Record the Results

Principles of Family History Research &gt;  Step 4. Obtain and Search the Records  &gt;  Record the Results

Document and organize as you go! Record the results of every search, negative or positive, on the research log so you will not needlessly repeat searches.

If the Search Result Is Negative
If you did not find information about your objective in the record, note those results by your description of that record in your research log. Many researchers use a word such as nil or a symbol such as Ø in the results space on their log. This will show you do not need to repeat this search later for the same person. Also, the accumulation of negative evidence (shown by too many nils) may help you realize you should search a different area or another record type to find the information you are seeking.

Continue to pursue the same research objective by conducting a new search using a—


 * substitute spelling of the name (for Batson try Batsen, Badson, or Patson)
 * substitute record (for a cemetery record try a different transcript of the same cemetery)
 * substitute record type (for a cemetery record substitute a funeral home record)
 * substitute jurisdiction (for Knox County substitute Knoxville (town), Tennessee (state), United States (nation), or Jefferson County (neigboring county)
 * substitute repository (from the county courthouse switch to the county historical society)
 * or a substitute kin or associate (if you can't find George, maybe his son Bryan's records will lead to answers)

For further strategies to help with continuing research after some negative searches see:


 * Burned Counties Research and
 * Solving Tough Research Problems—Overcoming Brick Walls.

If the Search Result Is Positive
When you find something, if possible, make a copy, preferably a photocopy. A photocopy preserves the information as it was presented in the original record and provides complete information for future reference. If photocopies are not possible, transcribe the information carefully and thoroughly. Seek to include the context with the copy.

At times it may be more efficient to abstract or extract (see Formats of Records) complex, lengthy documents, such as deeds or wills. Be sure to indicate the location of the original record you searched in your abstract. You may want to copy one of the records as an example of the others that were abstracted.

Putting the footnote information on the front of the copy helps identify it, and gets you started on evaluating the source. Be sure that the author, title, page number, repository, document date, and call number of the record you copied are on the copy and on your research log. Most researchers assign a file number to each document and write that number on their copy and their log.

When you find relevant information in the record, write a brief note summarizing those results on your research log.

Record enough information on the research log to show if the objective was accomplished or if more analysis is needed. See the example of a filled-in homemade log at Prepare a Research Log.

How you transfer the information from your source to update your family group record, and properly source footnote that information is described next in Transfer the Information.