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Guide to searching the electronic research archives


Simple Search
Advanced Search
Browsing
Viewing Search Results
Viewing Digital Files
Saving and Emailing Your Records
Navigating to the Search Screen, Results List or to Previous Searches
Copyright, Citation & Reproduction Information

Contact Us

 

How is material arranged in the electronic research archives

Material in the archival collections is arranged in a hierarchical structure. By tracing the hierarchy, you can see where a record fits in and which creator is responsible for its creation. Creators can be individuals such as John Curtin, or agencies such as Australia Post. A creator may have produced the records or simply been responsible for bringing them together as a collection.

The hierarchical structure has either three or four levels, depending on the degree of detail needed to describe the records. The levels are:

Creator
Series
File
Item

Each creator has one or more series. Each series has one or more files.In some instances, if further subdivision is required, each file can have one or more items. For example:

Australia Post (Creator)
Philatelic items published by Australia Post (Series)
First day covers commorating the birth centenaries of Curtin & Chifley, 1985 (File)
FDC "Carried on Special Flight" with Curtin stamp, Creswick & Perth postmarks, 25 January 1985 (Item)

Creator records have the letters CRE in their identifier. Series records have the letters SER in their identifier. File and item records have the letters JCPML, GG or CUL at the start of their identifier, depending on which collection they belong to.

 


Simple Search

The Simple Search screen is the default search screen in the electronic research archives.The following fields are searched:

Creator - individual or agency who produced the records, or put the records together as a collection
Title
Description
Biographical/Historical Note
Category
Date
Full Text - searches the full text of the item only if the record has a text file attached
Identifiers - e.g. JCPML00376

The Simple Search screen:

Simple Search Screen in ERA

Type your search term(s) in the box and hit the Go button in ERA button.

Your search options are Contains, Exact and Starts With. Contains means the words can be in any field within the record. Exact ensures that the words will appear in any field in the same order as typed in the search box. Starts with specifies that the search term appears at the beginning of a field only.

You may use * for truncation or to act as a wildcard for other letters. For example, a search on photo* will retrieve records that contain photo, photographs, photography, etc. A search on organi*ation will find organisation and organization.


Advanced Search

Advanced search allows you to search within specific fields and limit your search to particular categories of material. To go to Advanced Search, click on the Advanced Search tab to the right of Simple Search.

The Advanced Search screen:

The Advanced Search screen in ERA

In the drop down menus to the left of the search boxes you can restrict your search terms to the following fields:

Title
Creator - individual or agency who produced the records, or put the records together as a collection
Identifier - e.g. JCPML00376, GG00015/6, CUL00012/3/4
Metadata Only - searches the fields that display in the full record view only
Full Text Only - searches the full text of the item only if the record has a text file attached

In the drop down menus to the right of the search boxes you can select the Boolean Operators And, Or and Without to use in your query. If you select And, the search will combine the terms typed in the first and second search boxes, so your search result will be all records which include both the first and second terms. If you select Or, the search will look up either the first or second search term, so your search result may include records with the first term and/or the second term. If you select Without, the search will exclude the term from the search result.

In the drop down menus below the search boxes, you can limit your search to certain categories of material. The options are Photographs, Oral history, Sound recordings and Motion pictures.

Once you have specified your search options and limits, type in your search term and hit The Go Button in ERA..


 

Browsing

To browse the collection, click the Browse the Collection link below the Simple Search box.

This will display an alphabetical list of all the creators in the collection. If you click on the The Information icon in ERA button you will see a description of the creator.

From these links you can work your way through the hierarchy to see each creator's series, files and items. Click on the The Information icon in ERA button at the end of each title to find more information about a particular series or file.

 

 

An example of the browse list in ERA
 
Simple Search
Advanced Search
Browsing
Viewing Search Results
Viewing Digital Files
Saving and Emailing Your Records
Navigating to the Search Screen, Results List or to Previous Searches
Copyright, Citation & Reproduction Information
Contact Us

 

 

 

 

 

 

 

 

 

Viewing Search Results

Search results will appear as a list in the Brief View unless there is only one search result in which case it displays in the Full View.


Brief View

Brief View of the Search Results in ERA

By default, the brief results list is sorted alphabetically by creator. You can choose to sort the list by title instead by selected Title in the Sort by: drop down menu to the right of your screen.

The number of records retrieved is indicated below the Brief View tab. In the example above the search has retrieved 27 records. The brief results list will display a maximum of 20 results per page. If you retrieve more than 20 results, you can navigate through the results list by selecting the next page number, the next page icon The Next Page icon in ERA or the last page icon The Last Page icon in ERA.

Click on any title in the brief view of the results list to siplay the full view including metadata and links to digital files (i.e. online access). The full view is the only location where you can choose which version of the digital file to access initially.

The Object column lists links to digital files where available. From the brief view only the first digital file link is displayed, only the full view of the record displays all digital file links. The The Text icon in ERA icon links to documents or text files. The The link icon in ERA icon links to picture, audio, sound or video files or links to external websites. The The linked records icon in ERA icon links to further records related to the series or file.

 

Full View

The full view displays all of the record fields and links to digital files.

The full record view in ERA

Digital file

The The text icon in ERA icon links to documents or text files. The The link icon in ERA icon links to picture, audio, sound or video files or links to external websites. The The linked records icon in ERA icon links to further records related to the series or file.

File ID

This identifier is used by Library staff to organise and locate material and should be used in any reference to the archival collections.

Title

Title of the record.

Category

Type of record.

Access

May be unrestricted or restricted. Some records are embargoed for a specific period of time. If there is no digital file attached to the record, unrestricted material can be accessed on site at the John Curtin Prime Ministerial Library (JCPML).

Extent

The format of the record.

Available Copies

Formats available on site at the JCPML.

Collection

The collection that this record belongs to.

Creator

The creator of this record.

Series

The series that this record belongs to.

PID

An in-house tracking number for the record.

Permanent Link

The URL for the full view of the record.

Related Collections

Links to the record's hierarchy, with Collection, Creator, Series and File level links as appropriate. In the example above, the item 'Kip the dog, February 1939' is part of the series 'Photographs collected by the John Curtin Family. Part 2.' and the creator 'Curtin Family'. Clicking on the series link will display related items within the series. Clicking on the creator link will display series and files relating to the creator.


Citation View

Citation view puts the record information in the appropriate form for citing, including the identifier. For more details about copyright, citation and reproduction of the archival collections see http://espace.library.curtin.edu.au/R?func=file&file_name=curtin-copyright-era01.


Viewing Digital Files

You can link to the digital file from the brief or full view of the results. When you click on a digital file icon, such as The text icon in ERA or The link icon in ERA, a new window will display in your browser called Digitool Viewer. In the Digitool Viewer, you can view or listen to the digital file depending on its format.

Where more than one digital object is attached to a file or item, for example if there is an image file and accompanying transcript, you can swap between the different formats by clicking the The text icon in ERA or The link icon in ERA icon next to View Options. Above View Options, there are View mode options which allow you to view one digital file format by clicking the The Single View icon in ERA icon, or to view both digital file formats by clicking the The parallel view icon in ERA icon. Below is an example of viewing two digital file formats simultaneously.

The Digital Viewer window in ERA

 

Records held on other institutions' websites will display in the Digitool Viewer in a similar way to other digital files. However these resources will generally appear within a frame from the external website. For instance the example to the left is displayed in the Digitool Viewer, but it is a link from the National Archives of Australia's RecordSearch database.

For records held by another institution, it is important to cite these as originally held by another library, for instance the National Archives of Australia. The details of the original holding institution are in the description field of the Full View of the record.

An example of a record from the National Archives site displayed in the Digitool Viewer window
 

 

 

Saving and Emailing Your Records

You can save or email one record at a time from the full view of a record. This will email or save the metadata only (i.e. record description) not the digital files. However the email will contain links to both the record and any digital files attached to it.

To save a record, click on the The Save icon in ERA icon in the top right of the full view of the record. The next screen will provide the options to input subject and text information. Click on OK. Then on the next screen click on the The Save icon in ERA icon to save the file on your computer. The saved file will have the default file extension .sav and you can open this using any text or word processing program. If you prefer, you may save the file as a .txt or .doc format.

To email a record, click on the The Email icon in ERA icon in the top right of the full view of the record. Enter a subject, name and text if desired. Enter the email address and click OK.


Navigating to the Search Screen, Results List or Previous Searches

A the top left of the screen you have the following options: Search, Results and Previous Searches.

Search will return you to the search screen you previously accessed (i.e. simple or advanced search) including any search terms submitted previously.

Results will return you to the results list in the brief or full view depending on how you viewed the previous record.

Previous Searches will list all searches carried out during your search session, including search terms, no. of records retrieved and options to view The View icon in ERA or delete The delete icon in ERA the results.


Simple Search
Advanced Search
Browsing
Viewing Search Results
Viewing Digital Files
Saving and Emailing Your Records
Navigating to the Search Screen, Results List or to Previous Searches
Copyright, Citation & Reproduction Information
Contact Us

Copyright, Reproduction and Citation Information

The Library provides access to digitised material in its collection and in the collections of other institutions for educational and research purposes only as permitted under the fair dealing provisions of the Copyright Act 1968 and the Copyright Amendment (Digital Agenda) Act 2000.

Some material may be protected by Australian Copyright legislation and/or by the copyright laws of other nations. It is the responsibility of any person wishing to use such material to obtain written permission of the owners of copyright and/or other rights before any reproduction, distribution or other use of protected items is undertaken.

To obtain high resolution copies of material in the electronic research archives please contact the custodian of the original material. This may be the JCPML, Curtin University Library, another institution or a private individual.

Untraceable Copyright

Some documents in the electronic research archives consist of unpublished manuscript material for which copyright is held by the Commonwealth or state governments. Also included is material for which copyright is held privately, either by organisations or by individuals and in general, such material is of no commercial value. The material that is digitally copied is sometimes many years old and, because of the age of the documents and the passage of time, copyright holders can not always reasonably be identified or traced.

While endeavours are made to contact owners of copyright of material reproduced digitally, we are eager to hear from any copyright owners who have not been traced. If you identify yourself as the copyright holder of material on this site please contact us so that appropriate recognition can be provided.

For more information about copyright and archival material, you may like to read the National Archives of Australia's Fact Sheet 8: Copyright and Research available at http://www.naa.gov.au/publications/fact_sheets/FS08.html.

Further copyright information is provided by the Australian Copyright Council: http://www.copyright.org.au/.

Citation of References

If you use or quote from material viewed on this site, the holding institution must be acknowledged as the source and the item must be correctly cited. If the original of the item is held by another institution, that institution must also be acknowledged.

The correct citation of references is important for:

  • Providing a check-list of references used

  • Adding credibility to a published work

  • Helping future researchers to locate the original reference

The easiest way to obtain the correct citation for material within the electronic research archives is to select Citation view when looking at the Full view of a record.

The information required in the citation depends on whether the reference being cited is:


1. A whole collection of records

The following must be recorded:

  • Holding institution

  • Creator of records

  • Collection date

Examples

John Curtin Prime Ministerial Library. Records of Frederick McLaughlin. 1914-1995.

Curtin University Library. Geoff Gallop Collection. Records of Geoff Gallop. 1890 -


2. A specific series from within a collection of records
The following must be recorded:

  • Holding institution

  • Creator of records

  • Series title

  • Series date

Examples

John Curtin Prime Ministerial Library. Records of the Curtin Family. Photographs collected by John Curtin Family. 1885-1979.

Curtin University Library. Geoff Gallop Collection. Records of Geoff Gallop. Leader of the Opposition Outwards correspondence. 1996-2000.


3. A specific item or file from within a collection of records
The following must be recorded:

  • Holding institution

  • Creator of records

  • File or item title

  • File or item date

  • File or Item ID (identifier)

Examples

John Curtin Prime Ministerial Library. Records of Jim Payne. Order of Service: Memorial Service for John Curtin, St Andrew's, Sydney. 6 July 1945. JCPML00101/1.

Curtin University Library. Geoff Gallop Collection. Records of Geoff Gallop. Outwards correspondence, November 1996 - January 1997. GG00006/1


4. Original records or copies of records held by another institution
If the original of the record being cited is held by another institution this will be noted in the Description field of the Full View of the record and you will need to add this information to the citation as follows:
(Original held by 'Name of institution: ID of original records').

Example

John Curtin Prime Ministerial Library. Records of the Prime Minister's Dept. Child Endowment - Reports and Evidence 1929. JCPML00305/7. (Original held by National Archives of Australia: F5/32)

John Curtin Prime Ministerial Library can be abbreviated to JCPML. When using the abbreviated form an explanation of the abbreviation must be provided. The abbreviated form is best used for footnotes whilst the full form is best used for a bibliography.

Authentication & Conventions

The digital objects in the electronic research archives are authentic reproductions of the original materials held by the JCPML, Curtin University Library or by other institutions and have not been edited or in any way altered beyond that necessary to provide clarity and readability for the user.

In regard to the material you will be searching, please note that it was a common convention in the early part of the 20th century, at least until World War Two, to use the spelling 'or' instead of 'our' as a suffix in published material, particularly Australian newspapers. Hence such common words as labour, colour and favour were spelt labor, color and favor and this convention has not been tampered with. The spellings of geographical areas and proper names have also been maintained as they appeared in the text. For the sake of clarity some obvious typographical errors have been corrected, but this has been kept to a minimum.

 

Contact Us

For any queries relating to the archival collections or to the electronic research archives, please refer to our contact information.

 

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