Subject and name indexes to Naval correspondence: ADM 12

1. 1793-1913

The principal use of the Index and Digest volumes in ADM 12 is as a means of reference to the Admiralty and Secretariat Papers that make up the series ADM 1. The full period that is covered by the Index and Digest is 1793-1974. However, after 1913 various changes affect the way that the Index and Digest are used, so the directions and examples given below apply to the 1793-1913 period. The changes from 1914 are discussed separately in Sections 6 and 7.

A look at the catalogue for ADM 12/56-1738 will show that for each year there are several Index volumes (arranged by letters of the alphabet, for example, L-R) and several Digest volumes (arranged by numbers, for example, 21-63).

2. The Index

This is a nominal index of naval officers, warrant officers, and ratings; of marine officers; of "persons of distinction"; and of ships (naval and merchant vessels, and foreign ships as well as British). The names of HM ships are generally shown in red ink. The names of the individuals included in the Index are not just the authors of letters to the Admiralty; people referred to in the content of letters and reports are also included.

Until the end of 1859 each page of the Index was divided into four main columns, which had no headings but followed the order from left to right, "Marines3"; "Ships"; "Naval Officers and Ratings"; and "Promiscuous" (that is, miscellaneous). From 1860 this arrangement was altered to three columns with the headings now shown as "Naval and Marine Officers"; "Ships and Persons of Distinction"; and "Promiscuous". This strict arrangement again was broken a few years later as it was becoming increasingly difficult to fit all the entries into the allotted spaces. The third column was now sometimes headed, such as "Paymasters" or "Warrant Officers" and there could be whole pages with the one heading, "Promiscuous".

3. The Digest

The Digest volumes are arranged by subject in accordance with the Table of Heads and Sections. Copies of this Table for 1800, 1843 and 1909 are held in the Open Reading Room. (NB Do not confuse with the similar Table of Heads and Sections, which was used for the Digest of the correspondence of the Navy Board (ADM 106) and is totally separate.)

In its original concept the subjects (or heads) of the correspondence were arranged in alphabetical sequence and each subject in order given a number, and sometimes a sub-number. However, over the years the subject heads were revised and added to on many occasions with the result that the strict alphabetical order was broken. Worse, the numbers given to heads were sometimes changed, such as, "Smuggling" altered from 95 to 85.1. Consequently, it is important to refer to the Table of Heads and Sections, which is closest in date to the period being researched.

The Digest volumes can be used as a subject index, or by reference from the Index to the Digest numbers (as described below). The numbers are shown cut into the right hand edge of the pages of each volume and thus each such numerical section is known as a "cut". The subject heads are given at the top of each page.

4. Example of using the index and digest (ADM 12)

For the purpose of this example, we will imagine that you wish to search the Admiralty and Secretariat Papers (ADM 1) for information on HMS Dee in 1835.

4.1 Finding references in the index

Go to the Index and Digest (ADM 12) series list and find the reference of the index volume for 1835 that includes 'D', in which HMS Dee should be found.

You find the heading, Dee: Steam Vessel.

There are a large number of entries for this ship; only the first few of which are shown in the transcript of the extract given below:

NB The style and wording of these headings alter in later volumes of the index.

Column 1

The day and month (in 1835) of the origin of the correspondence concerning the ship. In our example there is an exception to the norm (which is not uncommon) in that the first date given is marked 'Nov 24/34'. This means that this letter was written on 24 November 1834, but has been carried over to be indexed with 1835 correspondence

Column 2 How and where to be found.

The abbreviations in this column are references as to where the correspondence may be found in ADM 1. For the key to these abbreviations you need to look at the Table of Abbreviations that forms Appendix 1 of this Research Guide.

The first abbreviation reads 'Cap R 6'. Reference to the Table of Abbreviations elicits the information that 'Cap' means 'Captains' Letters'. The R is the first letter of the surname of this captain who is writing about the Dee (very likely the commanding officer of the ship himself). The '6' is the number of the letter within the total bundle of Captains' Letters for 1835. There are further Captains' Letters (Nos. 7 and 24), the references to which are given underneath.

The next abbreviation, 'P 32', the Table of Abbreviations informs you, means letter No. 32 in the correspondence of the Commander-in-Chief for Jamaica. Other such letters in our example are Nos. 21 and 33.

Column 3 The Digest Number

Often, a precis of the contents of a letter or report would be entered in the appropriate Digest volume under the subject head relevant to the content of that correspondence. It is the number of that subject head according to the Table of Heads and Sections that is given in this column. Because a considerable amount of the original correspondence in ADM 1 has been destroyed, these precis can often be the only surviving record.

According to the type of research that is being undertaken, it can often be more convenient to use the Digest volumes to gain a quick idea of the subject of particular letters rather than going to the trouble of ordering up the actual original correspondence (if it has survived).

Sometimes, a letter would be digested under several headings and care has to be taken disentangling the numbers that are entered here. For instance, in our example, the third reference has been digested under 98.14 and 97a. Where a letter has not been digested, usually a brief indication of its content is given in this column. The last reference in our example is such a case, the shortened word 'Dispn' (for 'Disposition') being shown. This means that this letter indicates the position of the Dee at that date.

4.2 Finding a document in ADM 1

You want to see the original correspondence indicated by the references we have discussed.

The arrangement of the catalogue and series list for ADM 1 changes over time. To identify the reference for this example you need to go to the volume of the ADM 1 series list which covers the period 1660-1839 (ADM 1/1 -5494), although little survives before 1780. The Contents pages forming part 1 of the list tell you that the Captains' Letters section is between ADM 1/1435 and 2738. The documents are arranged by the initial letter of the surname, then in chronological sequence, and lastly (although not in all cases) by the number of the letter for each year.

In our example the list indicates that all the letters for 1835 under R are included under the reference, ADM 1/2435. You use this reference to order the box of letters which will be in numerical order and should include the letters 6, 7 and 24 that you require.

In the same way, 'C-in-C Jamaica' will be found in the ADM 1 series list under the Jamaica section of Admirals' Dispatches (ADM 1/230-234). The series list gives the information that letters 21, 32 and 33 for 1835 will be included in ADM 1/293 (the numbers in the column headed 'Sub-division' are the letter numbers).

The reference can also be found by using the Catalogue and entering the key word 'Captain AND r', restrict the dates to 1835 and 1835, and limit the search to 'ADM 1'.

Note: from 1840 the arrangement of the ADM 1 series list alters (ADM 1/5495 onwards). All the different categories of correspondence are included under each year and the list progresses in chronological sequence. For example, to find 'Cap R' for 1858 turn to that year in the list, and the 'R' letters will be included in the description, 'From Captains L-Z' (ADM 1/5696). But a word of warning. Some of the descriptions of the document categories in the series list do vary considerably and the references from ADM 12 can sometimes be difficult to trace. This, coupled with the fact that the original correspondence in ADM 1 has been heavily weeded, means that the researcher must expect to meet at times with some unavoidable small measure of frustration and disappointment.

To identify references for the period 1840-1913 using the catalogue use the key word "*" (which is a wildcard and searches for any character), enter the years you are interested in, and again limit the search to 'ADM 1'.

4.3 Finding an entry in the Digest

You now wish to check the various Digest entries for which, there are references in the ADM 12 Index volume.

Taking the first Digest number, 101 (which is the digest of the 'Captain's letter R 6'), consult the ADM 12 series list. The Digest volume for 1835 which includes '101' is ADM 12/313.

Turn to Cut 101 of this volume, and you will find that the subject heading here is 'Troops'. You can find the digest of the letter required by looking at the columns that give its date, '24 November', and its reference, '6' and 'Cap R', which will identify it precisely.

4.4 Further ways of searching ADM 1 and ADM 12

You have learnt from the Captain's Letter in ADM 1/293 (and from the Digest entry of that letter) that the name of the captain of the Dee was Commander Ramsay. You have also learnt that the ship was a steam vessel used for troop transport in the West Indies. You could now continue your search of ADM 12 and ADM 1 as follows:

1. Consult the ADM 12 Index volume for entries under 'Ramsay'
2. Search the Captains' Letters in ADM 1 for all the surviving Letters of Commander Ramsay over a certain period, for example 1833-1837, by going straight to the ADM 1 series list and ordering the appropriate boxes of letters. This could be a quicker process than going to the ADM 12 Index for each year and isolating all the 'Cap R' references
3. Go to the Digest volumes for each year and check all the entries under 'Troops' (101), 'Steam Vessels' (97a), etc.
4. Use the Digest as a subject index by reference to the Table of Heads and Sections and finding other likely subject headings that relate to the research

Working in this way enables a good overall picture to be built up of the Admiralty's activities in a given subject area, particularly if the heading used is to a readily identifiable subject, such as 'Smuggling', 'Deserters', or 'Inventions'.

5. Other aspects of the index and digest

5.1 Minutes

For entries in the Index with the reference, 'Minutes', a search should be made, under the appropriate date, of the Admiralty and Secretariat Minutes (ADM 3).

5.2 Out-Letters

From the inception of the Index and Digest, reference was made in the Digest volumes to the actions and decisions taken on incoming correspondence. These references can serve as an indication that there might be appropriate out-letters included in the series of Admiralty and Secretariat Out-Letters (ADM 2) or the Admiralty and Secretariat Supplementary (ADM 13/1-69).

From about 1840 the practice grew of building up files of correspondence, which included drafts or copies of out-letters kept with the in-letters. From 1860, an extra column was included in the pages of the ADM 12 Index volumes to show the date of execution of correspondence generated by in-coming letters and reports. This column also gives the code-letter of the Admiralty branch taking such action, and these references can be a help in indicating that there could be copies of out-letters surviving in ADM 13 or ADM 1.

From 1869 the out-letters (often these are the originals returned to the Admiralty Record Office) are included with the Admiralty and Secretariat Papers (ADM 1).

5.3 Cases

In about 1847 the practice began of collecting together and binding up all the papers (in-letters, out-letters, minutes, etc.) on a particular subject, thereby creating what was known as a 'Case'. The first such cases are contained in the series of Admiralty and Secretariat Miscellanea (ADM 7/597-629 and ADM 7/765-766). The series of Cases is continued in the series of Admiralty and Secretariat Cases (ADM 116). Case papers from the First World War period may also be found in the record series Historical Section: War Histories (ADM 137); see the note on this under the next section below.

Where papers have been taken to make up a Case, this fact is usually shown in the ADM 12 Index (for example, "Case 491" written in the reference columns). However, this has not been done in every instance, particularly for the earlier period of the Cases, the 1840s and 1850s. Another point to note is that documents relating to a Case often extend over a considerable number of years and there may be only one Index entry for one of those years that provides the Case number. In addition, there is often no Digest entry for papers made up into Cases.

When researching a subject, it is always wise to check the ADM 7 and ADM 116 series lists, particularly if papers referred to in the ADM 12 Index cannot be found in ADM 1. But, remember that a great deal of weeding out of the papers now in ADM 1 has been carried out, especially for the years after 1882.

Note: from 1911 all Courts Martial records are held in the series Naval Courts Martial records (ADM 156). These records are closed for 75 years.

6. The First World War period, 1914-1919

At the commencement of the First World War, pressure of business obliged the Admiralty to set up a duplicate Record Office. Consequently, there are two sets of Index and Digest volumes for the years 1915-1919, which are listed together in the ADM 12 series list. Each of these will need to be consulted to be sure of gaining maximum information on a particular name or subject.

References found in ADM 12 during this period take one of three forms:

• Admiralty Titled Paper References, eg Sa 208, which will be found in ADM 137
• Case Numbers, many of which will be found in ADM 116 
• Admiralty date references where the date is given in full, eg Admiralty 4 July 1916, which will be found in ADM 1 

The documents taken from the Admiralty and Secretariat Papers and Cases that were used by the Official Historians of the First World War were later bound up in volumes that were accorded HS (Historical Section) numbers. These volumes are in the series ADM 137. Other documents, gleaned from the various Admiralty branches, were accorded HSA and HSB references, but these do not concern us here.

To locate a document for the 1914-1918 period from a reference in the ADM 12 Index, turn to the volume of the ADM 137 series list that is marked "Key". This key, which is arranged in chronological and alphabetical sequence, enables the date of the document and its ADM 12 reference to be matched up with the HS volume number. For example, the correspondence for 1917 marked with the reference, "Sa 208" will be found in the HS volume 1426. At the front of the ADM 137 series list, a further key enables the ADM 137 piece number to be found for each ES volume. In the great majority of cases this will be the same as the ES volume number (for example, ADM 137/1426 for ES volume 1426) but there are exceptions, particularly with volume numbers after HS 1662, so it is wisest to check.

If it is impossible to relate the reference from ADM 12 to the ADM 137 Key, then look at the ADM 1 series list (which from 1914 has become a descriptive list of miscellaneous Admiralty papers arranged chronologically). Also, check the series list of the Cases in ADM 116. The Admiralty and Secretariat Papers have been heavily weeded for this period.

If a Case number reference found in ADM 12 cannot be traced among the Admiralty and Secretariat Cases (ADM 116), these papers might have been placed in series Historical Section: War Histories (ADM 137). There is no straight forward method of converting a Case number into a ADM 137 reference. Readers should either search ADM 137 by subject. (there are indexes with the list) or they should follow up the references (in ADM 12) of those papers which were bound up as Cases.

Certain documents that might otherwise be in ADM 1 relating to the Royal Naval Air Service and the Air Department of the Admiralty can be found with the Air Historical Branch Records (AIR 1); see the card index at The National Archives.

7. After 1919

The Index and Digest volumes (ADM 12) continue until 1974. However, the system of entering papers in ADM 12 was changed after 1922, and the greatest use now for the Index is to provide Case number references in ADM 116. The Digest entries continue to be of interest and (as earlier) can be the only surviving record of documents that have been destroyed. The chronological descriptive list for ADM 1 (mentioned previously for the First World War period) also continues until about 1938, although towards the end of this period its form is rather muddled and includes some late nineteenth and early twentieth century documents as well.

ADM 12 for the Second World War period can be used to obtain original Admiralty paper references concerning both ships and individuals, many of which are preserved in either ADM 1 or ADM 199. Many references found in ADM 12 take the form of WH (War History) Case numbers. These files can be found in ADM 199. Other Admiralty paper references found in ADM 12 are also preserved in ADM 199 but as the original references are currently not listed in any catalogue, locating them is almost impossible. Only by using the broad subjects listed in ADM 199 may it be possible to locate files concerning subjects listed in ADM 12 .

Any Admiralty file reference found in ADM 12 for the years 1938-1945 may be preserved in ADM 1. By using the ADM 1 "Packing List" for these years, it may be possible to convert an original Admiralty file reference into an ADM 1 document reference.

After 1938, and until 1952, the Admiralty and Secretariat Papers are arranged in the ADM 1 series list by Codes (in two series, I and II). This Code system is, in fact, a later version of the Table of Heads and Sections: Series 1 uses the 1963 Digest Table and Series II that of 1935. Copies of the appropriate Tables, and a subject index, which are now the main means of reference to this series, are included with the appropriate ADM 1 series list. The Admiralty and Secretariat Cases (ADM 116) for this period are also arranged by the same system of Codes using the 1935 and 1963 Digest Tables.

From 1952, however, the Admiralty and Secretariat Papers (ADM 1) are arranged chronologically in yearly batches in accordance with their Admiralty Branch registry designations. A key to the Admiralty Branches, and the registry codes used, is given at the front of the appropriate volume of the ADM 1 series list.

8. Appendix 1 - Table of Abbreviations

9. Appendix 2 - Further indexes and other means of reference to ADM 1

Miscellaneous indexes and registers of the Admiralty and Secretariat Papers (ADM 1) (many covering periods earlier in date than 1793 when the Admiralty and Secretariat Index and Digest begins) are in ADM 12/1-55.

For example, there is a nominal (officers' and ships' names) and subject index to Admirals' Despatches for 1711-1793 (ADM 12/1-4), an index and digest to Admiralty in-letters from Public Offices for 1802-1807 (ADM 12/29-34), and a nominal and subject index to Admiralty in-letters for 1807-1809 (ADM 12/48 -51). Some of these indexes were experimental, being compiled in the search to develop the best possible Index and Digest. The references they provide cannot now be related directly to the arrangement of the documents in ADM 1.

The series of Officers' Services: Indexes and Miscellanea (ADM 10) includes a nominal index to the writers of Captains' Letters from 1693-1792 (ADM 10/8). This index volume has at the front a key to the location of these letters in ADM 1/1435-2733.

The Index to Captains' Letters is continued for the period 1793-1815 in four volumes available at The National Archives. However, the Index extends only to the letter P and, for that letter, only to 1812. It provides full references to the original documents in ADM 1a.

Various other means of reference to sections of the Admiralty and Secretariat Papers (ADM 1) are contained in the following volumes held in the Open Reading Room:

Miss EHB Fairbrother's Indexes and Lists I. Descriptive lists, including some officers' names

Miss EHB Fairbrother's Indexes and Lists II

In-letters relating to the Royal Naval College, Portsmouth (1808-1836)