Searching for archival records on Canadian Librarians and Libraries
Introduction
The Ex-Libris Personal & Institutional Archives Committee
The Ex Libris project to preserve and document archives relating to librarians and library institutions in Canada began in June 1997. Initially, a number of archives with holdings on libraries, librarians and library associations were identified. In 2000, a document and questionnaire about the existence of librarians' personal papers was sent to Ex Libris members to encourage them to preserve their papers and to make them accessible. It had been agreed at first that the creation of a new database for information on these archival records was desirable and some thought was given to a design for this. But subsequent searches of the provincial archival networks in place turned up several hundred records for librarians' papers and library archives and more are being added every month.
Since CAIN, (The Canadian Archival Information Network) (which is the interface to the provincial archival networks) is now developing rapidly in Canada, it was decided not to duplicate these archival systems by creating our own database but to assist interested researchers in how to search CAIN and the provincial databases as we describe below.
Using Archives
Searching for archival information is very different from library searching - if you need some explanation of the fundamental differences between Archives and Libraries and definitions of the archival terminology & descriptive cataloguing methods then go to the Library and Archives of Canada / National Archives of Canada to Publications/Online Publications to -- "Using Archives: a practical guide for researchers"
Definitions of a few terms:
- Archives: Repositories that hold archival records/personal papers
- Fonds: All of the documents created and/or accumulated and used by a person, group or corporate body in the course of their activities or functions
- the Title of a Fonds usually incorporates the name of the creator of the records followed by the word 'fonds'; there is no 'author' entry
- Provenance "the name of the person, family or corporate body responsible for the creation of the records" in the form established by the repository.
Starting your Search
Start by going to the "Canadian Archival Resources on the Internet" site maintained by the University of Saskatchewan Archives. This site is the most useful as it provides links to National & Provincial Databases and Individual archives -the basis for your search. The first screen allows you to connect directly to CAIN or to choose from the list of provincial databases and prototypes. You can also go to a list of archival institutions on the web arranged in an Alphabetical Listing.
About CAIN
(The Canadian Archival Information Network)
Backed by the Canadian Council of Archives which represents provincial and national archives across Canada, the CAIN interface to the provincial databases went live on October 20, 2001. The archival descriptions from individual institutions are sent initially to the provincial databases. Each Provincial/Territorial Network and the National Archives then make the descriptive records accessible through the CAIN national database. CAIN provides access now to over 800 participating institutions, but is not yet comprehensive & is dependant on the comprehensiveness of the provincial databases (see provincial databases descriptions below). Read more about CAIN in "About Us" from its own site
Searching tips for CAIN
At the main CAIN menu go into
- Help - this is an excellent introduction to searching the site for archival information. Search methods basically follow the layout of an archival entry.
- "Reading Archival descriptions in CAIN" defines the meaning of each data element in their record.
- "Basic search" describes searching by: Keyword, Title or Provenance Keyword, Title or Provenance Browse, & CAIN No.
- "Advanced search" describes searching by : Any Keyword, Title, Provenance, Administrative History [for corporate bodies] /Biographical information [for individuals], Scope & Content, Physical Extent, Repository Keyword(s); Title & Provenance Browse
- Boolean searching techniques with AND, OR, and NOT concepts can be used with Advanced Search.
- Limiting searches by one or more provinces is also possible in Advanced Search.
- Put quotes (" ") around your terms if you are searching for more than one word.
Examples:
- Persons: Put in the name of the person for whom you are searching in quotes (e.g. "Elizabeth Morton" ); To narrow your search to records about the person go into Advanced search and search under Administrative History/Biographical Sketch.
- Institutions: If you are searching for the name of a library (e.g. "Windsor Public Library") or a library association (e.g. "Ontario Library Association") either do a general keyword search or to narrow your search to hits about the institution try Advanced Searching and search under Administrative History/Biographical Sketch.
- Subjects: Use an appropriate keyword that might be in the description (e.g. "children's librar?"), truncating it where necessary. If you want to search for all librarians or libraries try ("librarian" or "librar?") and limit it by one or more provinces.
- The short hitlist that results is a list giving title of fonds, dates, physical description and name of repository. Select the one(s) that you want to see and you will get the full long record with 10 data elements. Although there is usually a hotlink to the repository holding the record, only the Quebec system (RDAQ) has a dynamic link to the actual record in their provincial database.
About the Provincial Databases
If your query or person/library is regional, it may be best to search first (or also) in the Provincial Databases listed at the USAsk website "Canadian Archival Resources on the Internet". However not all provincial databases are as yet complete and some are just starting up. Further information on comprehensiveness may be found on each provincial website
The most comprehensive are the databases for the following four western provinces:
Search all four together under the Canadian North West Archival Network (CaNWaAN)
Search them together at Saskatchewan/Manitoba Archival Information Network (SAIN/MAIN).
Provinces/Territories without databases at present are:
- New Brunswick
- Newfoundland & Labrador
- Prince Edward Island
- Nunavut
However usually for each of these provinces information on archives, and/or directories of archives and/or on networks in development can be found. Go to CAIN - Networks which has a map of Canada with links to each province. Click on the appropriate province :
Searching tips for Provincial Databses
Use the same general searching methods as you did with CAIN, although searching software/ interfaces will vary from province to province. Visit the provincial sites for further information.
About Individual Archives on the Web
The USask site has an Alphabetical listing of over 200 individual archives or archival sites that maintain a web page. Most of these cannot be searched for their holdings, but they often provide guides to their collections, information on hours, location, etc. and an email query form for further help.
Many of these will be contributing their records to the provincial databases. Some that are not contributing records to provincial databases may have their own databases for searching e.g. Queen's University Archives and University of Toronto Archives. If you think records may be held in a specific archive, go first to the website of that institution and see if you can search or send an email for this information.
Other Resources/Links
National Archives of Canada
ArchiviaNet
The earlier Union List of Manuscripts in Canadian Repositories (Ottawa: National Archives of Canada, 1975-1985) in 5 volumes is available in libraries across Canada and for sale
Canadian Council of Archives
Directory of Archives
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