Site help
- What is searched?
- How do I start?
- Choosing a database
- Search results and ordering copies
- What does the advanced search do?
- Viewing an entire collection
- Availability of Records (Suffolk Record Office only)
- Freedom of Information and "closed records" (Suffolk Record Office and Suffolk County Council Archaeological Service only)
- Personal data
What is searched?
Suffolk Heritage Direct searches the online catalogues for archives, local studies, museums and archaeology collections across Suffolk. Please note that SHD does not search the entire collections of any of the organisations but only the material currently available as on-line catalogues and images. However, new records will be added on a regular basis so it is always worth returning at a future date to search the site again. The release of major collections will be announced on the news pages.
How do I start?
You can start by typing in a word or phrase into the Keyword(s) box. This will then search all the records on the databases of your chosen organisations. Keyword(s) searching will produce a list of all records that contain the word, words or phrase used. This can result in a large hitlist. You may want to consider using the advanced search option, selecting specific databases to search or changing the word(s) in the keyword(s) search. The search is not case sensitive (i.e. if you enter alfred brendel it will also find Alfred Brendel).
Choosing a database
You can search an individual institution's collection by clicking on their logo on the home page. Alternatively you can decide to search all, some or one of the databases available by using the Advanced Search and ticking (or unticking) in the boxes next to each organisation. This can help to refine your search and will speed up the time it takes to do the search.
Search results and ordering copies
A search of all the databases will produce a list of the databases searched and the number of records found in each database. If you see the word 'No Records Found' this means that there are no records that match your search term. This does not necessarily mean that there is nothing on the subject that you are interested in, but you might have to think about using a different search word or phrase. This is where using the 'Advanced Search' facility can be useful.
Clicking on the name of the archive, library or museum will produce a hitlist of the records, showing the reference number, title and date of the record. Use the [Start], [Prev], [Next] and [End] tags at the top of the page to move back and forth through the hit list.
Click on the blue highlighted title or item number on any hitlist to view the full description of that item. This will take you to a detailed description of the item in the catalogue. The information should include the title, description and date of the record as well as information about accessing the actual record, such as the address of the museum, library or archive and any access restrictions.
If an image of the document or artefact has been cleared for website publication it will be displayed on the record. If we have a digital image but it has not been cleared for website publication, the record will say "Image not cleared for web use". If you would like to obtain a copy of such an image please contact the relevant archive, library or museum. To obtain a copy of a Suffolk Record Office item please complete the appropriate form on the Suffolk County Council website and send it to the relevant branch of the Suffolk Record Office.
It may also be possible to provide copies of other items found in all the online catalogues by contacting the appropriate organisation with the full document details, including title and reference number.
Anyone interested in obtaining images for publication or other purposes should also contact the relevant archive, library or museum.
What does the advanced search do?
Suffolk Record Office: The Advanced search on the Suffolk Record Office page allows you to select specific fields to search.
- Ref No allows you to search for a specific item using the exact reference number if you know it.
- Author allows you to search for the author of local studies books and other material.
- Title refers to the name of the record, which gives a basic description eg baptism register. Any word, words or phrase entered in this search box will result in a more limited hit list than if you use the Keyword(s) field because it is only searching for these words occurring in the Title field.
- Description allows you to search the more detailed description field for information about the record, which may include facts about the document itself or its contents.
- Term uses a controlled list of subject terms e.g. Theatres. Records will only be found when they have been indexed using one of these terms. Not all of the records have been term indexed so you may find that a Keyword(s) search produces a larger hitlist.
- Place uses a controlled list of place name terms. Records will only be found when they have been indexed using a place name term. Some collections have been indexed to place name but not all. You may find that a keyword(s) search produces a larger hitlist.
- Date allows you to specify the date in which the item was created—for example, the publication date of a book or the date that a letter was written. The catalogue understands various date formats. However, the simplest way to narrow your search by using the date field is to enter a year or range of years. You can use days and months, but note that all months must be abbreviated to the first three letters of the month e.g. 5 Jan 1782 for a date in January.
Other Archive and Museum Collections: Choosing 'AND', 'OR' or 'AND NOT'
This is known as Boolean searching. It allows you to either extend or narrow your searches. 'And' allows you to search for records that contain two or more words that you specify. Searching for 'Framlingham' and 'Castle' will only find records in which both words occur. Records with just the word 'Framlingham' or 'Castle' will be excluded. 'Or' allows you to search for records that contain any of the words that you specify. Searching for 'Framlingham' or 'Castle' will find records that contain either or both of these words so the search may produce a larger hitlist, including some items that may not be relevant.
Viewing an entire collection
An individual record sometimes forms part of a larger collection eg a baptism register may be part of a larger collection of parish records. To view the whole collection, click on the link which says: This record is part of a collection. Click here to view the record and its place within the collection. When you click on the link a popup window will show a more detailed record view, and by clicking on the reference number which is highlighted in blue, you will be able to view the entire collection that this record belongs to.
Availability of Records (Suffolk Record Office only)
Most of the documents described in the Suffolk Record Office online catalogue can be seen in the relevant branch of the record office, either by requesting the original document or by consulting a microfilm/fiche or other copy of it. Making a note of the reference number and title from the search results will assist you in ordering the document when you visit the record office. If you want to look at original documents you will require a County Archive Research Network Readers Ticket (CARN).
Two categories of document, however, cannot be made accessible in our searchrooms:
- Some documents are described as 'unfit for production', which means access to them is restricted until conservation work has been carried out. This is to prevent further loss of information or damage.
- A small number of records in the catalogue are closed to the public for a defined period because they include sensitive personal data or confidential information. In these instances, the record office has given assurances to the depositor/owner of the records that they will be closed to public access for a specified period of time. Closed records are identified in the 'Access Status' field, and a period of closure may also be included in the 'Closed Until' field in the catalogue entry.
Freedom of Information and "closed records" (Suffolk Record Office and Suffolk County Council Archaeological Service only)
You can make a request for information which may be in a closed record under the Freedom of Information Act, 2000 or the Environmental Information Regulations, 2004. For more information about making a request, see the Suffolk County Council website. Making a request does not guarantee access to the information you ask for, as there may be a valid exemption from disclosure under the Freedom of Information Act.
Personal data
Personal data is included in the catalogues. The contributing organisations have taken all reasonable care to ensure that they operate within the provisions of data protection legislation. If you believe that any of the data in these databases causes or is likely to cause substantial damage or distress to you or any other living person, please contact the appropriate archive, library or museum with specific details.
