Webinar series: the what, why, how, and when of using controlled vocabularies in archival description

Starting your search here will include all content available in Archives Portal Europe. Simply enter your keyword(s) and hit the search button. Wrap fixed expressions in quotation marks, e.g. “French Revolution”. Check the box to “Search each term separately” in case you are looking for documents containing at least one word, but not necessarily all keywords; this will also allow you to search for the same term in multiple languages at the same time (e.g. “French Revolution” “Révolution Française”). You can also use wildcards - find more about Research Tools here. If you would like to use more specific settings, try our Advanced search

The additional advanced search options give you the possibility to focus your search in:

• archival documents (Search in archives),
• names of person and organisations that created, worked with and maintained these documents (Search in names),
• Institutions currently holding the documents (Search in institutions).

When searching with multiple terms at the same time, wrap fixed expressions in quotation marks (e.g. "French Revolution"), or check the box "Search each term separately" in case you are looking for either one term of the other. This will also allow you to search for the same term in multiple languages (e.g. "French Revolution" "Révolution française"). You can also choose one of the suggestions matching your search term once you start typing.

This will only show results that include documents that have been digitised and are available online

Use this option to search only one or more keywords, rather than all of them

Select where your search terms should appear specifically inside the archival description:

• Title: search terms will appear in the title, or name, of the description
• Content Summary: search terms will appear in the main description of the document or of the collection
• Reference code: it is the identifier of the archival material as provided by the institution. Use this option if you know the exact reference code of the material you are looking for

You can filter results by selecting where your search terms appears specifically inside the archival description:

• The name can be the full name of a person, family or organisation as well as only parts of it, e.g. only the last name.
• The identifier is used internally by the institution or refers to (inter)national vocabularies such as the Virtual International Authority File (VIAF).
• The place can be the place of birth (or foundation), the place of death (or closing), the place of work or any other place of importance.
• The occupation is the profession or job of a person.
• The mandate is a law, directive or charter that establishes and defines an organisation's powers, functions, responsibilities or sphere of activities.
• The function is an activity, role, or purpose performed or manifested by a person, family or organisation.

You can filter results by selecting where your search terms appears specifically inside the description of the archive:

• Name: search term appears in the name of the institution. It can be the full name of an archival institution or only parts of it.
• Place: search term appears in the address or area of the institution. It can be the city or town, where the archival institution is located or any other place of importance (e.g. previous locations)

• A finding aid is a structured description of archival materials per collection or fonds, up to item level.
• A holdings guide is an overview of the collections and fonds of one archival institution.
• A source guide is a topic-oriented overview of collections and fonds of one or several institutions.

You can filter by one or more entity types:

• A person (e.g. John Locke, or Jean Jaques Rousseau);
• A family (e.g. Bonaparte, or Helgason);
• A corporate body, i.e. the name of an institution, organisation, or company (e.g. Ministerie van Justitie, or Electro Mecánica Antonio Armentano)

Please note that this filter will only include institutions, for which a type has been provided as part of their descriptions:

• A business archive holds the records of (often) commercial organisations.
• A church or religious archive holds the records of church parishes or religious organisations, e.g. birth or death registers.
• A county or local authority archive holds the records of the county's administrative bodies.
• A media archive holds audiovisual or sound records, e.g. a film archive or the archive of a broadcasting company.
• A municipal archive holds the records of a town or city administration.
• A national archive holds the records of a country's administrative bodies, i.e. from ministries and other public bodies, sometimes also private papers of former ministers, chancellors, or presidents.
• A private person or family archive holds the records forming the legacy of a prominent person or family.
• A regional archive holds the records of a region's administrative bodies.
• A specialised governmental archive holds records of public bodies, often operating on a national level, that are not part of the national archives' holdings.
• A specialised non-governmental archive or archive of another cultural heritage institution hold collections from various cultural heritage institutions, eg. museum archives, libraries archives, etc
• A university archive or archive of another research organisation holds the records pertaining to the administration of the according educational or research body.
• Political parties, popular/labour movements and other non-governmental organisations, associations, agencies and foundations hold the archival collections of these institutions, outside of governmental records and outside of business archives (e.g., NGOs)

Enter a start and/or end date in the format DD-MM-YYYY, i.e. 01-01-1900 for 1 January 1900. This will allow you to focus your search on a specific period of time. You can use the calendar function or type directly in the text field. The checkbox "Exact date search" concentrates the search on one specific date.

Check "View in context" to view the results in the hierarchical structure of archives.

• Choose "List view" to view the results in a simple list, ordered according to relevance or date
• Choose "Context view" to view the results in the hierarchical structure of the holding archives.

For more details see Research Tools

Please sign in to save your searches.

A holdings guide is an overview of the collections and fonds of one archival institution.

A finding aid is a structured description of archival materials per collection or fonds up to item level.

You can filter results by selecting one or more countries of interest. You can also combine this filter with other filters. Your filter selection will appear above. Click "Clear filters" to see all results matching your initial search request again.

You can filter results by one or more holding archival institutions. You can also combine this filter with other filters. Your filter selection will appear above. Click "Clear filters" to see all results matching your initial search request again.

You can select to view results from a specific Finding Aid, i.e., a structured description of archival materials per collection or fonds up to item level. You can also combine this filter with other filters. Your filter selection will appear above. Click "Clear filters" to see all results matching your initial search request again.

You can filter by type of descriptive document:

• "Holdings Guide": an overview of the collections and fonds of one archival institution.
• "Source guide": a topic-oriented overview of collections and fonds of one or several institutions. a description of the archival collections available. Similar to Holdings guides
• "Finding aid" provides more detailed descriptions of the archival materials of specific collections or fonds

You can also combine this filter with other filters. Your filter selection will appear above. Click "Clear filters" to see all results matching your initial search request again.

You can filter results by selecting "Fonds description" for a general overview or "Other descriptions" for item level. You can also combine this filter with other filters. Your filter selection will appear above. Click "Clear filters" to see all results matching your initial search request again.

You can filter results by selecting only those containing digital objects, i.e. the link to the digitised version of the archival material you are looking for. You can also combine this filter with other filters. Your filter selection will appear above. Click "Clear filters" to see all results matching your initial search request again.

You can filter results by type of digital object you are interested in:

• Text: most documental material, such as administrative records, letters, manuscripts etc.
• Image: includes photographs, posters, maps.
• Sound: sound recording with no images
• Video: moving images with or without sound
• Unspecified: indicates that the holding institution has not specified the type of digital object
• 3D: 3-d digital objects

You can also combine this filter with other filters. Your filter selection will appear above. Click "Clear filters" to see all results matching your initial search request again.

You can filter results based on the date of creation of the archival material (which may differ from the time period you are interested in - e.g., philosophers from the Enlightenment period reflecting on classic thinkers)

• Full dates includes normalised date information available for date-based searches. It is recommended to combine this selection with the filters "Start timespan" and "End timespan" for more details.
• Only descriptive dates provides the date information in human-readable format.
• No date either includes documents where the creation date is unknown, or where date information is not in a machine-readable format

Please note that not all documents contain a machine-readable date. More information here

You can filter results based on the date of creation of the archival material (which may differ from the time period you are interested in - e.g., philosophers from the Enlightenment period reflecting on classic thinkers). This filter will only include materials with "Full dates", i.e. those that include date information available for date-based searches. You can either search for a specific date of interest or focus step by step on the time span of a century, decade, year or month. When searching for a specific date, enter the date in the format DD-MM-YYYY, i.e. 01/01/1900 for 1 January 1900, via the calendar function or by typing directly in the text field.
This filter concentrates on the earliest dates mentioned in the materials.

You can filter results based on the date of creation of the archival material (which may differ from the time period you are interested in - e.g., philosophers from the Enlightenment period reflecting on classic thinkers). This filter will only include materials with "Full dates", i.e. those that include date information available for date-based searches. You can either search for a specific date of interest or focus step by step on the time span of a century, decade, year or month. When searching for a specific date, enter the date in the format DD-MM-YYYY, i.e. 01/01/1900 for 1 January 1900, via the calendar function or by typing directly in the text field.
This filter concentrates on the latest dates mentioned in the materials.

You can filter results based on the language in which the material is written. Please note that this filter will only include materials where specific language information has been provided by the institution and is therefore in a machine-readable format. You can also combine this filter with other filters. Your selection will then be displayed above the search results (see "Search filters"). Clicking "Clear filters" will remove your selection and you will see all results matching your initial search request again.

You can filter results by selecting one or more topics of interest. Please note that this filter will only include materials where the topic has been assigned and is therefore in a machine-readable format. Read how to assign a topic to documents on the Topics page. You can also combine this filter with other filters. Your selection will then be displayed above the search results (see "Search filters"). Clicking "Clear filters" will remove your selection and you will see all results matching your initial search request again.

You can filter results by selecting where your search terms appears specifically inside the archival description:

• The name can be the full name of a person, family or organisation as well as only parts of it, e.g. only the last name.
• The identifier is used internally by the institution or refers to (inter)national vocabularies such as the Virtual International Authority File (VIAF).
• The place can be the place of birth (or foundation), the place of death (or closing), the place of work or any other place of importance.
• The occupation is the profession or job of a person
• The mandate is a law, directive or charter that establishes and defines an organisation's powers, functions, responsibilities or sphere of activities.
• The function is an activity, role, or purpose performed or manifested by a person, family or organisation

You can also combine this filter with other filters. Your selection will then be displayed above the search results (see "Search filters"). Clicking "Clear filters" will remove your selection and you will see all results matching your initial search request again.

You can filter results by type of entities:

• Person (e.g., John Locke or Jean Jaques Rousseau)
• Family (e.g., the family Bonaparte)
• Corporate body (an institution, organisation, or company, e.g. the "Ministerie van Justitie")

You can also combine this filter with other filters. Your selection will then be displayed above the search results (see "Search filters"). Clicking "Clear filters" will remove your selection and you will see all results matching your initial search request again.

You can filter results based on the language in which the material is written. Please note that this filter will only include materials where specific language information has been provided by the institution and is therefore in a machine-readable format. You can also combine this filter with other filters. Your selection will then be displayed above the search results (see "Search filters"). Clicking "Clear filters" will remove your selection and you will see all results matching your initial search request again.

You can filter results based on the type of holding institution. Please note that this filter will only include institutions, for which a type has been provided as part of their descriptions.

• A business archive holds the records of (often) commercial organisations.
• A church or religious archive holds the records of church parishes or religious organisations, e.g. birth or death registers.
• A county or local authority archive holds the records of the county's administrative bodies.
• A media archive holds audiovisual or sound records, e.g. a film archive or the archive of a broadcasting company.
• A municipal archive holds the records of a town or city administration.
• A national archive holds the records of a country's administrative bodies, i.e. from ministries and other public bodies, sometimes also private papers of former ministers, chancellors, or presidents.
• A private person or family archive holds the records forming the legacy of a prominent person or family.
• A regional archive holds the records of a region's administrative bodies.
• A specialised governmental archive holds records of public bodies, often operating on a national level, that are not part of the national archives' holdings.
• A specialised non-governmental archive or archive of another cultural heritage institution hold collections from various cultural heritage institutions, eg. museum archives, libraries archives, etc
• A university archive or archive of another research organisation holds the records pertaining to the administration of the according educational or research body.
• Political parties, popular/labour movements and other non-governmental organisations, associations, agencies and foundations hold the archival collections of these institutions, outside of governmental records and outside of business archives (e.g., NGOs)

Write your message in your own language and use this drop-down menu to have your message translated into English or in the language of the institution for a swifter response. By checking this box and selecting a language you will send your original message along with the translated version

What kind of suggestion would you like to make?

• Assign to topic: assign this record to one of our Topics. Topics are created following the Unesco Thesaurus
• Suggest translation: If you have translated this archival description or the documents themselves, please send it to us as a .doc or .pdf file
• Connect to another resource: If this object relates to another resource in Archives Portal Europe, or anywhere else on the web (e.g., an article on Wikipedia), you can suggest it to be linked to this resource
• Other: If you have any other relevant material, such as a transcription of the document, please upload it and let us know here

This is a test area to fill out all the copyright details for Attribution Creative Commons Licence

This object is not or no longer protected by copyright and has been labelled with the Public Domain Mark. It can be used by anyone without any restrictions.

This object is made available under the Creative Commons CC0 1.0 Public Domain Dedication. All possible existing rights in the content are waived, and the object can be used by anyone without any restrictions.

This object is made available under the terms of the Creative Commons - Attribution (BY) licence. You can copy, redistribute, remix, tweak, and build upon the licensed object, even commercially, as long as you attribute the rights holder as described in the licence.

This is a test area to fill out all the copyright details for Attribution Creative Commons Share Alike Licence

This is a test area to fill out all the copyright details for NoDerivs

This is a test area to fill out all the copyright details for NonCommercial

This object is in the public domain, but has been digitised as the outcome of a public-private partnership, where the terms of the contractual agreement limit commercial use for a certain period of time. You can copy, redistribute, remix, tweak, and build upon the object for non-commercial use only.

This object has been identified as an Orphan Work in the country of first publication and in line with the requirements of the national law implementing Directive 2012/28/EU of the European Parliament and of the Council of 25 October 2012 on certain permitted uses of orphan works.

You are free to use this object in any way that is permitted by the copyright and related rights legislation that applies to your use. Please note that you are responsible for your own use, including the need to obtain other permissions e.g. with regard to publicity, privacy or moral rights.

This object is in the public domain, but is subject to known legal restrictions other than copyright which prevent its free re-use. Please contact the providing institution for more information.

This object is currently in copyright. Please contact the providing institution for more information and in order to acquire additional permissions for re-use.

The copyright status of this object has not been evaluated yet. Please contact the providing institution for more information.

You are free to use this object in any way that is permitted by the copyright and related rights legislation that applies to your use. Please note that you are responsible for your own use, including the need to obtain other permissions e.g. with regard to publicity, privacy, or moral rights.

This object is currently in copyright and the rights holder(s) have allowed re-use for educational purposes only. You are free to use this object in any way that is permitted by the copyright and related rights legislation that applies to your use. Please note that you are responsible for your own use, including the need to obtain other permissions e.g. with regard to publicity, privacy or moral rights.

Please contact the providing institution for more information and in order to acquire additional permissions for any other uses.

This object is made available under the terms of the Creative Commons - Attribution, ShareAlike (BY-SA) licence. You can copy, redistribute, remix, tweak and build upon the licensed object, even for commercial purposes, as long as you attribute the rights holder as described in the licence, and you license your adaptations of the object under the same terms.

This object is made available under the terms of the Creative Commons - Attribution, ShareAlike (BY-SA) licence. You can copy, redistribute, remix, tweak and build upon the licensed object, even for commercial purposes, as long as you attribute the rights holder as described in the licence, and you license your adaptations of the object under the same terms.

This object is made available under the terms of the Creative Commons - Attribution, No Derivates (BY-ND) licence. You can copy and redistribute the object, even commercially, as long as no alteration is made to the object and you attribute the rights holder as described in the licence.

If you remix, transform or build upon the object, you may not distribute the modified material.

This object is made available under the terms of the Creative Commons - Attribution, Non-Commercial (BY-NC) licence. You can copy, redistribute, remix, tweak, and build upon the licensed object for non-commercial use only and as long as you attribute the rights holder as described in the licence.

This object is made available under the terms of the Creative Commons - Attribution, Non-Commercial, ShareAlike (BY-NC-SA) licence. You can copy, redistribute, remix, tweak, and build upon the licensed object for non-commercial use only, as long as you attribute the rights holder as described in the licence, and as long as you license your adaptations of the object under the same terms.

This object is made available under the terms of the Creative Commons - Attribution, Non-Commercial, No Derivates (BY-NC-ND) licence. You can copy and redistribute the object for non-commercial use only, as long as no alteration is made to the object and as long as you attribute the rights holder as described in the licence.

If you remix, transform or build upon the object, you may not distribute the modified material.

This object is in the public domain, but has been digitised as the outcome of a public-private partnership, where the terms of the contractual agreement limit commercial use for a certain period of time. You can copy, redistribute, remix, tweak, and build upon the object for non-commercial use only.

This object has been identified as an Orphan Work in the country of first publication and in line with the requirements of the national law implementing Directive 2012/28/EU of the European Parliament and of the Council of 25 October 2012 on certain permitted uses of orphan works.

You are free to use this object in any way that is permitted by the copyright and related rights legislation that applies to your use. Please note that you are responsible for your own use, including the need to obtain other permissions e.g. with regard to publicity, privacy or moral rights.

This object is in the public domain, but is subject to known legal restrictions other than copyright which prevent its free re-use. Please contact the providing institution for more information.

This object is currently in copyright. Please contact the providing institution for more information and in order to acquire additional permissions for re-use.

The copyright status of this object has not been evaluated yet. Please contact the providing institution for more information.

You are free to use this object in any way that is permitted by the copyright and related rights legislation that applies to your use. Please note that you are responsible for your own use, including the need to obtain other permissions e.g. with regard to publicity, privacy, or moral rights.

This object is currently in copyright and the rights holder(s) have allowed re-use for educational purposes only. You are free to use this object in any way that is permitted by the copyright and related rights legislation that applies to your use. Please note that you are responsible for your own use, including the need to obtain other permissions e.g. with regard to publicity, privacy or moral rights.

Please contact the providing institution for more information and in order to acquire additional permissions for any other uses.