RecordSearch: an overview – Fact sheet 13
RecordSearch is the National Archives' collection database. It is the quickest and most efficient way of finding out what is held in the collection, and of locating the records you want. RecordSearch is available in all National Archives reading rooms and on this website.
What does RecordSearch describe?
RecordSearch gives you online access to:
- descriptions of 60,000 collections (called series)
- details of 9000 creators and depositors (agencies, persons and organisations)
- descriptions of around 8 million record items (eg files, maps, posters), and
- digital copies of 1.2 million records
The National Archives continues to add item descriptions and digital copies to RecordSearch at a rate of several hundred thousand each year.
Because the database currently describes only about 20% of all items in the collection, to ensure your search is comprehensive you should consult reference staff and search item lists and other finding aids.
Features of RecordSearch
You can use RecordSearch to:
- search for records that you can order for delivery to a reading room
- view digital copies of selected records
- search for information about collections, creators and depositors
- refine your search if it returns too many records
- register as a researcher – obtain a reader card number and login name, and set a password
- print your search results
- submit an access application, and
- order and pay for copies of records
You can also:
- customise and save the way you want RecordSearch to display your search results
- save and re-use your search results for up to one week, and
- view previous search criteria for up to six months
Ordering records through RecordSearch
You can only order records if you have registered your name and contact details in RecordSearch and received a reader card number and login name, and set a password. To order a record, select the 'Request item' button when the item is displayed and submit the printout to the issues desk. If you are using RecordSearch outside a reading room, you can order records in advance of your visit by posting the printout or contacting the relevant reading room.
Viewing digital copies of records
Images of selected items in the collection are available to view on our website through RecordSearch. Where digital images are available you can view them by selecting the 'View digital copy' link on the 'Item details' screen.
Logging in to RecordSearch
You can Search – as a guest, Log in – as a registered researcher, or Register – as a researcher.
If you register you can save your search results, submit access applications, order records and customise the way RecordSearch displays results for you. If you wish to register select 'Register – as a researcher'. You will be asked to enter your name and contact details and will be given a login name and a reader card number. You will also be asked to choose a password (your password must be a string of at least six characters and contain a combination of letters and numerals). Next time you log in, select the 'Log in – as a registered researcher' button and enter your login name and password to start searching.
If you enter RecordSearch as a guest you don’t have to enter your contact details, but you will not be able to submit an access application, order records for delivery to a reading room or save your search results or preferences to use in the future. If you wish to enter as a guest select the 'Search now – as a guest' button. You can start searching immediately.
Exit RecordSearch to safeguard your contact details
If you logged in as a registered researcher and the computer you are using is shared (eg in a reading room, library or other public place), when you have finished searching you must select the 'Exit RecordSearch' button to prevent your contact details being seen by others. By selecting 'Exit RecordSearch' the next person will be unable to browse 'Back' to access the screen where you keyed your name and contact details.
When you have exited, a small dialogue box may appear on the screen with the message 'The Web page you are viewing is trying to close the window. Do you want to close this window?' Select 'Yes'.
For more information
To use RecordSearch more effectively we suggest that you:
- read the 'Help' text and 'Tips on searching' available on RecordSearch
- read the following fact sheets:
