Computer Genealogy Specialists

How To Plan And Document A Genealogical Vacation

(Article 32)

Not all genealogical records are available on the Internet (less than 10%). Likewise, less than 20% of the North American genealogical records are available at the Family History Library in Salt Lake City, Utah. At some time in your research you may want to plan a genealogical record finding vacation to the areas where your ancestors lived. Here are some steps and tips that can help you make good use of your time, stay organized, and return with valuable material ready to be added to your pedigree.

Discover what you need: The planning of the genealogical vacation should start months in advance. Using PAF or another genealogical program, search for individuals with defined events or with notes that contain the place name (main county and surrounding counties) you intend to visit. The custom report feature in PAF will accomplish this with a little effort. In Legacy it is a built-in feature. Have the report indicate the MRINs (marriage record identification numbers or family group numbers) for the individuals your are searching for. Print out all the Family Group Reports indicated. Using a yellow highlighter pen, shade areas of the reports where you need additional information. Look for any areas with missing data, incomplete data, inconsistent data, and data with insufficient documentation.

Set and prioritize your research goals: This will tell you who and what you are looking for. Primarily you are looking for names, births, marriages, deaths, place-names, and family relationships. Many times you can find this information directly. Other times you settle for less prominent events and records (christening, immigration, census, land purchase or sale, probates and wills, court records, voter registration, tax rolls, and others). To know what types of records are likely to contain the information you are looking for within the place (state or country) you want, use the SourceGuide CD from the LDS Church. Also review the Research Outlines published in the same CD. With this information in hand, write down research goals inclusive for family groups, then group and prioritize the goals to give a sequence to the research you will do. The goals that get the best results specify what individual(s) you are looking for, and which events or relationships you expect to find.

Find historic and archival institutions and correspond with them: Use the Research Outlines, US-Genweb, and The Handybook for Genealogists by Everton Publishers to find historical societies, libraries, court houses, state archives, and historical buildings that are likely to contain old histories and records. Write to each of them asking if they have in their collections information about specific ancestors (keep it to only the most critical few). Tell them specifically what you know and what you are looking for. Ask if they are willing to search the records for this information, and that you are willing to pay for the search and any copies and mailing expenses. Some historical societies and archives will perform the search without cost and immediately send the results. Others will consult their indexes and let you know that something exists (this will help you when you visit them). And others will indicate their searching price with no information immediately provided (no problem, you can do it when you get there). Also ask in your letter, the days and hours the institution will be open to the public, and if they have any catalog indexes that can be searched via the Internet (if they do, search them).

Begin your search using microfilms before you go: Use your research goals developed above and the Family History Library Catalog to find microfilms that are likely to contain the information you are looking for (births, marriages, deaths, census, etc.). Visit the Family History Library in Salt Lake City to search the book collections for books you find useful through the Family History Library Catalog. The more homework you do in advance, the more you will be able to focus on what you need when the vacation starts. Make photo copies of everything you find, and note the call number or microfilm number, page number, and library it came from. Also copy the title page of the book or title page of the microfilm to help with the source documentation.

Correspond by email or letter with people in the study area having your ancestor's surname: This is sometimes call the wild-goose letter, but it can be very fruitful. Internet people-search engines can be used to find email addresses and street mailing addresses for individuals within the study area. Select people with the surname you are researching. Let them know that you are doing genealogical research for one or two specific individuals and are looking for old records, pictures, and histories of people, houses, farms, and businesses for your ancestors. Give you return email and street address, and you phone number for their convenience. Indicate that you are willing to pay for any costs of copying material or mailing. It's a shotgun approach, but when you get results it can be thrilling.

Plan the genealogical vacation: From research goals you prioritized, you have an idea of where you would like to start and how much information you are looking for. Create a tentative itinerary matching research priorities of the most needed information to the days and times the institutions will be open. List for each place you will visit, what you are looking for, and what types of records you want to search (this will keep you focused, but be flexible to adjust when you find what each library or society has). Allow for drive time between locations. Research in advance and make reservations with motels or hotels so you don't have to worry where you will stay. Include time to see some of the historical sites in the area where you can relax and maybe pick up some background information. Do not plan time to evaluate any findings while you are visiting libraries, societies, and archives. Stay focused on finding additional material. Save the evaluation for a free-day or for when you get home.

Gather the things you need to take: Having the right tools on the vacation can help the trip and your research go smoothly. Take the printouts of the family group reports you are researching, and all research planning materials. A laptop computer can also hold your entire pedigree and be a convenient place to off-load the pictures from your digital camera and the recordings from your digital sound recorder (be sure to take the connection cables). Make sure you have all addresses, phone numbers, and directions to reach each place you are going. A cell phone is helpful while you are traveling to verify meetings and reservations, ask further directions, and arrange new contact meetings. Have copies of all reservations. A briefcase is a convenient place to organize all papers and/or carry your laptop. If you fly, be sure to hand-carry all the items mentioned so far. You don't want to be at your destination ready to begin while your records and equipment are taking a vacation elsewhere for a week.. Blank paper tablets, pens, pencils, magnifying glass, ruler, sticky-notes, paper clips, small stapler, binder clips, paper folders, and extra batteries are recommended.

Visit a library, historical society, or archive: Ask for help and directions from an a research attendant who appears to know their holdings. Tell them what you are looking for, and the type of records you are interested in. Some attendants will be very helpful and bring you additional materials while you begin your search. Be sure to ask about unpublished papers usually stored in file drawers and sorted by surname. Other unique and useful sources include occupational records (medical schools, professional institutions - if they apply to your ancestor), loose pictures, old maps of the time period, news clippings for births, marriages, deaths, biographical sketches by family, and county history books (use the index to find you ancestor). Photocopy or photograph everything you find and note the call number, page number, and library where it came from. Pictures in books or newspapers are captured better with a camera than with a photocopy machine. At a historical society, ask if they have a published local history you can purchase. If you need information from a cemetery, ask the library or archive if they have index listings of the people buried in the surrounding cemeteries. This may narrow your search and provide valuable information if you later find the headstone damaged or otherwise unreadable. If the attendant appears to be a wealth of local historical knowledge, ask if you can record the conversation.

Visit the cemeteries in the area in priority order (most likely to least): On first visit, see if you can talk directly to the sexton and see the records. This will more quickly tell you if your ancestors are present and where they are. Get a picture of the cemetery layout on paper or by camera if possible. Obtain a history of the cemetery if you can. Ask if there are other cemeteries in the area containing old burials.

Evaluate and compile your research: Sort all photocopies in the order you want to evaluate them. Transfer all digital photos and sound recordings to a CD and make several copies. Then take each acquired record in turn and record it into your source document filing system. Extract the genealogical content from the record and update your pedigree database. Remember to note the source of the information. Include digital images of important records or people. Since this process may take some time, remember to schedule some fun days for a break.

For a printer friendly version of this document contact CGS by email and request this document by number and title. It will be returned to you by email as soon as possible.

32 How To Plan And Document A Genealogical Vacation