Preserving Your Ancestor's Textiles

"31 Days of Tips from The Archive Lady"

DAY #6

Preserving Your Ancestor's Textiles

Some of the most interesting items we have in our own family genealogy collections as well as in archives are items made of some sort of fabric. Things such as a christening gowns, quilts, high school sweaters and doilies are just a few of the items some of us have as part of our family archive.

Preserving and storing these items can be a challenge and if not done properly could result in the destruction of these precious heirlooms.

        Hand embroidered and laced handkerchief. Located at the Houston County, TN. Archives

For most fabric items you will need archival tissue paper and the correct size archival box for storage. First, put a layer of tissue paper in the bottom of the box. Then put your fabric item on the tissue paper. If the item is large, such as a quilt or a piece of clothing, it is okay to fold it but put layers of tissue paper between the folds making sure that none of the fabric touches itself.  I also like to put extra tissue paper as a "filler" in the box so that the item doesn't move around in the box. Just ball the tissue paper up and put it around the item and that will keep it still in the box. Then place the box in a dark, cool and dry storage place. With fabric items I like to take the archival box and place it in another box such as a plastic tote which can be sealed, this is to deter moths and insects which can destroy fabrics.

Be sure to put documentation in the box to explain in detail all pertinent information about the item.  If it was handmade, include the name of the person who made it. Also, if applicable, include the "chain of ownership" of the item and how it has been passed down in the family and which ancestors owned it before it was passed down to you. The more information you include in your description, the better!

             Handmade christening gown. Located in the Houston County, Tennessee Archives

Finding fabric items in an archives can be a challenge but they do exist in collections housed in many of the our wonderful repositories. Most items of this kind will be found in families records collections which are normally part of the archives larger Manuscript Collection or Special Collections. When family records have been donated to an archive, the collection could include fabric items and they would be processed right along with the documents and should be listed in the finding aid.

Another way a fabric item could be cataloged in an archive is in a group collection such as a "Quilt Collection" which could include many quilts by different makers and are housed in one collection. Or maybe these items are cataloged in a local high school collection, such as the letterman sweater in the photo below.

         Letterman sweater from Erin High School. Located in the Houston County, TN. Archives

As genealogists we are always searching for that next important document to help tell our ancestor's story.  Don't forget our ancestors are also trying to tell us their story through things that they made, things that they wore and things that they used on a daily basis. The story behind a handmade quilt can be just as interesting as the story behind a document.

Preserving the fabric of our ancestors and the stories that go with them should be part of every genealogists journey to document our families.

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

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Finding Photographs in an Archive

"31 Days of Tips from The Archive Lady"

DAY #5

Finding Photographs in an Archive

 

Finding a photograph of our ancestor can be a genealogical accomplishment and a reason to do the "Genealogy Happy Dance". Many genealogists, like myself, are still looking for their ancestor's photograph. Did you know that many archives have photograph collections? This fact may not be known by most genealogists because photograph collections are not in plain site and available in the research room. Photograph collections are usually housed in a records vault or in a back room in cold storage stacks.

Stewart County, TN. Archives Back Room Stacks

Photographs are donated to archives on a regular basis. Recently, the local newspaper in Houston County, Tennessee donated their entire collection of old photographs to the Houston County Archives. All photographs are now taken digitally and never printed. These boxes of photographs included people, buildings, local events and many other subjects. The Houston County Archives is now processing these photographs, inventorying them and will eventually digitize them to be shared online. 

Donated Photo Albums, Houston County, TN. Archives

Photographs of individuals, groups, couples and children are a big part of most photograph collections. Also, photographs of local buildings, houses and business can be part of the collection. There could also be school group photos, church Sunday school classes and the local Garden Club available in archived photograph collections.

Whenever visiting an archive, always ask about their Photograph Collection. The archivist may first give you an index to look through. If you see something of interest, tell the archivist or make a written request that those particular photographs be pulled and brought to you.

When the archivist brings the photographs, do not be surprised if you are asked to wear gloves to handle them. The oils and dirt on hands can damage photographs if handled without gloves. Even though the photographs maybe contained in archival sleeves, gloves may still be required. 

Tools of the Archivist, Including Gloves, Houston County, TN. Archives

Ask about the "Unidentified Photographs" in the collection. Almost all archives have unidentified photographs just waiting for someone to identify them. This group is usually the largest section of the photograph collection. If you know what your ancestor's looked like, please take time to search through the unidentified photographs to see if you can find identify any of the photographs. 

Unidentified Group Photo, Houston County, TN. Archives

It is always so sad when I receive a donation of photographs and most of them are unidentified. I look at the faces in those photographs and I know those people belong to someone who is doing genealogy research. I just wish I could reunite them.

The next time you are visiting an archive, talking with the archivist on the phone or emailing them, ask about their photograph collections. You might be pleasantly surprised!

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

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Photographs Can be Found in Scrapbooks Too!!

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Archiving Genealogical Documents

"31 Days of Tips from The Archive Lady"

DAY #4

Archiving Genealogical Documents

Genealogists have tons of documents for their ancestors. Death Certificates, Birth Certificates, Marriage Certificates and more! Many of these records are originals and need to be protected and archived.

Original Deed for Bateman School, ca. 1923, Houston County, TN. Archives

In the archives world we use the word "encapsulate" to describe what we do with documents to preserve them. The term encapsulate means: "the process of placing a document between two sheets of plastic (usually polyester), which are sealed at the edges, in order to provide support and to protect it from handling and from the atmosphere" (from Society of American Archivists Glossary of Terms http://www2.archivists.org/glossary)

Archival Sleeve and Document, Houston County, TN. Archives

This is one of the simplest forms of records preservation that a genealogist can do. To archive or encapsulate a document, all you will need to purchase is archival or acid free document sleeves. These sleeves come in all different sizes and shapes. It is very important that the ones that are used are made of Mylar, Polypropylene or Polyester and have passed the P.A.T. (Photographic Activity Test). On the packaging it will say "Passed P.A.T.".

Make sure the document is completely flat and has no turned down corners or other folds. Slide the document in the archival sleeve. The sleeve will automatically close up around the document and will instantly seal with the help of static electricity. Once you have the document encapsulated, then place it in an archival file folder and store in the filing cabinet or with your other genealogical documents.

I highly recommend that you encapsulate all original documents in archival sleeves. This layer of protection will insure that the documents last for future generations to enjoy!

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

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Ask the Archivist! We are Here to Help!

"31 Days of Tips from The Archive Lady"

DAY #3

It is day #3 of "31 Days of Tips from an Archivist"!

It is also #AskAnArchivist Day on Twitter where archivist from across the country are available on this day to answer your questions about researching in archives and records preservation. So, head over to Twitter and ask your question!

Houston County, TN. Archives

One question I get from genealogists is "How can I work with an archive when I can't actually go there?"

If you can not travel to the archives, make a phone call or email them to make your requests. The records that are sitting on the shelves are just waiting for YOU to discover them! 

Today's tip is an important one for each and every genealogist. If you walk into an archive or find yourself needing to call or email them, please don't be afraid to talk to the archivist, make a request or ask what records are available. We are here to help you! We can't be of help if we don't tell us what you need. Our archivists, librarians, clerks and volunteers are there to help the genealogist locate records on their ancestors.

Here are a some guidelines to help the genealogist when asking questions of the archivist:

• Be as specific with your request as possible. The more specific your question is, the better the archivist will be able to help you. 

• Please don't ask "I want everything for the Smith family". This question will not be beneficial to you or the archivist. It will only serve to make the process of searching for records more difficult.

• Call Ahead! Ask the archivist about specific records such as vital records, deed records, court records, etc. and what the archive has available. Understanding if the archive has the records you are looking for before you even step foot in the facility will save you precious research time.

• Ask the archivist about Vertical Files. This records collections is one that I find many genealogists just don't know about or know to ask for

• Ask the archivist about Manuscript Collections. Remember that these records are stored in back rooms and will need to be requested. Be sure to study the Finding Aids of the collections that interest you.

The next time you are visiting an archive, talking with an archivist on the phone or sending an email, communicate your needs to the archivist.

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

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Cleaning Dirty Genealogy Records

"31 Days of Tips from The Archive Lady"

DAY #2

Cleaning Documents

Many times the records that we have inherited are not in the best of shape. Maybe they have not been stored properly. When we get them, they could be dirty and need some tender loving care.

Cleaning documents is something that archivists do almost on a daily basis. The documents archivist encounter have been stored in basements, attics, near old coal burning stoves or in dusty old garages. After an inventory is done on the collection and the processing starts, the first step is to clean each and every document.

Highway Department Records Stored by a Wood Stove

Many documents just have dust or dirt on them that can be easily brushed away. I recommend using soft brushes to brush away any dust or dirt. I often suggest that home archivists purchase large make-up brushes which does the job quite well and they are very inexpensive. The goal is to remove any loose dirt or dust that could be on the documents. Over time this dust and dirt can damage documents, so it needs to be removed.

If the documents have more ingrained grime, the next cleaning tool to use to remove the grime is a dry cleaning sponge. This is a specific sponge used in archives. Lightly rub the sponge over the document. The sponge will pick up all the removable dirt and grime and will contain it in the sponge. These sponges are used daily in the archives to clean all manner of documents. WARNING: Do not use these sponges on writing that is in pencil. If these sponges are used on documents with pencil writing, they will erase the writing forever. These sponges can only be purchased from archival materials companies or from Amazon.com.

Example of a Dry Cleaning Sponge

Once the documents have been cleaned, they can then be put into archival safe sleeves and filed in archival safe boxes, filing cabinets or in a 3-ring binder.

If you do not feel comfortable doing this process yourself, seek out a records conservator to help you. Many of our state archives and university archives have professional conservators on staff.

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

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It's Not All Online! Using Archives to Find Your Ancestors

"31 Days of Tips from The Archive Lady"

DAY #1

It's Not All Online!

Today is the first day of "31 Days of Tips from The Archive Lady". The next 31 days will be filled with tips on researching in archives and records preservation. My hope is that these tips help you be a better genealogist and home archivist.

The first tip is the most important. It's Not All Online! 

Today, genealogists can access tons of genealogical records online in the comfort of their own homes. Why would anyone have a need to go to an archive? Here's why!

There are literally thousands of archives, historical societies, genealogical societies, libraries and museums that have genealogical records sitting on their shelves, not online and waiting for the genealogist to dig into them. All genealogists reach a point in their research where they are coming up empty with online records and the next step is to contact or visit an archive.

Records Not Online in the Houston County, TN. Archives

Statistics say there is about 10% of the world's genealogical records online. I believe that number is more like 3-5%. The records of your ancestors could be sitting in boxes at an archive just waiting for you to discover them!

Where to start? Start at a wonderful website, Cyndi's List and the listings for "Libraries, Archives and Museums" (http://www.cyndislist.com/libraries/) There are over 9,000 entries for libraries, archives, historical societies, genealogical societies and museums. Find the ones that are located in the areas where your ancestors lived. Contact them by email or phone and ask about what kinds of records they have in their collections. If they have a website, check it out. The archive website could have record indexes or an inventory of the records they hold. Plan a visit to do onsite research at the facility in records that are not online. If you cannot travel to the archive, e-mail them with your genealogy records requests. 

Archivists are there to help find the genealogy records you need. They are knowledgeable about the records collections in their archive, especially the records that are not online. Please keep in mind, archivists are not there to do your research for you, so be as specific with your records request as possible.

Records Not Online in the Houston County, TN. Archives

Here is an action item that you can do at home. Take a sticky note and write the words "IT'S NOT ALL ONLINE" and place it by your computer. This will be a visual reminder, as you do genealogy research, to contact or visit an archive!

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

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For more about researching in archives and finding records that are not online, check out my Legacy Family Tree Webinars:

Researching in Libraries and Archives: The Do's and Don't s

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It's Not All Online: Researching in Archives

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How to do Genealogy Research in a "Dry County"

Usually when you hear the term "Dry County" it involves the absence of alcohol, not in this blog post.

Today, I want to talk about a "Dry County" as it relates to the absence of genealogical records.

Have you ever been researching in a county and it seems like there are just no genealogical records to be found. Maybe you've been told that the courthouse burned and no records survived or that records have been thrown away and no longer exist. Or maybe you have gotten the run-a-round from different officials in the county as to where the records are located, if they even exist.

This can be very frustrating to us as genealogists but I encourage you to not give up on that
"Dry County"!

Here are some tips that might help you unearth records that seemingly don't exist:

Be Sure to Talk to the Right People:

When making inquiries about genealogical records in a particular county, make sure to seek out people who should know if those records exist or not. Contacting employees at the county courthouse may not be your best answer. While these employees are doing a great job with the records they are producing today and taking care of patrons that walk through their door, many times they have little or no knowledge of older records that have been transferred to an archives or other facility. Try to talk to the local archivist, librarian, historical/genealogical society officers and members to get the information about records that survive and where they can be located.

Stewart County, TN. Archives

Ask "Who is the Local County Historian":

In just about any county, there is a county historian. Whether or not they have been given that official title or not, there is that one person that "knows everything" about that county. You want to talk to that person. They will know what records survive and where they are located. Many times, these local county historians know about most of the surnames that were in the county and can give you information that may not even be written down on a record which we would call oral history or local folklore. That local county historian's name and contact information may not be listed on any website. You may have to make some phone calls to track down that county historian. Try contacting the local library, Chamber of Commerce, historical or genealogical society or any county office. These people live and work in that county, they will know who the county historian is and should be able to help you get in touch with them. Ask "Who in the county knows about the history of the county, the history of the people and where to find old records?" I bet you will get a name and phone number!

Check with the State Archives: 

Many times local county records are available either on microfilm or in original form at the state archives. It is quite possible that the local county officials don't even know that those records exist and are at the state archives. So, if you get a "Those records don't exist" answer from someone at the county level, contact the state archives in the state where that county is and ask them what they have for that particular county. Many times the old county records have been sent to the state archives and not very many people in the county know where they are or that they were transferred to the state archives. Also, many times genealogists or individuals will donate their family papers to the state archives because there is nowhere in the county to donate them.

Tennessee State Library and Archives

So, don't get stopped in your genealogy tracks when you feel like you have hit a "Dry County". Try these tips and hopefully you can dig up the records you are needing.



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


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