User Guide

Index

1. Navigating the Archival Information System
2. Methods of Finding Items
3. Item Descriptions (Metadata)
4. Using Reference Codes
5. Citing Items

1. Navigating the Archival Information System

The Archival Information System (AIS) is the central database of the archive. When complete, it will contain a digitized version of every item in the family archive. 

The AIS is hierarchical or top-down in structure, meaning you have to navigate several stages to access the file you are looking for.

The first level of the AIS is called the ''fond.'' This is what you see when you first open the AIS page:




In the Mc Evoy family archive, there are two fonds: DD (Dolan-Drew) and MC (Mc Evoy). A larger archive may have many more fonds.

Selecting a fond will bring you to the second level of the archive, the sous-fonds:


 

The Mc Evoy family archive is categorized thematically, the sous-fonds therefore represent different kinds of objects (documents, ephemera, images etc.). This is important as not all items from the same period will necessarily be stored together.

Selecting a sous-fond will bring you to series level, shown below:



In this example, you can see that the different series correspond to different photo albums.

Selecting a series will bring you into either: a) the sub-series level, or b) items - depending on the internal order of the series.


 
In this case, we have reached the level of item. This can often be the most intimidating level of an archive and in larger archives can extend for hundreds if not thousands of items. Luckily this is the last stage of the AIS. Here you will find lists of individual objects. 

Selecting an object will redirect you to the Item page, where you will find a digitized version alongside its corresponding metadata (description). 

Returning to previous pages with the AIS can often be tricky, but there is simple method to navigating backwards without getting lost. 

Click the ''return arrow'' ( 🠈 ) in your web-browser to take you back to the previous level of the AIS. Clicking the arrow to the left of the archive header (''Mc Evoy Family Archive'') will redirect you back to the Collections page. Avoid this if you want to remain in the AIS.

2. Methods of Finding Items

There are several methods used to locate items in the archive. 

1) Search

The search function is a great and simple way of locating items in the archive. The search-bar is located in the top right corner of the website. This method works best if you are searching very broad terms such as ''woman,'' ''census,'' ''letter'' that may appear in the title or description of items. It also works well if you have seen the item before and can recall a key characteristic about it, such as the creator or the year.

2) Browsing Collections

A number of collections are displayed on the front-page of the website. These are useful for getting to know the archive and the objects within it. In the future, it is hoped that each of the objects displayed in the collection can be digitally linked to the corresponding item page in the archival information system. For now, it is possible to deduce keywords from items, such as an inscription or a prominent object and use them in the search bar as discussed above.

3) Archival Information System (AIS)

It is always possible to find new and interesting items in the archival information system. This can be done using the method outlined in part 1 (Navigating the Archival Information System). If you have a specific item that you want to locate, you need a reference code. What reference codes are and how to use them will be explained in part 4 of this guide (below).

3. Item Descriptions (Metadata)

Each item catalogued in the archive will contain a number of descriptions. All together, these are called metadata. Metadata tells us about the item we are looking at. 

The metadata accompanying items can vary depending on the nature of the item itself (photograph, documents, newspaper clipping etc.), but each item will contain several essential descriptors: title, reference (code), subseries, level of  description, format, materials & techniques, extent, creator, published/created, place of origin, and physical description.





















4. Using Reference Codes

Reference codes are an essential element of any archive. They help users locate and identify specific items, and help archivists maintain order in the AIS. Each individual item in each different archive will have a unique reference code. These codes are devised in various ways, so there is no universal formula to understand every reference system in every archive.

The reference codes in the Mc Evoy family are formed using a simple formula:

Fond , Sous-Fond/Series/ [Sub-Series.]Item 
e.g DD1/D/5 
 
If the item is contained within an additional sub-series, the code adjusts to include this:

Fond , Sous-Fond/Series/Sub-series. Item
e.g  MC4/A/1.1 

To locate the first example (DD1/D/5) for instance, you would go to the AIS, select the fond  ''DD - Records created, or inherited by the Dolan-Drew Family, or related persons (1860-1920)'' then the sous-fond ''DD1 - Photograph/Image Series'' then the series ''DD1/D - Brown Bound Album'' and lastly, the item ''DD1/D/5 - Carte de visite, portrait of Maggie F. Byrne.''

Just as each item is assigned a unique reference code, each reference code is listed in the metadata (description) alongside each item.


5. Citing Items

Recording citations can be useful for keeping track of items of interest in archives, they are also any essential part of academic and genealogical research. It helps others find and verify the material you are referencing, and conduct their own investigations. 

If you wish to cite an item in this archive you should include the following:

  • name of archive
  • title of item
  • reference code
  • weblink to the digitized item
  • access date
A citation may therefore look like this: 

Mc Evoy Family Digital Archive, ''Carte de Visite, Portrait of Maggie F. Byrne.'' DD1/D/5. https://www.mcevoyarchive.ie/2023/09/carte-de-visite-portrait-of-maggie-f.html [Accessed: 01.12.2026]

Thank you for visiting the Mc Evoy Family Archive! If you have any further questions or queries on using the archive, please use the contact form provided.