Keystone Archives Descriptive Database Help: Understanding Search Results

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4. Listings Search Results

a) Search Results

b) Listings Full Display

c) Gallery

d) Full List of Records for a Fonds or Series

a) Search Results

Once you have entered a listings search, you will see a screen displaying all of the listings which matched your search criteria.

The information provided in the search results may include a title or description of the item, the schedule number (for government records), the date (or date range) of the creation of the record and a description of the format of the material.

When digital copies are included for a specific record, a thumbnail image will be shown. Some listings will contain multiple images – where multiple images are present, it will be indicated next to the thumbnail. Where digital sound recordings or audio-visual files are included, this will be noted. Click on the image or the item description to see the full listings record and all attached digital copies.

You can add images to your personal gallery by clicking ‘add to gallery’. Click ‘view gallery’ at the top or bottom of the page to see all of the images in your gallery.

Click on a title for a full listing record.

You may also save listings from this page by clicking the box at the right side of the list. Saved records can be sent to an email account or saved as a file on your computer. See Saving and Emailing Selected Records. [Note saved records will not include digital copies.]

b) Listings Full Display

When you select a particular listing record, you will find information about the particular file or item.

This information might include:

  • Title or item description
  • The date(s) of the creation of the record
  • A link to the description of the group of archival records of which the file or item forms part – crucial for determining access; for seeing full list of records
  • Ordering information – location code, microfilm number, negative number
  • The creator of the record
  • The original format of the record
  • The negative number required for reproduction purposes
  • A shot list or interview summary for films or oral history recordings
  • Digital copies (see below)

To order a file or item, note:

  • The item description / title of the file or item
  • The location code found in the “Location and Ordering” field
  • Click on the fonds/series title for information on restrictions which may apply to the file or item

You may save the listing record by clicking ‘save this record’. See Saving and Emailing Selected Records for more information.

Digital copies

  • When digital copies have been created for an archival record, they will be shown at the bottom of the listings full display page.
  • For images:
    • Click on a thumbnail to see the full display of the image.
    • Click ‘next’ and ‘previous’ buttons to see all images associated with the listing, where multiple images are attached.
    • Click ‘add to gallery’ to add an image to your gallery.
    • Click ‘view gallery’ to see all images you have added to the gallery.
    • Right-click on the image to see commands to print, save and email. Note that information about the image will not be included. It is important to note the location code and digital image number for future reference. The URL shown on the bottom of the page for printed images is a temporary URL and will not lead back to the record.
  • For audio and audio-visual records:
    • Click the play arrow to listen to or view the digitized record.
    • Note: a shot-list may be included for some of these files, and will be displayed below the digital file.

c) Gallery

The gallery contains all of the images that you have added to it, in the course of one session. The gallery will not be saved for future sessions.

The gallery includes thumbnails of all of the images added to the gallery, as well as their item description, location code, digital image number and additional image information.

Click ‘Printer-Friendly Link’ to print-out thumbnails in the gallery.

Click on a specific image to see it in larger size. Click the next and previous buttons to see other images in the gallery, where multiple images are present.

  • Right-click on the image to see commands to print, save and email. Note that information about the image will not be included. It is important to note the location code and digital image number for future reference. The URL shown on the bottom of the page for printed images is a temporary URL and will not lead back to the record.

                                       
d) Full List of Records for a Fonds or Series

You may view the complete list of files and items belonging to a particular fonds or series.
When you are in a listing record, click on the fonds/series title. This will take you to the archival description, describing the group of records of which the file or item is a part. At the bottom of the description, when a list is available, there will be a hyperlink indicating that you can ‘view an online list of these records’. For government records, a list of accessions will be displayed with the dates for each accession. Click on an accession number to view the full list.

For more information on how archival records are organized, please see How Archival Records Are Organized.

 

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