Kindex Co-founder Cathy Gilmore presented “Hoarder to Order: a Step-by-Step Family Record Rescue” at RootsTech 2018. This presentation examines why records are at risk, discusses obstacles to family record preservation, and gives a step-by-step overview of how record-keepers can rescue their family records. We will be sharing excerpts from her presentation on the Kindex blog.
In Part I of our Hoarder to Order series, we asked “Am I my Brothers (Record) Keeper?” and discussed the imporant role of family record rescuers. If you are one of those heroes committed to rescuing records, it may be difficult to know where to start. Knowing the risks that face family records helps us prioritize and understand what it means to truly rescue a record. Let’s start by stating the risks, identifying reasons why this happens, and how we can help.
Risk #1: Permanent Record Loss
Risk Factors |
Result |
How We Rescue |
| Death Downsizing Relocation Record owner has mental or physical challenges | Records are thrown out | Take an inventory of family records to know who has what |
Let’s start with every record-keeper’s biggest nightmare right out of the gate: Records get thrown away. This risk is at its greatest when a family member dies, moves, or is purging their belongings. The presence of mental or physical challenges can often prevent record owners knowing how to keep and care for records. As a record rescuer, your job is to discover who has what records through conducting a basic inventory. Conducting a family record inventory is the first, crucial step in a record rescue. But what are the remaining risks?
Risk #2: Temporary Record Loss
Risk Factors |
Result |
How We Rescue |
| Changes of record ownership (records passed down through generations) Hoarding, disorganization | Records are lost or misplaced | Update inventory & gather records (where possible) |
If you’ve kept your family record inventory updated, and gathered records (where possible) to prevent record loss, well done! But what are the remaining risks?
Risk #3: Record Damage
Risk Factors |
Result |
How We Rescue |
| Records exist in original state only (not scanned or digitized) Improper storage or handling Records are exposed to, or at high risk for natural disaster (fire, flood, etc.) | Records are damaged | Digitize records and ensure physcial reocrds are properly stored |
So you’ve done an inventory, gathered records to prevent record loss, and digitized your records. Great! Is your job done? What are the remaining risks?
Risk #4: Inaccessible records
Risk Factors |
Result |
How We Rescue |
| Records scattered among multiple owners Single owner, “Silo mentality” Donated with restrictions | Records can’t be accessed | Share digitized records on common platform |
Most responsible record-keepers have digitized their records. But how accessible are they? Do you work in a silo? How do other family members know your records exist?
If uou’ve kept your records, know where they are, scanned them, and made them accessible, are there any other risks? We’ve learned that making records accessible is not the end of the line. If your family cannot easily connect to and share records, there will be a record disconnect.
Risk #5: Record disconnect
Risk Factors |
Result |
How We Rescue |
|
Unindexed records Records that seem irrelevant, unimportant Records in unsearchable, undiscoverable databases Records that are handwritten or hard to read Difficulty extracting meaningful stories |
Records Disconnect |
Transform your records in ways that make them shareable and connectable. Make records completely searchable Provide a platform for simple record engagement and research |
What is record disconnect, and why is it a risk? Because no matter how much work you put into gathering, digitizing and sharing records, if your family can’t connect with them in a meaningful way, they will remain unimportant and therefore at risk of being perpetuated. When is a record truly considered rescued? When it’s accessible, searchable, and relevant to your family.
How at risk are your family records?
In reviewing risk factors for family records, have you identified what records are most at risk in your family? Do you have an elderly family member reputed to have many family records. Is someone in your family preparing to downsize? Being aware of family situations helps us prioritize an overwhelming task by beginning where the need is most urgent. Stay tuned for Part III of our Hoarder to Order series, we will start our record rescue in earnest with record inventory and gathering.
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