Catalogues
How the catalogues are organised
Catalogues are numbered lists of the Public Record Office of Northern Ireland (PRONI)’s archives. They are arranged according to main archive reference number and give details of all documents contained within each archive – a date, description and unique reference number for each individual document held by PRONI. This unique reference number is needed to order a document.PRONI’s archives are split into two main categories - privately deposited archives and public records.
The first letters of a reference number and the colour of the catalogue are used to indicate the type and/or origin of an archive.
| Catalogue colour | Type / origin of archive | Reference prefix |
|---|---|---|
| Privately deposited archives | ||
| Blue | original archives | D |
| Red | transcripts or photocopies of original archives | T |
| Green | microfilm copy | MIC |
| "....." | films (some are public records) | FILM |
| "....." | tapes | TP |
| Black | church records (xerox copies or originals) | CR |
| "....." | diocesan records | DIO |
| "....." | newspapers | N |
| Public records | ||
| Brown | government departments | Normally the first 3 letters of the name of the Department or Ministry (for example, records of the Department of Finance have the reference letters ‘FIN’) |
| Grey | non-departmental organisations (for example, courts, local authorities, non-departmental public bodies or quangos) |
Abbreviated initials (for example, records of local authorities can be found under the reference letters ‘LA’) |
Using the catalogues
Guides, indexes and leaflets usually identify only the main reference number of an archive. As an archive can contain anything from a single document to many thousands of records, it is not possible to order a whole archive at once.You must go to the catalogues to get the unique reference number needed to order a document.
Privately deposited archives
After the reference prefix, privately deposited archives are each given a specific number. Together, these make up the main archive reference number.For example: D2778
- D tells us that this archive contains privately deposited original material
- 2778 is the specific number for the Workman Papers
Identifying the right catalogue: On the outside of each catalogue there are usually two references, for example, D2650 - D2698. This shows the range of archive reference numbers listed in the particular catalogue. If you have a reference number which comes between these two numbers, for example, D2680, you will find it within that volume.
Archive introductions: The first page of any catalogue of an archive usually gives a summary of the contents. Some summaries can be short, for example:
250 documents, 24 volumes relating to the firm of R. Workman and Co., shipbuilders, Belfast, 1834-1921
Other archives will have a lengthy introduction, describing the archive in detail - its size, how it has been arranged, and a history of the organisation or family that created the archive etc. Introductions to significant privately deposited archives held by PRONI are available online.
250 documents, 24 volumes relating to the firm of R. Workman and Co., shipbuilders, Belfast, 1834-1921
Other archives will have a lengthy introduction, describing the archive in detail - its size, how it has been arranged, and a history of the organisation or family that created the archive etc. Introductions to significant privately deposited archives held by PRONI are available online.
Classification scheme: Next comes a breakdown of the archive, known as the classification scheme. This will show how the documents have been sorted into related areas or topics. This will guide you to the particular area you are interested in.
Each type of document within the archive will be given a sub-number, for example:
Each type of document within the archive will be given a sub-number, for example:
- D1234/1 – minute books
- D1234/2 - account books
- D1234/3 - journals, etc
Each of these types of document will then be further categorised, for example, by year. Each document is described briefly and this can help you to decide whether or not to order it. You do this by using the number that is unique to that document.
For example, an entry in the catalogues may look like this:
For example, an entry in the catalogues may look like this:
| REF. NO | DATE | DESCRIPTION |
|---|---|---|
| D1234/1/ | MINUTE BOOKS | |
| 22 | 1879- 1899 | Minute book for the firm of J. Smith & Jones |
| 23 | 1899 -1904 | Minute book for the firm of J. Smith & Jones |
| 24 | 1904-1923 | Minute book for the firm of J. Smith & Jones |
Therefore, if you are interested in the minute book for 1879 to1899, the unique reference number you need to order this book is D1234/1/22.
Public Records
Identifying the right catalogue: Public Records are arranged by the department, court, local authority or non-departmental public body who created the papers. Each set of records is prefixed by a code that represents the creating organisation.
For example:
- LA is the code for all local authority records
- FIN is the code for Ministry of Finance records
- ED is the code for Ministry of Education records
- BG is the code for Boards of Guardians (workhouse) records
Departmental public records (in brown catalogues) are grouped together, with prefixes running alphabetically. Non-departmental public records (in grey catalogues) are organised in the same way.
Archive introductions: The first page of any catalogue of an archive usually gives a summary of the contents. Some summaries can be short, whilst other archives will have a lengthy introduction, describing the archive in detail - its size, how it has been arranged, and a history of the organisation that created the archive.
Classification scheme: Each group will have a classification scheme that shows how the documents have been sorted into series and sometimes into sub-series. This will guide you to the specific area you are interested in.
When you get to the lowest level of sub-division, each file, volume or document is described briefly. This can help you to decide whether or not to order it.
For example, an entry in the catalogues may look like this:
| REF. NO | DATE | DESCRIPTION |
|---|---|---|
| ED/1/ | GRANT-AID APPLICATIONS | |
| 1 | 1838- 1841 | Grant-aid applications from Co. Antrim schools |
| 2 | 1840- 1845 | Grant-aid applications from Co. Antrim schools |
| 3 | 1845- 1853 | Grant-aid applications from Co. Antrim schools |
This is the lowest level of subdivision in this particular archive. If you wanted to look at applications for grant-aid made by Co. Antrim schools in 1853, the reference you would use would be ED/1/3.
Electronic catalogue (eCATNI) project
PRONI is currently converting all of its catalogues from paper volumes into a computerised database or electronic catalogue. This will make it possible to comprehensively search the contents of all the catalogues quickly and easily by subject, place, person or any keyword.
