ARC Tips for NAIL Users

February 24, 2004

NAIL was replaced with ARC in the fall of 2002. Data in ARC includes the
NAIL data, yet some of the searching features have changed. Here are
some tips and highlights for making the transition.

### If you have any questions, please email the ARC mailbox at [arc@nara.gov](../arc@nara.gov).

+-------+--------------------+---+----------------------------------------+
| **G   | **What you did in  | * |                                        |
| oal** | NAIL**             | * |                                        |
|       |                    | W |                                        |
|       |                    | h |                                        |
|       |                    | a |                                        |
|       |                    | t |                                        |
|       |                    | t |                                        |
|       |                    | o |                                        |
|       |                    | d |                                        |
|       |                    | o |                                        |
|       |                    | i |                                        |
|       |                    | n |                                        |
|       |                    | A |                                        |
|       |                    | R |                                        |
|       |                    | C |                                        |
|       |                    | * |                                        |
|       |                    | * |                                        |
+-------+--------------------+---+----------------------------------------+
| Ke    | Typed keyword(s)   |   | Similar to web search engines, type    |
| yword | in the three       |   | all the words in the main keyword box  |
|       | separate boxes,    |   | and include Boolean operators, as      |
| Sea   | and used the radio |   | needed.                                |
| rches | buttons to select  |   |                                        |
|       | the Boolean        |   | An AND search works the same way in    |
|       | operator (AND, OR, |   | ARC, but everything is entered in one  |
|       | NOT).              |   | box:                                   |
|       |                    |   |                                        |
|       | An AND search      |   | ![](media/im                           |
|       | retrieved all      |   | age3.png){width="2.4895833333333335in" |
|       | descriptions with  |   | height="0.4583333333333333in"}         |
|       | the keyword(s) in  |   |                                        |
|       | each of the boxes. |   | A phrase search works the same way in  |
|       |                    |   | ARC, finding all words                 |
|       | ![](media/imag     |   |                                        |
|       | e1.png){width="1.8 |   | within 5 of each other.                |
|       | 395833333333333in" |   |                                        |
|       | height="0.93       |   | ![](media/im                           |
|       | 95833333333333in"} |   | age4.png){width="2.3819444444444446in" |
|       |                    |   | height="0.40208333333333335in"}        |
|       | A phrase search in |   |                                        |
|       | one box found all  |   | In ARC, you can also do exact phrase   |
|       | words within 5 of  |   | searches. To search for an exact       |
|       | each other.        |   | phrase, such as a hyphenated term or a |
|       |                    |   | known title use curly braces:          |
|       | ![](media/imag     |   |                                        |
|       | e2.png){width="1.8 |   | ![](media/image5.png)                  |
|       | 402777777777777in" |   |                                        |
|       | height="0.45in"}   |   | or                                     |
|       |                    |   |                                        |
|       | There was no exact |   | ![](media/image6.png){width="1.8125in" |
|       | phrase search in   |   | height="0.4166666666666667in"}         |
|       | NAIL.              |   |                                        |
|       |                    |   | *\*\*See the [Search Tips]{.smallcaps} |
|       |                    |   | and [Help]{.smallcaps} link for more   |
|       |                    |   | details*                               |
|       |                    |   |                                        |
|       |                    |   | *\*\*\*The keyword search searches all |
|       |                    |   | fields and all words.*                 |
|       |                    |   |                                        |
|       |                    |   | ***[If you don\'t find your hits, try  |
|       |                    |   | variations of words]{.underline}***    |
+-------+--------------------+---+----------------------------------------+
| **    | On the [Expert     |   | In ARC, there is no longer a separate  |
| Title | Se                 |   | \"Title\" search box. However, you can |
| Ke    | arch]{.smallcaps}, |   | still search for titles in the main    |
| yword | typed keywords in  |   | keyword box.                           |
| sea   | the Title Keyword  |   |                                        |
| rch** | box.               |   | Enter words from the title or enter    |
|       |                    |   | the title as an exact phrase in the    |
|       | ![](media/imag     |   | keyword box.                           |
|       | e7.png){width="2.0 |   |                                        |
|       | 368055555555555in" |   | A title search without curly braces    |
|       | height="0.41       |   | will find the words within 5 of the    |
|       | 11111111111111in"} |   | next:                                  |
|       |                    |   |                                        |
|       |                    |   | ![](media/image8.png){width="1.75in"   |
|       |                    |   | height="0.40625in"}                    |
|       |                    |   |                                        |
|       |                    |   | An exact phrase search will find that  |
|       |                    |   | exact title in the Title field or that |
|       |                    |   | exact phrase anywhere else in a        |
|       |                    |   | description:                           |
|       |                    |   |                                        |
|       |                    |   | ![](media/image6.png){width="1.8125in" |
|       |                    |   | height="0.4166666666666667in"}         |
|       |                    |   |                                        |
|       |                    |   | *\*\*Note that stop words are ignored  |
|       |                    |   | in both regular and exact phrase       |
|       |                    |   | searches. See the online               |
|       |                    |   | **[Help]{.smallcaps}** for a list of   |
|       |                    |   | stop words.*                           |
+-------+--------------------+---+----------------------------------------+
| **    | Entered a known    |   | In ARC, you can still filter searches  |
| Ident | Record Group       |   | by Record Group or Collection.         |
| ifier | Number or          |   | However, if you don't know or don't    |
| or    | Collection         |   | remember the Record Group Number or    |
| Co    | Identifier in one  |   | Collection Identifier you can now      |
| ntrol | box, entered a     |   | search to make sure you are filtering  |
| N     | Series Identifier  |   | on the correct Record Group or         |
| umber | in another box,    |   | Collection.                            |
| sea   | and an Item        |   |                                        |
| rch** | Identifier in      |   | To filter by Record Group, press the   |
|       | another box.       |   | [Record Group Lookup]{.smallcaps}      |
|       |                    |   | button on the Advanced Screen. Enter   |
|       | ![                 |   | either a number or a keyword to search |
|       | ](media/image9.png |   | for a Record Group.                    |
|       | ){width="2.0375in" |   |                                        |
|       | height="0.66       |   | ![](media/ima                          |
|       | 31944444444444in"} |   | ge11.png){width="2.4902777777777776in" |
|       |                    |   | height="0.6666666666666666in"}         |
|       | Or entered the     |   |                                        |
|       | [Control           |   | Press Go.                              |
|       | N                  |   |                                        |
|       | umber]{.smallcaps} |   | Select and paste the result(s) into    |
|       | in one box.        |   | the advanced search screen. The        |
|       |                    |   | selected Record Group Number(s) will   |
|       | ![](media/image    |   | appear in the filter and when you run  |
|       | 10.png){width="1.8 |   | the Advanced Search it will find all   |
|       | 340277777777778in" |   | descriptions that are part of the      |
|       | height="0.3625in"} |   | selected Record Group(s).              |
|       |                    |   |                                        |
|       |                    |   | The [Collection]{.smallcaps} filter    |
|       |                    |   | works the same way.                    |
|       |                    |   |                                        |
|       |                    |   | ARC allows searching for multiple      |
|       |                    |   | Record Groups or Collections.          |
|       |                    |   |                                        |
|       |                    |   | If you know the Record Group Number or |
|       |                    |   | Collection Identifier, you can also    |
|       |                    |   | type it directly in the main keyword   |
|       |                    |   | box on both the Basic and Advanced     |
|       |                    |   | Screen.                                |
|       |                    |   |                                        |
|       |                    |   | In ARC, you can still search by known  |
|       |                    |   | control numbers or description         |
|       |                    |   | identifiers, such as former NAIL       |
|       |                    |   | Control Numbers.                       |
|       |                    |   |                                        |
|       |                    |   | Type the entire control number, which  |
|       |                    |   | includes the unit code, in curly       |
|       |                    |   | braces in either the keyword or        |
|       |                    |   | description identifier box.            |
|       |                    |   |                                        |
|       |                    |   | [Keyword]{.smallcaps} box:             |
|       |                    |   |                                        |
|       |                    |   | ![](media/ima                          |
|       |                    |   | ge12.png){width="3.3541666666666665in" |
|       |                    |   | height="0.4722222222222222in"}         |
|       |                    |   |                                        |
|       |                    |   | This is an example using the Motion    |
|       |                    |   | Picture unit code.                     |
|       |                    |   |                                        |
|       |                    |   | [Description Identifiers]{.smallcaps}  |
|       |                    |   | box:                                   |
|       |                    |   |                                        |
|       |                    |   | ![](media/ima                          |
|       |                    |   | ge13.png){width="3.4520833333333334in" |
|       |                    |   | height="0.40902777777777777in"}        |
|       |                    |   |                                        |
|       |                    |   | This is an example using the Still     |
|       |                    |   | Picture unit code.                     |
|       |                    |   |                                        |
|       |                    |   | **Note:** the number is listed lower   |
|       |                    |   | down on the description.               |
|       |                    |   |                                        |
|       |                    |   | ![](media/ima                          |
|       |                    |   | ge14.png){width="3.1534722222222222in" |
|       |                    |   | height="2.4375in"}                     |
|       |                    |   |                                        |
|       |                    |   | **Exact phrase searches will find      |
|       |                    |   | control numbers that contain periods,  |
|       |                    |   | e.g. {NWDNM(m)-69.14}**.               |
+-------+--------------------+---+----------------------------------------+
| **Di  | On the Standard or |   | On the Basic or Advanced Search        |
| gital | Expert Search      |   | screen, type keywords and select the   |
| Ima   | Screen, typed      |   | [Descriptions for Archival materials   |
| ges** | keywords and       |   | linked to digital copies               |
|       | selected the [Only |   | f]{.smallcaps}ilter box.               |
| **sea | Descriptions       |   |                                        |
| rch** | linked to Digital  |   | ![](media/image17.png){width="3.35in"  |
|       | C                  |   | height="0.4965277777777778in"}         |
|       | opies]{.smallcaps} |   |                                        |
|       | filter.            |   | This will automatically bring you the  |
|       |                    |   | digital copies search results          |
|       | ![](media/image    |   | including thumbnail images.            |
|       | 15.png){width="2.0 |   |                                        |
|       | 319444444444446in" |   | If you don\'t select the digital       |
|       | height="0.91       |   | copies filter, but the results have    |
|       | 31944444444444in"} |   | associated digital images, then the    |
|       |                    |   | results will include a [digital Copy   |
|       | To retrieve the    |   | available]{.smallcaps} link.           |
|       | special thumbnail  |   |                                        |
|       | results format,    |   |                                        |
|       | you had to use the |   |                                        |
|       | separate NAIL      |   |                                        |
|       | Digital Copies     |   |                                        |
|       | Search screen.     |   |                                        |
|       |                    |   |                                        |
|       | ![](media/image    |   |                                        |
|       | 16.png){width="2.0 |   |                                        |
|       | 340277777777778in" |   |                                        |
|       | height="0.80       |   |                                        |
|       | 69444444444445in"} |   |                                        |
+-------+--------------------+---+----------------------------------------+

### 

### NEW FEATURES

# [Date Filtering]{.smallcaps}

The filter searches on all dates found in a description. Many
descriptions have broad date ranges.

So we suggest you also use multiple filters to help further reduce the
number of hits.

Not every item level description has a date; therefore the series dates
will inherit down to those items. For a

definition of the types of dates that appear in archival descriptions,
click on the "dated" hyperlink for this filter.

![](media/image18.png){width="3.3986111111111112in"
height="0.4673611111111111in"}

-   **[Re-sort]{.smallcaps} results sets** by Date, Creator, Location or
    Record Group/ Collection.

![](media/image19.png){width="4.1in" height="0.63125in"}

-   **Restrict searches by [Media Type]{.smallcaps}** on the Advanced
    Search Screen.

![](media/image20.png){width="2.214583333333333in"
height="1.1534722222222222in"}

-   **Filter by** [organization(s), person(s) or topical
    subject(s)]{.smallcaps} for more precise searching:

Similar to library catalogs, you can limit your search to descriptions
that have very precise index terms. These index terms are assigned to a
description to indicate that the term is significant or the materials
have a lot of information relating to the term.

To filter your search using a particular index term, press the lookup
button for the appropriate filter. Search by name or topic or use the
alphabetical index browse buttons.

![](media/image21.png){width="3.0in" height="1.613888888888889in"}
![](media/image22.png){width="3.095833333333333in"
height="1.6208333333333333in"}

Browse the results. Check the box for the name (or topic).

Paste the results into the Advanced Search Screen by pressing the paste
[Selected]{.smallcaps} button or paste [All.]{.smallcaps}

![](media/image23.png){width="3.798611111111111in"
height="2.5791666666666666in"}

**The results will now appear in the Advanced Search Screen.**

![](media/image24.png){width="3.1in" height="1.5083333333333333in"}

**When you run the advanced search, it will only retrieve descriptions
that include the index terms you are filtering on. This allows for much
more precise searching.**

**Note:** Using these filters will search only in the index term section
of a description.

At this time not all descriptions include index terms. So if you turn up
a low result set, you may also search for these terms in the main
keyword box. Searching in the main keyword box will search on all the
description fields.

-   **View descriptions organizations and people. The system provides
    information** about the organizations

and people who created, donated, contributed to or was a subject of the
archival materials being described.

![](media/image25.png){width="4.597916666666666in"
height="3.1881944444444446in"}

-   **View the hierarchy of a description**

Navigate up *and* down the hierarchy from within a description. At an
item description you can link up to the series level and see how many
other items from that series are described in ARC. You can then retrieve
all those items by clicking on the [Includes]{.smallcaps} link.

![](media/image26.png){width="4.699305555555555in" height="2.3625in"}

**Note:** ARC includes broad descriptions of record groups and
collections down to more detailed series, file unit and item level
descriptions. A record group or collection is a grouping created by NARA
that comprises the records of an organization, such as a Government
bureau or independent agency, or of an individual. A series is a smaller
grouping of materials found within a record group or collection and is
basically a filing system. Series level descriptions include smaller
aggregates known as file units or single items.

-   **View the hierarchical display** from any result page by pressing
    the [See Hierarchy]{.smallcaps} button. Your search

results will appear bolded and you can graphically see the higher level
descriptions to which your result is linked.

![](media/image27.png){width="4.5in" height="2.816666666666667in"}

-   **View Printer Friendly Versions for easier viewing and printing.**

All results pages, including hierarchy, lookups, and organizations, can
be placed in printer-friendly.

-   Results List Note: You can print up to 2,000 brief hits. (NAIL was
    limited to 25.)

```{=html}
<!-- -->
```
-   Shot List and the full description: You can view the shot list as
    part of the full description by pressing the

[Printer-Friendly Version]{.smallcaps} button.

![](media/image28.png){width="4.5993055555555555in"
height="3.182638888888889in"}

**Please contact us at <arc@nara.gov> if we can be of assistance.**