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Sources & NotesSources & Notes

Documentation & Analysis Documentation & Analysis forfor

Family History RecordsFamily History Records

Colin A AckehurstGenealogy Group

Mornington Peninsula PC User Group

Acknowledgements to the Silicon Valley PAF Users Group & Peter Acknowledgements to the Silicon Valley PAF Users Group & Peter Beckett of the Peninsula Computer GenealogistsBeckett of the Peninsula Computer Genealogists (PCG)(PCG)

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TopicsTopics

• Why Document ?• What is a Source?• Source Purposes• The difference between a Source and a

Note• Sources and Citations• Rules for good Documentation• Entering Sources• Analysing Sources/Notes

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Why Document Why Document Page 1Page 1

● The accuracy and completeness of family history information can be gauged by the quality of the sources of the information.

● When information is entered into a family history file based on Aunt Mildred always saying that “Great Grandad William was born in Manchester in 1845”; a good genealogist will want to know what other sources there are to validate that detail.

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Why Document ? Why Document ? Page 2Page 2

1. The wrong ancestors can be linked to the family

2. Many hours of time can be wasted searching in the wrong places

3. Locating the correct ancestral information will take much longer

4. Family history will become family lore

More ….

When misinformation is entered in a database, it can lead to a variety of errors.

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Why Document ?Why Document ? Page 3Page 3

5. Records submitted to other databases promulgate bad information

6. Anyone trying to validate your work will be unable to find your sources

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Why Document ? Why Document ? Page 4Page 4

In the excitement of finding some long sought after source of your roots, it is easy to want to enter the data and “add the source information later”.

Conscientious researchers should try to resist this urge and always document as they go. It’s easy to say this but not always easy to carry it out!

One way to assist in appropriate documentation is to have a good filing system for keeping records of your sources. This can be based on folders for each family which makes it easier to select individuals on sources such as Census returns etc.

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What is a Source? What is a Source? Page 1Page 1

A Source is a document or record that provides family history information or data e.g. A Census will contain details about whole populations

A Parish Record will contain details about events that occurred within a church congregation over many years.

Public Records will contain details about information for events recorded by public agencies e.g. Births, Deaths & Marriages.

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Source PurposesSource Purposes

To remind you where you acquired the information. To give an indication of the relative "quality" of the

information. To show where additional information might be

located. (Example: reference from a census index.) To assist in an analysis or conclusion regarding the

information itself or with regard to conflicting information: "This date is one month earlier than that given in a family record found among the effects of ...," etc.

All of the above can be important in satisfying yourself and others about the correctness of your genealogical research.

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Sources and Notes Sources and Notes Page 1Page 1

It is often difficult to figure out when something should be documented as a Source and when something should be an entry in the Notes section of your family history program

This distinction is ultimately a personal preference but the following approach is set out as guide:

A Source entry should be used when the item being documented is an event or statement from a source that confirms a genealogical relationship.

A Note entry could be used for detail which is not able to be entered in a Source entry

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Sources and Notes Sources and Notes Page 2Page 2

Sources: Events: Births Christenings / Baptisms Deaths Burials / Cremations Marriages

Notes: Examples:ResidencesOccupationsName Variations/SpellingBackground Information etc

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Sources and CitationsSources and Citations

All information comes from somewhere --- a Source We normally use the term Source when we really mean

Source Citation

The difference then between a Source and a Source Citation is :-

Source – the actual record that contains the information

Source Citation – the detailed information required to identify the source as a distinct, traceable record

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Rules for Good DocumentationRules for Good Documentation Enter sources and notes in a consistent format Use confidential information with discretion and

sensitivity List all sources found for each event Identify and document conflicting or missing

information Use only commonly accepted abbreviations Specify additional research where needed Welcome input and constructive review of your

documentation Identify all researchers by name for all contributions,

including your own. Use your own name, not I or me

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Entering SourcesEntering Sources

There are two basic concepts concerning how to enter Sources.

Each has merit and is acceptable

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Entering SourcesEntering Sources- Alternative Concepts -

• Each Certificate, Church record, Census entry etc is uniquely described in the Source’s Title field

Or• The general Source for the record is

entered in the Source’s Title field and the details of the specific document or record are entered in the Citation Detail

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Unique Source EntryUnique Source Entry- e.g. Birth Certificate-

• Title

• Publisher

• Repository

• Citation Detail

• Arthur J Ackehurst, Birth Certificate

• Register of Births for England

• In possession of Colin A Ackehurst

• Entry 360; 3 Nov 1875

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General Source EntryGeneral Source Entry- e.g. Birth Certificate-

• Title

• Publisher • Repository• Citation Detail

• Comments

• Register of Births for England

• General Register Office• Birth Certificate - Arthur J

Ackehurst, Entry 360; 3 Nov 1875

• Certified copy in possession of Colin A Ackehurst

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Analysing Sources/EvidenceAnalysing Sources/Evidence“… Every relationship, every fact, every identity we establish is simply a decision we base upon the evidence we have accumulated.

Our challenge is to accumulate the best evidence possible and to train ourselves to analyse and interpret that evidence …”“Citation and Analysis for the Family Historian” by Elizabeth Shown Mills

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Analysis Using NotesAnalysis Using Notes

Most Family History programs have provision for entering “freehand” notes for individuals which can cover any aspect of an individual’s life.

One approach that could be of help is to set up the Notes provision so that it allows analysis of data from Sources and other documents

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Analysis Using NotesAnalysis Using Notes

• Residences

• Occupations

• Name (variations)

• Age (variations)

Sources often include reference to data other than the prime purpose of the Source . Notes can be used for analysis of this data e.g.. by listing all instances during an individual’s life

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• NAMES: • 18 Mar 1821 (Marriage) - ACKURST, John• 1841 (Census) - AKEHURST, John• 1851 (Census) - AKEHURST, John• 5 May 1855 (George's marriage) - AKEHURST, John• 2 Feb 1859 (Death) - AKEHURST, John

• AGES: • 25 Mar 1821 (Marriage) Calculated age is either 30 or 34• 1841 (Census) Shows age as 50 (i.e. Age Range 50-54)• 1851 (Census) Shows age as 64 (Calculated birth date Abt 1787)• 1859 (Death Cert.) Shows age as 68 (Calculated birth date Abt 1791)

• Comments on AGES:• John was 34 at marriage date of 1821 if his Census 1851 age of 64 was correct. Alternatively

John would have been 30 at marriage, based on his age of 68 on the Death Certificate of 1859.

• GENERAL COMMENTS:

• The Death Certificate shows Informant was Harriet Piper of Swiftsden, Etchingham. She may be a link to John's daughter, Rebecca, as the 1881 Census CD Roms show a "Rebecca" born in Etchingham of the right age married to a "James Piper", born in Ticehurst. See Rebecca's Notes for further information. Set out below are Census Returns for 1851 & 1861. Incomplete as the 1861 Census record may not be the correct family ????

Extract from Notes analysing Source EntriesExtract from Notes analysing Source Entries

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Analysis of EvidenceAnalysis of Evidence

“… Above all, we must remember that historical and genealogical truths are elusive. …

… We cannot – a generation, a century, a half-millennium later prove a relationship beyond a shadow of doubt. …”‘Citation& Analysis for the Family Historian’ by Elizabeth Shown Mills

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The End (or is it) ?