Keystone Help: Understanding Search Results

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4. Listings Search Results

• Brief Search Results for Listings
  
  
• Listings Full Display
  
  
• View Complete Listings for a Fonds or Series

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Brief Search Results for Listings

Once you have entered a listings search, you will see a screen displaying all of the listings that 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. 

Click on a title for a full listing record.

You may also save listings from this page.  Saved records can be sent to an email account or saved as a file on your computer.  See Saving and Emailing Selected Descriptions.

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

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 Descriptions for more information.

Complete list of files and items belonging to 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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