Keystone Archives Descriptive Database:
Orientation

• The organization of archival records

• How to choose a search option
  
  
• Searching archival descriptions
  
  
• Searching listings
  
  
• Searching Record Creators
  
  

The organization of archival records

Archival records are not organized and identified by subject, but on the basis of who created them. Records created by a particular Manitoba public body, a Hudson's Bay Company body, a person, or a private sector organization are kept together and not intermingled with records from other creators or divided into subject areas. The term 'entity' is used throughout the database as a generic term for records creating bodies at any level within the Government of Manitoba, its agencies and local public bodies or the Hudson's Bay Company, including all levels of its hierarchy, from posts and outposts to administrative bodies in North America and in London.

Examples include:

Manitoba public bodies:

• Lands Branch

• Provincial Services Division

• Department of Education, Training and Youth

Hudson's Bay Company bodies:

• Governor and Committee

• Southern Department

• Moose Factory

Private Sector organization or person:

• Indian and Métis Friendship Centre

• Inner Wheel Club of Winnipeg

• Thecla Bradshaw
  

The holdings of the Archives of Manitoba include:

Manitoba Government records: These records are organized into groupings of records called series. Examples of series include:

• Homestead Files

• Sessional Papers

• Estate Files

Hudson's Bay Company records: These records are organized into groupings of records called series. Examples of series include:

• Governor and Committee minute books and related records

• Montreal Department abstracts of servants' accounts

• Albany correspondence books

Private Sector records: These are records created by individuals, families, businesses, community groups, labour organizations etc. These records are organized in groupings known as fonds or collections. Examples include:

• IODE fonds

• International Training in Communications, Land O'Lakes fonds

• Thomas Turnbull fonds
  

Information about archival records in the Keystone Archives Descriptive Database is provided at different levels of specificity. For example:

Fonds	The term 'fonds' is used to indicate all of the records of a particular creator. The database would hold a description of all the records created by a particular entity and held at the Archives of Manitoba.
Series	Within a fonds, there may be several distinguishable series of records. These records may have resulted from a common activity or function or be of similar form.
Sub-Series	Within a series of records, records may be arranged further into sub-series groupings. These might arise out of a particular classification or filing system.
File or Item	The lowest level of description, these include files of documents or individual documents that might come in a variety of forms and media. These might include: a letter, a film, a photograph, a map, a journal, an architectural plan.

At this time, not all of these 'levels' of information are necessarily available in the Archives Descriptive Database. In some cases, paper-based inventories must be consulted in the Archives Research Room in Winnipeg. New information is added regularly to the database.

How to choose a Search Option

The Archives Descriptive Database presents three search options:

Searching archival descriptions:

If you choose this option, you will search general descriptions of groups of archival records at the fonds, series and sub-series level (see the diagram above). This is the most inclusive database, providing a broad overview of the holdings of the Archives of Manitoba, including the Hudson's Bay Company Archives. It includes links to records creators and, in many cases, to descriptions of files or items. Use this search option for broad research questions.

Search descriptions of files and items:

If you choose this option, you will search brief descriptions of individual files or items such as maps, audio recordings, moving images and architectural drawings. Location codes and microfilm numbers (where applicable) are provided. Each file or item described includes a link to the larger group of archival records to which it belongs. Start with this search option if you have a very specific research question.

Search Descriptions of Record Creators:

If you choose this option, you will search descriptions of Manitoba public bodies, Hudson's Bay Company bodies (including administration and posts), families, persons, and private sector organizations that have created the records held by the Archives. Each description of a record creator includes links to descriptions of the archival records it has created. Start with this search option if you wish to know what records the Archives holds that were created by a particular Manitoba government body, a post or administrative body of the Hudson's Bay Company, person, family, or private sector organization.

Please note:

• The Archives Descriptive Database will not answer most genealogical research enquiries.

• The Archives Descriptive Database is not a complete inventory of our holdings. New information is added regularly to the database.

• Any of the search options may lead to information relevant to your research. Depending on your question, you may want to try all three search options using keywords appropriate to your subject of interest, and then follow related links.

• All of the search options are linked together where appropriate. For example the description of a file and item is linked to the larger group of records of which it is a part.

The diagram below shows how the search options are related:

Searching archival descriptions

About this search option: If you choose this option, you will search general descriptions of groups of archival records at the fonds, series and sub-series level (see the diagram above). This is the most inclusive database, providing a broad overview of the holdings of the Archives of Manitoba, including the Hudson's Bay Company Archives. In many cases, it includes links to descriptions of files or items. Use this search option for broad research questions.

Manitoba government records, Hudson's Bay Company records and historical records from the private sector are described in the database:

Manitoba Government records: these records are organized into groupings of records called series. Examples of series include:

• Homestead Files

• Sessional Papers

• Estate Files

Hudson's Bay Company records: these records are organized into groupings of records called series. Examples of series include:

• Governor and Committee minute books and related records

• Montreal Department abstracts of servants accounts

• Albany correspondence books

Private Sector Records: these are records created by individuals, families, businesses, community groups, labour organizations etc. These records are organized in groupings known as fonds or collections. Examples include:

• IODE fonds

• International Training in Communications, Land O'Lakes fonds

• Thomas Turnbull fonds
  

 

Search tips

You may enter search terms in any one or all of the following:

Keyword

You may enter any number of keywords. A keyword search will undertake a full text search of all fields within the database.

Keyword in Title: You may enter any number of keywords. This option searches the title of descriptions in this database. This includes the title of:

• Manitoba government record series

• Hudson's Bay Company corporate record series and sub-series

• Private sector fonds, collections, series and sub-series

For both Keyword and Keyword in Title, you may choose one of the following:

• All of these keywords: This is the default option. Choosing this option will return database hits that include all of your search terms.

• Any of these keywords: Choosing this option will return hits that include any, but not necessarily all, of your search terms.

Choose a format:

You may limit your search to search only those groups of records that contain a particular format of material such as textual records, photographs, maps, etc.

Start and End Date:

You may limit your search to records created during a particular date range. For example 1890-1895 will return only those groups of records that include material created in the period 1890 to 1895.

Note:

• Dates may be entered as 1939-1945 (one dash is sufficient)

• Date limited searches can be quite slow
  

Schedule Number:

For Manitoba Government records only, you may search by the schedule number associated with a particular record series:

• NR 0215

• LA 0009

• ATG 0025

Archives Unit:

You may wish to narrow your search by the area of the Archives which acquired and maintains the record:

• Government Records Office

• Hudson's Bay Company Archives

• Private Records

General Search Tips:

• You can truncate your search using *. This will locate words that have a common stem. Example: Entering farm* will match farm, farming, farmer, farmers etc.
  
  
• Common words will be ignored. These include: the, a, an, in, of, and, these

Interpreting the Results:

The results of your search will list all of the hits in a brief form that includes the title and the dates that the material was created. Click on the title for a detailed description of that group of records.

The detailed description of a group of records will answer questions such as:

• What kind of material is this? (i.e. paper files, maps, photographs etc.)

• How much material is it?

• What are the broad subject areas covered by the material?

• When was the material created?

• How do I order the material so that I can consult it in the Archives?

• Who or what office created the material?

Each description includes how to order information. This information may include:

• specific information on how to order records so that they may be viewed in the Archives Research Room

• a link to an online list of the records

• reference to a paper-based inventory in the Archives Research Room

• a notice to contact the Archives of Manitoba

• information about whether the records are available through our Microfilm Loan Program.
  
  

Searching listings

About this search option: If you choose this option, you will search brief descriptions of some of the files and items in the holdings of the Archives of Manitoba. Keystone Archives Descriptive Database does not contain digital copies of archival records.

Files and items include:

• paper files

• bound volumes, such as minute books or accounting ledgers

• photographs

• maps and plans

• architectural records

• sound, film or video recordings

• documentary art

Included in the listings record are the location code and, where applicable, the microfilm number so that files and items can be consulted in the Archives Research Room or through the Microfilm Loan Program.

File and Item descriptions also include links to the larger body of records of which the file or item forms a part.

This database does not contain all files and items at the Archives of Manitoba. New entries are being added regularly. In many cases, however, you will have to consult a paper-based list in the Archives Research Room or consult an archivist, to find the records that you are interested in.

Search tips

Keyword:

You may enter any number of keywords. A keyword search will undertake a full text search of all fields within the database.

You have two options for modifying a keyword search:

• All of these keywords: This is the default option. Choosing this option will return database hits that include all of your search terms.

• Any of these keywords: Choosing this option will return hits that include any, but not necessarily all, of your search terms.

Choose a format:

You may limit your search to a particular format (e.g. photographs, architectural drawings or maps). Choose an option from the pull-down menu.

Listings Location Code:

You may search for a particular file or item by entering its location code here.

Accession Number:

For Government Records only, you may search by an accession number associated with an accrual to a series of records. Examples include:

• GR2060

• GR1565

• GR0170

Archives Unit:

You may wish to narrow your search by the area of the Archives which acquired and maintains the records:

• Government Records Office

• Hudson's Bay Company Archives

• Private Records

General Search Tips:

• You can truncate your search using * . This will locate words that have a common stem. Example: Entering farm* will match farm, farming, farmer, farmers etc.

• Common words will be ignored. These include: the, a, an, in, of, and, these

Interpreting the Results:

The results of your search will be listed in a brief form that includes:

• the title of the file or item

• the dates that the files or item was created

• a description of the format of the material (for example 1 file of textual records, 1 map or 1 file of architectural drawings)

The longer description of each file or item includes: File or Item Forms a Part of: This field includes a link to a description of the larger group of records that the file or item being described forms a part of. The description of the larger group of records is very important. It can help you:

• determine whether the file or item is relevant to your interest

• inform you of possible restrictions on the material

Location Code:

This information is needed in order to consult the material in the Archives Research Room. In some cases, the records may have been microfilmed and are available through our Microfilm Loan Service. In this case, the microfilm number will also be provided

The Listings record may also include such information as:

• the creator of the record (photographer, author, cartographer, etc.)

• the date(s) of creation

• the original format of the record

• the negative number required for reproduction purposes

• for moving images, a link to a shot list may also be provided

• a link to a digitized image may also be provided
  

 

Searching Record Creators

About this search option: If you choose this option, you will search descriptions of Manitoba government bodies, Hudson's Bay Company bodies, families, persons, and private sector organizations that have created the records held by the Archives. Each description of a record creator includes links to descriptions of the archival records it has created. Start with this search option if you wish to know what records the Archives holds that were created by a particular Manitoba government body, Hudson's Bay Company body (including administrative levels and posts), person, family, or private sector organization.

Examples of record creators include Manitoba public bodies:

• Lands Branch

• Provincial Services Division

• Department of Education, Training and Youth

Hudson's Bay Company bodies:

• Governor and Committee

• Southern Department

• Moose Factory

Private Sector organization or person:

• Indian and Métis Friendship Centre

• Inner Wheel Club of Winnipeg

• Thecla Bradshaw

Information provided about Manitoba government bodies includes:

• a description of the functions of the body (i.e. what the body did)

• the administrative history of the body

• links to bodies that preceded or succeeded the body in fulfilling its function(s)

• link to the controlling department(s) related to the body

• links to subordinate and controlling bodies

• links to the descriptions of archival records created by the body (Archival Descriptions Database)

• link to a list of key people associated with the entity (usually people in positions of authority); note that these names can be found through the general keyword search

Information provided about Hudson's Bay Company bodies includes:

• a description of the functions of the body (i.e. what the body did)

• the administrative history of the body

• links to bodies that preceded or succeeded the body in fulfilling its function(s)

• links to subordinate and controlling bodies

• links to the descriptions of archival records created by the body (Archival Descriptions Database)

• link to a list of key people associated with the entity (usually people in positions of authority); note that these names can be found through the general keyword search

Information provided about individuals, families and private sector organizations includes:

• biographical descriptions of individuals and families

• administrative histories of private sector organizations

• links to descriptions of archival records created by these individuals, families, and private sector organizations

 

Search tips

Keyword:

You may enter any number of keywords. A keyword search will undertake a full text search of all fields within the database.

Keyword in Name:

You may enter any number of keywords. This option searches the names of Manitoba government bodies, Hudson's Bay Company bodies (including administration and posts), individuals, families, and private sector organizations that have created bodies of archival records.

For both of the above keyword options, you may choose one of the following:

• All of these keywords: This is the default option. Choosing this option will return database hits that include all of your search terms.

• Any of these keywords: Choosing this option will return hits that include any, but not necessarily all, of your search terms.

Search Key People:

Key people refers to people who held positions of authority. This field has been used for Manitoba government entities and Hudson's Bay Company entities only.

• Use the browse option to look for names which are sorted alphabetically by last name.

• Users should note that both government and HBC officials are represented in one list and that not all names in the list are represented in records available on the web.

Type of Creator:

• You may limit your search by choosing a type of record creator using the pull-down menu provided.
  
  
• You may choose from: All Record Creators (default), Manitoba Government, Hudson's Bay Company, Person, Family, Private Sector Organization.

General Search Tips:

• You can truncate your search using *. This will locate words that have a common stem. Example: Entering farm* will match farm, farming, farmer, farmers etc.

• Common words will be ignored. These include: the, an, in, of, and, these

Interpreting the Results:

The results of your search will be listed in a brief form that includes the name of the Manitoba government body, Hudson's Bay Company body, person, family, or organization. For government and Hudson's Bay Company bodies, the date that the body operated will also be included.

Click on the name to go to the full description of the record creator. Included here will be links to descriptions of archival records in the Archives' holdings that the entity, individual, family or organization created.

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