George Washington Carver Museum and Cultural Center

Gallery Exhibits | Online Exhibits | Programs | Class Schedule | Event Calendar
Boyd Vance Theatre | Tour & Room Reservations | Volunteers | Museum History | Contact Information

Tracing Genealogy: A Beginner's Guide to Archival Research

It is impossible to conduct genealogical research without having to search the collections of local and federal archives. While some of the records you will need to consult are conveniently available online, others may require a visit to an archive, where you can sift through original documents that will provide invaluable insight into your family history. Conducting archival research is a unique experience, one quite different from standard library research. Before jumping into your genealogical research, it is a good idea to acquaint yourself with the basics of archives and archival research. The following is a beginner's guide that can help you.

What is an archive?
What is an archivist?
How do you conduct research in an archive?
How should I handle original documents and photos as I conduct my research, both in the archive reading room and at home?
What can I do to preserve my family's historic records?
Why is it so important to preserve historic records?
What are some archives in the area that I can visit and/or donate my records?
Endnotes
Bibliography
Acknowledgments

What is an archive?

In the course of daily life, individuals, organizations, and governments create and keep information about their activities. An archive¹ is the place where these records are kept. Unlike a library, archives usually contain letters, diaries, manuscripts, financial and legal documents, photographs, video or sound recordings, and even electronic records such as e-mail. Most often, these records are so unique that they are the only copies that exist. Because of their unique nature, archival records are considered primary sources , or original documents, and firsthand accounts of history.

An archive is made up of collections. A collection is a group of material that was produced and/or donated to the archive by a person or an organization. For example, the National Archives and Records Administration in Washington, D.C. holds the Census Records collection, which contains all the Federal Population Census records produced by the United States Census Bureau from 1790-1930. Each collection is managed separately from other collections in the archive. Materials from one collection are never stored in the same folder or box with materials from another collection, even if the materials are related.

Most importantly, an archive serves to strengthen collective memory, the collection of memories shared by a common culture that help shape our individual and collective identities.

What is an archivist?

Often, archivists are considered the stewards of the collections. In other words, they are professionals who assess, collect, organize, preserve, and provide access to archival collections. Archivists manage records that have value as reliable documentation of the past, and, like librarians, they help people find and understand the information they need in order to conduct their research.

How do you conduct research in an archive?

Unlike the books in a library, archival collections are stored in closed stacks, which patrons cannot access directly. You can search for archival collections in an archive's database or index, a list that contains important topics and names included in the archive's collection, as well as where to find them. While you cannot access the collections directly, you can access the index from the archive's reading room, a quiet work area where researchers are allowed to view and search for archival records. ²

Once you settle on a specific archival collection to research, you can view the collection's finding aid (which is also available to you in the reading room) to learn more. A finding aid is the descriptive guide to an individual archival collection that typically includes information about the origin, history, content, date, and format of the collection's records, biographical data about the collection's creator, and information about how the records are organized. Each collection is organized differently depending on the purposes for which the records were created and the nature of the information they contain, but there are standard ways in which all archival collections are arranged:

• The material in each collection is separated into groups that have something in common. These are called series.
• The material in each series is arranged into a logical order and put into file folders. Folders commonly are arranged chronologically or alphabetically, though other organizational methods can be used. Each of the folders is labeled with a title, a date, and location information.
• The folders are then put into boxes according to their order. The boxes are labeled with the collection name and series name.

Each finding aid also includes an inventory that tells you what is in each folder in every box of the collection. So, instead of using call numbers, you can use a collection's inventory to locate the records that you need for your research. Once you have located the records that you need, you will ask the archivist to bring the specific materials to you.

It is a good idea to contact an archive before beginning your research because some materials can take longer to retrieve than others. Many archives have to store materials outside their main building. When this is the case, it might take more than a day to retrieve requested material and advance notice of your visit helps the archivist best meet your research needs. Additionally, archives have strict rules for using the records. Commonly, researchers are allowed to request as much material as they need. However, you are only allowed to have one box of records on the table at one time and one folder from the box at one time. This prevents documents from getting mixed up.

Many archives do not allow digital cameras or scanners in their reading rooms. However, as this technology becomes more widely used, some reading rooms are beginning to allow them. Patrons can bring their laptops to take notes and even take digital images of documents with their cameras. Flashes must never be used, but digital cameras allow patrons to obtain copies of documents without having to pay copying fees. Most photocopies of documents and copies of photographs (electronically or as prints) made by the archive staff will cost money. It is best to check with the archive about these rules before beginning your research.

Once you arrive at the archive, you will be asked to sign in (and probably asked to show a photo ID), as well as place your personal belongings in a locker. Again, if you want to bring an electronic device or any other personal items into the reading room, it is best to ask as you are signing in. Generally, you are not allowed to use your own paper and pencils in the reading room; the archive staff will provide these for you. In instances where archives allow outside paper, they will stamp the sheets for identification purposes. All of these precautions, of course, are just to ensure that the archive's collections are properly cared for and handled as you conduct your research.

How should I handle original documents and photos as I conduct my research, both in the archive reading room and at home?

Sensible care and handling of archival materials is an often overlooked and undervalued aspect of archival research. But, in fact, careless handling is by far the most common cause of damage to archival materials. As a researcher, it is incredibly important that you respect the records that you are consulting for your research, even when looking through personal historic records such as family photographs and letters. The following are some tips to keep in mind as you research and care for archival records:

1. As you work, your workspace should be neat and free of dirt. If you notice that your table in the archive reading room is dirty, you should move to another table or ask the archivist to have the table cleaned. Wiping the table surface with water and allowing it to dry is usually enough to ensure a clean workspace.
2. Never eat, drink, or smoke near archival materials of any kind; accidents can lead to irreparable stains or burns. Crumbs from food also attract insects that like to eat paper and cause irreversible damage. While all archive reading rooms prohibit eating, drinking, and smoking, this is an important tip to remember as you handle your own records at home.
3. Always support documents and photographs by lifting them from underneath. Never lift them by the edges, particularly if there are tears. If a document is exceptionally brittle (that is, yellowed and falling apart), the safest way to move it is to slide a piece of stiff paper or cardboard underneath, so that the document is not directly handled.
4. When handling photographs and other fragile documents, you may need to wear cotton gloves. It is best to ask the reading room archivist, who will provide the gloves for you. If you are not required to wear gloves in a reading room or do not have gloves to wear at home, you should remember to periodically wash your hands, as fingerprints can transfer damaging salts, oils, and dirt from your hands to the documents.
5. Lift up stacked documents and photographs one at a time. Dragging or sliding them across one another can cause surface scratches and smudging.
6. Use only pencils when working with archival documents and photographs. All pens and markers cause staining and can bleed through the document or photograph. If it is necessary to document your own photographs, write lightly with a soft pencil on the reverse side of the image.
7. Paper clips, binder clips, tape and Post-it notes should not be used on archival materials. Metallic clips can corrode and leave rust stains on paper, parchment, photographs, and fabric. Likewise, the adhesive on tape and Post-it notes can damage the surface of the records.³

What can I do to preserve my family's historic records?

Along with the above care and handling tips, there are a number of ways to make sure your records last a long time and remain in the best possible condition. The following is a list of easy and inexpensive ways to preserve your records at home:

1. Keep your records out of the attic and basement. Particularly when these areas are unheated and/or unfinished, fluctuating temperatures and humidity will damage records. A room that is cool (between 50-75 degrees F), dry (less than 50% relative humidity), and dark (out of direct sunlight) is the best environment for preserving your records.
2. Photocopy all newsprint and magazine clippings to acid-free paper. The paper used for newsprint is highly acidic and of poor quality; it turns yellow and brittle very quickly. Acid-free paper can be found at any local office supply store.
3. Remove all metal staples, pins, and paper clips from your records; they will rust over time. Plastic clips are much safer to use and can be found at any office supply store.
4. Use only plastic photo album sleeves. Do not use magnetic photo album sleeves (self-sticking album pages). In fact, remove your photos from magnetic photo album sleeves right away! Their adhesive is highly acidic and can fade and discolor your photos. If you are putting your photos in a scrapbook, be sure to use plastic photo corners to attach the photos to the page. Never adhere any glue or tape directly to your photos.
5. Fast-forward and rewind audio and videocassette tapes at least once every three years to make sure the magnetic tape doesn't split apart.
6. Before storing your audio and videocassette tapes, rewind them from end to end, in one complete, uninterrupted procedure to make sure the tape is wound evenly. Store them in the plastic or paper containers that they originally came in; this will keep dust and moisture away from the sensitive magnetic tape.
7. Remember to keep records of the stories of any special objects. Do you have any special family heirlooms? Who gave them to you? How long have the items been in the family? How did they come to be in the family? Write this information down and keep it in a safe place. It will help your family remember important stories, and will help archivists better understand your personal stories!

Why is it so important to preserve historic records?

Archives are places where individual memories, photographs, diaries, and home movies that are the mementos of lifetimes come together to form the memories of entire communities and cultures. Archival repositories preserve these memories and make them available to researchers, thereby becoming a site of memory⁴, or a place where people interact with the past in meaningful ways. Archivists preserve historical documents not only because they offer evidence of past activity, but also because people often want to feel connected to the past and they can achieve this through examination of the historical record. Furthermore, archives help tell the stories that matter and these stories should include those told from all perspectives,even those that were previously overlooked and undervalued.⁵

Evidence in History

Following the ratification of the 19th Amendment to the United States Constitution, suffragette Maude Wood Park suggested that the achievement of woman suffrage took as long as it did in large part because the history of women's contributions to American history and culture had not been adequately documented. Park was the first president of the League of Women Voters and over her lengthy career advocating for women's rights, she amassed an impressive collection of documents. She collected not only her own personal documents, but also her business records and the diaries and correspondence of other women with whom she came into contact. She recognized the value of this collection and understood the unique story it told of women's lives in America. To ensure that this story would be preserved, she began approaching established archives with the intent of donating the collection. Surprisingly, she had a difficult time finding a home for the materials. It was not until acclaimed historian Arthur M. Schlesinger began advocating on her behalf that Radcliffe College became interested and accessioned the Maude Wood Park Women's Rights Collection. Park's collection formed the nucleus of what would become, over the course of the 20th Century, one of the premier women's history research centers in the United States.⁶

Park's story and the history of her collection highlight one of the reasons why it is vital to preserve one's own historical documents, as well as why archivists preserve such documents. On a very basic level, records are saved because someone thinks they will be useful at some point in the future. Whether for legal purposes, taxes, business relations, or personal reasons, individuals save records because they serve a functional purpose beyond the present moment. Documents record the functions and activities of a corporation or individual and therefore offer evidence of the activities that led to their creation. For this reason, documents form the very basis of history. They are the primary source material for historical research and study, and they provide the evidence of historical activity.

Archivists also preserve historical documents to ensure accountability. For example, the continued presence of the records of the Tuskegee Syphilis Study in archives and museums do more than provide a reminder of the past; their accessibility in academic repositories hold the government accountable for its role in the study. Archives store the records of blame and responsibility in a public forum in which the governed can keep watch on the activities of the government. Additionally, many myths about the syphilis study permeate American society, including the belief that the men who were compelled to participate in the study were actually injected with the disease. This is a falsehood. In fact, the men already had syphilis but were denied treatment. The archival repositories that contain the records of the study protect the truth of the study, ensuring that an accurate history of the study and the families involved can be told.⁷

Evidence of You

Undoubtedly, as you look through your old family photos, letters, diaries, and other artifacts to conduct genealogical research, it becomes clear just how important these records are to preserving your own family's history. In this same way, your records can serve to preserve the history of a community, a state, or even a nation by giving people the opportunity to learn about life in the past and allowing future generations to learn about life in our times. This is exactly why preserving your personal and family records is so important.

Again, archives help tell the stories that matter,the stories that will be told generations from now. But it is important to remember that these stories start with you! Your records can serve as lasting evidence of you, your family, and your culture. Donating your records to your local archive is a way to ensure their most effective preservation. Your personal and family records are the building blocks upon which archives can help strengthen community identity and collective memory.

Physically preserving your family records should be your first priority. Preserving their cultural value, or their ability to accurately document the culture in which they were created, should be your second priority. By donating your personal and family records to your local archive, you:

• Personally contribute to documenting the history of your community for future generations
• Ensure that your records are organized and stored in a safe environment
• Increase the profile of your records by allowing researchers from across the United States and around the world to examine and learn about your records.

What are some archives in the area that I can visit and/or donate my records?

Endnotes

1. Celebrating the American Record: American Archives Month Public Relations Kit, Society of American Archivists, October 2006.
2. The Carl Albert Center Congressional Research and Studies. "Research Basics in the Congressional Archives." Accessed 10 November 2006. Available, http://www.ou.edu/special/albertctr/archives/tutorial_basics.htm.
3. Timmons, Sharon, ed. Preservation and Conservation: Principles and Practices. Washington, DC. The Preservation Press, 1976; Kansas City Area Archivists. Keeping Your Past: A Basic Guide to the Care and Preservation of Personal Papers. Western Missouri Publications Committee, 1987; Porro, Jennifer, ed. Photographic Preservation and the Research Library. Mountain View, CA: Research Libraries Group, Inc.; and Schultz, Arthur W., ed. Caring for Your Collections. New York: Harry N. Abrams, Inc. 1992.
4. Nora, Pierre. "Between Memory and History: Les Lieux de Memoire." Representations 26 (Spring 1989): 7-25.
5. Trouillot, Michel-Rolph. Silencing the Past: Power and the Production of History. Boston: Beacon Press, 1995.
6. Dunn, Marilyn. "What's Gender Got To Do With It? Women's History Archives" (keynote address delivered during Archives Week 2006, Austin, Texas, 22-28 October 2006).
7. Whorley, Tywanna. "The Tuskegee Syphilis Study and the Politics of Memory." Archives and the Public Good: Accountability and Records in Modern Society. Richard J. Cox and David A. Wallace, eds. Westport, CT: Quorum Books, 2002. 247-263.

Bibliography

Carl Albert Center Congressional Research and Studies, The. "Research Basics in the Congressional Archives." Accessed 10 November 2006. Available http://www.ou.edu/special/albertctr/archives/tutorial_basics.htm.

Celebrating the American Record: American Archives Month Public Relations Kit, Society of American Archivists, October 2006.

Cox, Richard. "Appraisal as an Act of Memory." No Innocent Deposits: Forming Archives by Rethinking Appraisal. Lanham, MD: Scarecrow Press, 2004. 231-258.

Dunn, Marilyn. "What's Gender Got To Do With It? Women's History Archives" (keynote address delivered during Archives Week 2006, Austin, Texas, 22-28 October 2006).

Hyde Park Historical Society. "2005 Hyde Park Historical Society Neighborhood History Awards." http://hydeparkhistory.org/contest/. Accessed 05 December 2006.

Jones, Louise. "The Family Reunion Program at the Ohio Historical Society." Paper presented at the annual meeting of the Society of American Archivists, Washington, D.C., 2-5 August 2006.

Kansas City Area Archivists. Keeping Your Past: A Basic Guide to the Care and Preservation of Personal Papers. Western Missouri Publications Committee, 1987

Nora, Pierre. "Between Memory and History: Les Lieux de Memoire." Representations 26 (Spring 1989): 7-25.

Ohio Historical Society Webpage: http://www.ohiohistory.org/.

Porro, Jennifer, ed. Photographic Preservation and the Research Library. Mountain View, CA: Research Libraries Group, Inc.

Quigley, Sarah. "To the Rescue: The SAA Student Chapter-Austin History Center Archives Clinic." Paper presented at the annual meeting of the Society of American Archivists, Washington, D.C., 2-5 August 2006.

Schultz, Arthur W., ed. Caring for Your Collections. New York: Harry N. Abrams, Inc. 1992.

Society of American Archivists University of Texas at Austin Student Chapter Website: http://www.ischool.utexas.edu/~saa.

Timmons, Sharon, ed. Preservation and Conservation: Principles and Practices. Washington, DC. The Preservation Press, 1976

Trouillot, Michel-Rolph. Silencing the Past: Power and the Production of History. Boston: Beacon Press, 1995.

Whorley, Tywanna. "The Tuskegee Syphilis Study and the Politics of Memory." Archives and the Public Good: Accountability and Records in Modern Society. Richard J. Cox and David A. Wallace, eds. Westport, CT: Quorum Books, 2002. 247-263.

Acknowledgments

Tracing Genealogy: A Beginner's Guide to Archival Research is part of the Project in Interpreting the Texas Past, directed by Dr. Martha Norkunas. It was produced in the fall of 2006 for the graduate seminar, "Cultural Representation of the Past." The resource kit was created and designed by Dana Lamparello and Sarah Quigley, then graduate students in the School of Information, the University of Texas Austin, and edited by Dr. Norkunas. The guide is donated to the public domain and full permission is given to use the materials for nonprofit, educational purposes, given the individual permissions and restrictions that may apply to archival photographs and texts.

Special thanks to Ms. Bernadette Phifer, Curator of the Carver Museum, Faith Weaver, Archival Assistant at the Carver Museum, Karen Riles, Austin History Center Neighborhood Liaison, and Dr. Norkunas.

The Project in Interpreting the Texas Past (ITP) at the University of Texas at Austin was created by Dr. Martha Norkunas to shed new light on the Texas and American past by researching, interpreting and presenting the histories of women and minority communities. Students have engaged in historical and cultural research and in-depth oral history interviews to create innovative interpretive projects for historic sites, museums, and community organizations all over the state of Texas. For more information about the Project in Interpretive the Texas Past, please contact Dr. Martha Norkunas, m.norkunas@mail.utexas.edu.

ITP is an initiative of the Intellectual Entrepreneurship Consortium, created and directed by Dr. Richard Cherwitz, which is committed to building interdisciplinary, collaborative, and sustainable ways for universities to work with their communities to solve complex problems. For more information, please see: https://webspace.utexas.edu/cherwitz/www/ie/.