Genealogy Research Behind Closed Doors

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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Removing Metal Staples, Paper Clips and Rubber Bands from Genealogy Records

Working in an archive on a daily basis, there is a lot of time spent removing staples, metal paper clips and rubber bands from documents. Why do archivists remove these items from documents? Because they cause damage and sometimes so bad that it can not be repaired.

• Staples: A stapler is a common office supply that every genealogist has and uses. Using staples to fasten multiple pages of documents together has been in use since 1877 when Henry R. Heyl filed the first patent for the stapler. The metal staples, however, can cause damage to genealogical records. The staples will rust and leave stains on documents and that rust can eat away at the paper. It is highly recommended that all genealogists remove all staples from their documents, ephemera and memorabilia. In place of staples, use plastic paper clips.

Rusty Staple

• Metal Paper Clips: Another hazard to genealogy records are metal paper clips. Many of our ancestor's records are held together with metal paper clips. The metal will rust over time and stain the documents in such a way that can not be repaired. If the metal paper clips have been attached to the documents for a long time, they may be even be stuck to the documents. Remove all metal paper clips very carefully and replace them with the recommended plastic paper clips. 

Rusty Metal Paper Clip

• Rubber Bands: These types of fasteners are not used near as much as staples or metal paper clips but they can be just as destructive, if not more. Rubber bands that are wrapped around stacks of documents, old letters or photographs is a disaster waiting to happen. Over time, rubber bands will deteriorate and actually rot. They will stick to whatever they are touching and cause damage. Also, if rubber bands are wound tightly around a stack of old letters the pressure can cause damage to the letters. Do not use rubber bands under any circumstances. If something is to be wrapped around a stack of documents, old letters or photographs, use soft string or yarn loosely around the stack. Better yet, put the items in an archival box, folder or envelope.

Rubber Band Stuck to Document

A lot of time is spent on researching and collecting records on our ancestors. Using items like staples, metal paper clips and rubber bands that can cause damage to these records needs to be avoided at all costs. Future generations will be grateful for the efforts made to preserve those family records.

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

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Organizing Your Genealogy Research, Tips from an Archivist

Happy New Year!

It's hard to believe it's 2019!

I am excited about a New Year for genealogy research and being the archivist at the Houston County, TN. Archives. I am looking forward to meeting all the genealogist that will walk through the archives door, call me on the phone or send me an email with their genealogy research questions. Helping genealogists is the best part of my job as an archivist.

I am also looking forward to the opportunities to speak, teach and write about researching in archives and records preservation. I love teaching others about archives research and the best practices in preserving your genealogy research.

Today, I would like to talk about organizing your genealogy research. Many of you will make New Year's Resolutions that will have something to do with organizing genealogy research and records. Many of you will decide to go totally digital, many of you will try to eliminate piles of papers and many of you have tons of photographs to scan and organize.

Houston County Highway Dept. Records Before Organization

In an archives, organization is very important and something I do on a daily basis as I process the records in my care. If I don't use the proper methods to process record collections, they won't be in a form that can be used by genealogy researchers. Also, using archival safe materials is essential to protecting and preserving original documents so they will be around for the next generations of genealogists to enjoy.

There are all kinds of ways to organize your genealogy research, I will leave the method you choose up to you. I would like to give you three tips to help the organization go more smoothly and hopefully help you to not become overwhelmed during the process:

Choose an Organization Method that Works for You and be Consistent

It's true, there are many methods and ways to organize your genealogy research. You can talk to 10 people and get 10 different methods of organization. I always tell genealogists to figure out the method that works for you and just be consistent in implementing it. An organizational method that works for me may not work for you and that's okay! If you don't like the organization method you are using, most likely you won't stay very organized. So, find what works for you and be consistent in using it everyday.

One of the best books out there to help you organize your genealogy records Organize Your Genealogy: Strategies and Solutions for Every Researcher. It's actually on SALE at Amazon TODAY!

Here are the links:

Paperback: https://amzn.to/2R81HyL
Kindle Version: https://amzn.to/2Asv4Sh

Take Small Bites

There is a saying that goes something like this "How do you eat an elephant? One bite at a time." This is also true for tackling the job of organizing genealogy research. Don't try to do it all in one day. You will get overwhelmed and discouraged if you try to take on too much at one time. In the archives, when I have a large records collection to process, I take it slow and steady. It might take me a few days or even a few weeks to complete the processing of a large records collection. I have one particular collection right now that has taken me a couple of months and I am still not done. The reason I take my time is because I want to process the collection properly so when genealogists want to use the records collection, it is organized and easy to find what they are looking for. So, don't try to organize everything as fast as possible. Take your time, you will be glad that you did.

Use Archival Materials

As an archivist, I can not emphasis this tip enough. I encourage everyone to use archival file folders, archival sheet protectors and archival boxes for all genealogical documents. Even if you have decided to go totally digital, I am sure there will be some original records that you will want to keep and preserving them should be at the top of your organizational list. Many of the documents we own as genealogists are one-of-a-kind and should be protected for future generations to enjoy.

Archival Materials Used in an Archives, Houston County, TN. Archives

The online archival material business are now advertising their 2019 catalogs. You can access their materials online or you can request that a catalog be mailed to you, here are links to their websites:

Online Archival Supply Stores:

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

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

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

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


Following these three tips as you organize your genealogy research will hopefully make the process more enjoyable and you won't get overwhelmed.

For the start of this New Year, I would like to encourage those that follow me and read my blog, writings and watch my webinars to contact me with your questions about researching in archives and preserving records. My email address is just to the right of this blog post at the end of the "About Me" section. I love talking to genealogists about the in's and out's of researching in archives and I love helping them get the right archival materials to preserve and protect their genealogy records, photographs, memorabilia and artifacts. So, please feel free to email me anytime!

Lastly, in 2019 I encourage everyone to seek out the thousands of archives, libraries, historical societies, genealogical societies, university libraries and archives and museums that hold genealogical records. More and more these repositories budgets are being cut because of non-use. We need to keep these facilities OPEN, so.....



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



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