Some Words of Encouragement

My friend John, whom I know from Google+, is about to take a giant genealogical leap forward.  He is going to cross the invisible line from online research to offline research.  In order to continue his research he has determined that he has to leave behind the databases he has been relying on (Ancestry.com and AmericanAncestors.org) and take a trip to the Maine Historical Society.

This is a big step and I am so excited for John.  I also know how scary it can be to go to a repository for the first time. Here's are some tips to make the adventure a little smoother.

1) Take Care of Practical Matters

One of the quickest and easiest ways to smooth the road to your first repository is to handle the practical matters first. Go to the archive or repository website and determine their address, phone number and hours of operation.  Next print out a mapquest with directions to the location.  Even if you have a gps, the mapquest will act a backup in case there are any road closures or your gps stops working. Before you go, call the archive to make sure they will be open the day you will be arriving.

2) Check the Catalog

The archive should have either an online catalog or guidance documents of their collections on their website.  Check these to make sure they have the records you are looking for. If you still aren't sure after viewing the website, send the archivists an email and ask.  Better to find out before driving for any length of time.

3) Check for Restrictions

Some archives have restrictions on what you can bring into the research area and what you can copy or photograph.  Some places will have lockers where you will need to store your personal items.  Bring quarters in case the lockers require them. Also bring dollar bills in small denominations.  There's nothing worse than only having a $20 bill and the copy machine only takes up to $5 bills.  There will likely be a change machine but who really wants $20 in quarters! Toss a few pencils in with your pens.  Pens are not allowed in some places.

If anyone has any other suggestions for a first timer please share them here. Also, if anyone has  first hand experience with the Maine Historical Society, I'm sure John would appreciate hearing your tips.

Good luck, John! I'm sure you're going to have a great experience.


Photo Credit: Photo by Stephen Cummings and used under the creative commons license.

Planning a Research Trip

I'm hoping to go on a brief research trip to New York before the summer is over.  I'll be going with my genealogy buddy, otherwise known as my Dad.

I have a lot of work to do before I can set foot in the car.  One of the places we'll be stopping is Germantown, New York.  In order to make the trip worthwhile I need to figure out what records are available before I leave home.

For Germantown, my target time frame is 1780 to 1800.  I will be chasing down every person with the Edwards surname in that town during that time frame.

Here's what I need to do as part of my planning:

1. Create a Research Guide

In order to effectively search for records I need to know what is available in Germantown.  I need to create a research guide that provides information on vital records, probate, military, church, land and every other kind of record that I can think of.  I will likely create an easy-to-read chart that separates the items by types of records and dates.  While my main focus will be on the 1780 - 1800 time period I will likely include more than that in my research guide.  I will start by looking in Ancestry's Red Book at the New York chapter.  Then I will hunt out a New York specific research guide.  I'll check FamilySearch too, to see if they have a research guide on New York. Of course, I'll have to check out the FamilySearch Wiki as well.

2. Conduct a Literature Search

Next I'll want to check what has already been published about Germantown, New York.  To accomplish this I'll do a Persi search.  I will also do a search of Worden's Index to the New York Genealogical & Biographical Record.  This should give me a good idea about the types of things that have been published about the town.

3. Get Local - From a Distance

Next I'll need to survey the catalogs of the local library, historical society and museums so I can get a good idea of what they have available.  I'll particularly keep my eye open for special genealogical or local history collections.  I'll make note of any that I feel will be helpful in my research.

4. The Hunt for Manuscripts

While I won't physically be going to other locations I will want to check the catalog of the New York State Library at Albany.  They may have relevant items that could help in my research.  And if they have more items than appear available in Germantown, I may need to rethink my research strategy. Other catalogs I'll check will include the New York Public Library, The New York Historical Society and the Library of Congress.

5. Make a Research Plan

After doing all this background research I'll need to create a research plan. The plan will outline specifically what records I want to check and where they are located.  The plan will include blank space for me to include notes about my findings.

6. Prepare a Contact List

The last thing I'll want to do is create a contact list.  You can see a sample here that I created previously (scroll to the bottom of the page to find the pdf sample).  I like to create a contact list with the names of the repository or archive that I'll be visiting along with their physical location, hours, phone and any restrictions, fees or pertinent information.  That allows me to see at a glance when they are open and lets me shift gears quickly if I need to alter my plans.

This is only my second research trip to New York state.  If you have any suggestions that would make my trip more productive please share them with me. I could use all the help I can get.

Photo Credit: photo by basykes used under the creative commons license

Schedule time for analysis after your research trip

When it comes to genealogy research, I'm pretty good at planning research trips. I determine which repository I need to go to, how long it will take me to drive, print out my route maps and figure out where to park.

I'm also good about making a research plan ahead of time. I determine what I'm going to research, print out a plan and make sure I have all the supporting documentation available to me during my trip. That allows me to stay focused so that I can accomplish what I set out to do. Since I typically have very restricted time frames to do repository research that is very helpful and keeps me focused.

The one area I'm not so good at is scheduling analysis time afterward. If I were very organized I would schedule a couple hours immediately after my trip. My family life, however, typically prevents me from spending time on analysis right when I get home.

Ideally the analysis or "round up" time should happen within 24 hours of your trip before you forget. You can wait up to 48 if necessary but try not to put if off any longer than that. You are undermining all the benefits you got from your research if you wait too long.

*If* I were to follow my own advice, my round up time would look like this:

- Create a folder for the project (if not done before your trip)
- Create proper citations on the documents themselves
- Scan documents into the computer (I don't like paper, I prefer everything in the computer where I can find it. I'll just lose the paper.)
- Type up any handwritten notes taken during the trip
- Spend time carefully reading through copies of the original documents (determine if a transcription is needed)
- Update any charts with new information
- Analyze the documents to determine what impact they have on your understanding of your research
- Create a new research plan based on clues that lead you in a new direction

I'm looking forward to the time when I can do this immediately after my research trips. For now I'll have to settle for doing it within a few days of the trip.

How are you at reserving time to round up a research trip? Do you do anything different in your round up/analysis process? Let me know! I'd love to hear your ideas for improving this.