There are three different uses of the term 'archives':
A file that deals with a specific action, event, person, place, project or other subject.
In the context of the National Archives, a citation is information recorded about records in a standard format – eg NAA: A461, 1953/221 is the standard format for referring to item 1953/221 of the series A461 held by the National Archives of Australia.
Commonwealth records are not made available for public access until 30 years has elapsed since the last day of the year in which they were created. For example, records created in 1968 were available after 31 December 1998 (ie from 1 Jan 1999). The period before they are available is referred to as the closed period. See also open period.
The Commonwealth Record Series (CRS) System is the cataloguing system used to link records with the agencies that created them. A separate registration is prepared for each agency and series and each is given a unique identifying number. Series and item number registrations are on the RecordSearch database (available online at www.naa.gov.au).
Any descriptive medium created by an archival institution to assist staff and users to find records and information within records. These finding aids include guides (general, repository, subject or topical), fact sheets, inventories or registers, location registers, card catalogues, special lists, shelf and box lists, indexes, calendars, and for electronic records, software documentation. The National Archives' primary finding aids are the RecordSearch and PhotoSearch databases.
A finding aid describing archival holdings relating to a particular subject, period, geographical area, record format, or records created by a particular agency. Details of published guides are available online at www.naa.gov.au under 'Publications'.
An item is the smallest discrete unit that has been incorporated into a recordkeeping system and forms part of a series. An item may be a group of folios fastened together, such as a file, or a single volume, card, map, plan, photograph, film, sound recording, computer tape or other document which exists as a discrete entity.
A list of items within a series compiled for the purpose of control and information. It usually contains such information as item number, title, date range and, occasionally, size. Also referred to as an 'inventory'.
A control symbol allocated by the creator of a record item, for example, file number. As far as possible, the control symbol allocated to an item by an agency is retained for archival purposes. In the absence of original control symbols, they may be allocated by the National Archives to enable retrieval.
The Australian federal government organisation established to preserve for posterity the most important records created by all Commonwealth government administrations.
Under the Archives Act 1983, Commonwealth records are made available for public access after 30 years has elapsed since the last day of the year in which they were created. The open period (ie available for public access) begins on the first day of the calendar year after they reach the age of 30 years. For example, records created in 1967 came into the open period after 31 December 1997 (ie from 1 January 1998). Also referred to as the open access period. See also closed period.
PhotoSearch is an online computer database (www.naa.gov.au) which contains photographic captions and images from the Archives' photographic collection.
The right of living people to be secure from the unauthorised disclosure of, or access to, information contained in records and archives which is of a private or confidential nature about themselves or their immediate family.
The public right to consult records which are in the open period, ie records more than 30 years old, subject to access examination to identify exempt information.
A measurement of the amount of records. In the National Archives this is a linear measurement expressed as the number of metres of shelving occupied by the records.
A numbered pass issued to researchers to facilitate access to reading rooms. Researchers' details are linked to this number, thereby making it possible to create an audit trail and see which records are being used by whom. By signing a reader's ticket the researcher agrees to abide by reading room rules.
A room or area set aside for the supervised consultation of archives by researchers. In the National Archives there are both public and official reading rooms. Also known as search rooms in other archival institutions.
RecordSearch is an online computer database (www.naa.gov.au) which contains information about:
A microfilm or other copy of a record or series made for reference use. Reference copies may be made to protect the original copy from damage or to enable several copies to be available in different locations.
The facilities and services that enable researchers to use the archives and its records once access to them is approved. This includes assistance in using finding aids and the provision of facilities to view and copy records.
A person employed to do research on behalf of another, usually for a fee.
A person who consults records held by the archives, usually in a reading room. Also referred to as a user.
A series consists of a group of records which have resulted from the same accumulation or filing process (with the same numerical, alphabetical, chronological or other identifiable sequence) or which have a similar format or information content. Records in a series are usually kept together because they result from the same activity. Series may include files, indexes, magnetic recordings, photographs, films, plans etc. The series is the basic unit of control used by the National Archives.
The renumbering and intersorting of items into a more recent series or their integration into another agency's recordkeeping system.