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NARA Space Planning: A Victory For Genealogists! A Hearing at the Massachusetts Government Regulations Committee NGS Convention Hotel Rooms Are Still Available Free Access to the Virginia Marriage Index, 1740-1850 Database LDS Online Database Testimonial Quebec Database OnlineDutch Genealogy Certificates Online Online Collection Catalog GenealogyPortal.comScandinavian Heritage in Minnesota |
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Click Here for Dick Eastman's Archive |
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| April 13, 1999 | ||
- NARA Space Planning: A Victory For Genealogists! The U.S. National Archives and Records Administration made news this past year in its efforts to consolidate facilities and reduce expenses. For details, you can see my past newsletters at: http://www.ancestry.com/columns/eastman/eastMay11-98.htm and http://www.ancestry.com/columns/eastman/eastJune08-98.htm. The National Archives never drafted a consolidation plan. Instead, they published a request for public comments to supply input to such a plan. A bit more than a year ago the National Archives released a report entitled "Ready Access To Essential Evidence: The Strategic Plan of the National Archives and Records Administration 1997 2007." This 48-page booklet apparently was prepared by the staff of Mr. John W. Carlin, Archivist of the United States. While the 48 pages were full of typical "government English" with long sentences and fancy words, a few sentences jumped out: We will consolidate archival holdings in a few repositories. We will consolidate the holdings of the Federal records centers. To the extent that it is cost-effective, we will selectively reappraise the record material already in NARA's custody In other words, genealogists would have fewer facilities to use. Records would be held in fewer locations and probably would become harder to obtain. This proposal created quite an uproar in the genealogy community, as reported in several of my newsletters. I asked readers to attend the hearings held at many locations around the country, and apparently many people did just that. Lou Szucs wrote articles in Ancestry Magazine about the consolidation proposal; the National Genealogical Society urged members to become involved; the Federation of Genealogical Societies gave the issue lots of publicity, and many local societies also became involved. I was pleased with the turnout at the three of the local hearings I attended. I am told that many genealogists were in attendance at most of the other sessions. In fact, this week Mr. Carlin wrote, "Happily for us, we received an immense amount of feedback, which has taken time to digest, but from what we learned and from subsequent developments, certain things have now become evident." This week John W. Carlin released a memo to the employees of the National Archives and Records Administration that basically says, "Never mind. We wont consolidate." With this move Mr. Carlin reversed his earlier assertions that, "We will consolidate archival holdings in a few repositories," and, "We will consolidate the holdings of the Federal records centers." This is good news for genealogists. Here is the memo in its entirety: April 7, 1999 NARA99-130 Next steps to meet NARA's space needs All employees I. NARA's Space Needs In 1996, we at the National Archives and Records Administration (NARA) adopted a Strategic Plan that recognized that adequate and appropriate space for records was a need we had to address. Meeting space needs is essential for achieving two major, long-term public-service goals in our Strategic Plan: All records will be preserved in appropriate space for use as long as needed. Essential evidence will be easy to access regardless of where it is or where users are for as long as needed. Although we have a superb state-of-the-art archival facility in College Park, Maryland, most of our other facilities that store Federal records are full or soon will be. Only a fraction of the archival records in those facilities are in space that has all of the appropriate environmental controls. And space in many of those facilities is not good for researchers or for staff. We began to address these issues by receiving money in our Fiscal Year 1999 appropriation for planning for the renovation of the original National Archives Building and a new archival facility in Alaska. During the past year, NARA engaged in additional space planning. In addition to internal fact-gathering, we made a major effort to consult NARA's customers. We set up a website, solicited advice, met with leaders of genealogical, historical, and other organizations whose members use our records, and invited the public to "town hall" meetings at NARA facilities nationwide. Happily for us, we received an immense amount of feedback, which has taken time to digest, but from what we learned and from subsequent developments, certain things have now become evident: NARA needs a strong regional system; locating everything at our national facilities in Washington, D.C., for example, will not adequately meet customer needs. NARA should focus now on its most immediate facility needs rather than on a comprehensive space plan, which we could not fund or manage adequately in the short term, and which changing conditions and changing leadership could make moot in the long term. Our study and subsequent developments make it clear that there are areas in which we need to act now. On the basis of what we have learned, I have now identified three space initiatives to which we will give priority in addition to those underway. II. Southeast Region Our Southeast Region records center and our regional archives in the Atlanta area are currently housed in a structure in East Point, Georgia, originally built as a military supply depot in World War II. This aging building is in poor condition, no longer provides appropriate conditions for records storage, and contains no more space for adding records. A 1993 task force, headed by Richard Claypoole, now my assistant archivist for regional records services, identified our Southeast regional operation as having the most critical space needs among our regional facilities. More than 15 years ago we had to secure an annex in another Atlanta suburb, Duluth, Georgia, for records overflow, but it, too, is now full. The lease on the Duluth annex has expired, and in August a new tenant will move in. The General Services Administration (GSA), which owns the East Point building, has determined that restoring it for our long-term use is not feasible economically, which means that we must move, and soon. If we move now, we can take advantage of favorable financial terms offered by GSA for records-center storage space in a modern warehouse, also in the Atlanta area, at Palmetto, Georgia, just 20 miles from East Point. The records we will move, currently 1,275,000 cubic feet, are records still in the legal custody of Federal agencies, for which we provide storage, retrieval, and related records-center services. GSA's terms will cover the cost of the move from the Duluth facility, including installation of shelving and other start-up needs at Palmetto. Therefore, the move would have no fiscal impact on our current budget. Also, ample expansion space is available in the Palmetto facility, and its high ceilings will enable us to consider stacking records higher, which could reduce cost. Accordingly, I have approved an occupancy agreement for the Palmetto space, into which we will move all records-center records now maintained in East Point and Duluth. We will begin May 1 by moving the records from the Duluth annex, and finish the entire move in 18 to 24 months. The East Point facility also has been housing archival records, currently 69,000 cubic feet, transferred from Federal agencies to NARA's legal custody. Because the Palmetto facility does not fully meet our requirements for a regional archival facility, the archival records we have accessioned in East Point will stay there until we can build a new regional archives. GSA believes it is feasible to make improvements to help safeguard this body of archival records short-term while we complete a new facility. The new facility would need to become our own, in keeping with the practice, established in our Washington facilities and our Presidential Library system, that we own our archival space. In the search for such space, we are exploring possible partnerships with universities and state entities in the area. Our budget request for Fiscal Year 2000 includes funds for regional planning, a portion of which, if the Congress approves, will go to moving this project forward. We are planning to remain in the Atlanta area for several reasons. Our regional archives in the Southeast, NARA's largest regional archives, serves a large geographic area with a sizeable population. This major city is a transportation center, and it contains other institutions, including our Carter Presidential Library, to which people come to do research. These are considerations of importance to our customers. III. National Personnel Records Center Our second major initiative will be to meet the space needs of the military personnel service records that we house in our National Personnel Records Center in St. Louis, Missouri. Currently they belong to the Department of Defense, which has scheduled them for retention for periods not exceeding 75 years. In 1995, a task force headed by Lewis J. Bellardo, my deputy archivist, appraised these records and recommended that they be scheduled for permanent retention in the National Archives. They document the service of those men and women who took part in our nation's defense throughout the 20th century, and some of these service records go back to 1885. Accordingly, I have taken official action to preserve them as archival records. This means that they will need to be housed in archival space with environmental controls necessary for their long-term preservation. NARA will need an archives facility to house these records and make them available once they have come into our legal custody. Already many of these records are fragile because some were damaged by fire in 1973, some are on chemically deteriorating paper stock, and some have suffered from the wear and tear of repeated handling. We have requested funds in our FY 2000 budget for special preservation treatment for such records. And we are in the first year of a five-year project, for which we also are requesting additional Congressional support, to make these records more readily available to veterans and their families by using new technologies and more efficient processes to fill records requests. How we will meet the storage needs of these greatly needed but fragile records will require more planning, to which we will give high priority in the coming fiscal year. IV. Records Center Storage Standards We have been developing records center storage standards for records still in the legal custody of Federal agencies, whether housed with NARA, with another Federal agency's records center, or with a private records center company. The standards we propose are currently under review by the Office of Management and Budget (OMB), and will be issued for public comment in the near future. We hope to issue these standards by October, and costs of any upgrades to NARA facilities required by the standards will be met by our reimbursable records center services program. We will work as rapidly as we can to make sure that all of the records services centers we run meet these storage standards. Also we are working on standards for the storage of accessioned permanent records, which we will publish for public comment this year. V. Beyond These Plans The priorities I have described above are projects on which we will focus in the next few years. Once we have made significant progress on them, we will enter the next phase of space planning, in which we will develop strategies and plans to meet additional space needs and make further improvements in our facilities. I thank everyone on the NARA staff who served on our space team for a lot of long, hard, and productive work. And I am also grateful to the many organizational leaders and hundreds of other people who cared enough about our records and our services to take part in our public meetings and in other ways provide advice. I learned a great deal personally in this process, for which I am grateful. I am also eager to move forward now with those important projects that are essential steps for meeting the goals of our strategic plan. They are necessary for carrying out the critical public mission of the National Archives and Records Administration. JOHN W. CARLIN Archivist of the United States One person who has been watching these proceedings closely wrote, "We Won! I'd call this a victory for genealogists and historians ." If you attended one of the local space planning meetings last year and expressed your opinions, you should feel proud of your efforts. You helped other present and future genealogists. To Mr. Carlin (if he reads this newsletter) I would also like to say, "Thank you very much for listening and for your concerns. I appreciate that you have many contradictory requirements placed upon you. The needs of governmental fiscal restraints and the simultaneous need to serve your "customers" must be very difficult to balance. I know this was not an easy decision to make. Thank you for listening to the genealogists and the historians." Genealogists in the United States naturally assume that all governmental records are in the public domain. However, that is not the case elsewhere. In many other countries government records are considered copyrighted for 100 to 200 years. These records may not be reproduced and sold without permission from the government of that country. Now the Public Record Office in England has announced a major change: Copyright at the Public Record Office Guidelines for Those Who Propose To Reproduce Works Among Records Held in the Public Record Office From 26th March 1999, the Crown will in future waive its copyright in Crown copyright material in public records that are available to the public and that were unpublished when they were transferred. This means that such material can be copied, indexed, transcribed, published and broadcast without formal permission, payment of a copyright fee or acknowledgment of copyright. The change affects not only public records in the PRO but also those in all places of deposit outside the PRO, the National Archives of Scotland and the Public Record Office of Northern Ireland. Material in private copyright, published Crown copyright material, and non-public records are all unaffected. A very detailed explanation of the new guidelines is available at: http://www.pro.gov.uk/about/copyright/default.htm My thanks to Brian Randell for letting me know about this change. - A Hearing at the Massachusetts Government Regulations Committee Are you a genealogist in Massachusetts? Or a genealogist with Massachusetts ancestry? There will be a hearing at the State House later this month that could affect your access to records. If you can, please attend this meeting and help support the efforts of the Massachusetts Genealogical Council. Here is the announcement from Jim Holmes, Vice President of the Council: The hearing before the MA Government Regulations Committee for bill S. 345 has been changed to Tuesday 27 April, 1999 at 1:00 in Room B2 of the Statehouse. This is a bill proposed by the Massachusetts Genealogical Council Concerning birth, death and marriage records. The most important aspect of this bill would be the transfer of birth records and the indices through Dec. 31, 1915, and the marriage and death records and indices through Dec. 31, 1955 from the state registry of vital statistics to the custody of the Archives of the Commonwealth. It is important that a good representation of the genealogy community attend this hearing, AND, if willing, to speak on the bill. Please, forward this on to all genealogists with an interest in the accessibility of the MA Vital records. Thank you, James M. Holmes, VP - NGS Convention Hotel Rooms Are Still Available I wrote recently ( http://www.ancestry.com/columns/eastman/eastmar23-99.htm ) about a hotel room shortage at next months annual convention of the National Genealogical Society. 2,000 to 3,000 genealogists be traveling to Richmond, Virginia to attend the convention on May 12 through 15. While that sounds like a lot of people, keep in mind that another 95,000 people will also be in Richmond at the same time to attend Saturday evenings NASCAR auto race. Hotel rooms are being snapped up quickly! Fran Shane, Executive Director of the National Genealogical Society, obviously has been working hard to find as many rooms as possible for genealogists. This week he found a lot of them at a brand-new hotel that will be opening in about a week. Here is Frans announcement: Please note that there are rooms available at the new Radisson Hotel in Richmond during the NGS Conference 12-15 May 1999. Radisson Hotel 804 644-9871 Because this hotel does not open until the end of April they are not listed on the Radisson #800 reservations hot line. Also this hotel will be on the route of the NGS shuttle that will run throughout the day from 8:00 AM -10:00 PM on Wednesday, 7:00 AM - 10:00 PM Thursday & Friday and 7:00 AM - 6:00 PM on Saturday. The shuttle bus will stop at all of the conference hotels and the Richmond Conference Centre. This one looks good. You can stay at a brand-new hotel and wont even need an automobile to travel to the convention. Id suggest you get on the telephone quickly; these hotel rooms will probably be snapped up within another two or three days. - Free Access to the Virginia Marriage Index, 1740-1850 Database Ancestry.com has hundreds of great genealogy databases on their website. Most of them are available only to subscribers who pay the "huge" sum of $5.00 a month for access. Actually, it is $60.00 a year, but it sounds better when you say $5.00 a month. Heck, I spend more than that for candy bars each month (I really need to stop doing that). Anyway, Ancestry.com occasionally places one of their databases on the "free side" of the website so that potential subscribers can try them out for a bit. That obviously encourages people to sign up for the full package. I was a bit surprised this week to see Ancestry.com place one of their most popular databases on the "free side." Millions of Americans have Virginia ancestry, so this particular database will appeal to many. Here is Ancestrys announcement: Virginia Marriage Index, 1740-1850 Throughout the 18th and well into the 19th Century, Virginia was one of the most populous states in the Union, being home to as many as 1.2 million persons at any one time. This collection of marriage records includes the names of over 300,000 men and women married in the state between 1740 and 1850. In addition to providing the names of bride and groom, researchers will find the date of marriage and county in which the ceremony was performed. For those seeking married ancestors from Virginia, this database can be a valuable source of information. Bibliography: Dodd, Jordan R, et. al. "Early American Marriages: Virginia." Bountiful, UT: Precision Indexing Publishers, 19xx. To search this database, go to: Remember that the free access is going to be available only for a few more days. You also might want to check out Ancestry.coms other Virginia resources in their Online Store at: http://shop.ancestry.com/ancestry/bvirginiab.html - LDS Online Database Testimonial Last week I wrote about the Mormon Churchs new online access to their Ancestral File, International Genealogical Index and several other databases. I received a lot of e-mail in response. One that pleased me was from Don Wallace. I have never met Don, but we have conversed via e-mail for years. I thought I would share a snippet from Dons message: I checked out the LDS [Search for Ancestors]. On my first lookup, I found a family for which I've searched for nearly 30 years. I suspect the folks at the Church of Jesus Christ of Latter-day Saints have also received many more e-mails with similar stories. They should. Its a great service. Marlene Simmons recently added a searchable 515,000+ name database to the website she maintains. Quoting from the website: Quebec genealogy poses some interesting problems, and these problems are magnified in the Eastern Townships, which were largely settled at first by English-speaking people whose roots go back into the New England states. In an effort to help clear up some of these problems, I have indexed over 515,000 church, cemetery, census, and newspaper articles. For a small fee I will make an extract of these records. You can now search on-line for free through all these names to see if I might hold a record for an ancestor you're seeking. Most of this material is unavailable in an indexed form elsewhere. There's a brief tip sheet to explain the ways I have indexed information and approaches that will help you draw as much information out of your search as possible. For those of you new to Quebec genealogy, or those looking for a few tips, scroll down through the left margin of my page. I have prepared some background articles, lists of useful addresses and links to related pages which might also prove helpful. I also have some wonderful old maps of various parts of Quebec where I have indexed records. These maps show places you can often no longer find on more modern maps My databases are strongest for the English- speaking Protestants of the Townships because so little material about them has been indexed to date. I have also indexed all the pre-1800 microfilmed Protestant church records for all of Quebec and the pre-1880 records for Argenteuil County, which is just west of Montreal. I do have some French-Canadian material, but estimate that it only makes up about twenty per cent of my holdings. I have also indexed some Vermont vital and cemetery records because people who lived close to the border in the earliest days of settlement drifted back and forth across it quite a bit. To access the database, go to: http://www.virtuel.qc.ca/simmons/ - Dutch Genealogy Certificates Online Marco Visser has recently given me quite an education in online Dutch genealogy-related records. I have written a couple of articles based upon information that Marco supplied. Now he has supplied information about still another online resource. Marco writes: The Dutch State Archives started a project "GenLias". Not all provinces are participating in this, such as Noord-Branbant, Friesland and Flevoland. The GenLias is an online searchable database containing mostly birth, death and marriage certificates starting in 1811. The information you can find includes the name, dates, places, parents names, certificate number and some other information (depending on the certificate). Besides the certificates you can also search for what in Dutch is called "Memories van Successie" (I forgot the English translation for this, sorry). The site is in both the Dutch and English language. There is also an online list available where you can check if the GenLias has information about a certain city or province and what kind of information they have online so far. You can search on surname, first name, location, province, role (father, mother), year etc. I am in contact with some US researchers and some just love the GenLias. To access GenLias directly, go to: You can contact Marco R. Visser at: Marco.Visser@DNV.COM - Ohio Historical Societys Online Collection Catalog The Ohio Historical Society now has an online catalog that shows the OHS holdings of records of the state government, books (including county histories, biographies, etc.), newspapers, manuscripts and audiovisual collections. The OHS collection of local government records and census records is not yet online. (There is a page describing what is and is not in the online catalog.) The Online Collection Catalog can be found at: The index of Ohio's death certificates for the years 1913 through 1937 is also available online. This index can be found at My thanks to Amy Johnson Crow for letting me know about these online resources. The Internet trade press is abuzz these days with articles about "Internet portals." Even Wall Street venture capitalists are investing millions in companies that provide Web portals. Now Steve Wood has created a genealogy portal Web page. A portal can loosely be defined as a starting place. It provides quick and easy access to many other websites of a particular interest. Portal sites such as Yahoo!, Webcrawler and CompuServe.com provide menus grouped by popular topics such as news, weather, sports, Hollywood entertainment, etc. When you click on one of these, you are quickly taken to pages of that interest. These portals are popular as they are easy-to-use "main menus" for many people. Steve Woods GenealogyPortal.com is similar in concept. The first thing I noticed is that it has a quick and easy method of searching hundreds of genealogy sites looking for names. I searched for my own surname and found thousands of "hits," too many to manage. I then narrowed the search by specifying my great-great-grandfathers name. GenealogyPortal.com quickly found 91 matches and ranked them as to which were "most probable." A rating of four trees indicated a high probability of a match, three trees was still somewhat probable, etc. Each "hit" gave a small extract from the text of the matching site. All I had to do was click on the text, and I could then look directly at the selected site. GenealogyPortal.com also has lists of Archives and Libraries, Guides to Research, Historical Sites, Primary Records, and Research Supplies, as well as a list of Software and Utilities. This is a good site from which to launch your online searches. Look at: http://www.genealogyportal.com - Scandinavian Heritage in Minnesota The 26th Annual Nordic Brunch celebration will begin on May 1 at the Radisson South Hotel in Bloomington. The event fundraiser for the Vesterheim Norwegian-American Museum in Decorah, Iowa is sponsored by the Twin Cities Friends of Vesterheim, a local organization of more than 1,000 members. Founded in 1877 in Decorah, Iowa, the Vesterheim Norwegian-American Museum is the oldest and most comprehensive museum in the United States dedicated to a single immigrant ethnic group. The Museum also contains one of the best collections of Norwegian genealogy materials to be found outside of Norway. The museum complex includes 15 historic buildings plus an immigrant farmstead and a prairie church. The museum houses over 20,000 artifacts -- samples of fine, decorative, and folk art, as well as the tools and machinery used in immigrant industry. Most of the collection is displayed either in formal exhibits or in open storage where the visiting public, students, and scholars can view it. The May 1st brunch features ethnic Norwegian food, a parade of Scandinavian fashions from yesterday and today, Nordic dancers, and a special presentation about the Vesterheim's new "primstav" murals. Luther College Norwegian Professor Kathleen Stokker will speak on the folklore behind the "primstav," or calendar stick, used in 19th-century Norway to mark important religious and agricultural days. Before and after the brunch, the sights and sounds of Norway will tempt people of all ethnic backgrounds. Strolling musicians, friendly trolls and homemade lefse will set the stage for the following festivities: 25 exhibits of Nordic crafts by artisans, many of whom will demonstrate their trades, including hardanger embroidery, rosemaling, woodcarving, jewelry, and clothing; Scandinavian antiques, including a "touch and see" exhibit of a Norwegian immigrant trunk and the items that were typically brought to America, will be sponsored by the Vesterheim museum; a silent auction and raffle will offer many Nordic products and prizes, including two airline tickets to Norway. "This event is a wonderful opportunity for Minnesotans to learn more about their Norwegian heritage," according to Linda Mona, event co-chair and Vesterheim board member. "Museum exhibits and experts are combined to bring history and folklore together into an informative, festive event for all ages." The cost is $35.00 for the brunch and festivities, which run from 10:00 a.m. to 4:00 p.m. (with a break for brunch between noon and 2:00 p.m.). For more information, call 612-944-3110. Only advance tickets will be sold. - Historic Trees Damaged By Eager Beavers Many years ago the Japanese government donated cherry trees to the city of Washington, D.C. Approximately 3,000 cherry trees are now in the citys parks, all descendants of the Japanese trees. The cherry blossoms -- at their peak this week -- are an annual attraction in Washington where many see their brief flowering as marking the start of spring. Officials were dismayed to find four of the trees cut down, four others seriously damaged, and five other, non-cherry trees destroyed. Who caused this vandalism? Two beavers. Initially park officials said a lone male beaver was responsible for felling some of the cherry trees that form a magnificent canopy of dusty pink blooms around the Tidal Basin, attracting tens of thousands of tourists each day. That culprit has now been spotted with an accomplice, said National Park Service spokesman Earle Kittleman Friday, adding that more cherry tree felons could be on the loose. "A tourist spotted another beaver yesterday and then park officials also saw them. We are worried there could be even more out there," said Kittleman. The Park Police, a naturalist, and hundreds of volunteer spotters are scouring the picturesque Tidal Basin to find the beavers, who Kittleman said would be trapped "in the most humane way possible." Park officials said once found, the beavers would be relocated to an unnamed destination that was more suitable for beavers, who usually live in small family groups in burrows in stream banks or lodges made from mud. Although they are common to the nearby Potomac River, Park Service officials say they could not recall one ever living in the Tidal Basin. "This is a highly artificial surrounding for beavers. It's a managed cultural landscape and is in the middle of the city. I'm sure they're stressed out with so many tourists about," said Kittleman. The Washington Post's "Style" section Friday offered 10 ways to capture the beavers, ranging from dispatching ground troops to sending Vice President Al Gore to the Tidal basin in a pink sombrero. The following is a list of some of the genealogy-related World Wide Web home pages that have been listed recently on http://www.rootscomputing.com. Some of these sites may charge a fee for their services: Arbon families who left Gravely, England for the Arbon Valley, Idaho, USA: Related families of the St. Mary's Ridge area of Monroe County, Wisconsin: Cogswell Family Association: Descendants of Charles Stewart of Clark County, Ohio - This site shows three generations of the descendants of Charles Stewart (1797-1849) who lived most of his adult life in Charles County, Ohio: To submit your home page to this newsletter, enter the necessary information at: http://www.rootscomputing.com/register.htm. Due to the volume of new Web pages submitted, I am not able to list all of them in the newsletter.
Are you interested in the articles in this newsletter? Would you like to learn more or ask questions or make comments about these articles? Join this newsletters online discussion group on CompuServes Genealogy Techniques Forum. CompuServe members using Netscape, Internet Explorer or CompuServe 2000 can go to http://go.compuserve.com/GenealogyForum. If you are using Classic CompuServe, you can GO ROOTS.
To submit your home page to this newsletter, enter the necessary information at: http://www.rootscomputing.com/register.htm. Due to the volume of new Web pages submitted, I am not able to list all of them in the newsletter.
Click Here for Dick Eastman's Archive
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