South Bay Cities Genealogical Society

Promoting Genealogical Education and Research in Southern California's South Bay

Beginner's Basics

Finding the (up)Right Files

by Connie Moretti

Many state or county archives, historical societies or genealogical societies have vertical files, which is librarian-speak for multi-drawer file cabinets. These file folders contain the "good stuff" that other family historians have deposited for safe keeping. They can include family group sheets and pedigree charts, copies of wills, court cases, or land records, photo-copies of old family bibles, obituaries and other newspaper clippings, family letters, transcriptions of oral interviews and even multi-page family histories complete with photos. Much of the information is generally of an uncirculated nature known only to other family members.

Start with the public library or county archives in the area where your research has led you. If surname files are not listed in their catalog, most libraries, societies and archives will respond to a brief e-mail asking if they have these files available. Another source of information is CD #201 of the Family Archives CD series, entitled Library Resources: U.S./Canada Surname Folder Index. An E-Bay or Google search will lead you to places where this CD can be purchased of about $30.00 and to institutions that include it in their collection. This is an index of over 100,000 unique surnames contained in vertical files across the United States and Canada. Of course not every library is listed, but the percentage is high, and postal information is provided for each listing.

When you locate a facility holding a folder of interest, inquire about the cost of copies and the size of the file. Find out if someone can select the items containing the given names of your family members. Many times a small donation in addition to the copying costs will facilitate this service. Also inquire about contact information for the submitters of the files. You may be able to contact them directly to exchange information.

With vacation season on the horizon, institutions with your surname files may be stops that you want to include on your itinerary. Advance contact, especially regarding costs and hours of availability, will send you on your way less vulnerable to unpleasant surprises. Librarians are a helpful bunch, and your advance preparation, especially if files are in a remote location, will allow them to adequately prepare for your visit.

Family history research is a never-ending quest for answers, and surname files are frequently the place where family treasures are buried. Do your part, too, by sending copies of your unique research to be included in their files. Someone down the line will bless you for it.

[First appeared in The Beacon, May/June 2010.]