Find and reuse a heritage document
Move from an image or title to an identified record, edition, file and rights statement.
Prepare the task
Discovery and reuse are separate stages. A search title does not replace the holding institution’s item record.
- Known title, author, place or period
- Intended use: reading, display or publication
- A note for reference code, record and attribution
Follow the method
- 1Search variants
Try known names and spellings, then period or place. Preserve uncertainty instead of assigning an unsupported date.
- 2Read the record
Compare author, edition, institution and reference code. Reproductions of one object can have different files or descriptions.
- 3Prepare reuse
Read the rights for the particular object and file. Keep attribution, record link and conditions, and choose resolution appropriate to the task.
An engraving appears in two books: cite the reproduction actually examined and separate the artwork date from the edition date.
Choose the resource for the missing evidence
The directory records identify publishers and link to their official services. Choose by task; inclusion does not guarantee an outcome.
| Task | Resource | Check |
|---|---|---|
| Find a digitised edition | Gallica | Read the record and edition date. |
| Explore contributing institutions | Europeana | Return to the holding record and rights. |
| Find a collection and reference code | Archives nationales | Check provenance and access conditions. |
Compare these directory resources side by side →
A completed record to understand the method
Fictional example: values, times and situations below demonstrate how to document a decision. They do not describe an actual service or application.
| Element | Observation in the example | Next action |
|---|---|---|
| Catalogue | Modernised title | Also preserve the record’s wording |
| Document | Scan number differs from printed page | Record both markers |
| Reuse | Image rights unspecified | Return to the institution before publishing |
Work, edition, format and copy: four different levels
An ISBN identifies a publication in a particular edition and format. Match the identifier to the record and the document actually used.
- Identify the edition
- Compare the format
- Check the individual copy
| Situation | What changes | Useful check |
|---|---|---|
| Same title, different translation | A shared title does not identify the required text. | Record translator, language, publisher and edition. |
| Print and EPUB | Different product forms receive different ISBNs. | Do not automatically transfer pagination between formats. |
| Well-formed ISBN | The check digit helps detect errors in the number. | Check the record: the digit establishes neither assignment nor availability. |
A cover does not replace the title page and edition details. For a loan or purchase, also check the volume, condition and availability with its holder.
Documentation : International ISBN Agency — What is an ISBN? ↗ · · Read the reference record →
Keep a useful record
Use these fields in your own notes. This page does not collect your documents or personal details.
- Object and holding institution
- Record, reference code and edition
- Selected file and resolution
- Rights, attribution and intended use
Read these points directly on this page.
If file rights remain unclear, ask the institution before a reuse that requires permission.
Common questions
Is a downloadable image free to reuse?
Technical download availability does not establish reuse rights.
Which date should I cite?
Separate creation, edition and digitisation according to the reference being described.
Full-text search misses a name visible on a page. What next?
Try an older spelling, part of the name, or browsing by date or collection. Inspect the page image: imperfect character recognition can miss a word. Record the variants tried; an unsuccessful text search does not prove that the document is absent.
Viewer numbering differs from printed pagination. What should I cite?
Record both the printed page number, if present, and the viewer image number. Keep the document’s permanent link and volume or issue too. Both references help locate the passage when the file includes a cover or unnumbered pages.