Each year, the Government of Canada produces and receives millions of documents related to the business of government. Part of the National Archives' mandate is to facilitate the effective management of these documents, to determine which ones are of archival value, and to preserve those documents.

The government holdings comprise over 80 kilometres of textual records, maps, photographs, drawings and prints; 14,000 microfilm reels; and more than 2,700 data files. They document all aspects of Canadian history from the eighteenth century to the present.

The personnel records of approximately 5,500,000 former military and public service employees are held by the National Archives. In addition, there are thousands of related records such as wartime sailing lists, Royal Canadian Air Force Daily Routine Orders, pay sheets and medical records.

The holdings include dockets, files, letterbooks, reports, surveys, databases, registers, indexes, and similar types of written, typewritten, and electronic documentation.

The database contains basic information about some of the files that were created by departments and agencies of the federal government for legal, administrative or operational purposes. The database can be used to find information about federal government records of lasting historical significance and the past activities of government departments, agencies and commissions. The files document all aspects of Canadian government history from the eighteenth century to the present.

This database contains about 1.2 million of files descriptions. Although many records, on a wide variety of subjects, will be found, most individual documents are not described. The majority of our holdings are described in finding aids or inventories available only at the National Archives in Ottawa. As research in these holdings is subject to various constraints, not the least of which is the requirement to consult original items at the National Archives, we invite researchers interested in these holdings to write to us to obtain more information. However, this database will meet many researchers' requirements.

Descriptions are written mainly in the language of the records creator, with most descriptions in English. Description standards have changed over the years and the amount of detail about each photograph will vary from one description to another. Also, databases are constantly evolving and corrections, additions and deletions may be made at any time.

Two search screens allow you to browse through the database: the default General Search screen and the Detailed Search screen that appears by clicking on that button. A check box and a multiple choice list allow you to refine your search.

General Search Screen

This search screen contains two search fields.

A search by Key Words allows you to find any term or set of terms separated by the appropriate logical connectors (consult the Search Syntax link for more information). When the search is initiated, all fields within the database are searched.

For example:

Type in King, and you will get all hits for this name, whether it is the subject of a file, the name of a record creator, a place name, etc.

A search by Record Group allows you to find any files created by a particular department or agency. A pull down menu provides a list of the departments and agencies with their associated record group number (RG number). You can either select all the departments and agencies, or select one by using the pull down menu.

For example:

Select Department of Indian Affairs (RG 10), and you will get hits for the records created by this department. This list represents only a portion of the records held by the National Archives. Use the Inventory of the Department of Indian Affairs link to obtain more information about the entire collection.

The Default Operator between fields option allows you to change the connector between the search fields only, and not between terms that you enter within a field.

The Number of references by page option allows you to change the number of references appearing on the results page for the duration of the search in progress. By default, the number is set to twenty.

Detailed Search Screen

The detailed search screen has the same attributes as the general search screen but offers specific field search capability as well.

A search by Accession number allows you to find descriptions of records acquired by the National Archives at a specific time period. The exact accession number must be known but it is possible to obtain this number by conducting a general search.

For example:

Type 1983-84/215 to obtain descriptions of records only with this accession number, such as this fonds from the Department of National Defence (RG 24). Many numbers are not included in the database. If the accession number does not appear in the database, contact us for information.

A Volume/box search will locate an item based on the volume/box number cited in publications or elsewhere.

For example:

Type 170, and obtain a description for the records included in this volume/box number. Many numbers are not included in the database. If the volume/box number does not appear in the database, contact us for information.

A search by File number allows you to find a specific file or, if wild card characters are used, several files belonging to a series. It may be useful to narrow the scope of your search to one specific Record Group.

For example:

Type 2001-12/989 to obtain this very specific file.

Type 2001-12/$ to obtain files whose number begin with the prefix 2001/12.

A Microfilm number search will locate an item based on microfilm reel numbers cited in publications or elsewhere.

For example:

Type C-13624 to obtain descriptions of records only with this microfilm reel number, such as this fonds from the Department of Indian Affairs (RG 10).

A search by Finding Aid number allows you to find descriptions of records described in a specific finding aid. A specific number is usually assigned to finding aids in the database. This number is usually composed of the RG number followed by a sequential number identifying each finding aids for a particular department or agency.

For example:

Type 10-1, for finding aid number 1 of Record Group 10 (Department of Indian Affairs). The exact finding aid number must be known but it is possible to obtain this number by conducting a general search or by checking the Inventory of Federal Government Record Groups link to consult the general inventory of government records held by the National Archives of Canada. Many finding aids are not included in the database. If the finding aid number does not appear in the database, contact us for information.

A search by Record Group allows you to find any files created by a particular department or agency.

For example:

Type Department of Indian Affairs (RG 10) for records created by this department. This list represents only a portion of the records held by the National Archives. Click on the Inventory of the Department of Indian Affairs link to obtain more information about this collection.

A search by Key Words allows you to find any term or set of terms separated by the appropriate logical connectors (consult the Search Syntax link for more information). When the search is initiated, all fields within the database are searched.

For example:

Type in King, for all hits with this name, whether it is the subject of a file, the name of a record creator, a place name, etc.

The Default Operator between fields option allows you to change the connector between the search fields only, and not between terms that you enter within a field.

The Number of references by page option allows you to change the number of references appearing on the results page for the duration of the search in progress. By default, the number is set to twenty.

Enter in the appropriate field whatever terms you feel best describe the record. It can be a person's name, a general description, a place name, etc.

Unless you are looking for a specific record, conduct your search using limited terms. Truncate if necessary, ? replaces a character, and $ replaces a chain of characters, to allow for possible misspelling. If the search brings up too many references, you can reduce the number of hits by using the appropriate logical connectors.

For example:

If you type Sm?th, you will obtain Smith, Smyth.

If you type patriot$, you will obtain patriote, patriotes, patriotisme, patriotique, patriotic, patriotism, etc.

Logical connectors AND, OR, ADJ allow more precision (follow the Search Syntax link to learn more).

For example:

Typing Ottawa OR Bytown, will broaden your results and increase the number of hits.

If you type war AND ship, you will get descriptions combining these two words.

Type in war ADJ ship to obtain all occurrences of these two words together, in the order that you typed them.

If possible, search in English and in French. Descriptions are currently produced in the language of the creator-donor, but this has not always been the case. Most descriptions are in English only. Titles remain in their original language, and are only rarely translated.

For example:

First, type ship, and then navire, the results will not cancel each other out.

Be careful with dates. You will only retrieve dates that correspond strictly to what you have specified.

For example:

Type 1940-1950, and you will obtain only descriptions with this specific phrase, if there are any, and you will not get anything for 1941, 1942, 1943, etc. Use truncation to improve your results.

Type in 194$, and you will get better results.

As the database contains descriptions of old documents, do not use only modern or current words and terms when entering your search. Also use outdated expressions and words whose meanings have changed over time to improve your results.

For example:

Settlers, sauvage, savage, eskimo.

Be aware that producers often anglicized Quebec place names:

Trois-Rivières becomes Three Rivers.
Pointe-Lévis becomes Point Levi.

Your search results will contain information that will allow you to rapidly assess how relevant the records are that you have found. Each page of the list provides 20 references, which is a default value that you can change. You can export the results to a diskette or to your own computer.

The results summary list contains information that will allow you to rapidly assess how relevant the records are that you found. Please note that information within square brackets generally reflects the National Archives' hypotheses from clues found within the files.

The description includes all or some of the sections described below. If the information seems insufficient or unclear, for example, because of misspelling or errors, you should contact the reference services of the National Archives for more information.

Reference: Control numbers assigned to a file or a document, often called a "call number", including any identifiers used for identification or retrieval purposes. The reference includes the following numbers : the record group and the accession numbers, the series number, the volume or box numbers, and the microfilm reel number.

Record Group: The archival record group (RG) is generally a body of records of a government department, agency, or branch that exhibited administrative continuity over a period of time. Most record groups are confined to a single government department or major branches within them.

Accession Number: An administrative control number assigned to each incoming group of documents deposited at the National Archives of Canada.

Series Identifier: Series within record groups generally refer to the records of administrative sub-units of the parent department or agency which defines the record group as a whole.

Volumes or Boxes: Identification number assigned to the container of the records. The unit described may correspond to a container or to an element of a container.

Access Code: Conditions for access to documents contained in the volume or box being described. It is important to keep in mind that the access conditions may be different for each element contained in the same volume or box. Follow the Access Code link to obtain the explanation of the access code for the container of the file being described.

File Identifier: Title of the file or documents. This title usually corresponds to the title assigned by the department or agency at the creation of the file or document.

Outside dates: The record's exact or approximate dates, the date of creation and completion of a record.

To consult a document or to order a reproduction, please provide the complete reference number, including the record group and accession numbers, the series identifier, the volume or box numbers and the microfilm number.

Researchers who live outside the Ottawa area can access microfilm copies of many of our collections through the inter-institutional loan arrangement. Requests for loans must be submitted by the borrowing institution and should clearly identify the source and reel numbers required. This service should only be used for loan requests, not for reference questions.

For more information about the reproduction and consultation services offered by the National Archives of Canada, please follow the Obtain copies and Consult records links.

Copying of certain documents from government collections may be limited by copyright restrictions. Many of the historical records of the Government of Canada in the custody of the National Archives are subject to the provisions of the Access to Information Act and the Privacy Act. While the Acts provide a right of access to these federal records, they also contain provisions that restrict certain kinds of information. Consequently, before the records can be copied, they must be reviewed to ensure that no information in the records is subject to the aforementioned provisions of the Acts.