Definitions of archival terms

 

TERM

MEANING
Record

Any item we hold in our archives. Records come in many formats including:

  • documents
  • maps 
  • sound recordings
  • films
  • electronic files.
Record Number The number given to a record by the government agency that transferred it to us. 
Often, the parts of a record number represent subjects or functions. For example, in the record number 3/2/1 an agency may have used the number 3 to represent "human resources", and 2 to mean "recruitment".
Series

A group of records that are related to each other, like probated wills, coroners’ inquests or military service records. 

Each series has a series number.
Accession

A group of records that were transferred to us at the same time.

Each accession has a code beginning with the letters W, A, D, or CH, depending which archive the record is held in.
Agency/Controlling Agent

The government agency that controls a record and can give you permission to access it. This is often the agency that transferred the record to us.

Each government agency has a four-letter code
Code/R-number

A number given to the record by Archives New Zealand. 

Each record has its own unique R-number.
Location The Archives building that holds a record.
Access status

Whether you need permission to view a record. There are three types of access status:

  • Open – you can order the record and view it in a reading room.
  • Restricted – you need to get permission from the agency that controls the record if you want to view it. Find the agency’s details on the record page in Collections search.
  • May be restricted – contact us if you want to view the record.
Start Year The earliest date on the record – for example, in an immigration file this may be the year a person applied for their first visa.
End Year The last date on the record – for example, in a divorce file this may be the year the divorce was finalised with a Decree Absolute.