ADMINISTRATIVE PROCEDURES
Embarking on a journey to trace your ancestry can be a captivating adventure. Are you driven by stories of ancestors who migrated to the U.S. and lost touch with their roots? Maybe you’ve heard of a rich family history, or some health concerns have sparked an interest in your heritage.
Whether you're a history enthusiast, someone curious about finding a lost relative, or simply longing to connect with your roots, this guide is designed for you. We’ll explore essential documents, resources, and steps necessary for successful genealogical research both within the States and even from abroad.
What documents can be used for genealogical research?
The first step when you embark on your genealogical journey is to collect some essential documents. Let’s explore each one of them and where to find them. You will find a useful comparative table summarizing the information at the end of this section.
Birth records are crucial for tracing family lines. They provide essential data such as the date and place of birth and often include parental information. You can obtain birth certificates from the vital records office in the place where the birth occurred.
You may also find death records useful to trace your family line. They include the date and place of death, cause of death, and sometimes the deceased's place of birth and the names of parents or spouses. Death certificates are available from the vital records office in the jurisdiction where the death occurred.
Marriage certificates can reveal information about ancestors' ages, places of birth, parents, and previous marital statuses. You must seek marriage records at the vital records office in the location where the marriage was registered.
Divorce decrees can also help you search by providing details about children, property settlements, and the reasons for the dissolution of the marriage. You can find them at the court where the divorce was finalized. Remember that marriage and divorce certificates are filed where the events occurred, not necessarily where the individuals lived.
You may need to provide proof of your identity or relationship to the individual whose records you are requesting, especially for records that are not public.
Wills are rich resources that might provide insights into family relationships, legacies, property distribution, and even personal anecdotes about the deceased. Probate records complement wills by detailing the administrative process following a person’s death, often listing what assets were left and who inherited them.
These records can often be accessed at local courthouses or probate courts where the will was filed or the estate was administered.
Cemetery records and graves provide crucial information such as dates of birth and death, family plots, and sometimes epitaphs which offer personal insights. These can typically be accessed at the cemetery’s administrative office or through local historical societies.
These are treasure troves of genealogical information. Beyond birth, marriage, and death entries, they might contain family lore, the origins of family heirlooms, and even historical context about the times in which your ancestors lived. They often serve as one of the few sources for earlier generations before official records were meticulously kept.
Family Bibles and written histories are frequently held by family members, but copies or references may also be found in local libraries or genealogical societies.
If your ancestors immigrated to the US, naturalization records provide details such as the immigrant’s native country, their port of entry, American residency, and the steps they took to become a U.S. citizen. These records can often be the key to unlocking international ancestors and tracing lineage back to other countries.
Naturalization papers can be found in the National Archives, or for more recent records, at the local federal courthouse where the naturalization occurred.
Especially for ancestors who served in the military, pension applications can be gold mines of information. They often contain not only the veteran’s service record but also personal letters, marriage certificates, birth records of children, and medical records. These documents provide a glimpse into the personal lives of veterans and their families, offering narratives that official military records may not capture.
Pension application records, especially those related to military service, are typically housed in national archives or specific military archives.
They provide a broad range of information including names, ages, relationships, occupations, and birthplaces of household members. Conducted typically every ten years, these records help in understanding living conditions and demographic changes.
Census data is generally accessible through national archives or statistical offices.
These are key to understanding an ancestor’s economic status and geographical mobility. Land and Property Records include deeds, grants, and titles that detail the ownership and transaction history of properties. Such documents can be found in local courthouses or land registry offices, helping to trace the locations where ancestors lived and owned land.
You might find some information on the US Land Records website or the National Archive’s Land Records website.
If your research is going way back in time, especially in earlier centuries when other records were scarce, these records will be very useful. They contain information on baptisms, marriages, and burials, often providing details not found in civil documents. These records can typically be accessed at the specific church, parish archives, or relevant religious institutions.
You can find some information about church records in the US here, but you’ll probably need to reach out to the specific church where your relative might be registered.
Marriage announcements, legal notices, obituaries, and news articles can all provide insights into ancestors' lives and the times they lived in. Historical newspaper archives are increasingly available online and at libraries, making them a valuable tool for filling in gaps in family history.
Personal letters and diaries offer a unique glimpse into the daily lives and personal thoughts of ancestors, providing context and color to the factual information found in other records. These personal writings can sometimes be found in family possessions, archival collections, or libraries.
Showing their educational background, achievements, and sometimes even social interactions, these records can include enrollment forms, report cards, and yearbooks, typically housed in school archives or local libraries.
Summary of the main documents to be used to trace your family tree
| Record Type | Description | Where to Find |
|---|---|---|
| Birth Certificates | Provide date and place of birth, often including parental information. | Vital records office in the place of birth. |
| Death Certificates | Offer details such as date and place of death, cause of death, and sometimes additional personal information like birthplace and parentage. | Vital records office in the jurisdiction where the death occurred. |
| Marriage Certificates | Reveal information about ancestors' ages, places of birth, parents, and marital statuses. | Vital records office in the location where the marriage was registered. |
| Divorce Certificates | Provide details about children, property settlements, and reasons for marriage dissolution. | Court where the divorce was finalized. |
| Wills and Probate Records | Offer insights into family relationships, legacies, property distribution, and personal anecdotes. | Local courthouses or probate courts where the will was filed or the estate was administered. |
| Cemetery Records and Graves | Provide information such as dates of birth and death, family plots, and sometimes epitaphs which offer personal insights. | Cemetery’s administrative office or through local historical societies. |
| Bibles and Family Histories | Contain birth, marriage, death entries, family lore, and historical context. | Family members, local libraries, or genealogical societies. |
| Naturalization Papers | Detail the immigrant’s native country, port of entry, residency, and citizenship steps. | National Archives or local federal courthouse where the naturalization occurred. |
| Pension Applications | Include veteran’s service record, personal letters, and family documents. | National archives or specific military archives. |
| Census Records | Provide names, ages, relationships, occupations, and birthplaces of household members. | National archives or statistical offices. |
| Land and Property Records | Detail the ownership and transaction history of properties, indicating economic status and geographical mobility. | Local courthouses or land registry offices. |
| Church and Religious Records | Include information on baptisms, marriages, and burials, often providing details not found in civil documents. | Specific church, parish archives, or relevant religious institutions. |
| Newspapers | Contain marriage announcements, legal notices, obituaries, and news articles, providing insights into ancestors' lives and times. | Online databases, libraries, and historical newspaper archives. |
| Diaries and Personal Letters | Offer a glimpse into the daily lives and personal thoughts of ancestors, adding context to other records. | Family possessions, archival collections, or libraries. |
| School and Educational Records | Show educational background, achievements, and social interactions, including enrollment forms, report cards, and yearbooks. | School archives or local libraries. |
Step-by-Step Guide to Finding Ancestral Information
To initiate your journey into your family's past, we suggest you start with what you already know about your relatives and extend to accessing vital records and digital archives both domestically and internationally. This structured approach will help you effectively gather, document, and expand upon the intricate details of your ancestry:
Start with What You Know
Begin by compiling all available information on your immediate family. Record the full names, birthdates, places of birth, marriage details, and death dates of your parents, grandparents, and siblings. This foundational data creates a starting point from which you can expand your research into earlier generations.
Access Public Records and Databases
Once you’ve organized your information, you can then try reaching out to the main offices that might have records of your relatives.
Vital Records Offices
Vital records are primary sources for genealogical research. Contact or visit the vital records office in the state or county where your ancestors lived to request copies of birth certificates, marriage licenses, and death certificates.
Online Genealogical Databases
Utilize popular genealogy websites such as Ancestry, FamilySearch, and MyHeritage. These platforms offer vast collections of digital records, including census data, immigration records, military records, and more. They also often feature user-created family trees, which can provide clues and connections to other researchers with shared ancestry.
You can also look for niche websites that focus on specific ethnicities, regions, or record types. For example, the USGenWeb project offers free resources and is organized by state and county, providing access to transcriptions of historical data and links to local resources.
Local Libraries and Archives
Many local libraries and historical societies have archives containing unique collections not available online. These may include old newspapers, directories, local histories, and collections of personal papers. Visiting these repositories can yield surprising and valuable information that can fill gaps in your family tree.
You might want to search and join online communities dedicated to genealogy such as the forums on RootsWeb, Geni, or specific Facebook groups to enhance your research.
Document and Organize Your Findings
As you collect information, maintain a systematic approach to documenting and organizing your data. Use genealogy software or a simple spreadsheet to track sources, dates, locations, and family links. This organization is crucial for managing the vast amounts of information you will accumulate and for spotting potential errors or gaps in your tree.
Review and Expand
Periodically review the information you have to identify missing pieces or potential errors. Look for patterns or inconsistencies that may suggest new areas of research. As new records become digitized and available, revisit previously unfruitful searches; you may find that new information has surfaced that can advance your research.
How can I locate my relatives from abroad?
Tracing your ancestors from outside the United States can pose unique challenges, mainly if you don’t have much information about them, but with the right approach and resources, you can uncover the records you need.
Accessing Vital Records of the State or County
When tracing your ancestors from overseas, you will need specific vital records such as birth, death, marriage, or divorce certificates. Contacting the town hall, city hall, or county clerk's office should be your first step. These administrative offices are the primary repositories for vital records and can provide accurate and official documents.
Often, vital events are recorded at the county level, so you might need to contact the county clerk's office rather than in addition to the town hall.
To request records, you can often start by visiting their websites to understand the application process, which typically includes filling out a request form and paying a fee. Check if any records are available online. Many counties and towns have digitized their archives to some extent, and you might find what you need through their official websites or third-party genealogy sites.
If online options are not available or you need additional guidance, consider calling or emailing the office directly. Be sure to provide all necessary details such as full names, dates, and event types to facilitate the search.
Finally, if you can’t go in person, you might also want to mail them directly to request information.
You can find the contact details of the city, town or county local administration where your relative was born, married, divorced or died by typing the name in the search bar of our website.
Making International Requests
Many U.S. archives allow international requests for records via email or mail. When contacting U.S. Repositories and Archives, it's important to provide specific information about the records you seek to facilitate the search.
If English is not your first language, consider using simple and clear language in your communications or seek the assistance of a translation service to ensure your request is understood.
Different institutions may have varying processing times for international requests, often influenced by the nature of the records and staffing levels. Patience is key, as some archives may take several weeks or even months to respond.
Use Local Help When Needed
If language barriers, geographic distance, or complex archival systems pose too significant a challenge, consider hiring a professional genealogist who specializes in U.S. records. They can provide valuable assistance and often have better access to restricted files or less-digitized archives.
Membership in societies like the International Association of Jewish Genealogical Societies or the Federation of East European Family History Societies can provide support and resources tailored to specific ancestries or regions.
Access and Costs
Accessing genealogical records often involves certain costs, so it’s important that you take that into account in your budget. Here are some typical expenses:
| Expense Type | Cost Range | Description |
|---|---|---|
| Document Copying Fees | Few cents to several dollars per page | Charged by most archives and libraries for copying documents. |
| Research Assistance Fees | $15 to $25 per hour | Charged by some archives if staff assistance is required. |
| Online Genealogy Platform Subscription | $20 to $45 per month | Fee for accessing extensive digital archives and records. |
| Professional Genealogist Fees | $30 to over $100 per hour | Cost varies by expertise and location, useful for complex searches. |
A Journey Through the Genealogical Papers
Tracing your ancestors and building a family tree is a journey that connects you to your past in a profound and meaningful way. By utilizing the right documents and accessing records from within the United States or reaching out from abroad, each piece of information adds a branch to your family tree and brings you closer to understanding your roots.