As an archivist working in a county archives every day, I get asked lots of questions about researching in archives and records preservation. Most questions come from my favorite people: genealogists! In celebration of Ask an Archivist Day, here are the top 5 questions I get asked as an archivist–and my answers.
Today is “Ask an Archivist” day on Twitter, so Lisa asked me to share the top 5 questions I am asked all the time. Let’s jump right in!
Top 5 Questions I Get Asked as an Archivist
Archivist Question #1: What kinds of records can I find in an archive?
This is a great question that I never get tired of answering! Every archive is different in what records they have in their collections. That is why it is very important for genealogists to contact the archive and ask them about the various records they have available. I can tell you that archives have records that are unique, not online and just waiting for the genealogist to discover them. You can find records like photographs, oral histories, scrapbooks, store ledgers, and so much more.
Archivist Question #2: Why do I need to wear gloves when handling photographs?
When handling photographs, archivists almost always ask researchers to put on a pair of gloves. The reason for this is because the oils and dirt on our hands can transfer to photographs and will eventually damage the photographs. Wearing gloves ensures that damage will not occur but genealogists still get to enjoy holding original family photographs.
Archivist Question #3: What is a finding aid?
A finding aid is the “road map” to a manuscript collection. The finding aid lists what is contained in the collection and is arranged in a folder-by-folder, box-by-box listing. When accessing manuscript collections at any archives, the finding aid will help the genealogist know what is in the collection.
Archivist Question #4: Are there family histories in the archives?
Yes! Family histories are found in archives. Many of these family histories are in the form of family group sheets, compiled family histories, and even whole collections of family histories that have been donated to the archives. These family histories can be found in the vertical files collection or manuscript collections. When doing research at an archive, genealogists need to ask the archivist about family histories.
Archivist Question #5: Why aren’t all records in the archives digitized and online?
This is a question that I get all the time by genealogists who can’t travel to the archives but want to see the records. I wish all the records in all archives could be magically digitized and put online but the truth is that it takes money, equipment, and staff hours to digitize the vast amounts of records that are in all of our archives. While there are more and more records coming online every day, there are still records that may never be online and will need to be accessed at the archives.
Learn More from The Archive Lady
Jennifer recently wrote in with a question about how to archive family history documents. My answer in this blog post will help you care for your precious possessions, too. Then, listen to the Genealogy Gems Podcast to hear more from me, The Archive Lady!
Elevenses with Lisa is our little slice of heaven where friends get together for tea and talk about the thing that never fails to put a smile on our face: Genealogy!
Are you ready for a year of successful genealogy? Learn how to develop an effective research plan, and preserve and protect your genealogy. Keep reading for the show notes that accompany this video.
10 Questions to Rate Your Readiness for Genealogy Success
1. Have you selected a place to start?
I started learning how to play the guitar in 2020. I began with an online course to learn the basics, and I picked one song that I really wanted to learn how to play.
For three months I worked my way through the course and played that song over and over every day. This resulted in two things: I learned how to play the song, and my husband took a blow torch to my guitar! (Just kidding.)
At the end of those three months I had several weeks where I just didn’t feel I was making any progress at all. I practiced every day, but I wasn’t getting anywhere.
It turns out that I had reached my initial goals – I knew the most popular chords, had memorized the Pentatonic Scale and could play the song Crazy On You for a captive audience in my home. However, I had not stopped to identify my next set of goals. Therefore, stagnation set in.
In an effort to restart my learning and success trajectory, I spent an evening looking through my record collection and I made a list of 6 of my favorite songs. Then I put them in the order I wanted to learn to play them. Most importantly, I identified which one was my top priority to learn. Once I did that, I knew exactly how I was going to spend my practice time.
It sounds simple, but finding and deciding on the place to start (or restart) is really easy to miss. When it comes to genealogy there’s always a bright shiny object online ready to gobble up a few precious minutes, or hours, or days! Having a predetermined project goal in mind will help you get down to business faster and keep you from wandering aimlessly.
2. Have you developed a project research question?
Once you know what your project will be, it is time to formulate the general question. In other words, what is the question you are trying to answer?
In this episode I shared the family story that had been handed down the McClelland family about their ancestor Washington McClelland. The story went like this: “He immigrated to the U.S. from England. He was working on the railroad when he met a girl in Idaho. She became pregnant. They married. He converted to the LDS church. They raised a family together.”
The general research question was “is this story true?” That’s a big question, and one that we’ll break down further in question #3.
Genealogy Gems Premium Members can learn more about formulating research questions by watching the segment HowAlice the Genealogist Avoids the Rabbit Hole Part 1 in Elevenses with Lisa Episode 2. It’s available in the Premium Videos area of the Genealogy Gems website. Don’t miss the downloadable handout! You’ll find the link under the video. (Learn more about becoming a Premium Member here.)
3. Do you have a Research Plan for your genealogy project?
The general project question can usually be broken down into several bite-sized actionable questions. In the example of “Is the story about Washington McClelland true?” we can break that question down into several questions:
Where exactly was Washington from in England?
When did he come to the United States?
Why/how did he end up out West?
Did he work on the railroad?
When and where did he marry?
When was their oldest child born?
Did he join the LDS church?
And many of these questions can likely be broken down further. These more focused question help provide the framework for the project’s research plan. They can then be re-sorted so that they follow a logical progression of answers.
The next step will then be to identify and prioritize the sources (records) that are likely to provide the necessary relevant evidence. Then determine the order in which you will locate each identified record. Finally, add where you think you can find the records to the plan.
4. Do you have the research forms you need?
There are many different types of genealogy research forms: research logs, blank record forms, checklists, just to name a few.
Research logs are great for keeping track of your research plan progress. Blank record forms (such a blank 1900 U.S. Federal Census form) are very handy for transcribing the pertinent information for analysis. And checklists (such as a list of all types of death records) help ensure that you don’t miss and records, and you don’t look for the same record twice!
Free Genealogy Forms at Family Tree Magazine
Family Tree Magazine offers a plethora of free genealogy forms. You’ll need to register for a free website account to download the forms.
Having an organizational system in place takes the guesswork out of where things should be filed, making it much more likely they will actually get filed. It also ensures that you’ll be able to put your hands on your records whenever you need them.
Here’s a secret: There is no one perfect filing system. The most important thing is that it makes sense to you and that you are consistent in how you use it.
In Elevenses with LisaEpisode 6 (available to Premium Members) I cover step-by-step the system I developed and have used for over 15 years. I’m happy to report I’ve never lost an item. (Whew, what a relief!)
As you work on your genealogy research you’ll find there are two important tasks you will be doing often:
Storing items that you have not had a chance to work on yet (I refer to these pending items as “to be processed.”)
Storing items that need to be filed. (Let’s face it, we rarely want to stop in the middle of an exciting search to file a document.)
Not having a way to store these two types of items leads to clutter and piles on your desk. Here’s my simple solution:
Place a “to be filed” basket next to your desk.
Create a “Pending” tab in each surname 3-ring notebook (if you use my system.) The beauty of the surname notebook Pending section is you have a place to put documents (out of sight) that are associated with a specific family. When you’re ready to work on that family line, grab the notebook and jump to the Pending section to start processing and analyzing the previously found records.
7. Do you have the supplies you need on hand?
Make sure that you have a small quantity of all of the supplies you need for the filing and organization system you are using.
Here’s what my shopping list looks like:
3” 3-Ring View Binders
(allow you to customize covers & spines)
1” 3-Ring View Binder
1 box of Acid-Free Sheet Protectors
3-Ring Binder Tab Dividers
8. Have you settled on a file naming scheme?
How to name digital genealogy files is something we all struggle with. Good intentions don’t make the job any easier. Take a few moments to nail down the basic naming scheme you will commit to follow. I say basic, because there will be times when you’ll need to modify it to suit the file. That’s OK. But always start with the basic format.
Here’s what my basic file naming format looks like:
Year (will force chronological order)
First Name (filed in surname folder)
Location
Example: 1920_robert_m_springfield_oh
Notice in my format I don’t usually include the surname. That’s because I file in surname folders. Notice that I said “usually.” That’s because we are always free to add on additional information like a surname if we think it will prove helpful. For example, if I anticipate that I will have a need to share individual files with other researchers or family members (rather than the entire folder) then I will add the surname so that the person receiving the file has the pertinent information.
8. Are you prepared to make copies?
Protecting and preserving our genealogy for generations to come is a top priority for most genealogists. All of us at some time have worried about what would happen if a website that we upload our content to goes out of business or sells out to another company. Now there is a new reason to take a few extra steps to ensure you don’t lose access to your genealogy data.
Recently, According to Buzz Feed, on Jan. 9 the largest cloud-hosting service notified a large social media network with millions of users that it would be cutting it off from its cloud hosting service. According to the Wall Street Journal, “other tech partners also acted, crippling operators.”
Now we must add to the list of concerns the possibility that a genealogy website we use might be cut off from web hosting. How might this type of action impact our personal family history that we share on websites? Many companies that provide access to millions of historical records and likely house a copy of your family tree and your DNA test results use the same cloud hosting service. In fact, it’s hard to find a company out there that isn’t tethered to it in some way.
My research showed that both Ancestry and FamilySearch have been featured on their website in case studies and blog articles:
The bottom line is that our family history is our responsibility to preserve and protect. While we can benefit from sharing copies of it online, putting all our genealogy eggs in only the online basket puts it at risk because we don’t have control.
While I love the idea of going paperless and I’ve been striving to do that in recent years, I’m changing my tune on this. For several years I’ve been strongly recommending that you get your own genealogy software on your own computer and use it as your master database. All online family trees are simply copies. Many people, particularly those who rely solely on FamilySearch often wondered why I was so concerned. The events of this week make my point and put an exclamation point on the end of it.
Making digital and paper copies of your data is a simple strategy you can put in place today. This means regular print outs of your tree, family group sheets, and the most important genealogical documents. I keep mine in a portable fireproof safe.
We can also make digital copies as well. For example, last year I had all my old home movies transferred to digital and they are stored on my computer. I went the extra step to get copies on DVD and I also copied the digital files onto a terabyte hard drive that is in the fireproof safe.
Remember, your computer is connected to the Internet. If you’ve ever woken up to a Windows update, then you know that tech companies can make changes to your computer. Having your own paper and digital copies are just extra insurance that certainly can’t hurt.
Here’s a checklist of things you can put in place today:
a good printer
extra ink
a stock of paper
a portable terabyte hard drive
Ideas for saving paper and ink:
Print only the most important documents that might be more difficult to replace.
Focus your printing on direct ancestors.
Print in draft mode (depending on the document) and / or black and white to save ink.
Make double-sided copies.
When possible, add two documents to each side of the paper so that one piece of paper holds 4 documents.
9. Is your computer backed up to the Cloud?
I use and recommend Backblazefor computer cloud backup. They have their own storage facility. Here’s what their storage pods look like:
Image courtesy of Backblaze.
I am also an affiliate of Backblaze so I appreciate when you use my link if you decided to make a purchase. I will be compensated at no additional cost to you, and that supports this free show. https://www.backblaze.com/landing/podcast-lisa.html
Learn more: Premium Members can watch the Premium video Your Guide to Cloud Backup and download the PDF handout. You’ll get answers to questions like:
What is cloud backup?
Why should I use cloud backup?
How does cloud backup work?
Is cloud backup safe?
What should I look for when selecting a cloud backup service?
My personal cloud backup choice
10. Have you scheduled ongoing education time?
Pick one area you want to improve your genealogy skills and knowledge and make time each week to learn something new about it.
Thank you for making Elevenses with Lisaand Genealogy Gems one of your places for genealogy learning, laughing and getting refilled!
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Recap:10 Questions to Rate Your Readiness for Genealogy Success
Have you selected a place to start?
Have you developed a project research question?
Do you have a Research Plan for your genealogy project?
Do you have the research forms you need?
Have you established Your Filing System?
Do you have the supplies you need on hand?
Have you settled on a file naming scheme?
Are you prepared to make copies?
Is your computer backed up to the Cloud?
Have you scheduled ongoing education time?
Elevenses with Lisa Archive
Premium Member have exclusive access to all of the archived episodes and downloadable handouts. Visit theElevenses with Lisa Archive.
Let us know if you found this video and article helpful. I’d also like to hear from you about the topics you would like to learn more about in future episodes. Thanks!
Finding marriage records doesn’t have to be difficult. Let us share with you some top tips for locating those hard-to-find marriage records using the FamilySearch marriage record collections this week. Other new and updated record collections include Leicestershire county family history records and Jersey Church of England parish records.
United States – Marriage Records
Harvey Hall and Edna Selby, 1886, Cameden County, Missouri. Photo courtesy of Sunny Morton.
The following states have had their marriage records updated at FamilySearch.org:
We know you know are familiar with how to use these marriage records, but maybe you have had trouble finding the marriage records you need. Here are 3 top tips you could try when searching for marriage records on FamilySearch.org:
1. Search first by the groom’s full name and then the bride’s full name, separately. In this way, if one of them is indexed incorrectly, you may be able to find their marriage record after all.
2. Search only by last name’s and location (county and/or state).
3. Search the states around your targeted state. Sometimes, it was easier to marry in a different state due to marriage laws. Like in the case of Ohio, it was common to go to Kentucky to marry because there was no time requirement between the time of the marriage license and the wedding.
Here is a quick video tutorial showing you exactly how to use these tips!
England – Jersey Church of England Marriage Records
Ancestry.com has also added records to their collection titled Jersey, Church of England Marriages, 1754-1940. The pre-civil registrations typically include the name of the bride and groom, the date of the marriage, and the parish of origin or residence of both parties. Sometimes the occupation of the groom is included or the parentage of the couple. After 1842, the registers of the parishes are all written in a standard format and record further details including the age, status, place of residence, place of birth, occupation, name of father, and father’s occupation.
United Kingdom – Leicestershire & Rutland County – Family History Records
Findmypast has just launched the first phase of a new landmark collection for five centuries of historic records for Leicestershire and Rutland counties. Over 3.5 million records dating back to the reign of Henry VII are now available online.
This new archive spans the years 1490 to 1991 and includes beautifully scanned images of original handwritten documents. When complete, the collection will be the largest online repository of Leicestershire family history records in the world.
There is a variety of documents, including parish records of baptisms, marriages, burials, wills, and probate records dating back to 1490. Also, millions of electoral registers spanning the years 1710 to 1974.
These records cover the ancient counties of Leicestershire and Rutland. However, as some of the collections are drawn from different jurisdictions or were subject to boundary changes, some areas now beyond today’s boundaries, such as Little Bowden and Over and Netherseal, are also included.
Some famous individuals appear in the records like:
The parents of the Elephant Man, Joseph Merrick which can be found in an 1861 marriage register from the parish of Thurmaston.
More on Finding Marriage Records
To learn even more about researching marriage records for family history, listen to Lisa’s free podcast episode titled Using Marriage Records in Family History. This episode is part of a series called Family History: Genealogy Made Easy. This specific podcast is all about marriage records and how to find and utilize them for your research.
If you have not yet taken the opportunity to engage with Genealogy Gems through our free podcast, please join us. You can find the free episodes listed here.
For further in-depth tips and techniques, subscribe as a Premium Member and enjoy the Premium Podcasts just for members! There is always something more to learn in the world of genealogy and we want to share it with you.
Disclosure: This article contains affiliate links and Genealogy Gems will be compensated if you make a purchase after clicking on these links (at no additional cost to you). Thank you for supporting Genealogy Gems!
Once again, this week’s newest genealogical records to come online don’t disappoint. As I compiled this list for you this week, I jumped with joy as I discovered records that confirm the stories of my youth.
Like many families, mine is complicated. After my paternal grandparents divorced in 1956, my grandmother married her ex-husband’s brother in 1958.
Uncle Elzie and Grandmother Pauline Moore
Elzie Moore was not only my great uncle, but my step-grandfather (if there is such a thing.) As a child all I knew was that I was lucky to have what amounted to three grandfathers, although we respectfully called him “Uncle Elzie”.
This photo very much represents how I remember him:
Pauline and Elzie Moore Thanksgiving 1974
He was devoted to my grandmother and ready to help whenever needed.
But well before I was born, he was ready to help his country when Pearl Harbor was attacked in 1941.
Elzie Moore in 1941.
He didn’t talk much about it, but I remember the day I was sitting on his lap examining his face. I asked him about the prominent scar on the side of his chin. He laughingly told me a variety of wild hair-brained stories as to how he got it. He then simply and quietly told me he had been shot during the war. That was that.
The story was later confirmed by my dad, who went on to explain that was just one of several wounds Uncle Elzie sustained through a heroic career.
And now, so many decades later, the details from the records themselves appear on my screen. In the WWII Hospital Admission Card Files released this month by Ancestry, I discovered not one but three different admission records.
The first was the admission record for that chin injury. He was admitted to the hospital in July of 1944 for a facial wound by a “bullet, missile” sustained in battle. He was discharged in September 1944 and sent back to the front line.
WWI Hospital Admission Records at Ancestry.com
The next record was an admission in November 1944 (although there appears to be a discrepancy in the transcription because the discharge date is listed as May 1944.) This time his injuries were shells and fragments to the thigh, buttock and hip in battle.
When working with these records it’s important to closely examine the service number listed. The third record had also matched “Elzie Moore” which you wouldn’t think was a common name. However, closer inspection revealed a different service number – he was not the same man.
Check the service number to confirm you have the right person.
Though the man himself rarely spoke of his service, the genealogy gems I found today in the records speak volumes. I’m grateful to have more of the story behind the “Purple Heart” inscription that appears on his grave marker.
Elzie Cecil Moore grave marker
I hope this week’s list below brings you new genealogy gems!
“The Household Examination Books are the primary source for researching the lives of individuals and families throughout the Parishes of Sweden, from the late 1600’s until modern times. The books were created and kept by the Swedish Lutheran Church which was tasked with keeping the official records of the Swedish population until 1991.
Each book or series of books represents a 3-10 year period of time within a parish. Every year until 1894 the Parish Priest would visit each home and test each individual’s knowledge of the catechism. They would also collect information about birth dates, marriages, deaths, where people had moved to or from, etc. Each year the priest would come back and update the information of the previous year, noting changes within the population of the home. After 1894 the examinations were less focused on doctrinal knowledge and more focused on enumerating the Swedish population.”
The British Newspaper Archive
“This week we are delighted to welcome 71,598 additional pages to The Archive, as well as five brand new titles. Two of these titles, the Wakefield Express and the South Notts Echo, originate in England, while the other three, the Leinster Reporter, the Carnarvon and Denbigh Herald, and the Times of India are spread out across Ireland, Wales and India respectively.”
Leinster Reporter
Years added: 1897-1925, 1927-1928
Caernarvon & Denbigh Herald
Years added: 1850-1872, 1874-1877, 1897
Times of India
Years added: 1861-1865, 1867-1888
Wakefield Express
Years added: 1879, 1892, 1897-1898, 1902, 1911, 1918
South Notts Echo
Years added: 1919-1923, 1927-1939
What Have You Found this Week?
Did you find some genealogy gems in any of these new records? We’d love to hear your story. Please leave a comment below.
And if you enjoyed this article we’d be grateful if you shared it on Facebook and other social media to help other family historians. You’ll find convenient sharing buttons at the top of this article. Thank you!
Learn More from The Archive Lady
To learn even more about researching marriage records for family history, listen to Lisa’s free podcast episode titled 
