Search the ArchivesSearch catalogue

ArchivesSearch is our online catalogue, which you can use to explore the historical collection held at Queensland State Archives (QSA).

Access ArchivesSearch

If you haven't used the system before, we recommend creating an account. Creating an accounts allows you to:

  • save searches
  • request a digital copy
  • order items to be viewed at our QSA Reading Room.

You can still search the collection and view digital copies without an account.

Help videos

You can watch a series of videos that explain how to use ArchivesSearch:

Search help is available to help you use the catalogue.

Creating a user account

Duration 3:33 |

Hi everyone, welcome to the first video on using the online catalog here at the Queensland State Archives. Archive Search has some great features, so we're going to take you through the main ones in this video. We're going to look at how to create a new user account and manage that account. A user account is going to make your searching with us more efficient, and it's really easy to do.

Okay, so let's get set up. Here we are on the Archive Search homepage. We have the search screen in the middle here, a few other titles over on the left, and the cart and login over here. Let's go ahead and create our user account. Head over to the top right-hand corner here, where it says "Login." Click this, and you'll be in the login screen. As we haven't got an account yet, we're going to click under the box here on "Create an Account."

Now we're in the register screen. In here, you'll fill out your details the same way you might for any other online accounts you may have created in the past. You'll start with an email address and the password you want to use. This needs to be at least 12 characters in length, contain both upper and lowercase symbols, and at least one non-letter, like a symbol or a number.

As you scroll down to fill in the contact details section, there is a proof of identity statement. Don't be scared off by this! This is something that has to be done if you physically visit us here at QSA to view original records. The first time you come in after creating this online account, just show us an identity card, like a driver's license, so that we can verify your account. Once that's done, you won't have to do it again when you come back to visit us. Once you've filled out all your details, make sure you've read through the terms and conditions. You will need to accept these to create an account. Once you've accepted, we're going to make it official and click on "Register."

Congratulations! You now have an account. You should see a notice that your registration was successful. Let's check to make sure you can log in. Click "Login" and pop in your email and password, then hit Enter or the login button.

As you can see, we have successfully logged in, and you should see your name at the top right of the screen. From here, you can view your account, start searching, or log out. Let's have a quick look at managing your account. We're going to click on "Your Account," and in here you'll see four boxes. Here, you can update your contact details or change your password if you need to. We'll cover "My Requests" and "My Searches" in a later video. We're going to click on "Contact Details."

Enter in the new details and click "Update Details."

In here, you can also change your password by clicking over here on the left. You can also go back to the main menu and click the "Change Password" box. Once in here, pop in your new password and click "Update."

So that's it on creating your user account and managing your account. In the next video, we'll cover some of the basics of searching the catalog so that you can find the records you're looking for.

Searching the catalogue

Duration 2:39 |

Hi everyone! There are millions of records here at Queensland State Archives, but thankfully, searching them in Archive Search is really straightforward. So, let's take a look at how to do some basic searching in the catalog, so that you can find the records you're looking for.

From the homepage, I'm just going to first check that I'm logged in. There are two main ways to do a basic search: you can simply type in what you're looking for or browse all items, series, agencies, functions, and mandates from the menu on the left. Let's try browsing items first. This is quite a lot of records, but on the right, we have the facets you can use to filter results.

I'm looking for an item created before 1900 by the Lands Department, and I want a map. Just by using those facets, we've gone from millions of results to just a few thousand. You can also sort your results using the drop-down box over here.

Let's head back to our main search screen by clicking on Archive Search. As you can see, we have the search box, and in some ways, you can limit the number of results you get. In this drop-down area, you can pick different types of searches. If you know an item ID, you can specifically search for that. If you're searching for an ID number, the system uses identifiers: A4 for agencies, S4 for series, and ITM for items.

Today, we're going to do a simple keyword search. I'm going to type in "tourism," and you can press either the Enter key or the green Submit button. It's found over 3,000 results. Down the side, you can see, like in our previous search, that you can limit the results again. Over on the right, I'm going to select "Artwork." Now, this has brought it down to 22 results.

You can also go back and modify your search. You might want to limit by date or by item. Let's pick "Item," then select one of the extra fields that's popped up: "Records with Digital Objects." So, we've modified the search in a different way this time. Again, you can use the facets at any time to reduce further. Being able to limit your results is going to make your searches so much easier.

You can also save your searches, but we'll cover that in more detail in a later video. So, that's the basics of searching in Archive Search. In our next video, we'll look a bit more closely at items and how to view a digital copy.

Items and downloading a digital copy

Duration 2:12 |

Hi everyone! In this video, we're going to look at an item in more detail and how to download a digital copy of an item. By now, you should have already seen our video on searching the catalog, and if you haven't, check that one out before you watch this one.

So, now that we've found an item, there are a few options at the top. You can request to view the item here in the reading room, request a digital copy of the item, or, if the item has already been digitized, you can view a digital copy right now.

Here, we have our start and end date of a record, and we have the access status summary. This tells us if a record is open or restricted. Scrolling down, you'll get other information about the record: the item details, citations, physical representation, and digital representations.

A physical representation is the actual item, but it also includes microfilm copies. The digital representation means you can access the record online, or there is a digital copy in the collection. If there is a microfilm copy or a digital copy, then you won't need to order the original. A physical representation will also have a note on its availability. Due to reasons like condition or format, it might not be available to view in the reading room. Don't hesitate to get in touch so we can help organize alternative arrangements.

Okay, so let's go through how to view a digital copy if there is one. At the top, here is the bright yellow box that says "View Digital Copy." Click that, and it will pop up with the title of the digital record. There might be cases where more than one is listed, so pick the one that you want. You will also find in the digital representation a link to the digital download. You might be asked to save or open the file, and this may look different depending on your computer. Pick the option you'd like. I'm going to pick "Open," and there is a copy of your item.

So, that's the basics on items and downloading digital copies. Make sure you check out our next video on how to request items to view in the reading room.

Requesting an item

Duration 2:50 |

Hi everyone! In this video, we're going to look at an item in more detail and how to download a digital copy of an item. By now, you should have already seen our video on searching the catalog, and if you haven't, check that one out before you watch this one.

So, now that we've found an item, there are a few options at the top. You can request to view the item here in the reading room, request a digital copy of the item, or, if the item has already been digitized, you can view a digital copy right now.

Here, we have our start and end date of a record, and we have the access status summary. This tells us if a record is open or restricted. Scrolling down, you'll get other information about the record: the item details, citations, physical representation, and digital representations.

A physical representation is the actual item, but it also includes microfilm copies. The digital representation means you can access the record online, or there is a digital copy in the collection. If there is a microfilm copy or a digital copy, then you won't need to order the original. A physical representation will also have a note on its availability. Due to reasons like condition or format, it might not be available to view in the reading room. Don't hesitate to get in touch so we can help organize alternative arrangements.

Okay, so let's go through how to view a digital copy if there is one. At the top, here is the bright yellow box that says "View Digital Copy." Click that, and it will pop up with the title of the digital record. There might be cases where more than one is listed, so pick the one that you want. You will also find in the digital representation a link to the digital download. You might be asked to save or open the file, and this may look different depending on your computer. Pick the option you'd like. I'm going to pick "Open," and there is a copy of your item.

So, that's the basics on items and downloading digital copies. Make sure you check out our next video on how to request items to view in the reading room.

Saving searches and search and request history

Duration 1:47 |

Hi everyone. In this video we're going to take a look at how to save searches, and see your search and request history. Let’s start with saving searches. This will work for all kinds of searches and being able to save is a great way to be able to keep track of research and to check if restricted items have become open.

From the home page I’m going to check that I’m logged in. I’m going to search using the word ‘reef’. Now the results will come back here in the middle and over on the right here you can click Save Search.

I’m going to use some facets to filter the results further. When we do this, it will allow us to save this updated search.

So let’s view our saved searches. Go to My Account and in here, click on My Searches. Here will be a list of all the results you’ve save, and you can add notes to searches. As I did two using the word ‘reef’, I’ll add a note and click update. While in here you can also view the results of the search or delete any saved searches.

Heading back to your account we can also see the My Request option. If you head in here, you can see the list of your requests and the status will change depending on the action. We can see here that this one is waiting for agency approval. You can keep an eye on this status any time by coming into this screen. You’ll be able to see past requests and cancel any orders at any time.
So that’s the basics on saving searches and viewing your search and request history.

For more help with searching the catalogue, head to our Queensland State Archives website and YouTube  channel.

Indexes

You can also search indexes of some of our most popular records.

Contact us

Contact us if you need further help.