In case you haven’t heard … not everything is online! That may come as a shock to some of you. Sometimes you have to call, email, or even visit a repository to get what you need for your genealogy research.
My recent trip to Washington, D.C. to attend the Genealogical Institute on Federal Records (GenFed) reminded me of how much preparation goes into visiting a repository. And it doesn’t have to be a national one. It can be your local courthouse.
In this blog, I’m going to give you some tips to help make your repository visit a success (even though I can’t guarantee you’ll find what you want).
My week at GenFed was amazing. Not only were the classes taught by some of the best in the business, but just being at the National Archives and walking the halls, was a thrill.
This was also the first in-person genealogy institute I’ve attended since Covid. Many institutes are now offered online or in a hybrid format, so spending a week learning and researching in person was a treat.
But before I ever got to Washington, I had work to do.
And that’s where a successful repository visit really begins.
How I Prepared for the National Archives
Many of my classmates and I were well prepared for a trip to the National Archives. We were instructed by the director in advance to come armed with what it was we wanted to find: military, land, pension, maps, etc.
For me, I wanted to locate the Civil War pension file of my 2x great-grandfather, John Dettinger. And I did! It was about an inch thick and when I was done photographing each page I had over 300 images to go through.
I also documented the Civil War medical file for my 2x great-grandfather, Andrew Bothel. I’ve written about him before in this blog post: One Of The Best Military Records In Genealogy Research. This file wasn’t as thick, but it contained valuable information for my research.
I didn’t want to leave my husband’s family out, so I found military cards for his Civil War ancestors. They were only 5-10 pages each, so they weren’t as rich, but I still wanted them.
Tips for Researching In-Person
Learn About the Repository
Are you traveling a great distance to get there or just across town? No matter where you go, know the hours of operation, parking, etc.
Find out whether you need an appointment or a researcher card and what identification you’ll need to bring. If you’re planning to spend the entire day, check whether there is somewhere to eat nearby and whether you’re allowed to leave and return. You don’t want to arrive after traveling several hours only to discover there was something you needed to do ahead of time.
All repositories have their own rules. The National Archives doesn’t allow pens, purses or even candy in the research room. Learn what rules you will have to follow before you get to where you’re going.
Make a Prioritized Research Plan
Making a plan starts with a good research question. Who or what are you researching? What records will answer that question? Whether you research in your bunny slippers in the middle of the night or at the National Archives, you have to know what it is you want to find.
Once you have your research question, make a list of the records you want to see and put them in priority order. Start with the records that are most important to your research question. Then have a second and even third choice ready. You may get through your list faster than expected, or the record at the top of your list may not be available.
Search Online Before You Go
You can’t expect to just wander in and research on the fly. Do some online preparation ahead of time. It would also be a shame if you wasted valuable time at the repository for something you can find online. The only alternative to this is if you just want to hold the original in your hands.
Don’t stop with a Google search or the large genealogy websites. Check the repository’s own website, online catalog, collection descriptions, and finding aids. A finding aid may tell you much more about a collection than you’ll get from simply searching for your ancestor’s name.
Record Information About the Record
Did you find an index online, but the original is sitting in a repository? That index will contain valuable information you need to find the record once you arrive. Better yet, email the repository beforehand and tell them what you’re looking for. In fact, many locations require you contact them in case the record is offsite and they need to bring it to you.
Write down call numbers, application numbers, certificate numbers, or anything that is of value. And don’t just write down enough information to retrieve the record. Write down enough to cite it later. Include the repository name, collection name, box or folder number, call number, record group, or whatever identifying information is provided. It’s much easier to capture that information while you’re there than to try to reconstruct it when you get home.
Recording What You Find
You will need a way to copy or record what you find. Many repositories allow phones or laptops, and even scanners. But find out ahead of time. Be prepared with a pencil and paper in case none of that is permitted and you have to do a transcription.
If you’re photographing records, have a system. Take a photograph of the box, folder, file label, or other identifying information before you start photographing the documents. If you move to a new folder or record, photograph its cover or identifying information before you continue. Those photos may not seem important while you’re standing in the research room, but they can be lifesavers when you’re home trying to figure out where image 237 came from.
Before you put the record away, check your images. Make sure they’re readable, in focus, and that you haven’t accidentally skipped a page. You don’t want to discover a blurry image after you’ve traveled hundreds of miles home.
Be Flexible and Respectful
Hours and days of operation can change without much prior notice. It doesn’t happen often, but you may need to be flexible with your time. Also, when you arrive the records you want may be on loan to someone else. Come armed with enough to do in case something goes sideways.
Also, and this goes without saying, be kind to the repository staff. They work hard making documents available for genealogists and they want to help. Treat them and the records with respect.
And don’t be afraid to ask questions. Repository staff may know about collections you haven’t considered or be able to help you understand how records are organized. Tell them what you’re researching rather than simply asking, “Do you have anything on John Smith?”
Finally
Preparation doesn’t mean knowing what you’ll find when you get to an in-person repository. It means arriving with enough knowledge to make the trip as successful as possible.
Make a plan for your visit, but don’t be afraid to change it. One record may lead you to another you hadn’t planned to look for. You may discover a collection you didn’t know existed. Or you may come away without finding what you hoped to find at all.
That’s genealogy.
And remember, not everything is online. Sometimes you really do have to get out of your bunny slippers.
💡Genalogy tip: Bring a portable charger. If you’re using your phone to photograph records, your battery can drain faster than you expect. You may not have access to an outlet near your research table, so bring a fully charged portable charger and the right cable. The last thing you want is to finally get your hands on the record you’ve been waiting for and have your phone die!
Need Help Planning Your Next Research Step?
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