How to run an advanced search

Zuletzt geändert von invenio_PA am 2023/05/26 12:48

Search terms

  • If you use more than one search word, you can choose whether one or all of the terms must appear in the results and whether the order in which you have entered the words must be considered.
  • Truncations can be selected by inserting a wildcard to the left / right of the search term: Suche mit Platzhalter links/rechts.
  • You can restrict your search to digitised material by ticking the checkboxes beneath the entry field for the search terms. In digitized record groups, you can additionally tick the checkbox "Suche in OCR-Texten". Now the search will also include keywords derived from "optical character recognition" (see below).
  • If you use the Thesaurus function, related terms will be included in your search. For example, the search term “Verlosung” would also find the words “Lotterie” and “Zählung”. The effectiveness of the truncation feature is limited when using the thesaurus. For example, the search term “Verlosung” would get several results with the truncation and thesaurus options, but the search term “Verlos” would not get any thesaurus results.

Tabelle_Eingrenzenauf.JPGSearch in only one or several specific fonds

  • If you want to restrict your search to one or more fonds, you can use the fonds table in the search panel.
  • If the list of fonds is empty, a search will be run in all available fonds.

There are two ways to restrict your search to one or more fonds:

1. By clicking + on the right-hand side: This will open a search dialogue where you can search for a fonds reference code or fonds name. You can also search for a classification point and select it.

2. By pressing the Suche eingrenzen? (restrict search) button below the hierarchical structure window: In this case, all fonds assigned to the selected group and sub-groups in the hierarchical structure will be transferred to the table in the search panel. The button below the classification works in the same way for a classification point in a fonds.


One or more fonds can be selected in the table and removed by clicking Markierte Bestände entfernen (remove selected fonds).

You can also completely empty the table by clicking Alle Bestände entfernen (remove all fonds).

Terms and appraisal results

  • By default, searches are only run for items that are suitable for archiving. If you choose to extend your search to unappraised documents (depending on individual access rights) by chosing the option auch in unbewerteten Unterlagen (abhängig von individuellen Zugriffsrechten), documents that have not yet been appraised by the Political Archive will also be included in the search.
  • If you select nur nach Unterlagen in der Verfügungsgewalt des Politischen Archivs/Nur abgelaufene Aufbewahrungsfrist (only documents at the disposal of the Political Archive or only expired retention periods), you will only be shown files that can be requested for use in the reading room. If a term of protection is yet to expire, you will have to request a reduction of the term. You can find more information on terms of protection in the help article on search and usage restrictions.
  •  If a retention period is yet to expire, you may be able to access the archive material via the issuing authority in accordance with the German Freedom of Information Act (IFG). The retention periods are determined by legal standards and the official bodies that hand over the files to the Political Archive.
  • If you select the search option Nur abgelaufene Schutzfrist (only expired retention periods), you will only be shown files that can be used in accordance with the Federal Archives Act.

Further options

  • You can refine your search by entering further information in the additional fields. Please note that not all information you are aware of will be included in the cataloguing data.
  • In the Signatur (reference code) field, you can search for current and old archive reference codes or fonds reference codes. Please note the information on how to correctly enter reference codes.
  • In the Zeitraum (time range) fields, you can enter the desired time range for your search results. You can also choose to fill only one of the two fields.
  • In the Aktenzeichen (file reference) field, you can search for documents that have been classified according to the file plan that was valid when the documents were created. You can determine the file reference by looking at the contemporary filing plans, some of which you can view on our website or in the reading room. Because only exact entries lead to results in this field, it is advisable to use "wildcards": entering 553.*, for example, also finds files with the file reference number "553.32 FRA".

OCR Search

  • Over 18 million individual pages from more than 200,000 volumes in the Political Archive have been digitized. In the process, automated "optical character recognition" (OCR) was carried out. Therefore, you can carry out a search in the digitized holdings that is similar to a full-text search. A list of the digitized holdings can be found here.
  • To perform an "OCR"-search, select the checkbox "Suche in OCR-Texten" in "advanced search".
  • Such a search will usually answer different questions than a typical search for "metadata", i.e. information collected by archivists when evaluating and describing the archive material. For this reason, the use of further search filters, especially the selection of a specific fonds, is recommended.
  • If you find a hit using the OCR search, you cannot draw conclusions as to where in the volume the searched term is mentioned. You can therefore only conclude that the term is mentioned in the volume and that it might be worth looking through the digital copy.
  • The automatic text recognition only works to a limited extent with originals of poor quality or handwriting. Therefore, you cannot draw the reverse conclusion that the naming of a term within a volume is excluded if there are no hits in the OCR search.
Erstellt von invenio_PA am 2023/05/17 11:47