Many people, like you, start their genealogy research journey excited to discover their family story. You find records, gather documents, and build your family tree. But there’s one important thing that often gets overlooked, source citations.
I am working toward becoming a Certified Genealogist by the Board for Certification of Genealogists. One thing we do in this process is write, including lots of citations! My family narrative has over 250 of them.
In this blog post, you’ll discover why writing source citations is important, and how to write them easily.
Let’s look at a full source citation for the census record of Jane Smith living in Albert Doe’s house in Bangor, Maine in 1850.
1850 U.S. census, Penobscot County, Maine, population schedule, Bangor, page 25 (penned), dwelling 520, family 520, Jane Smith in Albert Doe household; digital image, “1850 United States Federal Census,” Ancestry (www.ancestry.com : accessed 19 November 2024), image 19 of 36.
Now, the example above may seem a bit intimidating, but don’t let it. Your citations don’t have to look anything like that. Keep reading to see how source citations can be easier than you think.
A genealogy source is any record, document, or piece of evidence that provides information about your ancestors. This can include vital records like birth, marriage, and death certificates, census records, wills, land deeds, church and military records, family letters, or even photos and oral histories. It’s anything that helps you piece together the details of your family’s story.
Sources can be original (created at the time of an event), derivative (like transcriptions or summaries), or authored (think book or narrative). They help us determine how reliable a source is.
Tip: Always look for an original record and look at the record itself.
Why Should You Cite Your Sources?
- It keeps your research organized.
When you know exactly where a piece of information came from, you save yourself from backtracking later. Imagine trying to re-find a record years down the road. That’s frustrating and time-consuming. - It proves accuracy and credibility.
Genealogy is about telling your family’s story. Stories are only as strong as the evidence backing them up. A clear source gives credibility to your findings. As a professional, my clients expect to know how I spend my time (their money). Writing citations is part of providing a thorough work product. - It helps others.
If you’re sharing your work with family members or collaborating with other researchers, citations show them where you got your information. - It gives proper credit.
We cite information that is not common knowledge. It’s our responsibility to give the proper credit to the people who originated the information we are using.
The 5 Main Elements Of A Citation
Creating a good citation doesn’t have to be complicated. A citation answers five key questions:
1. Who Created the Source?
Start with the author, creator, or organization responsible for the source. For example, was it a government office, a church, or an individual?
Example: If you’re citing a marriage record, the “who” might be the county that issued the marriage license or bond.
2. What Is the Source?
Next, describe the type of source. Is it a birth certificate, a marriage license, or a census schedule? Be specific so you can recognize it later.
Example: “Iowa State Census” is much clearer than just saying “Census.”
3. When Was It Created?
This could be the publication date, the event date, or the date the record was created. Dates are important for understanding the historical context.
Example: A birth record created at the time of a child’s birth is more reliable than a family story written years later.
4. Where Was It Created?
Pinpoint the location tied to the source. Was it recorded in a specific county courthouse, a church in a small village, or a national archive?
Example: A probate record from York County, Maine, should include the courthouse name.
5. Wherein Is the Information?
This part points to the exact spot in the source where you found the information. Think of it like page numbers in a book or line numbers on a census sheet.
Example: For a book, it could be chapter 12, page 230.
How To Put It All Together
One of the first record types we look for in genealogy is census records. Let’s look at how to cite this document.
Who Created The Source?
The United States Census Bureau created it, but in writing genealogy citations we try and be as concise as possible, so drop the word “bureau” and you’ve got the U.S. census.
When Was The Source Created?
This is the 1900 census. So our citation now reads 1900 U.S. census.
What Is The Source?
This is a population schedule. You could also have an agriculture, industry, or slave schedule.
Where Did This Source Occur?
This census is for Portland, Cumberland County, Maine.
WhereIn Details?
The person we are interested in is Richard Lowell. He is listed on sheet 1A, dwelling 1, and family 1.
Citation:
1900 U.S. census, Cumberland County, Maine, population schedule, Portland, sheet 1A, dwelling 1, family 1, Richard Lowell.
This is the order we use in genealogy according to Elizabeth Shown Mills of the book, Evidence Explained. She also has a website that is a huge help when trying to put together citations, www.evidenceexplained.com.
But if you just wanted to list the facts, that would be great, too!
1900 U.S. census – population schedule – Portland, Cumberland County, Maine – Richard Lowell – sheet 1A, dwelling 1, family 1.
Since we’re looking at an online image, you will want to include the website name, URL, and image number: Ancestry – https://www.ancestry.com/imageviewer/collections/7602/images/4119817_00435 – image 1 of 28.
Tips For Making Citing Easier
Write it down immediately.
Don’t trust yourself to remember details later. Write down the citation as soon as you find a source.
Use digital tools.
If you’re working online, websites like Ancestry and FamilySearch often provide source citations you can copy. Just make sure they’re complete.
Keep it simple.
Your citations don’t need to follow strict academic rules. They just need to be detailed enough for you to find the source again.
Stay consistent.
Use the same format every time. That way, you’ll know where to look for each detail when reviewing your notes.
Organize your notes.
Whether you use a digital tool or a notebook, keep your citations in one place. Consider grouping them by family line or type of record. Making a template is a great way to follow the same format each time you need to cite.
Why “Good Enough” Is Okay
You don’t need to stress over making perfect citations. The goal is to track your work in a way that makes sense to you. If you’re new to genealogy, focus on the basics:
- Who created the record?
- What type of record is it?
- When and where was it made?
- Where can I find the details in the record?
Finally
Start small. Begin with the sources you already have. Add citations as you go. It’s a habit that will save you time and help you build a family tree you can trust. Each record you find is a piece of someone’s life. By keeping track of your sources, you’re preserving not just facts, but their story.
If you’re having trouble writing, check out this blog post – it may help!
7 Reasons To Stop Your Genealogy Research And Write
Genealogy tip: If you visit a repository in person, take a picture (if you can) of the information you will need for a good citation. For example, if you’re looking at a book, make sure to get the title page with all the publishing information, etc. When you get back home and you’re writing your citation, you’ll be glad you did!
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