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Photographs - Online Help |
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The Records
A general description of the
collection provides information on the provenance, history or general subject. These
collections, with some exceptions, are also described in more detail by finding aids.
This database contains a certain number of item-level descriptions. Although many image
descriptions, on a wide variety of subjects, will be found, most individual photographs
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.
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The Database
The National Archives has acquired
through bequests, donations, and planned acquisition, over twenty million photographs
illustrating Canadian reality, and certain aspects of the world in general.
This search tool allows you to consult almost 400,000 descriptions of photographs,
modern and old, as well as have access to some 100 digitized images on-line. This number
will gradually increase.
Descriptions are written mainly in the language of the creator-donor, with most
descriptions in English. Description standards have changed over the years and the amount
of detail about each work of art will vary from one description to another. Also,
databases are constantly evolving and corrections, additions and deletions may be made at
any time.
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The Search Screens
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. Check boxes and multiple choice
lists allow you to refine your search.
General Search Screen
With this screen you can enter any term or set of terms separated by the appropriate
logical connectors (consult the The Search Syntax link
for more information). This is an integrated text search system. 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 photograph, the name of a photographer, a place name, etc.
The check box under the heading To Limit the Search will produce only
digitized images that are available online.
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 Fonds/Collection search allows you to find descriptions of photographs
in a given collection. Use the specific name of the collection if known. For example, the
records of a government department will be identified by that department's name. Please
note that a fonds may appear under several distinct accessions but generally an accession
deals with one particular fonds.
A search by Accession number allows you to find descriptions of
photographs 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 1967-052, to obtain descriptions of photographs with this accession number,
such as this fonds from the Department of National Defence.
A Reproduction copy number search will find an item based on the
consultation number found in publications or elsewhere.
- For example:
- Type PA-132860 or C-010461 (make sure to type in a six digit number, using
zeros as fillers), to obtain a description for the photograph. Some numbers are no longer
in the database because the items are no longer under our care or there are copyright
problems. If the consultation copy number does not appear in the database, contact us for
information.
A search by Key Words allows you to find any term or set of terms
separated by the appropriate logical connectors (consult the The
Search Syntax link for more information). When the search is initiated, all fields
within the database are searched.
The check box under the heading To Limit the Search will produce only
digitized photographs that are available online.
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.
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Search Tips
Enter in the appropriate field
whatever terms you feel best describe the document. It can be a work's title, a general
description, the artist's name, copyist, a place name, etc.
Unless you are looking for a specific work, 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$,
you will obtain patriote, patriotes, patriotisme, patriotique,
patriotic, patriotism, etc.
The logical connectors AND, OR,
ADJ will give you more precise answers.
- For example:
- If you type war AND ship, you will get descriptions combining
these two words.
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- Typing in Lord Dorchester OR Guy Carleton, will broaden your
search to provide you with works illustrating this person, whether identified by his title
or his name.
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- Type in war ADJ ship to obtain all occurrences of these two
words together, in the order that you typed them.
If possible, search in English and in French. Descriptions are currently
produced in the language of the creator-donor, but this has not always been the case. Most
descriptions are in English only. Titles remain in their original language, and are only
rarely translated.
- For example:
- First, type ship, and then navire, the results will not cancel each other
out.
Be careful with dates. You will only retrieve dates that correspond strictly to what
you have specified.
- For example:
- Type 1940-1950 for descriptions with this specific phrase, if there are any, but
you will not get anything for the years 1941, 1942, 1943, etc. Use truncation to improve
your results.
Type 194$ for 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, Canada, indien.
Be aware that artists often anglicized Quebec place names:
Trois-Rivières becomes Three Rivers. Pointe-Lévis becomes Point Levi.
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How to Interpret the Results
Your search results will be posted
as a results summary list from which you will be able to obtain more detailed
descriptions.
Results Summary List
The results summary list, sorted by column, contains information that will allow you to
rapidly assess how relevant the documents are that you have found. Please note that
information within square brackets generally reflects the National Archives' hypotheses
from clues found within the photograph. 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 first column is linked to the detailed description (see below). Clicking on the
icon will bring you to the detailed description.
The Title column provides the photograph's title; sometimes it is
abbreviated. The complete title appears in the detailed description.
The Date column provides the photograph's exact or approximate date.
The Restrictions on access column provides information on access rights
to the photograph, if applicable. Follow the Restrictions link for more information.
The Copyright column provides general information on holders of copyright.
A cross-mark under the column Available On-line column indicates that a
digitized copy of the photograph is included in the detailed description.
Detailed Description
From the results summary list, you may consult one detailed description at a time.
Slightly more than 100 images will contain a thumb-size image that can be expanded by
clicking on the small icon under the image.
The detailed 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.
- Fonds/Collection:
- Name of the collection.
- Title:
- This is the complete title of the photograph as entered in the database, generally as it
was described in the lists that accompanied the accession. More specific information may
be added within brackets.
- Date:
- Photograph date
- Place:
- Place illustrated in the photograph
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- Photographer:
- Photographer name
- Reproduction Copy N°:
- This is the copy negative number that is used to order a
photographic reproduction.
- Accession number:
- This is the administrative control number assigned to a group of documents acquired by
the National Archives at the same time, and from the same source.
- Inscription:
- Any notes that were found on the photo, the negative, the album, etc.
- Original N°:
- Number given to the photograph or negative by its creator, prior to acquisition by the
National Archives. May be useful if one wishes to consult non-copied documents because
photos from the same collection, with the same subject, often have numbers that are close
together.
- Type of photo:
- Technical information. (Code book required: essentially what kind of photograph:
nitrate, stereoscopy, calling card)
- Size:
- Height and width of the image, and platform.
- Scope:
- Technical information. (Number of items making up the image, panoramas)
- Format:
- Technical information. (Code book required)
- Series:
- Provides the location within wider holdings, a group of photographs that share a common
theme.
- Finding Aid:
- Name of the finding aid from which the database information is drawn. These finding aids
may contain additional information. This will prove useful for an eventual visit to the
National Archives.
- Locator N°:
- Information allowing the National Archives to locate the appropriate container.
- Restrictions:
- Access and
use restrictions information. Certain photographs cannot be copied or examined.
- Copyright:
- Information on holders of copyright.
- Notes:
- Various notes on the work, if available.
Subject Heading: Refers to the photography card catalogue, where a card
with the image and caption may be found if a consultation copy has been produced. The
catalogue can be consulted in the Reference Room of the National Archives in Ottawa.
Follow the Plan
a Visit link for more information.
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How to Consult a Record or Order a Copy
Slightly more than 100 digitized
photographs are available on-line, and this number will increase. Some conditions govern the utilization of digital images.
Consulting original documents may not be possible for conservation reasons. Where
possible, consultation is done at the National Archives in Ottawa, by appointment.
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.
Reproduction of archival material is subject to the Copyright legislation and its
regulations. This is a highly complex area for both archives and researchers and has a
profound effect on the way that the National Archives delivers its services to researchers
for protected material.
Copyright can be owned or held by an individual or a group of individuals, a
corporation, the Crown, or the public. The terms of protection can vary subject to the
author, the nature and the disposition of the material in question, and other
considerations. The National Archives of Canada holds a variety of material for which the
ownership of copyright may be uncertain due to the mixture of public and private material,
or published and unpublished works. One of the major difficulties for both archives and
researchers is in identifying and locating the copyright owners.
It is recommended that researchers consult the Copyright Act and seek legal
advice where questions regarding the interpretation of copyright arise. You may consult
the Copyright Act on-line at: http://laws.justice.gc.ca/en/C-42/index.html
It is not the role of the National Archives of Canada to interpret the
Copyright Act for researchers, and researchers must accept responsibility for determining
any copyright obligations. Researchers should allow adequate lead time for researching
ownership and obtaining permission, as required.
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