear first as a list of short records on the results screen . You can do sorting on titles. If the result of a search is a single record, ARCHIVESCANADA.ca bypasses the results screen and presents the long record screen.

Short results

Short results list - sample screen:

379 Records Found

Sort By:

Select one or more results to display records

1		Chignecto Marine Transport Railway fonds , 1888-1891, 8.5 cm of textual records, Cumberland County Museum and Archives
2		George Brown fonds , 1898-1956, 5 cm of textual records. -- 13 photographs., Sir Alexander Galt Museum and Archives
3		Lillian Vader Bruckner photographs. -- 1924, 1927 , 7 photographs : prints; on album pages., Whyte Museum of the Canadian Rockies, Archives
4		W. H. Aldridge photographs. -- [ca.1904] , 8 photographs : prints; copies., Whyte Museum of the Canadian Rockies, Archives
5		John Yates fonds. -- [ca.1905-ca.1924] , ca.70 photographs (ca.65 prints, 3 albums of ca.300 prints)., Whyte Museum of the Canadian Rockies, Archives
6		Edward Whymper fonds : 1900-1909. -- Copies made ca.1975 , 13 cm of textual records (904 p.). -- 36 photographs : copy ne, Whyte Museum of the Canadian Rockies, Archives
7		Storm Mountain Lodge photographs. -- [after 1920] , 26 photographs : prints; oversize., Whyte Museum of the Canadian Rockies, Archives
8		William L. Putnam papers and photographs. -- 1897-1910, 1951 , 2 items of textual records (2 cm) : 1 oversize. -- 4 photograp, Whyte Museum of the Canadian Rockies, Archives
9		John Marsh research papers and recordings. -- [ca.1970], 1979 , 2.5 cm of textual records. -- 2 sound recordings : audio tape , Whyte Museum of the Canadian Rockies, Archives
10		London Printing and Lithographing Company photographs. -- [ca.1885-ca.1895] , 18 photographs : prints., Whyte Museum of the Canadian Rockies, Archives

Commands on the short results list:

The results list displays the number of records found.
To move forward in the results list, use "Next"; to move backward, use "Previous".
Each short record includes: title of fonds, dates, physical description, and name of repository.
To select selective records, click the boxes to the left of the desired records and click the "Display Selections" button. The full record of the first selected item will appear.
To access the full record for a particular fonds on the list, click the underlined title.

Sorting short results

You can sort your search results alphabetically by title of the fonds; initial articles (such as "The" or "An") are ignored in sorting.

Sort box

Note: Blanks file first, numbers next, letters last.

Long records

There are 10 mandatory data elements in a ARCHIVESCANADA.ca record (see * in the following sample long record for the corresponding description). For a more extensive list of definitions, see Reading archival descriptions in ARCHIVESCANADA.ca.

Hyperlinks within the long record may lead to external web pages or the ARCHIVESCANADA.ca browse display screen for gaining access to similar records in the database.

Sample long record screen:



	ARCHIVESCANADA.ca No: 28086
* Title of fonds or collection	TITLE: K.G.J. Haderlein fonds
* Extent of material	PHYSICAL DESCRIPTION: 4.79 m. of textual records 89 photographs 1 video tape
* Dates of creation	DATES: 1970 - 1996, predominant 1920 - 1996
* Provides context for the creation of the material being described	ADMINISTRATIVE HISTORY/BIOGRAPHICAL SKETCH: Kuonrad Georg Josef Haderlein was born in 1932 in Berlin. He studied at the Universities of Erlangen, Göttingen, and the Free University of Berlin, prior to emigrating to Canada in 1959. Haderlein earned an MA from the University of Alberta in 1961, and joined the faculty at the University of Saskatchewan in 1964, as an Instructor in Germanic Languages. He earned his PhD, also from the University of Alberta, in 1971 and by 1993 had achieved the rank of Full Professor at the University of Saskatchewan. His areas of specialization are remarkable for their diversity: late 20th century German theatre, the Medieval heroic epic, and 13th century narratives. Additionally, he edited and wrote for the Canada-Mongolia Review. Haderlein is also the only significant German-born poet in Canada writing in the German language.
* Nature of the material in a fonds	SCOPE AND CONTENT: Pertaining to Haderlein's life and his career generally, including materials relating to the University of Saskatchewan, his interest in medievalism, and his work as a translator. This fonds is organized into 9 series A. Biographical / Personal B. Canada-Mongolia Review C. Correspondence D. Lecture Notes and Exams E. Publications and Addresses F. Research Notes and Materials G. Students' Essays H. Theatre I. Reclam Collection
* Name of the place where the material is held; hyperlinked to more information	REPOSITORY: University of Saskatchewan Archives
* Conditions governing access to the material	RESTRICTION ON ACCESS: Personal information relating to staff or students of the University has been restricted in compliance with the Local Authority Freedom of Information and Protection of Privacy Act. Restricted files have been noted in the guide; there are no other restrictions on access.
* Indicates whether or not finding aids are available for the material	FINDING AID AVAILABLE: Finding aid available.
	CUSTODIAL HISTORY: Donated to the University of Saskatchewan Archives by Dr. K.G.J. Haderlein on 25 July and 29 November 1999.
* Language of the description	LANGUAGE: Material in English, German, Mongolian, Latin, Greek, Russian, French, Italian.
	RETRIEVAL NUMBER: Fonds 221
*Name of person, family or corporate body responsible for the creation of the records	PROVENANCE: Haderlein, K.G.J

Commands on the long record screen:
(on top and bottom of screen)

If you selected several records (from the short results list), ARCHIVESCANADA.ca displays them one by one. Click "Previous" or "Next" buttons to move from one selection to another.
To return to the short results list, click "Results" button. The summary results remains the same independent of what entries you have selected to display records.
To start a new search, click "New Search" button. Either the basic search screen or the advanced search screen will appear depending on your last search.
To compile the current record into a list, click "Save" button. The "View List" screen will appear.
To display saved records, click "View List" button.

Hyperlinks within a long record:

In the long record, there are underlined links for various data elements such as provenance, other names. Each link leads to a browse display screen for gaining access to related records in the database:
There are underlined links for other data elements leading to external Web pages. For example, to access background information on a repository, click on the underlined repository link.

Québec records

Each record from the Québec archival network, Réseau de diffusion des archives du Québec, has a dynamic link to the RDAQ system. This hyperlink provides an expanded version of the record (see the sample record below under heading CONSULT RDAQ FOR COMPLETE INFORMATION). A record on the RDAQ server uses different wordings for its data elements.

Sample Québec record screen:

ARCHIVESCANADA.ca No. 14379

TITLE:
Collection Georgine Vaillant

PHYSICAL DESCRIPTION:
241 autre(s) image(s) fixe(s)

ADMINISTRATIVE HISTORY/BIOGRAPHICAL SKETCH:
Georgine Vaillant est née à Hull en 1954. Après avoir travaillé à la Bibliothèque centrale de prêt de l'Outaouais pendant quelques années, elle est coordonnatrice des activités culturelles au Cégep de l'Outaouais de 1974 à 1980

SCOPE AND CONTENT:
Cette collection illustre la vie culturelle et artistique de l'Outaouais entre 1972 et 1978. Les affiches portent sur le théâtre, la chanson, la danse, le cinéma, la peinture

REPOSITORY:
Archives nationales du Québec - Outaouais

CONSULT RDAQ FOR COMPLETE INFORMATION:
http://www.rdaq.qc.ca/cgi-bin/templates/body/recherche/displayrdda.cfm?cnt=1&id=7031

(Dynamic link to RDAQ server)

PROVENANCE:
VAILLANT, GEORGINE, 1954-, DIFFUSION CULTURELLE, CINEMA, CHANT, THEATRE

Saving records

You can save your search results to create a bibliography. On the long record screen, click "Save" to save a record; also click "View List" to display all the records you have saved in a given search session. The View List screen also allows you to specify an e-mail address to send the saved records.

Save record on the long record screen: click the Save command.

Displaying saved records by view list

You can see what records you have saved in a given search session by selecting the View List command on either the short results list or the long record screen.

Sample view list screen:
The view list screen lists all saved records as long records headed by ARCHIVESCANADA.ca numbers and in the same order you have saved them.

View List

The information below is temporarily in your file.You can e-mail it to a single, valid e-mail address.

ARCHIVESCANADA.ca No. 28086

TITLE:
K.G.J. Haderlein fonds

PHYSICAL DESCRIPTION:
4.79 m. of textual records
89 photographs
1 video tape

DATES:
1970 - 1996, predominant 1920 - 1996

(... )

ARCHIVESCANADA.ca No. 14379

TITLE:
Collection Georgine Vaillant

PHYSICAL DESCRIPTION:
241 autre(s) image(s) fixe(s)

(... )

Commands on the view list screen:

To remove records in the saved list, click "Clear List" command.
To do a new search, click "New Search" command.

Sending saved records by e-mail

On the view list screen, send saved records by e-mail:

To send records in the saved list to an E-mail, enter a valid E-Mail address next to "E-Mail to" and click "Send" button.
If the list contains accents click the "MIME encode" box to retain the accents.

Repository

Name of the repository where the material is held; hyperlinked to more information should you wish to contact the institution. See repository example in a long record.

Reading archival descriptions in ARCHIVESCANADA.ca

The short record includes the following elements:

Title (hyperlinked to the full description)
Physical description
Dates
Repository

The long record may include the following elements, some of them repeated from the short record. Elements marked with an asterisk (*) indicate that every description in ARCHIVESCANADA.ca generally includes this element. Additional information is displayed as provided and may vary from description to description. Following are informal definitions of these elements, together with any needed comments about their use in ARCHIVESCANADA.ca.

ARCHIVESCANADA.ca No.

The record number within the ARCHIVESCANADA.ca database; this number is not used for retrieval, location, or identification outside of the ARCHIVESCANADA.ca database.

Title*

Title of the fonds or collection; generally the name of the creator (see below) plus the word "fonds".

Physical description*

Extent of the material, measured in linear metres (shelf space), number of boxes, number of photographs, etc.

Dates*

Dates the material was created.

Administrative history / biographical sketch*

Brief administrative history or biographical sketch of the creator(s) of the material. Provides context for the creation of the material being described, e.g., this element will outline a person's career, the functions of a government agency, etc.

Scope and content*

A description of the nature of the material in a fonds, e.g., types of documents, functions and activities which generated the material, subject covered, etc. May also include a list of the series (subdivisions of the fonds).

Provenance*

The name of the person, family, or corporate body responsible for the creation of the records. For individuals, this will generally include birth and death dates, and sometimes a profession or other information to distinguish between people with the same name.

Repository*

Name of the repository where the material is held; hyperlinked to more information should you wish to contact the institution.

Restrictions on access*

The conditions governing access to all or part of the material. These conditions may relate to privacy legislation, terms of the donation, physical condition of the material, etc.

Terms governing use and reproduction

Information on legal or donor restrictions that may apply due to copyright, literary rights, etc. For example, reproduction of an item may only be permitted for research purposes, or permission of the donor may be required for publication.

Finding aid available*

Indicates whether or not finding aids (file lists, etc.) are available for this material.

Online finding aid

Details regarding if a finding aid is available online, relevant hyperlink if available.

Arrangement note

If any information about the arrangement of the material could not be included in the scope and content note, it can be included here. E.g., it might be indicated that the arrangement (order of the files, etc.) was imposed by the archives.

Language of material

Language of material in the fonds; generally only included if the language is different than the principal language of the archives.

Custodial history

Indicates the succession of ownership of a set of archival material, if the material was not received by the archives directly from the creator of the material.

Location of originals

If all or part of the material represented in the description consists of copies available elsewhere (e.g. microfilm, photocopies), this note indicates where the originals are located.

Availability of other formats

Indicates if alternative formats of material in the fonds are available. For example, This might include microfilm copies of highly used material.

Related materials

References to other fonds in the same repository which are related due to important relationships between the creators (e.g., shared responsibilities).

Associated materials

References to fonds in other repositories which are related due to shared provenance, e.g., if the records of a person or institution have been split between two or more archives.

Accruals

Indicates if more material is likely to be added to a fonds. For example, the archives may receive regular transfers from an office, or know that a donor plans to donate more material.

Retrieval number

Call numbers, accession numbers, etc., used by a repository as a reference number to access the material being described. A useful piece of information to quote if you're contacting an archives for further information.

Additional information

Other relevant information not represented in any of the elements above.

Subjects

Keywords, phrases, names, etc., representing some of the subjects covered in a fonds. In ARCHIVESCANADA.ca, no single subject thesaurus has been used, so this field (which is part of the keyword search) cannot be reliably searched.

View related images

If an image or object from the material has been digitized (i.e. scanned) and is available online, a hyperlink will point to it.

Other names

Additional creators, individuals or organizations related to the fonds; can be used to enhance a search, to find related material.