Archives Explained

An archive is like a library or a database which is designed to hold and preserve records considered to be of historical or archival value. While archives and libraries may seem similar, they function in critically different ways (see this chart from Dalhousie University Archival Research Guide for examples). 

When starting archival research, it is important to understand the ways in which archives work, and the differences between archival records and other publications. This section is meant to help provide an introduction to common terms, acronyms, and the organisational structure of an archive. Familiarity with these topics will help to better navigate the systems and organisational structures of archives as they relate to your research question.

A great place to start is reading Archives 101 prepared by Rebecka Sheffield, and reviewing the Society of American Archivists “Using Archives Guide”, which outlines the differences between archives and libraries, provides examples of different types of archives, and helps to provide some guidelines for planning a visit and using archival resources.

Definitions of Common Terms an Acronyms

Some of the terminology or acronyms that archives use to describe their materials might be unfamiliar. The following resources provide examples of terminology that Archives use to discuss their holdings, the processes they use, and the groups and organisations they interact with.  

For a quick reference for terms that you might encounter during your research, see the Society of American Archivists Online Dictionary of Archives Terminology.

How Archives are Arranged

While library materials are catalogued and shelved according to subject and other kinds of classification systems, archives are typically arranged to preserve their value as evidence. This often means that:

  1. Archives or records of an agency or an individual will not be mixed or intermingled with those of other agencies or individuals, and
  2. Archives or records should be maintained in the same sequence and filing system in which they were created and maintained. 

Because archives are not arranged by subject, finding the information you want will often be time consuming, and may not make complete sense, as in most cases the arrangement of records were created to meet the immediate needs of the agencies or individuals creating the documents, not the research needs of a wider community many years later.

For further information on how archives are arranged see this guide produced by the Ontario Archives, and this chart from the Dalhousie University Library Archival Research guide which illustrates how records are grouped together in a specific hierarchy. 


In order to help individuals find the records they are looking for, most archives create and maintain databases, fact sheets, guides, and other reference tools, often called finding aids . These are resources that organise archival sources by subject matter and are curated by archivists to assist with research. A finding aid outlines what is in an archival collection and describes the records within a collection. While every archive will have their own system of organisation; however, when you are looking for archival records or trying to determine what kinds of records are held at a specific archive, you can ask for a finding aid.

For example, the Oblates of Mary Immaculate collection at the Provincial Archives of Alberta has a finding aid that contains the names of children that attended residential schools that can be accessed here. This finding aid is designed to assist you with accessing records associated with a specific child who attended residential school and is mentioned in a record in their collection. 

 

For more information see “ How to Read a Finding Aid” developed by Purdue University.

Archival & Historical Research: What Is The Difference?
  • Archival research is a type of research which involves seeking out and extracting evidence from archival records, which usually involves primary sources. Primary sources are immediate, first-hand accounts of a topic, from people who had a direct connection with it.
  • Historical research refers to the process of researching and understanding the past. Historical research utilises archives and archival research methods, but also includes what are called secondary sources. Secondary sources are usually written articles or books which compile and analyse primary sources to understand the past.  

Beginning your research on a residential school might benefit from starting with historical research. Reading historical work done by others and other secondary sources can help to guide where you might start looking for primary sources in different archives. Many historical articles and books can point you directly to certain records and archives. For example, the Truth and Reconciliation Commission Final Reports contain numerous pages of references, many of which can direct you to the original archival source where the corresponding information for each footnote was obtained.