Archives Archives - Genealogy Literacy

RootsTech Connect is Here!

Published on February 25, 2021February 25, 2021 by Cheri

As most of you know, the RootsTech Conference has been transformed into a FREE virtual world-wide event for 2021 – Called RootsTech Connect! This new experience just went live today, so, what can you expect? Many of the same exciting elements we are used to during the on-site event, such as great sessions, inspiring keynote speakers, an expo hall, and making connections with your fellow attendees. It’s just a remote experience, with the world audience in mind – speakers from many countries with sessions in many languages! And while we will most definitely miss the hugs, library research, vendor talks, catching up, and great food, this is the next best thing.

Here are a few things to note:

As of the conference launch, there have been over 500,000 registrations from around the world!

But if you did not register – have no fear – you can still experience the full conference even without registering! Simply head over to the main website and enjoy the many videos at your fingertips. If you would like to develop your own playlist for the coming year, and communicate with speakers, friends, and vendors, just create a free FamilySearch.org account to connect you to the fun!

Also, there is NO schedule for the regular sessions – these have all been pre-recorded and placed online for you to consume at your leisure. Think GenFlix for us genealogy junkies! The keynote sessions are scheduled, there on the main page – but if you miss one, they are recorded for you to enjoy later.

While you’re enjoying this new experience, please stop in to view the four sessions I have in the video docket:

471123 – Beyond the FAN Approach: Inclusive Research Strategies

471127 – Airtable: Organizing Your Research with a Relational Database

471179 – Practical Preservation Demonstration

471215 – Successful Remote Research Strategies

Officials have reported that 80% of those registered are first time RootsTech attendees. For those new to the RootsTech experience – or for those missing the in-person fun, I have a created a special episode of the BloodRoot podcast devoted to RootsTech Connect! I’ve had a few friends drop by to share their favorite memories from the past, and tell us what excites them about this new format for 2021. (Linda Colston, Cynthia Maharrey, Miles Meyer, Tami Osmer Mize, Elizabeth O’Neal)

But first things first: For the next three days, you should focus your attentions on CONNECTING to your fellow attendees, experts, and vendors. Those connection features will disappear at the end of the conference this February, so prioritize your experience, and get connecting! Beyond the huge list of sessions available for the next year, I hope and suspect that the connections will remain strong, even through this virtual format. Please prioritize your experience – seek out the speakers, vendors, groups, panels, and friends you want to connect with – for this portion of the event is time sensitive. Once the conference is over, you’ll have to find ways to reach out on your own, or just settle for binge watching the sessions. I mean, we’re going to do that anyway, but do not let this connection opportunity pass you by!

This time last year, many of us were happily traipsing around the Salt Palace in downtown Salt Lake City – wallowing in genealogy bliss – oblivious to the approaching Pandemic storm. Those memories will always be very poignant as the years progress, because as soon as we all got home, the world shut down. And indeed, I believe our world changed forever in many ways. One of the largest changes to hit was the inability to travel or gather in large groups. Effectively removing the on-site conference experience.

After such a difficult year for the world, this new experience is a sign that our genealogy world will never be the same. As officials have said, in the future, RootsTech will always have a much more robust virtual experience – regardless of whether we can attend in person or not. This is wonderful news – especially for the world-wide community that we are now connecting with in 2021. For all of the first time attendees out there, welcome to the RootsTech family! If you want to connect with me during the conference – visit the chat rooms for my individual sessions – or give me a shout out via my social media channels!

These are exciting days for the genealogy/family history community! Enjoy it to the fullest!

Library Love: Research in the Time of Pandemic

Published on March 16, 2020 by Cheri

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!

“No Original Wrong Lay at Their Door”: What About Ours?

Published on September 30, 2018September 30, 2018 by Cheri2 Comments

I could work in the archives for a lifetime and never tire of the treasures they hold. To be blunt, we do not hold them in high enough esteem where our research is concerned. As I go about my daily routine, I sometimes grab enough time to dig for forgotten treasures. Note that I said “forgotten” not “hidden”. They are not hidden – which is an often repeated fallacy about archives, simply because their volume and original state of handwritten creation prevents instant consumption – and yet, not as easily accessed due to their sheer volume, and lack of people to analyze on a microscopic level. Admittedly, some archival collections are hidden, but usually on a temporary basis as staff make their way through the act of processing for responsible access.

The “forgotten” item I encountered this week was serendipitous, simply because I discovered it while looking for something else entirely – this often happens in the archives, BTW. We begin looking for one thing, and have a really hard time getting there because of all the gems we find littering the path to our goal. The item being sought was a Civil War Diary. While I love a good CW diary as well as the next researcher, I was actually looking at the original to compare to a transcription I discovered in our uncatalogued portion of the library. You know, standard librariany duties. As I was reading the first page of the digitized original, assessing the narrative in relation to the description and scope notes (archivist lingo) – a phrase leapt off the page and stayed with me all weekend: “No original wrong lay at their door”.

The reason this phrase has haunted me was because of the author’s intent. The author was a Kentuckian, a Union soldier named John Tuttle, attempting to describe the mindset of southerners when it came to the issue of slavery. In essence, he explained their belief in terms that echoed our own struggle of today regarding the heritage of slavery. As most of us have discovered, our genealogical research often uncovers enslavement in the family tree. So many of us have been cognizant of this terrible chapter, and offered to help unite ancestors with their descendants by way of sharing names of the enslaved that we encounter in the records. I have cheered on this endeavor as a form of healing for our land – going back to the roots, and acknowledging our familial connections to those chapters of terror and cruelty. As a white person, who has discovered both enslaver and emancipator in the family tree, I am encouraged and grateful when those of African American heritage also join the voice of unity in this effort – in many cases, embracing the concept of family – and graciously reminding the descendants of the enslavers that we are not our ancestors, and nor should we carry their guilt.

Which is why this soldier’s words made me catch my breath. When describing the rationale behind fighting to keep the system of slavery in place, it appears that there was no guilt associated with their belief – which was not a complete surprise, in its essence. But this lack of guilt was based on the actions of their ancestors. In his words:

“They had been reared and educated in the belief that there was no moral wrong in holding slaves as they did. The slaves had descended to them from past generations and no original wrong lay at their door. Many of them had been sold to them by persons in the north more on account of slaves not being profitable in that latitude as they thought, than from any considerations of philanthropy or humanity.”[1]

So let this sink in for just a minute. Apparently, because the system had been put in place by their ancestors, their maintenance of this system (and fight to keep it in place) was not wrong. He also describes their belief in a paternal relationship – caring for the enslaved in a better manner than freedom would afford. In 2018, we can see the horrific evils in that rationalization that led to hundreds of thousands of deaths throughout the days of slavery and during the bloodiest war of our history. But – can we look at ourselves and find any similarities in that rationalization?

It is a true statement that we are not the generation that enslaved people based on their race. Many lived through the first Civil Rights Movement of the 1960s – not fully understanding that it never really ended. We are merely experiencing a resurgence of the fight against the foundational issues that continue to foster inequality in various ways. Have we grown since the 1960s? Yes, of course we have – but we’re not finished!

I am frequently pained by the hostility I see among our neighbors – our fellow Americans – our family. The fabric of our society is being constantly strained and ripped apart because that fabric is woven from threads of time. Threads of slavery, injustice, cruelty, prejudice, racism, hatred – interwoven with threads of emancipation, justice, love, inclusion, equality, freedom, family connections, and most importantly, DNA. I still believe this fabric is strong, and can withstand the strains of divisive social and political forces.

But this is where I get preachy – in the hopes that we can look inward, to examine closely our own fabric.

We know our trees. We’ve been researching them for years – decades even. When examining the fabric of our family, we understand the complexity of the weave. And even though the guilt of slavery may not be on our generation, if we examine the fabric close enough, we can see the threads of our own guilt. We carry the guilt of our own generation. What does that guilt look like? It looks like apathy. It looks like an oblivious existence of comfort. It looks like trees without diversity – and trust me – if you have no diversity in your tree, you are not searching hard enough, or you are choosing to prune away the uncomfortably branches. DNA is lighting up our trees with colorful leaves that we did not know of, or we chose not to see due to that heavy fabric we kept as a blindfold.

Guilt can only be overcome if we make a healthy and conscious effort to change things for the better. We do not have the power to change all of the wrongs in this world, nor in this country, but we have the power of our generation to examine our fabric and think about what makes us tick. What does our tree tell us? Beyond the research, as we are learning from science, even memories of our ancestors can influence the reactions and fears that drive our motivations today. If that is true – then what memories or beliefs influence us in ways that are not healthy for our society? As a prism scatters light, so can these memories and beliefs passed down through teaching or DNA be scattered and projected through our own lives. In many cases, we don’t realize how much we are influenced by the past generations – even those we have never met.

When I think back about my own childhood, and the things I witnessed from my grandparents and parents, I know that they shaped who I became. And as I learned more, educated myself about diverse cultures and groups – about the fabric of our society, I grew to a place of cultivation. I began ripping out the weeds of their teaching. The weeds or poison ivy of thought that they learned, and passed to me. Do not get me wrong, my grandparents and parents taught me wonderful things, and I admire each and every one of them. But humanity is flawed, and not everything we learn from the previous generation should be honored or allowed to flourish for another generation. It’s time to weed some of those things that make us hesitant to reach out and make things better.

So, why am I writing this to a genealogy audience? Because I firmly believe a huge portion of the power to change lies in our hands. The more the records and spit connect us, the more we can start acting like family. If a member of your family is mistreated, how quickly do you come to their defense, to help them achieve justice? Pretty darned quick. As we come to the realization that we are all family, and as we strive to share this concept with those who care nothing for genealogy, we lead them toward empathy, compassion, and reconciliation.

I am also increasingly disheartened by the low numbers of white folks attending programs or sessions presented on African American genealogy/history – and other non-anglo based classes for that matter. It is shameful how few attend these wonderful classes. Go ahead and tell yourself that you don’t attend because it doesn’t apply to your research or ancestry – go ahead – just try. Because that doesn’t wash! If your ancestors were here beyond one generation, let alone before the Civil War, your family was a part of that history. What if you can’t find a slave owner in your tree? Congratulations, but did your family benefit from the slave economy? Of course they did. That network/system was in place for generations, and your ancestors were a part of it, whether they actively traded in human flesh as a commodity or not. They chose a side in the War driven by slavery – do you really think their side of choice was simply due to geography? Of course not – the issues leading up to that war were numerous and important to most. The records used to research enslaved families involved white owner families – so take a positive step and attend more of these sessions! I guarantee you will learn something helpful about your own research, and are sure to learn more about how our families can connect on a deeper level!

As speakers and genealogy teachers, we are quick to promote context as a way of understanding our ancestors’ lives and their motivations for life choices. If we continue to preach context and fail to promote digging into African American historical subjects, we are choosing to foster an atmosphere of division. How arrogant are we that we ignore the historical subjects of diverse American groups because we have arrogantly, and erroneously, determined that they do not fit into our family tree?

What else can we do? Well, I’m a Goonie generation, and I continue to say “This is OUR time!” – I love seeing the weaving of new fabric out there among diverse groups in the genealogy world – but we have to increase this effort a thousand fold! It is NOT enough! The good of those who help share the names of the enslaved in blogs and trees are drowned out by those who choose to erase or ignore the names they encounter – simply because, while they will not accept the guilt, they display actions driven by shame. Which is also driven by a romanticized mythology that perpetuates the heinous lie of the perfect or unblemished family tree!

This is OUR time, folks. We can choose to be forces for good in our generational time here on this planet, or we can choose to spread the weeds of division passed down to us. Of all the traditions and sacred beliefs we share across time, from one generation to the next, please do not sacrifice the future of our country on the traditions born from hate and prejudice. Weed our gardens through love and familial restoration. We were handed this society by our ancestors, but it’s our choice how we shape it for the next generation.

[1] Tuttle, John W. John W. Tuttle Civil War Memoir. 1860-1867. (Kentucky Historical Society Archives, Frankfort KY, SC 406), pg. 1(2).

Lost Legacy: A PSA about Donating Your Research

Published on February 25, 2018 by Cheri5 Comments

Today, we’re going to play a game of “Would You Rather – Elimination Round”

The information I am about to share will naturally be a tad controversial. But after years of watching genealogy donations come into a state institution, the severity of this issue has been weighing heavily on my heart for quite awhile. For anyone planning to donate their genealogy research to an organization or even to a capable family member, you NEED to read this post with an open mind and a willingness to take precautions.

Repeated Scenario:

Aunt Matilda, the family genealogist, has passed away. Everyone loved hearing her stories at the family reunion, or seeing the charts she would bring along, but her small pieces of genealogy that she shared with the family were the result of decades of research – with 20+ boxes and 6+ file cabinets to prove it. Aunt Matilda was very organized, and loved displaying her binders of family research – they were an impressive site – she even shared some of these brag images with her favorite genealogy Facebook group!

But Aunt Matilda is gone – and her family has been tasked with finding a new home for this valuable truckload of genealogy. It’s precious. It’s priceless. But who’s going to take care of it as it should be cared for? For all eternity!!!???

Usually one of four things happens in a case like this:

The family passes on the collection to another willing family member who will lovingly continue Matilda’s work, and care for the collection as we all envision.
A willing family member volunteers to take the collection, in the hopes of continuing Matilda’s work, and it goes in a basement or attic until they retire and can devote sufficient time to its care. However, if this next family member dies before taking on the work, the collection will need to find another home.
No one in the family wants this, but realizes its value and donates it to a non-profit organization of their choice: Library, historical society, local museum, genealogical society, etc.
The family members in charge of Matilda’s estate have no clue about the value of her genealogical research and toss the many files of research into a dumpster! Oh, the horror!

Considering scenario #1:

This is the rarest of the scenarios. We all know that we carry a sacred mantle – bestowed upon us by the ancestors. We are chosen by a force we cannot see yet which drives us to research until we become one of them. While you can find another in the family to take the charge, you may have to be creative in finding the right person. It may not be a direct descendant. This isn’t royalty, with a title dictated by an entail, but rather a search for the one with the gift.

Considering scenario #2:

This is a pretty common scenario…unfortunately, it does not usually have a happy ending. Well meaning family members can have the best of intentions – but lack of follow through usually results in an even more precarious situation when this person passes = a fast track to scenario #4! Do not be swayed by the willing but unavailable – or incapable. Look for the gift as we just covered above.

Considering scenario #3:

This is the impetus of this post – and the hardest to take.

Donating the collection to a non-profit organization is a smart move for longterm preservation and future accessibility by descendants from multiple branches. I encourage this with every fiber of my being!

But…

A problem is fast arising – at an alarming rate: Collection size in relation to space availability.

I work for one of the lucky ones. We have a very large, modern facility, built to handle incoming donations of all size – for decades to come. Despite our current comfortable space capacity, it will not last forever. For those who are not so lucky, space is at an even greater premium.

Our current collecting practices had to move to a smarter model over a decade ago because at the current rate we were taking things in, we were going to run out of space quickly. So, we adopted a collecting policy – related directly to our mission and mandate from the state. Every item coming into our facility has to be voted upon by a Collections Committee. We base our voting upon historical significance, condition (mold and bugs are pretty quick declines unless there is something stellar inside that warrants conservation.), uniqueness (do we already have 25 of these or is this only 1 of a few?) and subject need. We implemented these policies to not only ensure responsible stewardship, but to encourage collecting in a broader spectrum – we want our collections to cover all subjects and time periods.

For incoming genealogy collections the questions are getting harder and harder because the size of the collections being dropped off are getting larger and larger….and with much greater frequency.

To analyze a genealogy collection for inclusion, we look at the contents to the best of our ability. This is not a full scale archival processing which would come after acceptance. This is a spot review of folders and boxes.

What are we finding in this collection – and should we take it?

Is there original family material inside? If we find original family photos, correspondence, sourced research reports, bible records, diaries, ephemera, etc…..that’s a home run. We LOVE these components because they are unique, tell a story, and in many cases, fragile. Our facility can preserve them, and make the collection accessible to researchers and many future family members.

But more often than not, these collections contain a large photocopy paper collection – with very little to nil original family elements. For instance – print outs from websites such as: Findagrave, Ancestry, RootsWeb, message boards (Genforum), etc. E-mail correspondence can be valuable as cousins collaborate their research, but I’ve seen binders devoted to one family, which includes complete copies of each stage of the e-mail chain – from the first e-mail, followed by each reply, until the final response – repeating the chain as it grew – filling up half of the binder!

Many binders, folders, or boxes contain printouts of census images, wills, death certificates, etc. collected by the genealogist along the way. While these are valuable to your research….I’m going to be blunt:

This is why we practice responsible and thorough citation methods!

You will never see an NGSQ article that contains copies of all of the documentation necessary for a proof argument. Why? Because it would take up too much space! Citation guidelines were adopted in the history and genealogy professions as tools to defend our research conclusions. We have to defend them with primary information – but through citations, not actual copies of the supporting documentation.

Many of you are rolling your eyes right now – “Duh – of course we cite our sources! Besides, who has time to complete the research in a professional report with citations?! All of our branches???! We are never finished! This is why we pass on the research, hoping someone else will complete the work!”

Point taken – but I’m here to pour a bucket of cold water over your head: Which would you rather have, a research report with full citations donated to a non-profit collection that your family can access for generations – OR – would you rather see your decades of hard work tossed into the dumpster?

Here’s the bigger problem that accompanies the material I described. Even though we, as archivists, are trying to evaluate an incoming collection as to its research value and historical/genealogical importance, there is always a possibility that we could get the assessment wrong. Not overall, mind you, but the sheer volume of print outs from the genealogy web could obscure the original family elements that might be lurking inside. And remember, we’re not talking about assessing a binder of material….we’re talking about assessing 6-20+ boxes of binders or folders….within a half hour or so, to make a donation recommendation.

Passing the Ball to your Court:

So, what can you do to ensure your collection is handled appropriately to survive in the longterm?

It is MANDATORY that you reduce the genealogy collection footprint. Here are some ways to do this.

Begin to prioritize. Most genealogy organizational how-to articles will help you organize your research into color coded folders, binders, boxes, cabinets, etc. Forget that for now. Your prioritization should begin with the most important pieces of your family collection. If you walked into the office/closet during a natural disaster and had to pick one box to take with you, what would it be? If you can’t lay your hands on one to two boxes of original family material or research, you’ve already lost the estate battle.
One way to reduce, as I mentioned earlier, is through citing your sources without keeping a photocopy of the original. I know that makes you nervous, but it’s the goal we should all be striving for in our research. Caveat: The copies I am referring to include items that can be easily pulled up via Family Search or Ancestry, Internet Archive, or Photocopies from other books that are readily available, etc. If you have a photocopy of a record that has never been digitized, and it took a trip to the courthouse to retrieve, by all means, keep that copy. The same goes with family group sheets and family Bible record copies from relatives – these are not things you can cite and find anywhere else (usually) – so retention is a must.
Photo albums are their own beast: consider decreasing the amount by eliminating images taken of landscapes while on vacation, blurry images, and duplicate images – pick the best – eliminate the rest (of these photo categories).
Ephemera – While I’m a big fan of ephemera, there should be a limit on what you keep. Travel brochures, postcards with little to no family info, restaurant napkins, matchbooks, receipts, canceled checks, should all be reduced or eliminated unless there is a great story or sentimentality to the item. If you do have a large ephemera collection tied to places over the years, consider pulling those out and donating to an appropriate institution on the collection’s own merit.
Always separate publications away from your genealogy collection. Sure, they can be in the same area during your research years, but separate them out during the organizational process. Someday, these can be donated to local libraries, or discarded if there are multitudes of copies already out there – but don’t muddy your genealogy waters with outside, mass produced publications.

Breaking the Hoarder Mentality: Document the Important Stories and Tie them to the Objects you want to Pass on to Future Generations.

On a personal note, my grandmother died a few years ago – but due to the hoarding that went on in that household, unchecked for decades, it took the full 2 years allowed to settle the estate. Even after her house had sold, we were working through the last portion of her belongings that were stored off-site in an environmentally secure storage facility. Up until the very last hours, going through that last batch of family significant items, the sheer volume of “things” and lifelong remnants was mentally and physically exhausting.

By the end of the final day allowed for the probate settlement, my father and his siblings agreed to split up the remaining boxes without knowing what was inside – in the hopes of making the last divisions equal. So after 2 years of work, the last divisions were made blindly – a scenario we all want to avoid.

At the conclusion of all the angst associated with an estate dispersal, there are still many times when I will look at something today and wish I could ask my grandmother or grandfather about its significance. Sure, it’s old, I grew up seeing it in their house, but is that the end of the story? Did they purchase the item, or did they get it as a gift – OR, did it come from the previous generation? Sadly, those stories are lost forever.

My exasperated point here is: Do not place the same value on your stuff. Prioritize the important things, connect them to you with stories, and work on getting rid of what is not as important. Because the biggest tragedy of all exists when the really important things cannot be seen due to the hoarding around them. In our attempt to keep everything, we are at risk of losing the most important elements of our heritage.

A Few Last Pieces of Advice:

There are a few other things you can do to ensure your family history survives, from housing the items, to labeling photographs, to estate planning.

Once you have prioritized the most important sections of your collection, go through them with a fine toothed comb of analysis. Label all of the photos. Re-house the important documents and photos into archival safe folders and boxes (this is also a nice way to differentiate between the important and less important segments).
For each box of documents related to a surname or family, write a research report that fits into the first folder – serving as a family introduction to what’s inside and where this collection fits into the family history. This is your opportunity to use the citations I mentioned earlier – but in smaller reports that do not seem as daunting. Include photos of heirlooms in the report to connect them in family context. You can keep these electronically active as you research, updating them periodically, and placing an updated version of the report in the file every year or 6 months depending on the research activity for that branch.
Think about the odds of the entire collection surviving – and then explore ways of sharing copies of the history. The more copies that exist out there, the better the chance of connecting to future researchers: Making a photobook history through the many self publishers out there. These books come in slick professional looking products that your family will love to pass on as important keepsakes. Also, if you don’t plan on donating the entire collection to an organization, make copies of the research reports or photobooks you wrote and donate to local libraries and museums – this allows them to survive on file for researchers.
Do you want to donate the collection you just put together? Consider getting advice from a local professional. Contact the museum/library of your choice and ask to consult with an archivist about your genealogy collection. They can advise you on best practices, and whether they would be interested in obtaining the collection – if you already know that they woudn’t be interested, or wouldn’t make a great fit, shop around for a place that does, and then consider estate planning to make the donation a legal agreement. Also, don’t be afraid to ask them about their collection space and future collecting policies – as well as staffing levels – as this affects processing time and the future access of your collection.
But….you have a different scenario: your research is well sourced, not bulky, but stored neatly as a digital file on your PC or in the cloud. You’ve used a wonderful genealogy software that allows your files to be shared with multiple family members. That’s great! But what happens when the software you are using upgrades after you are gone – and the file can no longer be read – save as a gedcom? Perhaps. But since we cannot see the advanced technological environment coming along, it’s a safe bet to store your reports in multiple formats, including printed reports, and make sure you keep up with best practices of data migration.

Conclusion and a Last Word of Caution:

I am NOT suggesting that you have to reduce your collection to one box or binder. In some cases, that is not possible – in others, that isn’t practical. However, when we archivists process collections, we are allowed to discard elements that do not fit the collection – categorized as “processing discards” = superfluous papers with duplicate information, blank sheets, commercial (widely published) brochures/publications, damaged elements, etc. Knowing this, you may be tempted to dismiss my entire post – after all, an archivist can process my collection as they see fit after I’m gone. Really? Do you really want the reduction filter to come through someone who does not know your family and related collection?

NO – you want to retain that power and prepare to donate a unique and useful research collection.

Everyone thinks their genealogical research will be valued and preserved for future generations. However, unless we are proactive in ensuring its survival, it may not last past our generation. I understand the need to keep all of our research on hand while we work, but we must be more organized in the research, keep clear goals in mind for each branch, and then wrap up our work with reports – on a periodic basis. Just remember, reports can be amended in the future – but lost genealogy is an irreversible tragedy we all want to avoid!

I hope this makes everyone think about what I consider to be an emergency epidemic – one that I face every week. Please take this advice to heart – it is well intended and shared in genealogy love.

Happy Organizing!

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

Published on January 9, 2018January 29, 2018 by Cheri

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

The Online MYTH: Researching in Tandem for Best Results

Published on October 16, 2017November 20, 2017 by Cheri

I am writing this post with gritted teeth and a fake smile upon my lips – retaining a professional demeanor in the face of such a dangerous fallacy can be almost impossible. But I promised you undiluted genealogy – and here comes test case number 1! Quick – go get a cup of tea before reading further!

Just this morning, on Facebook – the disseminator of both good and evil genealogy advice – a woman was asking for research location tips from her fellow genealogical researchers. As several gave her great insights, one person declared that:

“So many Kentucky records are online that it is rarely necessary to do onsite research anymore.”

She then proceeded to list about 3 wonderful online repositories….which was helpful, in a way….but with no cautionary caveats.

Two of the three online resources she shared should have come with cautions: The first one links to an aggregated collection of digitized items from around the state, including maps and newspapers – but what she doesn’t know, is that this site is in limbo, and most early participants no longer share digitization efforts on this site – most have created their own online portals for digitized records. The other site is a go-to for land records, and I recommend this one to researchers all the time – but caution that state budget cuts hit them hard, and digitization efforts had to stop short of the entire collection – some onsite visits would be necessary to access any records past a certain year.

Now, I understand that the standard researcher will not have knowledge of these limitations – but the overall impression of digitized record repositories containing complete collections, thereby eliminating a need for onsite research is FALSE!! FICTION!!! JUST PLAIN WRONG!! In fact, DANGEROUSLY WRONG!!

Why dangerous? Because the libraries and archives that contain our history operate on funding – local, state, or federal funding. What happens when the visitation numbers go down to a point that makes the keepers of the funds question their allocation that year? They cut, and they cut some more….and they hear local/national statements about everything being online, and they cut further…until access or existence is in extreme danger.

I was recently told a scary story (just in time for Halloween) about the construction of a new county courthouse – the locals in charge of building said courthouse, decided to opt for a closet sized research table to access records, because “No one conducts onsite research anymore – it’s all available on Ancestry!”

How do we stop this madness?

You MUST conduct your research using a tandem approach – and abandon the research vacuum of online only records!

1. PLEASE stop perpetuating the myth of online-only access. Just think about statistical probabilities alone – they are staggering. Since we’ve only been digitizing things for about the past 10-15 years (larger institutions), only a tiny portion has been digitized. And so many smaller institutions are not digitizing at all because of low staffing, technology and budget constraints. The libraries and archives of the world maintain huge collections of local records and family records – primary sources that can obliterate your brick wall! But if we encourage others to research in both places – online AND onsite, budgets grow, and online access continues to grow….otherwise, with the demise of research repositories because of a myth, we run the risk of endangering the existence of our history – and stopping the digitization efforts! Trust me, the digitization budgets are connected to the libraries and archives – you cannot have one without the other.

2. Run tandem research all the time – begin with online sources (images of primary sources hosted on main sites, such as Ancestry and Family Search) – noting the original location of these records. After building your research foundations with the wonderful digitized documents available to us, move to other online resources. Take a virtual tour of the libraries and archives of your state, region, and county of focus. Comb their websites and online catalogs to see what they have – look for several things: catalogs that list many of their items AND separate links that house archival finding aids or any digitization efforts they may be running. Remember: Even catalogs have limitations, and may not contain a list of EVERYTHING in their collection. Also, smaller county historical/genealogical societies may not have a website at all, or if they do, they may only list their location – not a list of what they have. Personal contact would be necessary in this instance.

General Stacks section of the Martin F. Schmidt Research Library at the Kentucky Historical Society

3. Head out on the road! Now that you have a research plan as to the locations and collections you want to see, you will be much more successful in your results. Be ready to experience some amazing bonuses along the way! By visiting the area of your ancestral home, you will gain an understanding that is unparalleled. You see the geography, breathe the air, and talk with the people of your homeland. Contextual knowledge of your ancestral community is a vital part to understanding your ancestors. Plus, your visit, though a tad costly, helps maintain the existence of these storehouses of history and information.
In short – always think of research as a multi-dimensional process. We are fortunate enough to have wonderful records at the tip of our fingers via super digitization efforts of many – but our research should NEVER stop there! Our storehouses of history contain the family records we need: Bible records, genealogy research files, correspondence, diaries, photos, school and Church records, etc. A fundamental principle of the Genealogical Proof Standard is “conducting a reasonably exhaustive search” – NEWSFLASH – online only research is NEVER a reasonably exhaustive search!