Help

User Guide: Navigating Our Archives

Welcome to our archives! This guide will help you find and explore the archival materials in our collection using our online archives system.

Getting Started

What You'll Find Here

Our archives contain descriptions of historical documents, photographs, records, and other materials organized into:

  • Fonds - Complete archives from a person or organization
  • Series - Groups of related records within a fonds
  • Files - Individual folders or groupings
  • Items - Individual documents or objects
  1. Use the search box at the top of any page
  2. Enter keywords related to what you're looking for
  3. Press Enter or click the search button
  4. Review results - they'll show relevant archival descriptions
Quick Search Tips
  • Use simple, specific terms (e.g., "Methodist" instead of "Protestant denomination")
  • Try different keyword combinations if you don't find what you need
  • Check spelling - the system searches for exact matches

For more precise results:

  1. Click "Advanced Search" (usually found on the browse page or expanded from search results)
  2. Use multiple fields to narrow your search:
    • Title - Search in record titles
    • Creator - Find records by who created them
    • Date Range - Specify time periods
    • Subject - Search by topics or themes
  3. Combine terms using AND, OR, NOT operators if available

How to Browse

Browse by Type

Use the Browse menu to explore:

  • Archival Descriptions - All records in the system
  • Authority Records - Information about people and organizations
  • Subjects - Browse by topics
  • Places - Browse by geographic locations
  • Digital Objects - View digitized materials
Using Facet Filters

When browsing or viewing search results, use the filters on the left side to narrow results by:

  • Level of Description (fonds, series, file, item)
  • Date Range
  • Repository (if multiple institutions)
  • Subject
  • Media Type

Understanding Search Results

Result Information

Each result shows:

  • Title - Name of the archival description
  • Date(s) - When the materials were created
  • Level - Whether it's a fonds, series, file, or item
  • Creator - Who created the original materials
  • Scope and Content - Brief description of what's included
Navigating Hierarchies
  • Parent-child relationships - Items belong to files, files to series, series to fonds
  • "Part of" links - Click to see what collection an item belongs to
  • "Includes" sections - See what's contained within a larger grouping
  • Breadcrumb navigation - Shows your location in the hierarchy

Viewing Individual Records

What You'll See

Each archival description includes:

  • Summary information - Title, dates, creator, extent
  • Administrative information - How to access the materials
  • Scope and content - Detailed description
  • Access points - Subject terms, names, places
  • Related materials - Links to similar or connected records
Digital Content

If materials have been digitized:

  • Thumbnail images will appear
  • Click to view larger versions
  • Download options may be available (depending on permissions)

Special Features

Clipboard Function
  • Add items to your clipboard while browsing
  • Access via the Clipboard menu to review your selections
  • Useful for comparing multiple records or planning a research visit
Print and Export Options
  • Print individual records using your browser's print function
  • Generate reports (if available) for multiple items
  • Export citations in various formats (depending on system configuration)

Tips for Successful Searching

If You Can't Find What You're Looking For
  1. Try different keywords - use synonyms or related terms
  2. Broaden your search - use fewer, more general terms
  3. Check spelling and try alternative spellings
  4. Browse by subject or creator if you know them
  5. Use date ranges to narrow results to specific time periods
Research Strategies
  • Start broad, then narrow - begin with general terms, then add specifics
  • Follow the hierarchy - if you find a relevant series, explore its files
  • Check related materials - look for "See also" or "Related" sections
  • Note access restrictions - some materials may require special permission
Understanding Access Information
  • Repository location - Where the physical materials are held
  • Access conditions - Whether materials are restricted or freely available
  • Contact information - Who to contact for access or more information
  • Use restrictions - Rules about copying or publishing materials

Getting Help

Need Assistance?

If you need help finding materials or have questions please contact us at 317-774-7900 or [email protected]

Access to Physical Materials

Remember that what you see online are descriptions of archival materials. To view the actual documents, photographs, or objects contact us to arrange a research visit.

This guide covers the basic features of our archives system. For more detailed information about specific functions or if you encounter any issues, please don't hesitate to contact us.