Administrative Record Startup Guide

The Administrative Record website has been upgraded to provide users with an enhanced and intuitive search experience.  This guide was created to help you become acquainted with the refreshed system interface and improved functionality.  If additional search assistance is needed, contact

Start with simple.

From the Administrative Records homepage, begin your search with the simple search function.  Enter your search terms in the search box and click Search.  Common search terms include document title, document number, Tri-Party Agreement milestone or key words. The website searches the metadata and full text of the Administrative Record collection.  Quotes can be used to search an exact phrase (e.g., “search term”).

Simple Search Example

Begin your search with the simple search tool by entering your key words in the text field and clicking Search.

Refine your results.

Your search results are displayed on the Search Results page by relevance, which means that documents containing the highest count of your search terms are displayed at the top.  From your Search Results page, you can change how your results are sorted, share results, download results and filter within your results.

The system displays the number of Records Found in the Administrative Record collection that contain your search term(s).

Use the Items per Page dropdown to select how many results you’d like to appear on a page. 

Use the Sort dropdown to select how you’d like your search results to appear.  Sort options include sorting by relevance, by oldest first, by newest first, alphabetically by title and reverse alphabetically by title.

Click Share Results to copy a link to your search results.  You can then share the link with others any way you’d like.

Click Download Results to generate a spreadsheet that contains information about your search results.  The spreadsheet includes the accession number, title, URL, date and more.

Faceting allows you to narrow down your search results to only those documents a TPA project manager has tagged as associated with a particular category. 

Click the  –  to collapse any category.

Search Results Filtering

Refine your search results with tools in the Search Results screen.

Try predefined searches.

You can choose the Administrative Record collection by several predefined categories, including author, TPA milestone, operable unit and others. Graphic representations of each predefined search category are shown in what we call tiles. From the Administrative Records homepage, click the tile associated with a category of documents you’d like to browse.

The predefined search function does not search the full text of the Administrative Record collection.  Rather, when you use a predefined search, the system will retrieve documents a TPA project manager has tagged as associated with a particular category.

Predefined Search Blocks

Tiles graphically represent predefined searches, which query the system for documents tagged with specific metadata categories.

If you select the operable unit predefined search, for example, the system displays a list of operable units sorted alphanumerically, along with the count of records tagged with each operable unit. Click on Operable Unit to reverse the alphanumeric sort order. 

Click Count to sort by the number of records returned – either highest to lowest or lowest to highest.

The Predefined Searches box at the left of your screen allows you to move quickly to another predefined search category.

Predefined Search Filtering

Predefined search results can be sorted alphanumerically or by count.

Try advanced search.

Advanced Search allows you to search on key words within the full text of the collection, and add additional search criteria to narrow down your search results.  Criteria includes date range, accession number, author name, authoring organization, document number and several others.

Begin by entering your key search terms.

Use the Date Range dropdown to specify a date range for your search.  Select after, before, between or equal to.  Use the calendar tool to select your date criteria.

Add + Additional Criteria. A dropdown list will appear that contains all of the available values for that category.  Add additional criteria by repeating this process. 

To exit the Advanced Search function at any time, simply click Close Advanced Search.  This will return you to the homepage.

Advanced Search Fields

The advanced search function allows users to search full text and specify additional search parameters.