Notes from Deanna Spingola's Presentation

PIP Chapter 1

October 15, 2003

(printed with permission from Deanna Spingola)

Topic:  Sources, Citations and Organization

I.                    Handout:  A Cite for Sore Eyes:  Citing Electronic Sources by Mark Howels

a.       Two reasons to cite our sources

                                                     i.      For ourselves

1.      Save us from performing redundant research

2.      Assist us in considering additional avenues of research

                                                    ii.      For others

1.      Assist in judging accuracy of our research

2.      Assist in researcher to perform substantiation (reviewing the records themselves.)

b.      Citing Electronic Sources – references the book "Evidence!  Citation & Analysis of the Family Historian" by Elizabeth Shown Mills.

                                                     i.      Suggestions for referencing Web Pages - consider impermanence of websites

1.      Note date of viewing of website

2.      Include name of organization/individual who published site to aid in finding site again in case the web address changes.

                                                    ii.      Suggestions for referencing Electronic Mail - consider impermanence of email addresses

1.      Obtain and record postal address of author of email

                                                  iii.      Suggestions for referencing Email Lists – record date the message was sent to the list

                                                  iv.      Referencing CD ROMs

1.      Two types of CD ROMs

a.       CDs produced from original records

b.      CDs produced from prior publications

2.      Information to cite should include the name of the CD as well as information about the publication produced on the CD.

II.                 Source Citations for Civil Vital Records

a.       Minimum of information to cite:

                                                     i.      Type of record and name of individual

                                                    ii.      File or certificate number (or book and page where it is found)

                                                  iii.      Name and location of office where certificate is filed (or repository where copy was found)

III.               Extracts, Abstracts & Copies

a.       When to make photocopies

                                                     i.      Multiple page documents that would be difficult and time consuming to extract

                                                    ii.      Documents with actual signatures as this may help differentiate between records of two individuals with the same name.

                                                  iii.      Documents difficult to read or words that we don't understand

                                                  iv.      Documents that provide vital birth, marriage or death information.

b.      Photocopy necessities

                                                     i.      Clip or staple multiple pages at once

                                                    ii.      Large copies should be labeled as top, bottom, etc or taped at once

                                                  iii.      Place resource citation on every page (use address labels)

c.       An Abstract is a summary of important data from a record

d.      An Extract is a word for word copy of selected text from a record (use quotation marks)

e.       A Transcription is a word for word copy of the entire document.

                                                     i.      Should be exact using same abbreviations and superscripts used in the record (Example:  Don't assume "Wm" = William)

IV.              Filing System – Hard Copies

a.       Deanna uses hanging file folders but a system may be designed in the same manner for scanned documents and photos

b.      Make a file for each family name and subdivide into localities if helpful.

V.                 Note Taking

a.       Reliable notes include

                                                     i.      Citation – all pertinent information to aid in finding the record again-a necessity, not an option

                                                    ii.      Physical analysis of record – who, what, when, why record was recorded

                                                  iii.      Abstract or transcription of the record

                                                  iv.      Content analysis of the record – thoughts on whether or not the record reflects the truth.

b.      Note taking tips

                                                     i.      Read entire document before writing anything down

                                                    ii.      Include all facts

                                                  iii.      Duplicate signatures if photocopying is not an option

                                                  iv.      Copy dates exactly as they are written on the record

                                                   v.      Copy witness signatures in order of appearance on record

                                                  vi.      Copy abbreviations as written, do not elongate them as your translation may be incorrect

                                                vii.      Mark unclear letters by underlining followed by a question mark in parenthesis.

                                               viii.      Number your pages

                                                  ix.      Write on just one side of the paper

                                                   x.      Use the same size paper for all notes.

c.       Preparation for a Repository visit

                                                     i.      Bring list of spelling variations for surnames to search

                                                    ii.      Alphabetized list of all names to search

                                                  iii.      Create and maintain a bibliography or research log of resources

                                                  iv.      Create a list of goals

                                                   v.      Bring notepaper or extract forms tailored to the record format you will be searching

                                                  vi.      Handle resources with care and respect

                                                vii.      Be prepared with paper, sharp pencils, paper clips, tape, stapler, etc.

                                               viii.      Lighten your load – many repositories are cramped

                                                  ix.      Obey rules of the repository and be courteous to staff

                                                   x.      Share the machines if there is a shortage.

VI.              Other tips

a.       Try to use a genealogy program that allows you not only to record family information but also to:

                                                     i.      Record your sources

                                                    ii.      Print a source report

                                                  iii.      Print a repository report detailing resources viewed at each repository

                                                  iv.      Print a to-do list by individual which will include reference to the repository where you can find the information, if known.

© PIP Chapter 1, 2003 ~ Webmaster:  LPRoots@yahoo.com  ~  page last updated on Wednesday, January 24, 2007