Tag Archives: Databases

How to Search for Images Online

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Did you know that you can search for images in our collection online, simply by using a “copy negative number”?

What is a copy negative number?

Copy negative numbers are used to identify a photograph or a work of art in our collection. They usually start with a C-, a PA-, or an e number, such as:

  • C-041979
  • PA-005001
  • e002505688

Copy negative numbers are usually included along with the image in the photo credit in books, articles or online.

So what do you do if you have found a copy negative number, in a book or online, and would like to know if Library and Archives Canada holds this image? How do you get to the image’s description in our database?

It’s simple, just follow these tips:

You can search Archives Search by copy negative number; however, there is a trick to it…

  • C- and PA- numbers must have six digits after the hyphen in order for our database to recognize them.
  • Zeros should be added at the beginning of a shorter number to create a number with six digits. For example, if you see PA-5001 you need to enter PA-005001.
  • Copy negatives starting with an “e” do not follow the six-digit rule (they do not require a hyphen either).
  • Look under the heading entitled “Conditions of Access” for the copy negative number starting with C- or PA-, or under “Terms of Use” for e numbers.
  • You will need the copy negative number to order a photographic reproduction or a digital image of a work of art.

For more information, read our blog post How to Find Photographs Online for other quick hints to help you search for photographs.

Questions or comments? We would love to hear from you!

Understand the Abbreviations Commonly Found in Military Service Files

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In previous posts, we’ve explained how to order Military Service files and we’ve even outlined what type of documents you are likely to find in them; but what happens once you begin reading a Military Service file and see abbreviations? You may recognize some abbreviations, such as “YMCA” (Young Men’s Christian Association), but others, such as “11thIFofC” or “YISMHRCAMC”, may prove to be somewhat puzzling.

Help Is at Hand

Understanding these abbreviations can be difficult, especially if you are unfamiliar with Canadian military history. For this reason, the Genealogy Services have transcribed over 6,000 abbreviations commonly found in these records and have added them to a list of abbreviations used in military service files. Using this list, you can search for the abbreviations in alphabetical order.

Understanding that “11thIFofC” stands for “11th Regiment (Irish Fusiliers of Canada)” or that “YISMHRCAMC” means “York Island Station Military Hospital Royal Canadian Army Medical Corps” will help you decipher the soldier’s life and provide you with a much better understanding of ranks, jobs, regiments and much more.

Questions or comments? We would love to hear from you!

How to Consult Material that Is Not Yet Available Online

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For Archival Material – Use Collection Search

When searching for archival material (i.e., diaries, photographs etc.), use Collection Search. You will be able to search database records, known as “archival descriptions”. Sometimes the contents of the record have not yet been digitized. When this is the case, use one of the following methods to consult the material:

For Published Material – Use Library Search/AURORA

When searching for published material (i.e., books, newspapers, etc.), use either our Library Search or, for more search features, use our Aurora catalogue. The search results will often be database records (known as “bibliographic records”) and not full-text online documents. There are three ways you may consult the material:

Questions or comments? We would love to hear from you!

How to Search for Your Ancestor in our Genealogy Databases

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Did you know that Library and Archives Canada (LAC) has an online Ancestors Search function that combs through many of our genealogical databases at once, simply by using your ancestor’s name?

The Ancestors Search page lists all of our genealogical databases. Those labelled with the letter “G” are included in the Ancestors Search results, while the others can be searched individually.

If you cannot find your ancestor’s name in the Ancestors Search results, try searching in one of our other databases, listed by topic.

The layout of each of our genealogy databases is similar and includes useful tabs on the left menu. For example, the “Search Help” section provides information that will:

  • help you understand the records we have indexed;
  • tell you how to interpret your search results;
  • explain how to consult or obtain copies of documents.

Did you know?

  • Databases can have indexing errors because of poor handwriting, poor legibility, or the fading of ink over time in the original records. If you find an error in the index, use the “Suggest a correction” feature.
  • Some databases allow for wildcard searching, that is, you can substitute a letter with a symbol to allow for more search results. For example, use “Sm*th” for Smith or Smyth, or “Fred*” for Frederick or Fredrich.
  • In the past, many names were written phonetically by the person recording them, such as the priest for a Parish Register or an enumerator for the Census. This resulted in various spellings of the same name.
  • Nicknames or middle names may have been used by your ancestor(s). For example, many French Canadians of the Catholic faith were baptized as Marie or Joseph, and as such, your ancestor(s) may have been registered under one of these names.
  • A woman may have been listed under her married or maiden name.
  • Sometimes individuals anglicized their names. For example, a branch of the “Boisvert” family became the “Greenwood” family. Many immigrants from Eastern European countries also anglicized their names, such as in a branch of the “Kowalchuck” family, which became the “Cowell” family.
  • Names or dates may be different than what you have in your records. Our ancestors did not have to identify themselves as we do today and they might not have known their exact date of birth or date of immigration.

Only a portion of LAC’s genealogical records have been indexed. Visit our Genealogy and Family History pages for more information about genealogy topics and other sources.

Questions or comments? We would love to hear from you!

How to Order Military Records from the Personnel Records Unit

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The Personnel Records Unit at Library and Archives Canada manages all Canadian military service files from 1919–1998 for Regular members, and until 2007 for Reserve members. These files have some access restrictions, which means that not everyone can view them because they are protected by the provisions of privacy legislation. Each file contains an individual’s personal information and details of employment history.

If you are interested in receiving your own or another individual’s record, please read and follow the steps in the Application for Military Service Information form. You must submit this form only if you wish to receive a military service file from 1919–1997, including those files of soldiers from the Second World War (not killed in action).

You can also request a Genealogy Package to receive military records of soldiers from the Second World War (killed in action). The package includes copies of selected documents from the file that highlight and summarize an individual’s service, including enlistment, units served, family details, etc. Your request must include the name, service number, archival reference and volume number, which you can find by searching the Second World War Service Files: Canadian Armed Forces War Dead database.

Requests for a Genealogy Package can be submitted online via the Genealogy Inquiry Form or by mail or fax to:

ATIP and Personnel Records Division
Library and Archives Canada
395 Wellington Street
Ottawa, ON
K1A 0N4
Fax: 613-947-8456

Lastly, to order military records from the First World War, please consult our past blog post entitled “Canadians and the First World War”.

Questions, comments or feedback? We would love to hear from you!

Summary of comments received in French up to September 30th, 2013

Summary of comments received in French between April 1, 2014 and June 30, 2014

  • An elderly client requests some assistance looking for their father’s service file of the First World War.

What’s New? The Launch of “Royal Canadian Navy Ledger Sheets” Database

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Library and Archives Canada (LAC) has recently announced the launch of a new online database, “Royal Canadian Navy Ledger Sheets”.

Through this online database, researchers can access more than 16,700 references to individuals who served in the Royal Canadian Navy and the Naval Reserve between 1910 and 1918. It also includes some records for those who enlisted between 1919 and 1941.

Access the Royal Canadian Navy Ledger Sheets database today!

For more information on recent announcements at LAC, visit “News”.