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a. Search

Quick Search
This is the search box near the top right hand corner of the screen. This searches across the title, description and creator name fields of the records in the catalogue. Where you enter more than one word, the default is an AND search i.e. entering ‘Graham diversion’ will search for records where the words ‘Graham’ AND ‘diversion’ occur. Where you want to search for an exact phrase e.g. Ballet for All (so the words are adjacent to one another in the text), enter the text within double quotation marks, e.g. "Ballet for all".

Advanced Search
The drop down menu of the Advanced Search allows you to search either the whole catalogue or to search the databases of names of people, dance companies and other organisations.To search the catalogue, click on 'Catalogue' in the Advanced Search drop down menu.

The following fields are available to search:

AnyText: Enter a word/words/phrase to search the whole catalogue and all text fields

You can choose to refine your search of the AnyText field by clicking on ‘Refine Search Criteria’. This will allow you to refine your search in the following ways:

  • With all words

  • With at least one of the words

  • Without the words

Format: You can search by the type of format by clicking on a format from the dropdown list e.g. Image.

Date: Enter a date or date range. Generally use numbers not words e.g. use ‘1900-1999’ rather than ‘twentieth century’ in this field. Other acceptable formats are:

  • ‘c’ for circa e.g. c1900

  • a date range e.g. 1910-1915

  • 1900s

Reference number: Enter the unique reference number for an item where you already know it

Old reference number: Where you may have the old reference number for an item which has recently been recatalogued.

Click search and a list of results will be displayed. [Go to b. Search Results for an explanation of these]

b. Search Results

A catalogue search will produce a list of results which includes reference numbers, titles, descriptions and dates of records.

[<<First], [<Previous], [Next >] and [Last >>]: Click on the arrow to scroll forward or back through the pages of the search results.

To sort the results by the reference number or by date, click on the appropriate heading in the search results box.

To go back to the original search results, click on 'Search Results'.

c. See full description of records

To see the full description of any record click on the 'Reference number' of any of the records. Full descriptions provide detailed information on a record including title, date, description, and level etc.

The original search terms are highlighted in yellow. The information displayed above the detailed record indicates which collection the record is from and the section within that collection that it comes from.

[<<First], [<Previous], [Next >] and [Last >>] Click on the arrow to scroll forward or back through the detailed descriptions of the other records in the search results list.

To go back to the search results list, click on 'Search Results'.

d. See records in context

Most archive collections contain multiple items. Viewing a record in context will give you an overview of a collection and the item’s place in it.

To see a record in context click on the reference number in the full description of the record.

A tree structure will appear, with different sections and records, along with their reference numbers and titles. The tree structure shows where your record sits within a collection.

Click on the ‘+’ sign next to a title to open that section in the tree. The ‘+’ will change to a ‘-‘ indicating the section is open.

To see full descriptions of any of the records in the tree click on the title you want to see.

Please note that the tree view is only available for a limited number of collections. This will increase as more detailed catalogue records are created.

In some cases, the tree view will have gaps in numbering sequences. This is either because that collection has been partially catalogued, or because some records are closed for preservation reasons or for data protection issues.

e. Searching the databases for persons and organisations

- To search the database of persons and organisations, click on ‘Person/Organisation’ in the Advanced Search drop down menu.
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