sassy jane genealogy planning genealogical research tripI’m planning a genealogical research trip in a few weeks to the Upper Peninsula of Michigan to work on my mysterious Austrian great-grandfather. As I’ve been preparing, I realized I’ve never consciously thought about the process of planning an effective trip. Here are some tips from a librarian’s perspective, especially if you are traveling from a great distance or unlikely to visit the area again.

☞ Be realistic about how many lines you can research

Decide which lines you can work on in the area you are visiting, especially if your ancestors lived for a long time in the area or there are multiple lines that intermarry.

☞ Make a to-do list with specific research goals

You may need to revisit your earlier research to insure that you’ve done as much as you can before you leave.

☞ Search online to determine what places are available for research

Dig deeper at each institution to determine rules for access, collections held (processed and unprocessed), rules for reproduction/copying, fees, etc. Inquire if genealogy volunteers work certain days/hours.

•    Courthouse – vital and property record indexes that aren’t online may be available in person
•    Public Library – look especially for runs of local newspapers and indexes that may have been created for BMD notices, published county histories
•    Historical Society/Local History Museum – photograph collections, published county histories
•    Genealogical Society Library – cemetery transcriptions, local histories
•    University Library – check the Special Collections and/or University Archives for manuscript collections and organizational or business records of interest
•    Church – check if records are kept locally or centralized at a larger church/diocese/ward, determine span dates, index availability
•    Cemetery Office – interment records, undertaker reports, maps/locations of graves/tombs (N.B. – not all graves in a plot have markers, so copies of the cemetery records are very desirable)
•    Local Phone Books – are relatives still living in the area?

☞ Prioritize your research visits in a spreadsheet

Add addresses, phone numbers, email, hours to the spreadsheet for each place you plan to visit and either print it out or mail it to yourself.

☞ Assemble a master file you plan to take with you

Copy fragile documents and/or print out important records and research notes you’ll need if there’s no Internet access. For the record, this is probably less important as genealogists have gained the ability to store entire trees, photos, and sources on mobile devices.

If you find you need to print out paper records, I recommend the following: for short trips, conferences, and local research, I love the Translucent File Tote from The Container Store. It’s sturdy enough to hold a laptop and a water bottle in addition to your notes. For long road trips with research on multiple lines, I like The Container Store’s Cascading Letter File Tote. It has convenient compartments that can be used for surnames, destinations, etc. Both were recommended by my good friend and professional organizer Carol Jones.

☞ Call ahead to the places you plan to visit

This one is in highlighted because it helps the staff at the library, archives, museum or historical society help you. You may be asked to book a research appointment. Records that are stored remotely can be pulled and waiting for you. It also helps avoid the disappointment of arriving to find that budget cuts or furloughs have changed hours of operation or that the facilities are closed for renovation or records are unavailable because of digitizing projects or preservation. Supply the list of resources you need to the staff in advance.

planning a genealogy research trip sassy jane genealogy☞ Update your family file on your laptop, iPhone or other mobile device

How wonderful it is to open Reunion and have my whole tree, with sources and photographs, available on my iPhone. No lugging the laptop, finding power sources, booting, printing out family group sheets. Bliss!

☞ Pack the digital camera for those headstone photos and a small stash of pencils, Post-Its, and paper clips

Be prepared to be relieved of all of your items except a pencil, paper, and perhaps your laptop if you visit archives and manuscript collections. I also bought a Canon LiDE200 Color Image Scanner – small, light, flatbed and it does a great job – invaluable when visiting relatives.

☞ List microfilm film numbers and names you’re searching if you’re going to Salt Lake City

Having a ready list of films to consult at the Family History Library saves you time and money.

☞ Remember to stop occasionally to feed and water the non-genealogist partner/spouse

Insure continued cooperation and goodwill. Try not to fib too much when asked how much longer. If you’re in Chicago, a great Italian Beef sandwich or a triple-shot latte can keep a spousal unit going for at least three hours longer than projected.