Obtain and Search the Records

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Step 4: Obtain and search the records.

If you have effectively completed earlier steps, you are now ready for the most exciting and rewarding step of finding and searching the records.

By the end of this step you should have: (1) your research findings recorded in your research log and (2) photocopies (or notes) of the records found.

You may be able to obtain most records from several different repositories. Also, understanding different search tactics can help increase your choices of success.

= Obtain the Records =

When you selected a record (in Step 3), you may have learned at which library or archives the record is located.

Genealogical information can be found in libraries, archives, public and private offices and in various publications. You may visit or write to the repository or send a friend, family member, or paid researcher to search the records.

Family History Library
The Family History Library in Salt Lake City has the largest collection of genealogical information in the world.

Family History Centers
There are over 4,500 family history centers around the world where researchers can use most of the records in the Family History Library.

Other Research Libraries
Major research libraries with significant genealogical collections are found in every country.

Local Libraries
Public and college libraries have many published and some microform records.

Interlibrary Loan
Most public and college libraries provide interlibrary loan services that allow you to borrow many records from other libraries.

Original Record Holder
Many records you want to search may still be held by the organization that created them.

Courthouses and Government Offices
Many public or government documents are at state, county, city, or town courthouses or offices.

Archives
Many public and private organizations (such as societies and churches) have placed their older records in their own archives or other local archives.

Societies
Many societies maintain small collections of records.

Publishers and Booksellers
You can purchase current books and reprints from the publishers.

Periodicals
Genealogical journals and newsletters can be an excellent source of genealogical records.

Correspondence
If you cannot visit a records repository, you may write to archives or organizations to request a copy of the records you need. You may learn about other researchers who are willing to share their findings with you. For difficult problems, you may want to hire a professional researcher to help you.

When writing to request services, you will be more successful if your e-mail or letter is brief and specific. You will usually need to send a check or money order to pay in advance for photocopy or search services, although some organizations will bill you later. The Family History Library has published brief | "Letter-Writing Guides" for some European countries.

Keep the following in mind as you prepare your correspondence:


 * Be courteous and considerate of the person's time who will answer.
 * Make your request clear and simple. Do not ask complex questions or request detailed searches.
 * Keep a copy of your e-mail or letter and note it on your research log.
 * Type your e-mail or letter in one page or less.
 * Be sure your own contact information is correct.
 * Be sure the information and address for the person or repository is correct. The Internet usually has the most current contact information.
 * E-mail is usually better than surface mail. If you decide to use surface mail, enclose a self-addressed stamped envelope when writing within your own country. For letters outside you country, enclose International Reply Coupons (available from you Post Office) for postage.
 * When contacting other researchers, offer to pay copy and postage costs.

For more information about how to write for genealogical records see—

"Correspondence 101" at Introduction to Genealogy [Internet site] at http://genealogy.about.com/library/lessons/blintro3e.htm [accessed 6 April 2008].

Genealogical Society of Washtenaw County, Michigan, "Guide to Genealogical Correspondence" at GSWC [Internet site] at http://www.hvcn.org/info/gswc/bibliography/correspond.htm [accessed 6 April 2008].

Cache Genealogical Library. Handbook for Genealogical Correspondence. Rev. ed., Logan, UT: Everton Publ., 1974. (FHL book 973 D27hk)

For contact information and addresses use search engines like Google or Yahoo, or see—

"Societies and Groups Index" at Cyndi's List at http://www.cyndislist.com/society.htm [accessed 8 April 2008].

"Libraries, Archives, and Museums Index" at Cyndi's List at http://www.cyndislist.com/libes.htm [accessed 8 April 2008].

Historical and Genealogical Societies of the United States [Internet site] at http://www.obitlinkspage.com/hs/ [accessed 6 April 2008].

Bentley, Elizabeth Petty. Genealogist's Address Book, 5th ed. Baltimore: Genealogical Publishing, 2005. (FHL book 973 D24ben)

Professional Researchers. You can employ private researchers to search the records for you. Lists of professional researchers are available at not cost on the Internet at—


 * [| International Commission for the Accreditation of Professional Genealogists (ICAPGenSM)]
 * [| Board for the Certification of Genealogists®]

Similar lists are available from organizations in other countries. See the research outlines or handbooks for specific addresses. Local libraries and societies may also provide the names of individuals in the area who will search records for you.

For more information see Hiring a Professional Researcher.

Photocopies. The Family History Library (see Photoduplication Services) and many other libraries will make limited photocopies for a small fee. You will need to specify the exact pages you need. Many will also photocopy a few pages of an index or an alphabetical record (such as a city directory) for a specific surname.

If they provide any at all, most libraries offer only limited correspondence services, primarily to help patrons get access to the library's records. They do not offer extensive research services. Inquire about the services or fees before you send a request. Limit requests to one or two questions or topics. For detailed requests, you will need to hire a professional genealogist.

= View the Records =

Your research may be more rewarding and more effective if you can visit the library or archive and personally search the records.

Format and Equipment
Because genealogical records are available in a variety of formats (see Formats of Records), understanding those formats and the equipment necessary to use them will make you a more successful researcher.

Read and Interpret the Records
Each record may have peculiarities that make it difficult to read or to understand the meaning of the information.

Handwriting. To read handwritten records, you may need to understand the handwriting practices of the recorder.

Terminology. Dictionaries can define unfamiliar words used in the records.

Languages. Records from international countries and some from your own country may be written in foreign languages.

Formats of Records
= Search the Records =

Following the careful, thorough search procedures below will help you learn more about your ancestors:

Look for Indexes
Indexes can be very valuable, but some may be incomplete and some records may have been misinterpreted.

Search for the Whole Family
Each person’s record may include clues for identifying other family members.

Surname Searches
As you search a record, you may want to make note of others with the same surname you are seeking.

Establish Search Ranges
Often you do not begin a search with exact information about you ancestor. The marriage date may have been approximated from the birth date of the first child; you may not know the town or native spelling of the place where they lived. To increase your likelihood of success, establish reasonable ranges for your searches. Learn to guess well. For example, identify the following:

Geographic areas. Your information about an ancestor’s residence may not be correct or specific.

Area search. You may need to look through the records of neighboring areas.

Time period to search. Determine the range of time in which the events could have occurred.

Spelling Variations. The spelling of names and places may vary greatly from record to record and even within the same record.

Be Thorough
A minor detail in a record may be the specific information you need to trace the family further.

Know Limitations
Few records are complete, especially original records.

Multiple Families
On occasion, several different families you are interested in may have lived in the same location and therefore be in the same records.

= Record the Results =

If possible, make a photocopy of the key record(s) you found.

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