Library FAQ: Special Collections
How do I interpret search returns in the CSUSM Archives Search database?
Answer
This FAQ is part of a small guide related to researching with Special Collections databases and materials. Please see additional sections in the Table of Contents at the bottom of this FAQ to access the rest of this guide.
Interpreting Search Results in the CSUSM Archives Search database
Most search returns in our CSUSM Archives Search database will likely fall under one of these categories:
Collection
A collection is a group of records related to a subject or placed in Special Collections by a donor such as a person, company, or non-profit. Collections are often divided into boxes and files (the collection's physical arrangement) and series or subseries (the collection's format and subject matter).
- Each collection has a unique identifier, denoting what unit of the university holds the collection: SC for Special Collections, UA for University Archives, HIST for the History Department, and CICSC for the California Indian Culture and Sovereignty Center.
Navigating a Collection
- You can peruse a collection's intellectual organization (#1 on screenshot below) and physical organization (#2) through the tabs at the top of the finding aid.
- On the left side of a collection's finding aid, you can search (#3) or browse (#4) a collection's contents
File
A File is a group of documents that can be a folder, box, many folders, etc., related to a specific subject (cultural competence, the San Diego Democratic Party, etc.) or function (meeting agendas, reports, etc.).
- A file usually has a unique number or is arranged alphabetically within a larger collection
- Clicking a file record's link in your search results takes you to the file's record within the larger archival collection that the file comes from.
Item
An item is a specific object within an archival collection, such as an individual report, object, individual photograph, etc. It can be stored in a box or folder or for things like objects and large artworks, on its own.
- Clicking an item record's link in your search results takes you to the file's record within the larger archival collection that the file comes from.
Subject or Name
These search results will direct you to all the database entries tagged under a specific subject heading or name, such as Agricultural laborers -- California, California State University San Marcos. Cross-Cultural Center, or Biggs, Bonnie.
Digital Object
A Digital Object record links to digitized or born-digital material that is accessible online in some capacity, such as through the CSU Digital Archives, Voices of North County, our oral history website, or other means.
- Files and items that contain digital icons have an icon next to them in the left-hand collection organization navigation window, as seen below.
- Clicking on the left breadcrumb in the digital object's "Linked Records" section will take you to the item or file record for that digital object, which will often contain more information about the digitized resource.
This FAQ was adapted from William & Mary Libraries' Research Tips webpage.