RecordSearch gives you online access to:

• descriptions of 60,000 collections (called series)
• details of 9000 creators and depositors (agencies, persons and organisations), and
• descriptions (and in some cases digital copies) of around 6 million record items (eg files, maps, posters).

The National Archives continues to add item descriptions to RecordSearch at a rate of several hundred thousand each year.

Because the database currently describes only about 10 per cent of all items in the collection, to ensure your search is comprehensive you should consult reference staff and search item lists and other finding aids (see Fact Sheet 9 – Searching for records).

You can use RecordSearch to:

• search for and order records for delivery to a reading room;
• search for information about collections, creators and depositors;
• refine your search if it returns too many records;
• register as a researcher and obtain a Readers' ticket number and a Login name and password;
• print your search results or ask for a quote for the price of photocopies; and
• order and pay for copies of records.

You can also:

• use a thesaurus to improve the comprehensiveness of your searches;
• view digital copies of selected records;
• customise and save the way you want RecordSearch to do your searches
• save and re-use your search results for up to one week; and
• view previous search criteria for up to six months.

You can only order records if you have registered your name and contact details in RecordSearch and received a Readers' ticket number and a Login name and password (see below). To order a record, click the 'Request item' button when the item is displayed and take the resulting printout to the issues desk. If you are using RecordSearch outside a reading room, you can order records in advance of your visit by posting the printout or emailing the details to the relevant reading room.

A program is under way to digitise selected items in the collection and make them available through RecordSearch. Where digitised images are available, you can view them by clicking on the 'View digital copy' link.

You can log in (enter) RecordSearch as a 'Guest', 'New researcher 'or 'Previously registered researcher'.

If you register, you can save your search results, order records and customise the way RecordSearch searches for you. If you wish to register, click the 'New researcher' button. You will be asked to enter your name and contact details and will be told your Login name and a Readers' ticket number. You will also be asked to choose a password (your password must be a string of at least six characters and contain a combination of letters and numerals). Next time you log in, click the 'Previously registered researcher' button and enter your Login name and password to start searching.

If you log in as a 'Guest' you don't have to enter your contact details, but you will not be able to order records for delivery to a reading room or save your search results or preferences to use in the future. If you wish to log in as a 'Guest' click the 'Guest' button. You can start searching immediately.

If you logged in as a 'New researcher' or 'Previously registered researcher' and the computer you are using is shared (eg in a reading room, library or other public place), when you have finished searching you must click the 'Exit RecordSearch' button to prevent your contact details being seen by other users. By clicking 'Exit RecordSearch' the next user is unable to click the browser's 'Back' button to access the screen where you keyed your name and contact details.

When you have exited, a small dialogue box may appear on the screen with the message 'The Web page you are viewing is trying to close the window. Do you want to close this window?' Click 'Yes'.

To use RecordSearch more effectively we suggest that you:

• read the 'Help' text and 'Tips on searching' available on RecordSearch.
• complete the online tutorial, also available on RecordSearch.
• read the following fact sheets:
  • Fact Sheet 14 – Keyword searching in RecordSearch
  • Fact Sheet 15 – Reference number searching in RecordSearch
  • Fact Sheet 16 – Advanced searching in RecordSearch
  • Fact Sheet 17 – Using preferences and the thesaurus in RecordSearch
  • Fact Sheet 18 – Finding people's names in RecordSearch

Comments or other feedback can be sent to archives@naa.gov.au

updated December 2006