National Archives and Records Administration Catalog

National Archives Catalog
"The National Archives Catalog is the online catalog of NARA's nationwide holdings in the Washington, DC area, Regional Archives and Presidential Libraries." Not all of NARA's records are described in the catalog, but NARA is working towards complete coverage. Researchers can search the catalog by keyword, dates, person name, topic, physical location of records, and digitized images. Most records descripted are at the series level within record groups. The catalog search results also include scanned textual images, webpages; maps, photographs, motion pictures, blog posts, etc.

Instructional Articles
The following National Archives webpages will help you locate National Archive collections using the online catalog.
 * "About the catalog," The National Archives Archives.gov
 * Using the National Archives Catalog Steps and guidelines in accessing record descriptions.
 * National Archives Catalog Search Tips What Does the catalog Search ?
 * National Archives Catalog Guide for Genealogists and Family Historians Includes Tips for Searching and Individual's Name; Tips for Searching By Topic; Suggested Keywords

YouTube Videos
 Citizen Archivist Program
 * Online Public Access to the National Archives
 * National Archives Genealogy Fair 2018 - Getting the Most Out of the National Archives Catalog
 * Searching the National Archives Catalog - Discusses how to use the search results filters
 * What is the National Archives Catalog Discusses the Record Hierarchy
 * Getting Started - Overview of the Citizen Archivist Dashboard
 * Searching the National Archives Catalog to Find Records to Transcribe
 * How to Tag and Transcribe Records in the National Archives Catalog

Sample Search Results
This image shows search results for the term "1940 Census". The results include:
 * 1940 Census Data Summaries and Reports, 1940-1941 - reports from the Census Bureau on the 1940 census that relate to the business, manufacturing, industry, population, and housing censuses
 * Yonkers, NY, 1940 - electronic text file containing raw statistical data
 * National Archives website pages - these are webpages hosted by the National Archives that contain information on the 1940 census


 * Searching the National Archives Catalog - YouTube Discusses how to use the search results filters

The search results can be modified using filters, facets, and sorting.
 *  Filters are listed at the top of page
 * All (all search results found)
 * Available Online (descriptions with digitized copies of records)
 * Web Pages (at Archives.gov)
 * Documents (digitized textual records)
 * Images (digitized photographs & maps)
 * Videos (digitized motion pictures)
 * Facets are listed in the left side of the search results and help you refine your results
 * Refine By: Data Source - Archival Descriptions with Digital Object; Archives.gov (webpages); Archival Descriptions; Authority Records (Organization and Person Name Authority)
 * Refine By: Level of Description - Item, File Unit, Series, Collection
 * Refine By: Type of Materials - Textual Records, Data Files, Moving Images, Photographs and Other Graphic Materials, Maps and Carts, Architectural and Engineering Drawings, Sound Recordings, Artifacts, etc.
 * Refine By: File Format - Image (JPG), Portable Document File (PDF), ASCII Text, Image (GIF), MS Excel Spreadsheet, Audio Visual File, text/csv, Microsoft Word Document, Compressed (ZIP) file, etc.
 * Refine By: Location - National Archives facility, Regional Archives, Presidential Library, etc.
 * Refine By: Record Group/Collection - specific National Archives Record Group
 * Refine By: Date - decennial date ranges
 * Sort allows you to sort the results by different criteria
 * Relevance: Closely related content
 * Title: Name of collection
 * National Archives Identifier (NAID)
 * Local Identifier:
 * HMS Entry Number – An inventory or preliminary inventory is a finding aid, and generally includes a brief administrative history of the organization(s) as well as series descriptions of their records. Inventory Entry Numbers were formerly called Inventory Identifiers.

The icons on the results page indicate the following:
 * Document Description Level: Record Group, Series, File Unit, Item
 * Textual Image:
 * Globe: National Archives Web Pages
 * Image: Photographs, posters, maps, movies, etc
 * Building with Columns: Authority Record

Understanding the Search Results
The record series search results includes the following sections. For more information see each section below.
 * Record Hierarchy
 * Additional Information About this Series
 * Details
 * Scope & Content
 * Variant Control Numbers
 * Archived Copies
 * Comments on this Series

This image shows the different sections for "Population Schedules for the 1940 Census". Details on the contents of each section follow.

Record Hierarchy
The record hierarchy is displayed on the left side of the window for each series or file unit displayed. Which of the follwing fields is displayed depends on the record. YouTube
 * Record Group (RG) number – A record group is a grouping created by NARA that comprises the records of a government bureau or agency
 * Record Series Records that are created by the same activity or function. Most of the records described in the catalog are at the series level.
 * File Unit An organized set of records that are grouped together
 * Item A single item, a textual document, report, photograph, map, etc.
 * What is the National Archives Catalog Discusses the Record Hierarchy

Additional Information About this Series

 * National Archives Identifier (NAID): A unique number assigned to a Record Group, Series, File Unit or Item in the catalog.
 * Creator(s): Name of creating government agencies
 * From: Record Group Number and Name

Details

 * Level of Description: Series, File Unit, or Item
 * Type(s) of Archival Materials: Textual, Images, Photographs, etc.
 * The creator compiled or maintained the series between: Date Range of the collection
 * Includes: # of file unit(s) described in the catalog The Search within this series button does a new search within these results
 * Search Within this Series - [Number of] File Units [that can be searched] described in the catalog. By clicking on the "Search Within this Series" allows the user to search individually in just that series.
 * Other Title(s): Other Names for the Series may be known under
 * Function and Use: How and why the record or collection was created and it's purpose of use.
 * General Note:
 * Arrangement: How the records are arranged
 * Access Restriction(s): Unrestricted, restricted. May be followed by a qualifying note. If the collection is available.
 * Use Restriction(s): Unrestricted, restricted. May be followed by a qualifying note. Is the collection is available for researched.
 * Finding Aid Type: Format, i.e. folder list, inventory, etc.
 * Finding Aid Note: Description of finding aid
 * Finding Aid Source: Source of information used to create the index
 * Microform Publication(s): Microfilm publication number and name if previously filmed
 * Online Resource(s): If the collection is also available on another site
 * Subjects Represented in the Archival Material(s): Includes subjects headings that can be used for searching additional related collections
 * Custodial History: I don't see this on the screenshot



Scope & Content
This is a general description of the series content. This may not be included in every collection.



Variant Control Numbers

 * ARC Identifier: Archival Research Catalog Number
 * HMS Record Entry ID:
 * HMS/MLR Entry Number : Reference to the entry number in the Preliminary Inventory paper copy.

Archived Copies
A separate entry will be found for each type of copy that exists. In the case of microfilm there will usually be two copies, one for preservation, and a second use to reproduce copies.
 * Copy 1: Media Information: Specific Media Type - Paper, photograph,etc.
 * Extent (Size): linear feet and inches
 * Contact(s): Archival location of the collection. Includes address, including phone, fax, e-mail address
 * Count: number of boxes, folders, cards,etc



Digital Images in the National Archives Catalog
The Record Group Explorer and Record Group Explorer Data webpages will identify record groups with digital records in the National Archives Catalog.
 * Record Group Explorer Identifies by Record Groups the percentage of scans online.
 * Record Group Explorer Data Identifies by Record Groups the number of textual scans online, estimate total textual pages, percentage online.

Collections that are completely digitized will say, "This series has been digitized and is now fully available online." Hyperlinks to digital images are found below in the catalog "Details" section.
 * Digital images will only be attached at the file or item level
 * There is also a download option.
 * Some of the images may include transcriptions, or comments from the Citizen Archivist program.

Citizen Archivist Program
A program of the National Archives were by volunteers may contribute to the online catalog by transcribing collections with digital images, creating tags (keywords) that can be use to search for collections and adding comments to the collection. You must register by creating an account on the National Archives Dashboard.
 * Getting Started - Overview of the Citizen Archivist Dashboard - YouTube
 * Searching the National Archives Catalog to Find Records to Transcribe - YouTube
 * How to Tag and Transcribe Records in the National Archives Catalog - YouTube
 * Frequently Asked Questions