Search fields

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Please note that ICA-AtoM is no longer actively supported by Artefactual Systems.
Visit https://www.accesstomemory.org for information about AtoM, the currently supported version.

Main Page > User manual > Access content > Advanced search > Field names for advanced searching

To search on particular fields, enter in the search box the field name followed by a colon followed by the search term (e.g. exampleField:exampleTerm). Search field names must be entered exactly as shown in order for the search to work.

Field labels are listed as they appear on the pages shipped with ICA-AtoM. If your administrator has customized the field labels in your ICA-AtoM application, these may be different from what appears on your page.


Archival description

The following is a list of the fields in archival description records that can be searched.

  • The Search field is used to limit the scope of search terms, e.g. "levelOfDescription:fonds"
  • The ISAD label and RAD label list the field label as displayed in AtoM
  • Some fields are weighted more heavily (the baseline being 1x) when scoring search results - this has been noted as e.g. "5x weight"


Search field ISAD label RAD label Notes
accessConditions Conditions governing access Restrictions on access
accruals Accruals Accruals
acquisition Immediate source of acquisition Immediate source of acquisition
appraisal Appraisal, destruction and scheduling N/A Not part of RAD specification
archivalHistory Archival history Custodial history
arrangement System of arrangement Arrangement
creator Name of creator Name of creator 8x weight
creatorHistory Administrative/biographical history Administrative/biographical history
date Dates(s) Date(s) Full textual date, e.g. c.1970-1983
endDate Date(s) Date(s) End of date range, in YYYYMMDD format
extentAndMedium Extent and medium Physical description
filename filename filename Not part of RAD or ISAD. Digital object filename
findingAids Finding aids Finding aids
hasDigitalObject N/A N/A Not part of RAD or ISAD. Does the description have a linked digital object? Value is "true" or "false"
identifier Identifier Identifier 5x weight
language Language of material Language of material
levelOfDescription Level of description Level of description
locationOfCopies Location of copies Availability of other formats
locationOfOriginals Location of originals Location of originals
mediaType Media type Media type Not part of RAD or ISAD. Digital object media type
name Name access points Name access point Not part of RAD or ISAD. 3x weight
notes * * * includes all "note" fields
partOf N/A N/A Not part of RAD or ISAD. Title of top-level description
physicalCharacteristics Physical characteristics Physical condition
physicalStorage N/A N/A Physical storage container name
place Place access points Place access points Not part of RAD or ISAD. 3x weight
referenceCode Reference code Reference code
relatedUnitsOfDescription Related units of description Associated/related material
repository Repository Associated/related material
reproductionConditions Conditions governing reproduction Terms governing use, reproduction, and publication
scopeAndContent Scope and content Scope and content
script Script of material Script of material
sources Sources Sources
startDate Date(s) Date(s) Start of date range, in YYYYMMDD format
subject Subject access points Subject access points Not part of RAD or ISAD. 5x weight
title Title Title proper 10x weight

Authority record

The following is a list of the fields in authority records that can be searched.

  • The Search field is used to limit the scope of search terms, e.g. "datesOfExistence:[1970-2000]"
  • The ISAAR field label is presented as it is displayed in AtoM


Search field ISAAR label Notes
authorizedFormOfName Authorized form of name 10x weight
datesOfExistence Dates of Existence 5x weight
functions Functions, occupations and activities
generalContext General context
history History 3x weight
identifier Description identifier
internalStructures Internal Structures
legalStatus Legal Status
mandates Mandates
places Places
otherFormsOfName Standardized form(s) of name according to other rules
Other form(s) of name
Parallel form(s) of name
8x weight
  • Note: repositories inherit the authority record entity. When indexing repository records, two specific properties are added: holdings (Holdings) and collectionPolicies (Records management and collecting policies).

Accession record

The following is a list of the fields in accessions that can be searched.

  • The Search field is used to limit the scope of search terms, e.g. "title:Peanut"


Search field Accession label Notes
date Date
appraisal Appraisal
identifier Identifier
archivalHistory Archival history
locationInformation Location information
physicalCharacteristics Physical characteristics
processingNotes Processing notes
receivedExtentUnits Received extent units
scopeAndContent Scope and content
sourceOfAcquisition Source of acquisition
title Title
donors Donors (authorized form of name)
deaccessions Deaccessions (deaccession number)

Searching date ranges

  • startDate:[YYYYMMDD TO YYYYMMDD]
    • This will search for start dates between the two dates listed, inclusive.
  • endDate:{YYYYMMDD TO YYYYMMDD}
    • This will search for end dates between the two dates listed, exclusive.
  • date:[1974 TO 1984]
    • This will search for textual dates (including uncertain dates) between 1974 and 1984, inclusive. Note: because this date data is not structured, the results may be vary due to inconsistencies in formatting.

In ICA-AtoM 1.4 the "date:" selector only searches on the textual "date" field, not the ISO formatted start/end date fields, so:

  • date:[1995-01-01 TO 1997-12-31] - "Range query boundary terms must be non-multiple word terms"
    • The hyphen is messing Zend Search Lucene, this type of date search will NOT work.
  • date:[19950101 TO 19971231]
    • This is searching for string values between 19950101 and 19971231 in the date field only. This query format is best suited to searching the start/end date fields which are formatted as YYYYMMDD in the search index.
  • date: [200-?]
    • This type of searching will be problematic, as the search index cannot determine non-specific dates. If the search needs to be exact, Users are encouraged to search using start date and end date with consistent formatting.
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