Ref No
This is the unique reference of item. You will need to state the Ref No listed in order to view it.


Admin History
Administrative History provides contextual information about the collection. This includes historical information about the institution that created the collection or biographical information about the individual who created the collection.


Arrangement
Arrangement explains how the files or items in the collection have been arranged into groups, thereby outlining the hierarchical (or "tree") divisions within the collection.


Title
This field should comprise the most important information relating to a particular entry in the catalogue.


Description
Any additional information not recorded in Title.


Date
Date of item. If not known, expect to see "c" for "circa" or square brackets with date, i.e. "[1980]".


Extent
Information about the quantity of material which is being described (eg 1 metre, 1 box, 1 item).


Access Status
This field indicates whether the material is available to view:
"Open" means you will be able to consult the material.
"Closed" means the material is not currently available for consultation.


There are a number of reasons why material may be "closed".
For example, it may contain sensitive personal information, or a depositor may have closed recent items for a set number of years. It may be possible to view certain closed items under the Freedom of Information Act. If the material you wish to see is noted as "closed" please Contact Us.


Physical description
Information about any important physical characteristics which might affect a record's use (fragility, unusual materials, special equipment required to view).


Collection Browser
The Collection Browser shows the hierarchy (or 'tree') of the collection.


Catalogue structure (see below)
As well as detailed descriptions of the individual documents, the online catalogue also includes descriptions of entire collections. Archives are usually arranged in collections (sometimes called "Fonds") and then sub-divided if needed into Sections, Sub-Sections, Series, Files and Items. See below for further definitions of these levels in the catalogue structure.


Level
This is the archival term for where the record can be found in the catalogue structure. The levels most currently used in the catalogues are listed below:


Collection (or Fonds) level
The whole of the collection, organically created and/or accumulated and used by a particular person, family, or corporate body in the course of that creator's activities and functions. The Collection level provides an overview and a summary of the contents of each archive collection (e.g. EUL MS 50a, Papers of Charles Causley)


Section level (sub-section level etc)
A subdivision of the Collection level (e.g. in an individual's archive, this might be literary papers, or professional papers).


Series level (sub-series-level etc)
A series of records within the collection (e.g. all letters in an individual's archive).


File level
A group of related records within the series (e.g. letters written by a single author).


Item level
The smallest intellectually indivisible archival unit within the series, (e.g. a single letter or photograph).


Repository
The place where the archives are held.

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