Steps to Success in Genealogical Research Step Five - International Institute

Step 5: Documentation
Documentation is the provision of adequate evidence; this is usually on paper, but sometimes by other means. There are two parts to this activity:


 * 1) Description of the source.
 * 2) Transcription of relevant items, and photocopying/digital images of the particular pages wherever possible.

Recording and Photocopying the Relevant Items
You need to record the particular item of interest. A generation ago this meant only a careful transcript of the relevant entry. In order to verify the research the reader was then expected to track down the source and do his own recording to verify the accuracy of the first transcript.

The advent and widespread availability of digital imaging has revolutionized our standards. We now expect to keep a photocopy or digital image of each relevant written item, making the whole process much simpler for those coming after us, and giving us instant access to the original for that important ‘second look’ at any time.

How often it happens that after finding further information we need to go back and scrutinize that document again for nuances overlooked the first time around. Our human fallibility in writing clearly and transcribing accurately can now be overcome.

Similarly, the camera provided the means to accurately capture a record of a document, an artifact, person or place which earlier had to be drawn or painted. In artistic media, however, it is possible to accentuate or minimize certain attributes of the original, whereas the camera/copier captures people, places, gravestones, writings, etc. as they really are.

Take a copy of each document having important information on an ancestor. Filing these in chronological order in the ancestor’s folder or binder section will illustrate his life story. When making a copy ensure that you include page identifiers on the page in the frame of the finished copy so that you have a complete record.

This means:


 * The heading for the page that includes the place, date and type of record. If the page has no heading then take the trouble to copy the front page of the document as well. Obtain a copy of the title page and copyright page of any book which you use.


 * Any column headings, page or reference numbers.


 * The complete entry, even if it means doing two copies to get it all in.


 * Any other identifiers such as piece numbers at the side of census pages, or handwritten folio numbers next to entries.

Ensuring that you have every possible morsel of information will also enable you to review the material later and pick up clues that perhaps were not apparent at the first reading.

Adjust the size of the copy to leave a small white margin on one side. Use it to note the exact source and page number on the front of each copy, so it will be visible and will copy with the item, thus saving you work. Do this immediately after making it. Experience shows that it is easy to arrive home with many copies, and have to spend hours figuring out which was from which microfilm or book.

One day you will write a book or an article, and if it is for publication, or if it is to be accepted by any other researcher, it should be as accurate as you can make it. It should also be properly documented, that is your sources should be quoted for each fact stated and a copy of each important item should be kept. Some of these copies can be added as interesting illustrations for your narrative.

Recording from someone else’s transcript of an original never substitutes for the real thing. It is merely a finding aid. Always consult the original after finding an item on a transcript.

What Can You Photocopy?
Archivists are rightly concerned about preservation of written sources and thus do not permit photocopying of fragile books and documents. Filming of the original records proceeds and is a boon to the serious researcher as most archives and libraries also have a microform printer. These often require purchasing a pay-card, or work on a system of ‘pay as you leave the library’, and prints are usually inexpensive, particularly when compared with revisiting the source material.

Usually your time on a computer or reader-printer is limited, because of demand. In fact, you may have to put your name on a sign-up sheet to schedule the printouts you want to make. So it is doubly important that while you wind your way through microfilm, you record exactly where you want a copy made. When your scheduled time arrives you may have several films or fiches to insert and wind to (or locate) the right spot. As with regular copy machines, you may have options about paper size and placement of the page or document. Sometimes you can have the lens changed to a larger size to accommodate small print or 16mm film that needs enlarging for legibility.

Do ensure that you follow the copyright laws, usually posted on or near the copy machine in libraries and archives. Laws vary—in Canada an ‘insubstantial part’ (5-10%) of a published work, or small parts of an unpublished document such as a parish register, may be photocopied for personal research. The whole issue is discussed in detail in the National Institute for Genealogical Studies course Genealogy and Copyright Guidelines by Sharon DeBartolo Carmack.

FHL Request for Photocopies
Mention should be made of another economical method for acquiring copies from FS Library microfilms. Millions of worldwide original records are now available from the Family History Library in Salt Lake City, Utah. You can locate the microfilm and view it at your local FamilySearch Center (there are over 4,000 of them, over 90 in UK). While there you may copy relevant portions of your microfilm.

An even cheaper method exists where you can specify both the film number and the page (this might be by page number, alphabetical or date sequence.) See the FamilySearch Wiki article - Lookup Services to request a copy of a book or film not available to you in your area.

This method can be used for up to eight entries in any one section of the form for a fee of $2 U.S. each, with a minimum cost of $4 U.S. Up to eight pages will be sent with each request, limited to one every 2 weeks. If there are more pages a note will accompany the material sent to you indicating how many more there are. Your form is returned to you, and any overpayment is given as a credit voucher. For some folk it is cheaper to send a large sum, then use the resulting credit vouchers as they need them.

Instructions for mailing and payment are on the front of the form. Nowadays you only need fill out your name, address and phone number. Patrons anywhere in the world can send directly to the FHL in Salt Lake City, and British patrons find it more efficient this way. VISA and MasterCard are accepted.

As examples of the main original sources:


 * Many Irish and Scottish Civil Registrations can be obtained economically this way (see below).


 * British Census Returns. When you have the piece and folio number from an index you can look up the film number on the FamilySearch Catalog and get a copy of the specific page without having to locate the film in or travel to London! All for $2 each (see below).


 * Parish Registers. This method works when you can specify the film number, and either the page number or the exact date when the item is in date order. It will not work for pre-1812 films unless you have the page number as items can be in a crazy order (see below).


 * English and Welsh Wills from 1858 to 1925 are available by this method. You need to specify the name, date and court of probate, which are obtainable from the indexes (also on microfilm to 1956, and on fiches in several centres). Most wills are 1-3 pages so $2 U.S.(about £1.20) per page is a lot better than £5 per will charged by the regular source! (see below).


 * The FHL has a huge variety of microfilmed land records for North America.

This method of access to the vast holdings of the FHL is particularly appreciated by those who are patrons of small FamilySearch Centers (FSC). The larger Centers have reader-scanners and long runs of index films. For the latter, first get copies of index pages, then use these to decide which films to locate using this method, or get from other sources if the originals have not been microfilmed.

It is wonderful for those who cannot get to a FSC at all but who do have access to the FamilySearch website where they can look up film, fiche and book numbers. The Request for Photocopies form is great for accessing FHL material for which the FamilySearch Catalog indicates No circulation to FSCs. However, it obviously does not apply where there is the notation No photocopying.

Census Records, Books, Microfilm or Microfiche Form
The examples given on the form are supplemented here with items from other countries.

How to Fill Out Photocopy Requests for Census for North America


 * When requesting English or Welsh census entries change the headings as follows:


 * When requesting Scottish census entries change the headings as follows:


 * How to Fill Out Photocopy Requests for Books
 * This method is cheaper than getting in the film of a book and faster and cheaper than using the Request to Microfilm a Book form for one that is not in microform.

Then use these indexes to order the page numbers that refer to your names on a further Request for Photocopies form.

General Microfilm and Microfiche

 * How to Fill out Photocopy Requests for Civil Registration (Vital Statistics)
 * Note: When requesting a copy of a certificate (registration) please ensure that you give the certificate film number, NOT the index film number, plus the identifying page, etc. from the index.


 * How to Fill Out Photocopy Requests for Parish Registers


 * Do not try to order copies from handwritten parish registers unless you have a film item number and a clear page specification.


 * How to Fill Out Photocopy Requests for Probates
 * Note: The wills are typically more than one page so submit fewer per form.

How to Fill Out Photocopy Requests from Huge Fiche Sets Up to 8 pages will be sent with each request. If there are more a note will accompany the material sent to you indicating how many more there are.

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