The following list provides explanations and meanings for many of the technical and archival terms used in our database instructions.
Term |
Definition |
|---|---|
| Box Number | A numerical identifier for the storage container of physical records. A box number will appear in the description of a file or item. This field is useful for revisiting a specific box or to search the entire contents of a single box. |
| Browse Creators | Archival records are primarily arranged according to creator. The creator might be a government entity, a business, an organization, or an individual. Browse the list to discover all the creators in our collection. Example: “John Sewell” or “Toronto Transit Commission” |
| Browse Fonds | Each fonds is given a name which usually reflects the creator of the records. Browse Fonds alphabetically lists by fonds name. Example: 1306, John Sewell fonds |
| Browse Subjects | Browse records by Subject Names or Subjects Topics. Subjects can be things such as a creator’s name, street name, building, park, or government entity. Subjects can also be for topical terms, such as services, activities, places, and things. |
| Cart | Where to locate your saved Collection Records List and Image Reproductions Order, create a Printable Records Request Form (PDF), and submit records requests. |
| Digital Image Search | A search tool to view digitized or born digital images online that can be downloaded/saved directly to your computer. To order high resolution copies see, How to Order Photographs Online. |
| Forms Part Of | This search field allows you to narrow your search to records that belong to a particular fonds, series, or file. Example: “1244 James” in Forms Part of and “hockey” in Basic Search (Keyword) will locate records described with “hockey” in Fonds 1244, William James family fonds. |
| Keyword | Search the collection by linking exact words to a topic, person, place, or event. Try synonyms and consider historical language/terms used for your research topic. |
| Level of Arrangement | A level of archival hierarchy. This search field lets you specify if you are searching for a full fonds or series (broad and more general), or a file or item (more specific). |
| Fonds (Level of Arrangement) | The highest level of description and the broadest intellectual unit containing all the records created by a single entity. Example: Fonds 206; Town of North Toronto fonds. |
| Series (Level of Arrangement) | The second highest level of description. A series is a group of records within a fonds that are created or accumulated from the same function, activity or subject, related to a creator or use. Example: Fonds 206, Series 1042; North Toronto Council, committee, and board minutes, 1889-1912 |
| Subseries (Level of Arrangement) | A subseries consists of records within a series that are readily identifiable as a subordinate or dependent entity on the basis of classification or filing, physical form or content. Example: Fonds 206, Series 1042, Subseries 1; North Toronto Council and Court of Revision minutes. |
| File (Level of Arrangement) | The file is the smallest grouping of records within a fonds. It consists of documents filed together in a way that reflects particular activities, subjects, etc., and that belong to the same title. Example: Fonds 206, Series 1042, Subseries 1, File 1 North Toronto Council and Court of Revision minutes 1889-1892. |
| Item (Level of Arrangement) | The item is the lowest level of description and the smallest intellectual entity within a fonds useful for descriptive purposes. They are intellectual units and can include many separate things. |
| Number or Title (Level of Arrangement) | A number and title given to a set of records. Search for a fonds, series, file, or item using the exact number or title. |
| Provenance | The person or place of origin of the records; the person, family, or organization that created and/or accumulated and used records in the conduct of personal or business life. |
| Type of Media | Narrow a search by the record’s physical format. Example: Textual records (paper office files, pamphlets, legal documents, etc.), cartographic records (maps), and photographs (prints, negatives, slides, etc.). |
| Year or Year Range | Narrow a search with a specific year or range of years. Example: 1920 or 1920-1940 to represent a range. |