Cemetery Inventories: Priceless Lists of Extant Stones

It has recently come to my attention that there exists a fairly prolific resource out there that needs immediate defending: Cemetery Inventories.

A simple question came through a professional listserv that I belong to – which will remain nameless because I am not here to shame in any way. I merely wish to educate – and if that person had not been brave enough to ask the question, they (and their local community) were very close to falling tragic victim to misleading genealogy marketing.

The question was aimed at the value of a collection of Cemetery Inventories submitted over the years by their local community – and housed in the local library. To paraphrase the question: With the growth, popularity, and availability of Find a Grave, do we need to keep the older print inventories taken years ago?

I know that I wasn’t the only one who spit out their tea that morning – gasping for air and panicking at the idea that this could be a serious consideration. Luckily, the masses were very kind in their advice – but they were also harmonious: A resounding YES!

For those of you new to genealogy research, there are few resources in the local library or historical society that hold as much value as cemetery inventories. The simple reason behind this estimation is the cruel nature of time – and overestimating the completeness of Find a Grave.

In a nutshell, cemetery inventories (including those in FG) are created to capture the information on extant stones at that moment in time – or through previous records gathered – death certificates, cemetery inventories, funeral home records, etc. And the earliest moments we can record are the most valuable. Every year stones are knocked over or information worn away. Time and the elements are especially cruel to gravestones.

Taken from Border Town Cemeteries of Massachusetts by Charles D. Townsend, 1953

While Find a Grave has been collecting gravestone information since 1995, the local cemetery inventories often pre-date this online database by decades – even generations. In fact, the oldest original (unpublished) cemetery inventory I have held in my hands dated back to the 1920s (on onion skin paper). I’m sure there are many others in the country that stretch back much farther. While many of these inventories may be small family submissions, some were rather large and organized/managed by official groups, such as historical societies, lineage societies, etc.

One of the biggest misconceptions about Find a Grave is that users have already entered the local print cemetery inventories into their database. This is simply not true across the board. Sure, some communities have graciously done this – but by no means all communities. However – hypothetically – let’s just say that you know your local volunteers did enter every entry from the older print inventories into FG. Does this mean the print inventories are now obsolete? Far from it.

Taken from: Inscriptions on Gravestones in the Two Old Cemeteries on the East Hill in Peterborough, N.H. by the Peterborough Historical Society, 1908

Because these inventories are locally, regionally, or state created – they fall into the category of local resource. These records are not distributed in copy format around the country, like a federal resource from NARA. Even if they were published for sale once upon a time, there are probably only a small number of copies that still exist. Plus, since the print or written inventories are the earliest forms created, prior to (hopefully) being entered into FG – it is never wise to destroy/discard the original or earlier version. Plus, let’s also consider the long-term fragility of databases. They can die or go behind a pay wall at a moment’s notice. Let us not forget that Ancestry owns FG and has continued to host this site for free – but they promised the same for Rootsweb years ago – and they finally killed it. Companies change hands, new managers enter the scene, and digital content can disappear in the blink of an eye.

Moral of the story: PLEASE retain the local/regional/state cemetery inventories you find in your collection! Even though we are living in a digital age, these physical resources are extremely valuable to current researchers and could be priceless to future generations!

Find a Grave Update

As many of you know, Episode 7 of the BloodRoot Podcast featured the website Find a Grave, and a couple of its lingering issues. Namely, the site design flaw that allows people to add the recently deceased to the database regardless of connection to the family. Since its creation, Find a Grave members have been able to add entries for the recently deceased even when no familial connection existed. When these instances happened, family members were faced with another level of emotional trauma on top of their current grief. They were then forced to request the management of their loved one’s entry from a stranger, and hope that the request was honored. Last fall, Episode 7 featured guest genealogist, Daniel Loftus, as he shared his efforts to urge Find a Grave to finally make a change in this area. A change that many voices had asked for over the years.

As a follow-up: I am happy to report that this January, Find a Grave announced new changes to rectify this situation. Within the first year after a death, anyone can add the memorial, but those who are related to the deceased will have a much easier management shift if they so desire – at least for 3 months. Within that first three months, a relative can request the management change without asking for permission. If they would like a memorial transferred to them after the three month mark, the request for management process remains the same as it has been all these years. For more information about all of these changes in detail, their official notice is linked below. Again, special thanks to Daniel Loftus, our guest from Episode 7 who had fanned the flames of change, and became one of the loud voices that garnered results. Well done!

Memorials for the Recently Deceased

As for the Find a Grave acronym issue also covered in Episode 7, we have not heard any news in this area. However, there have been a few waves of social media grumbles urging long overdue changes. To reiterate my stance, I am not in favor of a full name change, but I believe Find a Grave can easily act responsibly and redesign a logo that includes their official initials as FG. They also need to take the lead and refer to themselves in any acronym usage as FG. Over time, this would clearly catch on with users and resolve the issue. I fear that if they do not listen to this advice, the outcry for outright name change may become deafening. Again, when faced with the choice, choose kindness.

If you’d like to listen to Episode 7 to learn more about Daniel’s story and his work with Find a Grave, just click the episode link below, or look for the BloodRoot Podcast via your favorite listening platforms.

Library Love: Research in the Time of Pandemic

All I can say about the past two weeks….Gee, that escalated quickly! As a genealogy librarian, this post contains a special message designed to further your research while supporting libraries in this difficult time. You see, for the past week, our historical society and library staff have been assessing, planning, re-assessing, and taking steps to provide service while keeping patrons and staff safe. It is a very tricky balance. Many reports you are getting include multiple notices of libraries closing down for the next few weeks, if not months ahead. These actions, while important for the safety of all, are worrisome for libraries as they continue to fight for funding and live in a world that makes them justify their existence despite their priceless (and proven) service to the community. As all of us look for ways to support local businesses and restaurants who may suffer during this time, please remember the libraries. What can we do if they are physically closed? Take your support virtual.

Those Statistics Matter!

I know this time at home is allowing us to catch up on organization, DNA matches, genealogy lessons, and reading. Time well spent. But just because the libraries may be closed to on-site visitation, does not mean they are closed to your research. Pay close attention to their websites. Most library websites will remain live – which includes databases you can use from home. As so much library funding is based on usage statistics, PLEASE keep those online numbers coming over the weeks/months ahead! We need them, and we WILL be counting them!

Keep Researching!

There are currently many libraries out there who are closed to patrons, with staff still reporting. What exactly will they be doing with a library devoid of patrons? They will be purchasing books, cataloging them, planning future programming, providing virtual reference/programs, some curbside book delivery, digitizing material, and maintaining those databases we can use from home. And the databases themselves are VERY diverse in what they can offer your research:

  • E-Book Circulation: If you have an active public library card, you can check out e-books for free! So many titles, only one pandemic – use it wisely!
  • Interlibrary Loan: This MAY be possible depending on whether your library is being staffed. Even if they are not borrowing books, they may lend out material – and don’t forget articles – they can obtain and deliver articles to you electronically.
  • Digital Archives: SO many archives out there have digitization programs which post new content online for free. The catch is – many archives host their digital content in various platforms – meaning that each one may look a little different, or may be hiding in areas of a website that are not naturally intuitive. Take your time, and look through all of their database offerings – you may find a rich supply of primary sources on a local level.
  • Genealogy Databases: Most of us already know about the free databases our library card can get us – but these are expensive for libraries to provide – don’t forget to use them during this hiatus from regular activities.

Note About ArchiveGrid:

Most of you use this wonderful tool to search out local archives research. While this is a great tool – please be aware that this DOES NOT include every archive out there – far from it. This began as a subscription based database for libraries/archives. They previously had to pay a subscription in order for their archive to be included in this platform. Today, they claim that the entries are generated through web crawling of archival websites and finding aids – but when looking at their map, it is only a fraction of the great archival websites out there. For my state, they only include 15 archival repositories – and I happen to know there are close to a hundred more. Solution: Start with ArchiveGrid to look for regional/local archives, but when you see location holes, conduct a general internet search for an archive or archival collection that may apply to your region/location of interest – and don’t forget to look at every county public library website – several have history rooms with online content available. While the vast majority of smaller archives may not have been caught by ArchiveGrid, they can afford a website, many with digitized material. Boost their stats by visiting these sites often.

Internet Archive and HathiTrust:

While at RootsTech a couple of weeks ago, I listened to one of Judy Russell’s talks about copyright and the new content available with each new year. She physically demonstrated how much content was newly available now that 2020 had arrived. The result was thousands of new titles digitized and available – and full text searchable – through these great sites. Both of these sites are non-profit library connected sites and stay viable through usage. Google Books – while not library connected per se, utilizes library collections for their digitization efforts, and should also be used for your pandemic down-time research

Time to Fill in that Local Context:

Again, I cannot reiterate enough the importance of taking virtual tours through the local historical societies, public libraries, colleges, and museums. Many offer free content that you can use from home to beef up the contextual knowledge/research you have about an ancestor’s place of residence or origin. Explore, gather info, and map out some of the information you find. I also encourage you to explore localities through the Library of Congress online offerings – and even the National Archives. I could go on – but time to explore and find great resources for yourself!

My Current Situation:

As of today, my library is closed to on-site visitors but our staff is reporting to maintain reference chains of communication. We will continue to answer phones, assist researchers via email, fill research orders submitted by mail, fill interlibrary loan requests, conduct programming research, and produce educational material from time to time. Of course, this may change in the future, but we will be tackling each day in its turn. Even if they close our doors fully, I anticipate continuing email and phone reference. And PLEASE, continue to use our free online databases/catalogs! We will continue to count those statistics, and every little bit helps.

As a library/archives professional who has worked in libraries for over 30 years, this is the craziest disruption of service that I have ever encountered. And that includes the time we thought cornmeal dust in a book shipment was anthrax in the months following 9/11! We can get through this, but my most fervent advice remains: PLEASE REPEAT the above as much as possible over the next weeks/months! We do not know how long this situation will last, so please remember to show our libraries and archives some CONSISTENT virtual love!

Sharing is Caring: The Insider’s Guide to Interlibrary Loan

It’s quite a mouthful: Interlibrary Loan. But it would be wise to remember this phrase as it could be your new best friend!

Depending on your local public library, Interlibrary Loan (ILL – sometimes known as Resource Sharing) may be a service that is promoted, simply extant, hidden, or not available – you may need to read the services fine print to learn about your library’s ILL offerings.

Most public libraries are eager to borrow the items you need for research, when feasible. However, the research needs of the genealogist can be challenging for Interlibrary Loan services. Let’s explore the obstacles, tips and tricks of this underused, and often misunderstood service.

What IS Interlibrary Loan?

In a nutshell, this is a networked loan program between libraries, allowing patrons to borrow from outside collections. Most of these libraries are connected electronically through their membership in OCLC: Online Computer Library Center – which also happens to run WorldCat, the world’s largest library catalog.

Tip #1: Remember these terms: Borrower and Lender. They are exactly as they sound, but the Borrower is not you – you are the patron or customer and the library borrowing on your behalf is the Borrower. The lending library is the Lender. Contrary to perceptions, the ILL transaction is a contract between the two libraries – NOT between the patron and the lending library. This way, both parties agree to certain standards during the transaction, even if things get damaged or lost in the mail, there is already a protocol in place to resolve the situation.

Through OCLC, each library will request materials on your behalf via the ILL software of their choice that will talk to OCLC, asking if the lending library is willing to lend an item. Each loan is considered based on a few questions:

  • Is the item available for loan? (Many items do not circulate due to various factors: Is it currently checked out to someone else? – Is it rare or archival, and does not circulate?)
  • Can they supply the item within a few days? (4 days is the standard turn around time)
  • Does the library charge a fee to loan?
  • Are there special use restrictions?
  • Is the item an article? – Articles are also available through this type of service.

Tip #2: You can be proactive in determining the likelihood of your ILL success. When using WorldCat to look for your needed title or article, you can make note of a couple of things for your librarian: The OCLC number, which can be found in the details section of the book record in OCLC – this will ensure that they borrow the exact edition you have found. Also, read the fine print: Is this an e-book edition, or an archival item? (Look for a print edition of your needed title as these are best for ILL – except in cases of e-resource agreements between certain libraries) Neither may be able to be borrowed, but if you are desperate, you can discuss photocopy options with your librarian.

What does ILL cost?

This program may be free for you, but depending on the location of the needed item, you may incur some fees. Many libraries belong to nearby or specialty networks that agree to free loans under reciprocal agreements. Sometimes, articles are included, but sometimes they are only supplied for a fee. So, be prepared for a fee structure running from free to about $20.00 per transaction.

Tip #3: Ask about ILL fees prior to submitting a request. For some libraries, they have decided to offer ILL services at no cost to the patron. Others provide this service for free IF they can borrow from a free lender. If they can only find your item through a fee-based lender, they may pass the charge on to you – it is safer to ask about their fee policies prior to submitting an order.

Let’s Talk Genealogy Materials

This is the bad news about ILL. We genealogists are usually on the hunt for obscure material. What exactly falls under the term “obscure”? Microfilm, family histories, local histories, archival/manuscripts or rare books. These items have a high chance of falling under “restricted” material.

“So, what is the point of this post, if I can’t borrow genealogical material?”

You can – but not always. This is just a word of caution to be realistic in your expectations.

Access versus Preservation:

While libraries are in the information providing business, many of them are also in the preservation business. Your natural inclination may be to argue that since you can’t get this information elsewhere, they should be willing to provide it. (Trust me, I’ve heard this argument more times than I care to count.) But think about it, if there is only one or two copies in existence, why endanger the item by placing it in a mail service where it could get lost? – As in, FOREVER, so that no one sees it ever again! Depending on the number of copies available worldwide, preservation can sometimes outweigh access – just be prepared for that scenario.

Tip #4: What to do if your material falls under this category? 1. Look for a copy to purchase online, through Amazon, Ebay, or the librarian’s friend: Bookfinder.com. 2. Look at the description of the book, is it small or really large? Does it have an index so that you can request look-ups or copies of certain pages? If archival, does it have a Finding Aid to help you identify the portions you would like photocopied? Many libraries are willing to copy portions of restricted material, because, after all, they still enjoy providing access to information. 3. Look at the publication year, is it old enough to be in the public domain and may have been digitized in its entirety through Google Books or the Internet Archive? Many of the older family and local histories are available for free download through these sites. Also, don’t forget to try the books section of FamilySearch

The above section was only meant as a caution – not to discourage. Regardless of what you find, ILL is a program in place to help patrons get the information they need – so use it! One of the really great uses for ILL is genealogy education and historical context study. Did you see a great new genealogy or history title out there that you’d like to use, but it’s just too expensive? Try ILL – the more recent titles (even recent local histories), owned by multiple libraries, have a high chance of being loaned out.

Tip #5: If you borrow a book through ILL, READ IT – and do not dawdle! ILL books will usually arrive with a generous loan period of around a month, but many do not allow renewals. So, get cracking on that title once it comes in!

The Gems in Those Smaller Libraries

OK, I’m talking very small libraries. The ones so small that they do not pay for membership in OCLC. Since your method of requesting material began with a WorldCat search, just remember that not every library can afford membership in this service. If you find out that a smaller non-OCLC library owns the title you need, you can still ask your librarian about ILL. There is a paper form that can be used between the libraries for these types of transactions.

Tip #6: So, you can’t find the title you need in WorldCat. Look at the title from a regional eye. Where was it published, and where is the subject material from? Then canvas the local area for smaller libraries and archives – they may have their own catalog – or, give them a call. You might be surprised at the number of small libraries “off the grid” that house those obscure titles and archives.

What About Historical Societies?

As a state historical society library, our catalog is connected to OCLC. However, it was only recently that we began loaning our books. As a new option for access, we decided to loan out duplicate material, or material small enough that we could create a circulating copy. Much of our library still does not circulate, but we have a lot of duplicate local/county/family histories that just might be the key to your research. As for other state historical societies, it depends. I’ve seen some connected to their local universities for the service, or some that just do not loan at all. In those cases, you are encouraged to call and discuss photocopy options.

Last Word About Microfilm:

As the Family Search microfilm lending program ended, we are resigned to waiting for digital copies of records. However, for many local newspapers, only a portion has been digitized through online databases. Multitudes await your use through the microfilm reader. Some libraries are great at lending these, but many are not. Different types of libraries, such as university libraries are much more eager to loan microfilm than public libraries – but don’t forget, all of these OCLC connected libraries loan to each other, regardless of library type – so, again, it’s well worth a try!

Happy researching!                                                                                                                                                    Cheri Daniels, MSLS                                                                                                                                            Your Genealogy Librarian