Category Archives: Research Trips

Preparing for a Research Trip: Research Plans

There are a variety of ways you can construct a research plan and log. Often these are taught and discussed as two separate items. However, these can be one document that is keyword searchable if you use a computer program. Popular computer programs for creating research plans and logs are: spreadsheets (Excel or Numbers), word processors using tables (Word or Pages), and note-taking software such as Evernote, One Note, or Scrivener. Of course, this is a personal preference and you may be most comfortable with paper and pencil.

Why is a research plan/log important? 

  • To be efficient with your limited time in a repository, cemetery, or with family members.
  • To keep track of what you’ve researched so you don’t unnecessarily duplicate your work.
  • To keep any notes about your search results organized.
  • To gather citation information.

Months or years later, you can search these plans/logs for more research clues or to be sure you don’t examine the same source twice, or to know if you need to go back and search for new information (perhaps you’ve discovered a new surname since the last time you looked at a particular book or film).

Consider including the following items in your research plan/log:

  • Date
  • Repository
  • Title of item
  • Call number or film number
  • Names/Info searches
  • Search results
  • Other comments

A research plan and log should allow you to see what you’ve done, let you see where you should or shouldn’t search in the future, and is best if it is keyword searchable such as in a computerized system.

Sample research plan/log

While you are at the repository:

  • Take the time to organize your research findings.
  • If you have time/energy in the evenings, go through your papers/files and be sure they are organized.
  • Process your work as soon as possible. Enter in your database, research log, or other system.

If you wait too long to process your work, and you forget what you were doing, it’s almost as if you never went in the first place. Be sure you record and process what you find.

“We travel, some of us forever, to seek other places, other lives, other souls.” – Anais Nin

Preparing for a Research Trip: Repository Visits

I, for one, cannot wait to get back to researching in various repositories. Seeking out elusive ancestors and learning about history firsthand is so much fun. Here are some tips for taking trips to repositories.

Repository Visit Tips

Before you go to a repository, check the website for maps, location, hours, closures, and parking information. Also, check the rules for what you can bring and/or do while you’re there, and then bring the appropriate items:

  • Can you use your own notebooks or will you be given archive-assigned loose paper?
  • Can you bring in your bags, backpacks, or briefcases or will you be assigned a locker? 
  • Can you use pens or is it pencils only?
  • Is photography allowed?
  • Can you use laptops, tablets?
  • Do you need to request items from storage ahead of time?

Check the online catalog and plan what you want to see specifically. Create a list of call numbers, manuscript names, folder numbers, and/or microfilm numbers. Be sure to ask questions of the archivist or librarian. They often know a lot of information that you might not have been expecting.

What’s in the bag?

  • Don’t forget plugs, chargers, cords, batteries, etc.
  • Change or bills for copies if needed
  • Is there a snack room available? Bring water, snacks, and/or lunch.
  • Flash drives, thumb drives
  • Office supplies: sticky notes, paper clips, folders, sheet protectors, large envelopes
Research room at the Hancock County, Ohio courthouse

Preparing for a Research Trip: Cemetery Tour

Almost every genealogist I know loves visiting a cemetery. I’m known to visit cemeteries even if I don’t have any ancestors buried there. Planning for a cemetery trip can be very important.

Tips for Planning the Cemetery Tour

  • Use maps to plan your tour. I use Google Maps: My Maps. If you have several cemeteries to visit in one area, use Google Maps to create a route for efficiency.
  • Get cemetery hours and sexton or office information ahead of time, if possible.
  • Don’t forget to plan for bathroom breaks, lunch breaks, travel time, and time to get lost.
  • Have a back-up plan if the weather gets bad. If you are doing this in conjunction with a  family visit, try to have a flexible schedule.
Front gate photo, Wellsville Cemetery, Missouri

Cemetery Tour Tips

  • When taking digital photos, take a photo of the front gate sign at the beginning AND the end of the session. This will ensure you attribute the correct cemetery to the correct tombstone.
  • Pay attention to who is buried around your ancestors. Often families bought plots together.
  • If there is a local person around, a sexton, groundskeeper, or office staff, be sure to talk to them. They most likely know something more or have supporting documents.
  • Take good, detailed notes and process your data as soon as possible.

What’s in the bag?

Be sure to pack the following:

  • Camera, reflector
  • Memory Cards
  • Battery back-up (USB), car chargers
  • SOFT brushes
  • Water, snacks, sunscreen, bug spray
  • Wear appropriate clothes & shoes (think about weeds, burrs, snakes, bugs, etc)

You never know what kind of obstacles or critters you might encounter in the cemetery. Here are a few that I’ve encountered over the years.

Weeds up past the bumper in South Dakota!
Made a turtle friend in New Hampshire.
Found some deer in Connecticut.
Found ducks in Ohio.
A wild hog warning in Texas.

Preparing for a Research Trip: Family Interviews

As we get together with family, especially over the holidays, this is the perfect time to conduct family interviews. If you have done much research on your family history, you likely have some questions that some older members of your family might be able to answer. What’s more, there might be some great stories you never knew. Getting your family to share stories over the dinner table is so much fun. Be sure to bring a recording device of some kind!

You might also plan to visit more distant family members that you’ve discovered through your research. You may have connected with new DNA cousins and have planned to meet up and share information. These tips will help you prepare:

Tips for Planning the Family Interview:

  • To help jog memories bring: a pedigree chart, family group sheets, any old photos you have on that family line. Having these things in front of you helps bring up memories and stories.
  • Determine the venue for your interview such as a family gathering or a one-on-one setting.
  • Think about who’s invited: if you don’t want too many distractions you might limit the number of people during the interview.
  • How many family members will you visit? Plan with maps if you are unfamiliar with the area and make a schedule.
  • Send a thank-you note when you get home.
A family visit with my grandmother and her family friends. Questions were asked. Stories were shared.

What’s in the bag?

Be sure to bring the following:

  • Recording device, phone app, digital recorder, or notepad & pens/pencils
  • Camera – to photograph photos, documents, and other family artifacts
  • Questions – What do you want to know? Make a list of questions to ask ahead of time, but be sure to be flexible. Also, ask open-ended questions to get more information.
  • DNA kits – you never know when you’ll find someone whose DNA will help with a research project
  • Extras – extension cords, batteries, tripod, plugs, chargers, etc.
  • A small gift or something genealogical to share

Resources for Interviews:

Preparing for a Research Trip: Types of Trips

These last 2 years have been very strange for most of us. I typically traveled several times per year for speaking, institute attendance, or research purposes. As we look toward the future and to a time when traveling safely might resume, let’s explore the ways to prepare for research trips.

There are several types of research trips to prepare for. Each one has similarities and differences. In this blog series we will examine ways to prepare for these:

  • Family Visits to conduct interviews, gather photos & documents or obtain DNA samples
  • Cemetery Tour to visit cemeteries in ancestral or far flung locations
  • Repository Visits to conduct research in libraries, archives, and courthouses
  • “One-Stop” Library such as the Family History Library, Allen County Public Library, or Mid-Continent Public Library
Researching at the Family History Library

With any of these trips you’ll need to consider:

  • Travel such as air, train, bus, or car
  • Hotel, or staying with friends or family
  • Food, groceries, or restaurants
  • and other logistics unique to the area.

Over the next few weeks, we will examine each type of trip including what to bring and how to prepare ahead of time.

Accessing Archives from a Distance

I’ve tantalized you with what you might find in an archive in previous posts here and here. And I’ve given you some tips on how to find a collection that might apply to your personal research through the use of ArchiveGrid. Now, what happens if you find a collection in a repository that is far, far away?

You have three options:

  1. Create a research plan or list, saving all of the information you need to access that collection someday when you are nearby. I do this quite a bit for areas I think I might be visiting in the next 1-3 years and if it is on a personal project that is not time-sensitive. Save the URL to the collection, repository name, address, hours, and so on. I use Evernote for such a task. I have notebooks for various locations or repositories titled “Family History Library,” “Ohio Research Trip,” or “Washington DC.” And I just drop notes in there to access later. A word processing document, spreadsheet, or even a spiral notebook would work as well.
  2. Hire an on-site researcher. Many repositories have lists of proxy researchers because they do not have the staff or resources to do research for individuals. If a repository does not have such a list, check the directories for the Association of Professional Genealogists (APG), the Board for Certification of Genealogists (BCG), or International Commission for the Accreditation of Professional Genealogists (ICAPGEN). These directories allow you to search by location or by specialty. You might also consult with the state or county genealogical society for the area of interest as well. You might also find a cousin, hobbyist genealogist, poor college student, or some other person who would be willing to go to the repository for you.
  3. Ignore it. Now, I don’t recommend this one, especially if you are interested in not only the coolest possible finds out there, but also in conducting “reasonably exhaustive research.” I would at the very least put items in a list and get to them eventually.

I hope this series has convinced you to visit archives and manuscript collections. And if you weren’t sure about how to even go about it, I hope I gave you some helpful tips to quell your anxieties. Where else would you find a petticoat worn by Lizzie Johnson from 1865-1870? (The answer, of course: at the Southwestern University Special Collection in Georgetown, Texas.)

How to Visit an Archive

Some of you might be intimidated by the thought of visiting an archive or manuscript collection. I mean, they aren’t like a regular library usually. They tend to have a lot of rules and they will get after you if you don’t follow them. You can’t always bring in items you want to bring in. Why would you want to subject yourself to all of that hassle? I did feel this way in the beginning…when I was a “baby” genealogist. But I hope the last couple of posts (here and here) have convinced you to get over it and get in there!

Most (if not all) will have a website (such as that for the Briscoe Center for American History on the University of Texas Campus). Be sure to read it! It will prepare you for what to expect, the rules in terms of what you can bring in, copy policies, photography fees, parking, hours, closings, and so on. They will often have a catalog or finding aids on that website. Some archives have a system with which you can make an account and order your items ahead of time so they are ready for you when you show up. Often you will have to register as a researcher, showing your ID, filling our a form, or some other way for them to identity you. Also, do not be afraid to email the archivist with any questions. Sometimes a repository is behind in cataloging and not everything is listed. The archivist will know more about what is in the collection, or if you are having trouble locating something, they can help you find it.

Briscoe Center Website

Most often the rules are: no loose papers unless they look at them and stamp them with a stamp indicating it was something brought in or they provide you with a colored sheet of paper for notes; no pens, pencils only; laptops are usually ok but they will want to look inside it before you leave; usually photos are ok, some repositories have a photography fee; no drinks. I might have forgotten some, but those are the main rules I’ve experienced.

All of those rules are in place to protect the collection. No one is accusing you of anything when they ask to see inside your laptop or at your papers. Over the years, as you might imagine, items have been stolen, ripped, marked on with pen, had coffee spilled on them, and so on. These items are unique, one-of-a-kind, priceless, historical items. We don’t want to lose them and therefore they are in “protective custody” and you are required to follow these rules so they can survive for many generations to come.

The best advice I have is to read ahead to understand the rules then follow them without complaint, and you will have a great time at the archive. You never know what you will find but you will definitely have a great time in these original records!

Been Travelin’ … and it’s not over!

The months of April, May and June have been the busiest I have had as far as travel is concerned. I have been on the road more than I’ve been home! A short recap of my April adventures include:

  • The Ohio Genealogical Society’s Annual Conference in Columbus where I got extremely soaked with my friend Beth Benko trying to get back to the car during a storm, and had excellent Thai food with Beth, Judy Russell and Jay Fonkert. (Great suggestion Jay!) And while on the way to Ohio, had the opportunity to meet up with my friend Mark Lowe for dinner! (Great seeing you Mark!)

    Dinner with Mark Lowe at Cracker Barrel in Whitehouse, TN
    Dinner with Mark Lowe at Cracker Barrel in Whitehouse, TN

    My name badge from OGS, my FIRST to use the post-nominals!
    My name badge from OGS, my FIRST to use the post-nominals!
  • A very brief trip to visit some family in NW Ohio since I was “in the area” for the OGS conference where I visited the grave of my War of 1812 ancestor and his wife and daughter, found a one-line sentence in a newspaper article that would have been great to have included in my BCG portfolio, and got DNA from my 89 year old grandma.

    William R. H. Avery, War of 1812 soldier, on the right
    William R. H. Avery, War of 1812 soldier, on the right
  • What has been named the “Quilting Bee” which is really a family reunion between the cousins of the Taplin and Ricard families at a lovely little farmhouse near Waterville, Kansas where I slept in very close quarters with family members I barely knew (but know a lot better now!), met some really fantastic cousins (on my husband’s side), heard a million stories about his side of the family (but they were flying by so fast there’s no way I could capture them all and so next year I am making sure he attends this event himself), ate a delicious “milk can dinner” prepared by my father-in-law, George, and learned a lot about quilting.

    The men pouring out the food prepared in a milk can. Delicious!
    The men pouring out the food prepared in a milk can. Delicious!

These travels have been very fun, educational, and exhausting. I was able to meet up with old and new friends, listen to some great lectures, eat some yummy food, and see some beautiful scenery on my drives. Since moving to Texas, all of my road trips now take different paths and go through different states than I am used to. (I never knew Arkansas was so beautiful!)

The travel is only just beginning, however. Next week I’m at the National Genealogical Society, after that, 2 family trips, GRIP, Seattle, and Salt Lake City! (You can see the full details of my plans in the previous post.) My point in mentioning this is that my blog posts are going to be a little more sparse. I’d like to say I’m going to blog at least once at each event, but I know myself. I’m too busy socializing and then struggling to get enough sleep that I never manage to find the time. (I really need that 8 hours if I’m going to function properly!)

I hope you have some exciting travel plans visiting with family and friends with some genealogical research and conference attending mixed in!

It was “Take Your Daughter to the Library” week…

Ellie at a microfilm reader in the FHL
Ellie at a microfilm reader in the FHL

At the beginning of June, I took my 11-year-old daughter to the Family History Library in Salt Lake City for a week of genealogical research. We had a great time. She’s short (not having started the sprouting up process yet) and cute and blonde and very into fashion. She is also very quick and has an analytical mind. She very quickly learned how to find microfilm, load the film (although she was about 1 inch too short but insisted on doing it herself anyway), be able to read the old handwriting enough to recognize the page numbers and surnames we were looking for, load the film on the scanner, resize, focus, adjust contrast, spot-edit, and scan to the flash drive. She learned all that on the first day and after I could see she knew what she was doing, I gave her films and lists and set her on her way. She did VERY well. I was happily surprised. We spent 2 days working on scanning all of the deeds for one family line and their collaterals.

The staff people at the library just loved her! They’d offer help but she quickly demonstrated that she knew what she was doing and even helped other patrons as the week went on. The scanning section has a tall desk in the middle where you stand to scan and then seated scanners along the perimeter. When she was at a standing scanner, she was a little short (but still able to work the machinery). About mid-week they found her a stool and would bring it out for her when she came up to the scanners. On Friday of our week there, the Family History Library staff asked if they could have someone interview my daughter. She was great! Loved having the photos taken, loved talking to the couple who came to interview us. You can read the article here: Family History Blog.

The week spent with my daughter taught me a few things:

  • My daughter is VERY independent. I mean I knew that before, but now that she actually CAN do things herself (as opposed to when she was 3 and really did need some help) she really wants to and will get mad if you try to help her too much.
  • Too much of even good things can be bad. We made sure to take breaks. While some of us adults can sit in a library for many, many hours on end, we should not necessarily do so. We packed a lunch everyday and instead of eating in the lunch room, we sat on a bench in Temple Square. And about 2 or 3 in the afternoon we took a walk to the Starbucks. Walking and sunshine can really wake up your brain (not to mention the coffee). We also quit working at 6 or 7 pm which I know is sacrilege to some of you die-hard researchers, and if it weren’t for my daughter I’d probably have stayed until closing too, but we also spent time in our room making dinner, watching movies and resting. All good things.
  • To do genealogy with young people, you have to remember what it was like to be a kid. While my daughter did help me a whole bunch, she also spent a fair amount of time playing “Plants Vs. Zombies” on her iPad, reading a book and knitting. Since she doesn’t quite understand what a deed can mean for research, she understands what it is at a high level and finds it completely boring. But when we found those names on a plat map and I could point to a section and say “And this was where great-grandpa and great-grandma’s farm was” (Great-grandma is still alive, kicking, traveling and my kids will remember her), she was very interested. Kids are about the stories.
  • And kids are about the technology. The fact that she got to run a scanning computer all week, handle films and all of that, kept her interested.

I am so grateful that I had the chance to take that trip with my daughter. Someday she might not want to go to the library or would rather hang out with her friends instead of me, but that day is not here yet. Until then, I will be planning next year’s trip!

Reviving, Refreshing, Reviewing … And we’re back!

This was NOT me in Salt Lake City.
This was NOT me in Salt Lake City.

I recently spent almost 2 weeks in Salt Lake City for research and to attend the APG PMC and SLIG. (Thanks Grandpa for being “mom” for me!) It was beautifully snowy the first week (along with slippery sidewalks and cold temps) and sunny but smoggy the second week. Basically I’m not a fan of winter in SLC when you are trying to get around outside. But it will not deter me from attending again next year! I’m pretty tough. I had such a great time just being surrounded by the topic that I love, with people who love the same boring (but not to us!) topic. I got to know the best people more closely. I don’t think I ever laughed so hard in my life. One night, I literally had a face-ache from laughing so much. (You know who you are.)

I am absolutely a huge fan of SLIG. It was my first time attending and I had an outstanding time. I think a large part of that was because of the friends I made and people I connected with beyond Facebook! I took the Advanced Practicum which is a different type of course. Everyday you get a new problem to work on, a case study that has been worked on and nearly completed by genealogists in the field, who then turn the problem over to the class with varying degrees of information to get us started. We then had 24 hours to work on the problem. We met everyday at 4pm to discuss our findings and get the next problem. I won’t go into the details of how it all worked, but the class was very interesting. I enjoyed seeing how others would go about solving the same problem, the different thought processes, and the sometimes different, sometimes same results.

After SLIG I needed about a week to readjust to life. I had gotten out of all of my routines and I was exhausted! Living out of a suitcase gets old after a while, even though I love to travel. I did very much enjoy coming down from my hotel room to a nice continental breakfast and giant pots of coffee everyday. I didn’t have to worry about that part of my day everyday. It’s back to making my own coffee and bed again. And back to the blog. I have a fun plan for February’s theme so I’ll “see” you here soon!