How to Search the U.S. National Archives Online Catalog for Genealogy
Elevenses with Lisa Episode 40 Show Notes
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!
The National Archives is a wonderful resource of unique genealogical records. Though the archives are closed, the website is open, and it’s a great place to search for records and prepare for future genealogy research trips.
The National Archives website and online catalog can be a bit mystifying. If you’ve ever tried to search it and wound up frustrated, you’re not alone. This is often the case because the nature of the archives and the search function of the online Catalog are not genealogically focused. Armed with an understanding of how and why it is set up the way it is, and the know-how to search, refine, and download documents, you’ll be ready to add it to your genealogy toolkit.
In this video episode and article, we’ll be answering important questions such as:
- What kind of genealogy records can be found at the National Archives website?
- Which genealogy records are not available at the National Archives?
- How do I search for records at the National Archives online Catalog?
- How can I retrieve only digital items from the National Archives Catalog?
- How can I get better search results in the National Archives Online Catalog?
- How do I download files from the National Archives Website?
- What is the Record Group Explorer?
Original Air Date: Jan. 21, 2021
Important Links:
The National Archives Website: https://www.archives.gov
Search the Catalog: https://catalog.archives.gov/
What Kind of Records Can be Found at the National Archives Website?
To understand the types of records we can expect to find we must first understand the role and mission of the National Archives. Their role is preserving and making available only the permanent Federal Government records. Some have genealogical value.
- These records are arranged as the agencies created them, so there is no master subject or name index.
- While they have 110 million + digitized pages in the Catalog, this represents just a small fraction of the holdings.
- The Catalog contains descriptions for their nationwide holdings in the Washington, DC area, regional facilities, and Presidential Libraries.
- The Catalog currently contains descriptions for 95% of the records, described at the “series” level.
- You can find basic information about the records, including size and location, from the catalog description.
- The National Archives is regularly adding more file unit and item descriptions, many of which include digital files.
Some traditional genealogy records can be found at the National Archives such as:
- Census Records
- Passenger Arrival Records (Immigration)
- Land Records
- Military Personnel Records
- Court records
- Fugitive slave cases
- Naturalization records
- Federal employees
- Applications for enrollment in Native American tribes
Most if these records are available in person. However, all National Archives locations have been closed since March 13, 2020 and remain so as of this writing.
Genealogy Records You Will Not Find at the National Archives
Because the following genealogy records are not created at the federal level, they would not be cataloged or found at the National Archives:
- Birth
- Marriage
- Divorce
- Death records
- Deeds and wills.
To obtain these records, check with the appropriate state or county.
What to do before you search the National Archives Catalog online
Before you begin your online search:
- Write down your research question.
- Decide what topic you want to browse.
- Think of possible ways your ancestor interacted with the Federal Government.
On the National Archives website they provide a great example of a research question that a genealogist might have and how it can lead to records.
QUESTION: Why did my ancestor have a significant decrease in net worth between the 1860 Census and 1870 Census?|
ASK YOURSELF: How might your ancestor have interacted with the federal government that could help explain this discrepancy?
RECORDS TO SEARCH FOR: The Bankruptcy Act of 1867 allowed many people to file for voluntary bankruptcy. The genealogists could search in the National Archives Catalog for bankruptcy AND [state where you ancestor lived during that timeframe] to see if bankruptcy records are available that could help answer the question.
How to Search the National Archives Catalog Online
There are three key types of searches you can conduct in the catalog:
- Keyword searches
- Filtered searches
- Advanced search
Let’s start with a keyword search:
- Go to https://catalog.archives.gov
- Enter keywords in the search box in the center of the page.
(If you are looking for an exact phrase using two or more words, put them in quotation marks example: “bounty land”) - Press the magnifying glass button to run your search.
- The results will be returned starting with best results at the top.
- To view a description, click on the blue title.
You can use the filters on the left side of the results page to narrow down your results.
Refine your search results by type if you know the type of material you want. Example of material type include photos, maps, or textual records.
It’s important to remember that just because the item appears in the result does not mean that it is available online. Many of the descriptions don’t include digital images of the records.
How can I retrieve only digital items from the National Archives Catalog?
You can dramatically narrow down your search results to include only digital items that you can review from home. To do this, on the search results page, click on the filter Archival Descriptions with Digital Objects. This will revise your results list so that you will only see descriptions of items with images attached.
How can I get better search results in the National Archives Online Catalog?
It never hurts to try searching by name, although many record descriptions will not name the people who are named in the records. You can improve these searches by using quotes around the entire name, or just the surname. This will restrict results to only items that exactly matches what appears in the quotes.
You’ll notice that there isn’t a specific search field for names in the National Archives Catalog. Here are several additional search strategies you can use when searching for the names of people:
- Search on the person’s full name in first name-last name order.
- Search for last name – first name within quotes
- Search on the surname only. Again you can use quotes.
- Search on spelling variations using the search operator OR. This works well when searching name variations such as: Burkett OR Burkette.
- Search on variant spellings of the first name, including “Americanized” versions.
Example: Joseph Maggio OR Guiseppe Maggio.
Again, keep in mind that most descriptions in the National Archives Catalog do not include the names of people mentioned in the record. If you know an individual participated in event, search for related keywords and look within the records. You will need to read them to see if your ancestor is mentioned.
Another way to improve your search results is to shift your focus from people to topics. This is strongly recommended by the National Archives. You are much more likely to get a greater number of results because people aren’t usually named in descriptions. Be sure to read the description carefully to see if the item will be helpful and worth requesting.
When searching topics, think about and make a list of relevant phrases and keywords. For example, when searching for Land Records, try searching for phrases such as:
- “Bounty Land”
- Homestead
- “Land Entry”
Premium Members Exclusive: Downloadable National Archives Topic Search cheat sheet (PDF)
How to Download Files from the National Archives Website
After clicking the description on the search results page you will be on the record page. If there is a digital image, it can be downloaded. Look below to see if there are additional pages. You can click to select the desired page and then click the download icon just below the image.
If you would like to download all of the images, look below the list of images to see if a compiled PDF is available. This will allow you to download and save all of the images in one convenient file.
The Record Group Explorer at the National Archives Website
The Record Group Explorer offers a unique way of visualizing and finding records at the National Archives website:
- Allows you to browse NARA’s holdings by Record Group
- Use it to get a sense of the scale and organization of records
- Explore what is available online via the Catalog
- Provides an overview of the digital scans available online within a Record Group: textual records, photographs, maps and charts, electronic records, and more.
Records are grouped by specific government agencies. Each group is represented visually in a section. The section is light blue, signifying the total volume of textual records. If a dark blue bar appears in the section, it is an indicator that some of the records are digitized. The percentage or number (depending on the view you select in the grey Record Group Explorer Tools bar across the top) of digital images will be shown.
If the section is green, that indicates that there are records online but they are not textual records. They may be items like photographs or films.
If the section is grey, there are no records available online at all.
Click a section to learn more about that Record Group and explore the records.
Record Group Highlight: Motion Pictures
The National Archives holds a surprising number of motion pictures. As you browse or search, focusing on topic will likely be more helpful than searching by name. Consider looking for your ancestors’ homes, businesses, military service, events and associated locations.
Check out Motion Picture Library Stock Shots, ca. 1953 – ca. 1959
“A series of films: 306-LSS, a group of more than 400 black and white reels of stock footage that ended up in the hands of the United States Information Agency (USIA).”
Answers to Live Chat Questions
One of the advantages of tuning into the live broadcast of each Elevenses with Lisa show is participating in the Live Chat and asking your questions.
From Sue M.: Do they hold WPA and CCC records?
From Lisa: Yes to both!
From Steve S.: Can you use the * and ? as search operators in the NARA catalog? Also thanks for de-mystifying this site! you have made it much more understandable.
From Lisa: After the show Steve did some searching and found this handy page providing additional search tips and operators supported by the website. Thanks Steve!
From Michael R.: Are the Naturalization records in the National Archives different from those in local courthouses?
From Lisa: I haven’t looked lately, but about 15 years ago I filed a Freedom of Information Act (FOIA) request and received my great grandfather’s federal naturalization paperwork. It included a photograph that was not included at the county court level.
From Lynnette B.: I had my parent’s old home movies put on DVD’s several years ago. What is the next step in making them more available? Adobe spark video? YouTube? I want to identify each person on them?
From Lisa: An easy way to get started is by making Adobe Spark Videos (see episode 16) which is free and easy. Use the Titles feature to add text explaining who is who. Uploading them to your free YouTube account channel is a super easy way to share them.
Resources
- Get My Free Genealogy Gems Newsletter – click here.
- Bonus Download exclusively for Premium Members: Download the show notes handout. (Not a Premium Member? Become a Genealogy Gems Premium Member today.)
- Premium Members Exclusive: Downloadable National Archives Topic Search cheat sheet (PDF)
Click to learn more about Genealogy Gems Premium Membership.
Trace Your Irish Ancestors with Four Historical and Geographical Tips
Let’s trace your Irish ancestors! Irish research tips are a must-have for this historically violent little island. Senior Researcher at Legacy Tree Genealogists, Kate Eakman, shares with you four historical and geographical tips to get you off to the right start.
By Jonto at English Wikipedia [GFDL (http://www.gnu.org/copyleft/fdl.html) or CC-BY-SA-3.0 (http://creativecommons.org/licenses/by-sa/3.0/)], via Wikimedia Commons
Trace Your Irish Ancestors: 4 Tips
Kate Eakman from Legacy Family Tree Genealogists
Irish research can be difficult. Although the island is small–about the same size as the state of Indiana–its violent history and many divisions makes research complicated. In addition, many United States records simply report our ancestors were from Ireland with no indication of the county of their birth. However, knowing a little bit about the history and geography can provide the necessary clues. Here are four tips that can help you trace your Irish ancestors from the United States back to Ireland.
Tip 1: Understand the Island of Ireland Today
There are two distinct political entities on the island of Ireland: Northern Ireland and the Republic of Ireland. The dividing line was drawn by England in 1922. This is an important date to keep in mind when searching for more recent Irish ancestors.
The Republic of Ireland, or Eire, is an independent nation made up of the southern 26 counties of Ireland. The Republic of Ireland is predominantly Catholic, with about 3% of the population identifying itself as Protestant. Indices and links to copies of the civil birth records for the years 1864 to 1915, marriages between 1882 and 1940, and death records between 1891 and 1965 are available for free from the IrishGenealogy website. (These records include those of the Northern Irish counties up to 1922.) Official copies can be ordered from the General Records Office in Dublin.
Map of the counties of Northern Ireland and the Republic of Ireland. Photo courtesy https://commons.wikimedia.org.
Northern Ireland, also known as Ulster, is a part of the United Kingdom–although it is self-governing like Canada or Australia. Although the counties of Northern Ireland are not officially used today, it is comprised of the traditional counties of Antrim, Armagh, Down, Fermanagh, Tyrone, and Londonderry (also known by the more traditional name of Derry). Although most Americans believe that Northern Ireland is a Protestant nation, the reality is that today there are almost an equal number of Catholics as there are Protestants in Northern Ireland. Civil birth, marriage, and death records can be ordered from GRONI (General Records Office Northern Ireland).
Tip 2: Turn to U.S. Census Records
From the 1880 U.S. Census through the 1920 U.S. Census, Irish ancestors who immigrated to the United States, or whose parents were natives of Ireland, simply reported they were natives of Ireland. However, since the 1930 U.S. Census was taken after the creation of the Republic of Ireland in 1922, it often noted the specific country from which ancestors originated.
In this sample (below) from the 1930 U.S. census, we can see John O’Reilly was born in “North. Ireland,” as were his mother and her parents. His father, however, was from the Irish Free State, or the Republic of Ireland. This information tells us where to search for John’s birth: in one of the six counties of Northern Ireland. His mother’s birth record will also be from Northern Ireland, and probably his parents’ marriage record also, since it is more traditional to marry in the bride’s hometown than the groom’s.
There is the potential that a much larger search will be necessary for John’s father’s birth record unless the marriage record can be found and it specifies in which of the 26 Republic of Ireland counties he was born.
John J. O’Reilly and his mother in the 1930 U.S. Census report. The detail shows where John was born, then his father’s place of birth, followed by his mother’s place of birth. The second line was the same information for John’s mother. Images courtesy http://ancestry.com.
If your Irish ancestor, or the child of that ancestor, is listed in the 1930 U.S. census, pay close attention to where they reported they and their parents were born. You might find a very helpful clue in that census report.
Tip 3: Look to Religion for Clues
While many people associate Roman Catholicism with Ireland, there are many Protestants living in Northern Ireland and fewer in the Republic of Ireland. Knowing your family’s historical religious preference can provide a small hint. If your family has always been Catholic it is likely they were Catholics in Ireland. However, as we have already noted, with almost all of the Republic of Ireland expressing a preference for Catholicism and about 45% of the citizens of Northern Ireland claiming allegiance to the Catholic faith, you can see a Catholic religious heritage is not particularly unique.
However, if your family history includes the Episcopal faith, or there is something that references “the Church of Ireland” in your family’s records, then your family was most likely Protestant when they lived in Ireland. You are also more likely to find your Protestant ancestors in Northern Ireland (with the understanding that there are Protestants throughout the Republic of Ireland).
If your family is or has been Presbyterian, there is a very strong likelihood your family is actually Scots-Irish with your ancestors immigrating to Ireland from Scotland, bringing their Scottish religion with them. You will find most of these ancestors in Northern Ireland.
Tip 4: Move on to Military Records
World War I (1914-1918) was particularly brutal to the Irish. More than 30,000 of the 200,000 men who enlisted were killed in this war. Songs such as “Gallipoli” and “The Foggy Dew” mourned the loss of so many young Irish men in foreign wars, especially since the 1922 Irish War of Independence followed closely on the heels of World War I.
If one of your Irish ancestors fought and died in World War I, you can find his name and more at the website Ireland’s Memorial Records. Many (but not all) of the memorials include the county in which the soldier was born, as seen below:
Memorial for John James of County Wexford. Courtesy Ireland’s Memorial Records.
Another website, Ireland’s World War I Veterans 1914-1918, has created a PDF list, updated every three months, which contains over 35,000 names of Irishmen who fought in World War I. If you know or suspect your Irish ancestor may have served in World War I and survived the experience, this is an excellent place to find a clue about his origins.
A sample of the list of those who served as created by Ireland’s World War I Veterans 1914-1918.
Although it can be difficult to find the correct place in Ireland for your family’s origins, there are some important clues, both historical and geographical, that can help you pinpoint a place to begin your search in Ireland.
Trace Your Irish Ancestors: In Conclusion
The 1930 U.S. census can provide an important clue to trace your Irish ancestors, as can your family’s religious heritage. If an Irish ancestor served in World War I, you may be able to determine the county in which he was born. A knowledge of the differences between Northern Ireland and the Republic of Ireland, as well as their location and the counties within those two countries, can help you contact the proper vital records office for those all-important vital records. So, go n-éirí leat! Good luck!
The team of expert genealogists at Legacy Tree Genealogists can help bust through your brick walls. They do the research and you enjoy the discoveries!