Preserving Old Family Letters

Stationary, envelopes, postage stamps....what am I describing? Yes, an old fashioned, handwritten letter.

Handwritten letter from Mattie to Miss Alice Reynolds dated October 25, 1903.
Located at the Houston County, Tennessee Archives

Today, most of us write emails, tweets, Facebook posts and texts to communicate with our family and friends. When was the last time you sat down and wrote an actual handwritten letter and mailed it to someone? This type of genealogy record source is what I call a "rare genealogical record source" because while the old letters still exist there are practically no new records of this type being produced.

As genealogists, what do we do with these old letters that we have in our family collections? We preserve and archive them!

Before the actual physical archiving starts, I always encourage genealogists to scan or digitize their letters and to transcribe them word for word, that way once you have physically archived them you don't need to handle them as much. Handling them with your hands can cause damage over time if the items are handled a lot.

Original envelope for letter by Miss Mary Carpenter with post mark of December 17, 1889, Erin, Tennessee.
Located at Houston County, Tennessee Archives

When archiving old letters, it is important to keep the original envelope with the letter if it has been saved. There is valuable genealogical information on the envelope that you want to save. My advice is to remove the letter from the envelope, flatten the letter and put both the letter and the envelope into an archival polyester sleeve or into an archival page protector. Store them in an archival file folder or in a 3-ring binder and keep in a dry, dark place where it is preferably as cold as possible. Heat and humidity can destroy your documents, so it is always a good idea to store your records in a cold environment.

Now, how do you find old letters in archives, libraries or any of our wonderful repositories that hold genealogical records? This task can be a bit difficult but if you are diligent you might just get rewarded.

Most old letters will be found in Manuscript Collections. These collections of records are usually arranged by subject, surname or with titles such as "John Doe Papers 1871-1922". Once you have identified a collection that interests you, then you need to look at the finding aid. The finding aid is a document that is produced by the archivist and is an outline of what the collection is all about and will include a list of what is contained in each box. Most of the time the box list is not detailed by what each piece of paper is in each folder but rather it will say "Folder #1: Correspondence 1871-1888". You will have to open the file and read through the correspondence to see if there is anything of interest to your research.

Greeting card with letter sent to Mrs. W.T. Smith of Erin, Tennessee dated 1919.  Notice how small this letter is next to this cell phone. Located in the Houston County, Tennessee Archives

Lastly, let's not forget postcards! Our ancestors were avid users of postcards of all kinds. The preservation methods described earlier in this blog can be used with postcards. Also, postcards will be found in Manuscript Collections the same as old letters. Postcards come in all shapes, sizes and kinds. There are even postcards made from photographs. If you are looking for a photograph of your ancestor, just maybe there is one out there that is on a postcard. 

Postcard to Master Marshall W. Wynns in Erin, Tennessee from L.F.J.

        Located in the Houston County, Tennessee Archives

While the art of letter writing is no longer in fashion, we as genealogists have an opportunity to peer into our ancestors lives by reading their wonderful letters. The information that could be contained on our ancestors letters help us to put "meat on the bones" of the ones we are researching and helps their story come alive!


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Preserving Old Family Letters: Tips From an Archives

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Preserving Pressed Flowers

Many genealogist's have inherited their family member's documents, books, photographs and other genealogical materials. When it comes to the books we have inherited, I hope that everyone reading this blog post takes the time to search through all the books you are given to make sure to retrieve any scrap of paper, newspaper clipping, photo or pressed flowers that your family member put in those books. Even if the books you received are not genealogical in nature, search through them anyway. You just never know what you might find in their pages.

Now, let's talk about preserving pressed flowers. Most of the time when a genealogists encounters these items in books they are brittle, fragile and falling apart. It can be a challenge to remove these items in one piece and transfer them to a medium that will protect and preserve these precious family items.

First and foremost, make sure your hands are clean and free of any lotions or hand creams. The chemicals in these lotions can adversely affect the pressed items. There is no need to wear gloves, in fact, it is preferred that gloves not be used in this instance. The reason being, when gloves are worn, they remove the textile sensation you need to feel the items. It is important to feel how you are handling the items so that they are not damaged.

Example of Pressed Flowers

If you don't feel comfortable picking up the pressed items with your hands, use a plastic or rubber spatula. Do not use metal spatulas as their sharp edges could damage the items. Be sure the head of the spatula is as big as the item so that all if it can be picked up and transferred at the same time. An ordinary kitchen egg turner or spatula that you already have will do just fine for this project. If you find that any part of the item is stuck or adhered to the page, gently use the spatula to separate the item. I have found that most of the time pressed flowers and leaves are not stuck to pages but can be removed quite easily.

Two options that I can recommend preserving and protecting your pressed flowers, leaves and ferns are:

Specimen Mounting Boxes

These boxes are easy to use and can be purchased at any of the online archival materials stores (see list below), the local hobby store, taxidermy stores and at Amazon.com. These types of mounting boxes are used for pressed flowers, leaves, preserving butterflies and other zoological items. These boxes are great to use if you plan to display the items.

Example Specimen Mounting Box from Gaylord Archival

Suspension Boxes

These boxes are also easy to use and will protect the pressed items once they are removed from the books. These boxes can also be purchased at any of the online archival materials store and at any hobby store. The clear, polystyrene box has flexible membranes in the top and bottom which conform to the item, holding it firmly in place. The nice thing about these particular boxes is they can be held and the items inside can be viewed from all sides. These suspension boxes also come in many different sizes to accommodate the different sizes of flowers, leaves and other pressed items.

Example of Suspension Boxes from Gaylord Archival

Remember, your ancestor or family member took the time to lay those flowers, leaves and ferns in books to be pressed. They were making a day of remembrance, remembering a family member or just appreciating the foliage itself. These items meant something to them at the time and it should mean something to us today. Sadly, many times there are no notes or writings to tell us exactly why our ancestors pressed these items. We are left to guess at their significance but what we can do is preserve and protect them for future generations to enjoy.

Archival Material Websites

Here is a listing of online archival materials stores. They all have online catalogs and paper catalogs that can be sent to your home. Also, be sure to sign up for email notifications because they periodically have sales and will send out email notifications:

Gaylord Archival
http://www.gaylord.com/

Hollinger Metal Edge
https://www.hollingermetaledge.com/

Light Impressions
http://www.lightimpressionsdirect.com/

University Products
https://www.universityproducts.com/

Brodart
http://www.brodart.com/


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Our Ancestors and Their Gardens

As the Summer begins and gardens are being planted, have you thought about your ancestors and the gardens they planted?

Many of our ancestors were farmers and had fields and fields of crops. Then there are those of us that have ancestors that lived in the city and were lucky to have a potted plant.

Whatever our ancestors planted, harvested or just enjoyed, are we documenting it?

During this Summer, why not take the time to add to your genealogy the types of crops your ancestors raised, the different flowers that were in their home gardens and all the different kinds of vegetables and fruits they grew for the family table. Did they grow prize winning roses or beautiful tulips?

Maybe your ancestors planted "Victory Gardens" also called "War Gardens" during World War I or World War II. Victory Gardens were vegetable, fruit and herb gardens planted at homes and public parks in the United States, United Kingdom, Canada and Australia. These gardens were used to relieve the strain on the public food supply. These gardens were also considered a morale booster for those on the home front, especially those that had family members off fighting the war.

My Mother grew up in Ohio and she often told me about the cherry trees that her father, Forrest Cecil Bartram, grew in their yard. I have documented this fact in my genealogy research. This same Grandfather retired from Goodyear Tire after over 40 years of service and moved with his wife and my Grandmother, Ida Kathryn (Drummond) Bartram, to Cocoa Beach, Florida where they raised all kinds of fruit trees. This was the first time I had ever heard of and tasted a kumquat. For the record, I don't like kumquats! LOL!

So, as we begin the Summer, take time to document your ancestors gardens!


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Where are the Moonshine Records in the Archives?

Yes, you read that title correctly, "Where are the Moonshine Records?"

Working in an archive, in the South, one question I get A LOT is:

"Where are the Moonshine Records?"

Unfortunately, there may not be a set of records in an archive titled "Moonshine Records". But there are records that can be searched that can provide a genealogist with information about their ancestor and the part they played in the moonshine business.

Photo of police car full of moonshine, ca. 1962, Houston County, TN. Archives

Court Records

Many times our moonshine ancestors got caught! When they were caught distilling moonshine, transporting moonshine or selling moonshine, they ended up in court. Searching local court records is a great place to find our moonshine ancestors. Moonshine was a criminal act and would have been heard in criminal court.

Local Police Records and Mug Shot Photographs

Many of our local archives have been able to preserve old police records and mug shot records. Finding your moonshine ancestor on a police report detailing the incident would add to your ancestor's story. Finding a mug shot of that ancestor would be priceless! Unfortunately, these types of records are not as prevalent as court records but something to keep in mind when researching your moonshine relatives.

Photo of moonshine still, ca. 1959, Houston County, TN. Archives

Newspapers

If your ancestor was caught in the act by the police, it could have been big news in a small town! Searching newspapers for stories about the police catching local moonshiners may just be what you need to find your ancestor. Seems the police like to have their pictures taken with that trunk full of moonshine or with that discovered moonshine still and then it was published in the paper.

Oral Histories

Many of our local archives have collections of oral histories by local residents. These oral histories usually include the persons recollections of the people, places and events that happened locally. It is quite possible the person who was being interviewed could have mentioned the "local moonshiners" of the area. Oral histories can be found as a typed interview transcript or as an audio or video recording of the person.

Oral histories on DVD, Houston County, TN. Archives

So, the next time you are faced with trying to find "Moonshine Records" for your ancestor, check out the local court records, newspapers, police records and oral histories. These records just might help you document your ancestor's moonshine antics!



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Using Archives to Fill the Gaps in Your Ancestor's Timeline

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Do you have gaps in your ancestor's timeline? Using archives and the records they hold can fill in those gaps. Learn about unique records that are found in archives that will help to tell your ancestor's story and add information to your ancestor's timeline.

Researching Behind Closed Doors in the "Stacks"

Genealogists are always looking for new, unique or unknown record sources to research in to find their ancestors. One of the best places to find these types of records is in an archive. An archive could be a county archive, a state archive, historical society, genealogical society, university archive or even a museum. Anywhere genealogical and historical records are stored and preserved is considered an archive.

"The Stacks" in an Archive

A popular phrase that a genealogist might hear in an archive is “The Stacks”. According to the Society of American Archivists Glossary of Archival and Records Terminology (https://www2.archivists.org/glossary), the word stacks is defined as “an area where materials are stored, especially an area furnished principally with shelving”. The area where the stacks are located is usually behind closed doors and not visible by the genealogist in the research area of the archive.

So, what kind genealogy records can be found in the stacks?

·      Manuscript Collections: These collections of records are some of the most valuable and useful records to the genealogist. The archive should have an index of their Manuscript Collections either in paper form, on their website or on an in-house computer. Once you have found a specific collection that you want to look at, for instance maybe the collection is entitled “The John Smith Papers 1648-1772”, ask to see the Finding Aid. The Finding Aid is a document that is a box-by-box, folder-by-folder description of what is contained in the specifically named collection. Be aware that each and every document, photograph or record is not individually named in the Finding Aid. You will probably have listings that look something like, “Box #1, Folder #3: Correspondence 1762-1772”. If you feel that there could be something in this folder of interest to your research, then you can request that the folder be pulled so you can examine it. 

Houston County Irish Celebration Manuscript Collection, Houston County, TN. Archives

·       Vertical Files: This collection of records, sometimes called Subject Files, are a hodge-podge of individual documents stored in file folders and then in filing cabinets. These filing cabinets are sometimes found in the research area of the archive but many times they are located in back rooms among the stacks. Vertical Files can include obituary clippings, family genealogies, family group sheets and other various unique documents. The records found in vertical files are normally donated records or records found during the archiving process that do not belong to any other larger collection of records. There should be an index to the vertical files that could include surnames, subject names or location names. This collection is a great place to find records that are not microfilmed or digitized.

Vertical Files, Houston County, TN. Archives

·       Loose Records: Loose records are considered the “working papers” or “accompanying paper work” to records that are in bound volumes. Loose records, many times, can hold additional information and fantastic discoveries for the genealogist. It is always a good idea to ask the archivist about loose records in their collections. Some examples of record collections that could have loose records associated with them are court records, marriage records and probate records.

Loose Court Records, Houston County, TN. Archives

These three types of records that are found in the stacks is just the tip of the genealogy iceberg when it comes to records stored behind closed doors. The best way to find out about what records are available is to talk to the archivist and staff at the archives. Ask them about the records that are housed in the stacks and see if they have an index or finding aid that will help you know if the records are important to your research.

The next time you are visiting or contacting an archive, ask about “The Stacks”.

REMEMBER: IT'S NOT ALL ONLINE, CONTACT OR VISIT AN ARCHIVE TODAY!

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