by Cathy Gilmore | Sep 19, 2018 | Features
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.
Part I: Am I my Brothers (Record) Keeper?
Part II: A Family Record Risk Assessment
Now that we’ve discussed the important role of record-keepers, and what risk factors help us prioritize our record rescue, we are finally ready to begin a record rescue in earnest. Put very broadly, here are the basic steps of the record rescue.
Before a single record is gathered, scanned, or indexed, we must prepare for the rescue by asking a few important questions. The first: What is your Why?
Establishing your “why” is a crucial step, because it’s a reason you will turn to again and again. Record rescuers will face countless challenges, face adversity, and experience burnout (and that’s just the first week!). Your “why”” will inspire you and others stay focused on the goal more than a “what” ever could.
Knowing your “why” will help you visualize what you want to have happen as a result of your record rescue. Your “why” can be specific or broad, tangible or intangible. Here are some examples:
- “I want my family to know who my grandmother was”
- “I want to ensure my Great-Grandfather’s influence will be felt for generations”
- “I want to help future researchers and historians”
- “I want my father to be remembered”
- “I want to change the hearts of my family”
Now that you’re thinking about your “why”, let’s also think about the “what”. The “what” is the scope of your record rescue. Your scope should answer these questions:
Who? Which? What? When?
In other words:
- Whose records are we rescuing?
- Which records are included?
- What are we doing to the records?
- When will we complete it?
For example:
- We are scanning grandma’s love letters by Christmas! (not photos, not greeting cards, not family letters)
- We are gathering all of the family records pertaining to Aunt Betty before she moves into her new home.
Advice on Scope
- Start small. You wouldn’t climb a mountain pulling a mountain of 15 boxes, but you could take a backpack. That’s actually a good rule of thumb: can you fit your record rescue in a backpack? If the answer is no, consider paring down the scope into something with reasonable, reachable boundaries.
- If possible, separate records based on record type. For example, rescuing grandma and grandpa’s love letters is easier when you don’t include t photos, slides, and diaries. The more record types you have, the more complex your project will be, especially during the scanning and preservation stages.
- Show success early and often. Keep your family engaged in the rescue by updating them on your progress and sharing records on social media.
In addition to knowing our “why” and “what”, there is one more step in our record rescue preparation: enlisting help. Stay tuned for our next installment where we discuss ways to engage your family in the rescue.
by Cathy Gilmore | Sep 10, 2018 | Features
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.
by Cathy Gilmore | Mar 11, 2018 | Features
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.
Most of you will recognize this young woman as Anne Frank, the young Jewish girl who kept a diary while in hiding from the Nazis during World War II. Her diary provid a vital, personal voice to the war experience and went on to become literary and historical treasure.
Anne Frank, c1940. Unknown photographer; Collectie Anne Frank Stichting Amsterdam – Website Anne Frank Stichting, Amsterdam
Do you recognize this woman?
Hermine Santruschitz, also known as Meip, was among those who helped Anne Frank and her family hide in the annex during World War II. Her service to the Frank family continued after the war when she retrieved Anne’s diary from the annex and took the diary to Anne’s father, Otto, the only surviving member of the Frank family. Anne was the record creator, but Meip was the record rescuer. Without Meip, Anne’s story could have been lost to history.
Many of us are the “Meips” of our family: we are the record rescuers. While we do not face the same obstacles as the Frank family, we have a great responsibility to ensure our family records are not lost, damaged, or thrown away. As keepers of family records in an increasingly digital age, we are among the last generations who will create or save written family records. Stored in boxes or on closet shelves, our records are not just the museum pieces of the future—they are the ultimate key to our family history, the tablula rasa that coming generations will turn to for answers.
Which leads us to the question: Am I my brother’s (or grandmother’s, or uncle’s, or cousin’s) record keeper? We must be. As the gatekeepers of family records, how do we fulfill our responsibility to rescue them and preserve both our family’s legacy and add their voices to history? From boomers to millennials, we bear the collective responsibility to rescue history through our family records.
How do we begin? From inventory, to scanning, to digital archiving, each step of a record rescue could easily be (and probably is) a class of its own. It can be overwhelming, but there is hope. The purpose of this series make a family record rescue manageable, give tips for success, and inspire each of you to take action.
Next up: Hoarder to Order Part II: A Family Record Risk Assessment. We will discuss why family records are at risk and review common obstacles families face in record-keeping and preservation.
by Cathy Gilmore | Jun 13, 2017 | Features, Stories from the Archive
If a photo is a window into a family’s life, then a letter is the door. This 1904 portrait of the Emma Woolley and Charles Rich Clark family is beautiful, but offers few clues about the challenges, personalities and relationships between these family members.
Today, we transcribed a letter written by Emma Woolley to her husband Charles Rich Clark while he was away serving a church mission in 1892. In this letter we learn that Emma had a migraine, and that the oldest child, Marion, was the serious one who concerned himself with his mother’s help and offered a little prayer on her behalf. We learn that Vernon, the next oldest, was the silly one and said funny things that made his mother and neighbors laugh. We learned how devoted Emma is as a wife, managing the family accounts, nurturing sick children, doing laundry, and settling debts. She closes the letter saying,
“I guess this is not what would be called a love letter but it is written in love all the same, and I am proud of the man I love, and hope to keep ever fresh and alive that affection that exists between us”
To read the full transcription, go to the Ezra T. Clark Family Archive.
Make insights like this possible with your own family records and start your own family archive.
by Cathy Gilmore | Aug 29, 2016 | Letters, Love Letters from the Archive
From the Dorothy Smith Clark Archive, a letter from Ellsworth Clark to Dorothy Smith, 1 August 1932.
Dear Pal Dorothy,
Here it is August. Soon it will be September again. After all it seems as though the summer is slipping right along.
Well, you got it back on me last Friday. When I went to the PO for the mail Mr. Bacon asked me if a letter was worth 3 more cents. I had a very good idea it was so I purchased the necessary dime and then with the 7 cents remaining I bought lickoric liq licorice (How do you spell it!) Imagine how I looked in about 10 minutes. Just like any little kid whose dad has given him a nickel.
You remember in a recent letter to you I mentioned that there was still snow visible on our peaks. Well, today I looked and could just make out one small streak on a deep north slope.
I did not work today. It rained yesterday and wet the hay so that we will not be able to start until about noon tomorrow. This morning I stayed in bed until almost eight o’clock. (lazy thing) When I did get up my mother and sister Iris and myself went out into our old home and cleaned it up. It’s funny how things get accumulated. Old clothes, school books, papers, newspapers, magazines, mail etc. seemed to have piled up in the last year. We made a bon fire and got rid of most of it. There was also lot of odds and ends which we removed from our store before we sold it. I’ll bet there was a million safety pins, lots of snaps and hooks and eyes, a gross or so of shoe laces, a few old fashioned shirts and OH so many old hair nets.
Yesterday I went to Sunday School and got into an argument with Mildred Munk on predestination and also on what constitutes a Master Minds. We couldn’t finish it in class so I went down to her place, (almost next door) and we finished it and also had a good dinner. Mrs Munk had just started to pick her second crop of strawberries. I never ate so many strawberries in my life, I believe, Mildred asked me about School at the U of U. She has almost decided to not go to the JC at Logan next year. I really believe it would be better for her to keep going where she has started. She mentioned she would like to know you and wishes you could come up here and then you and I and Leonard Bacon and herself could have a very good time.
I wish you could have gone to Canada this time, as you would have been pretty sure to get back before school started. A rest and change of climate would do you good. You could miss the hot vacation of SLC and then get back when it has started to cool off. You and Marv could see a lot of old friends and have a regular good time.
Now you mention it, I have, once or twice, called Gert. ‘trudy’. Sometime this summer I believe I’ll write to her. Surprise her I’ll bet. She wouldn’t expect such a thing from me.
When you mention your trip to Millcreek, I feel like I’ve missed out on something. I really believe I know the cabin you speak of. When our Botany Class went up there we found one just like you describe. It was up a small branch of the canyon. After going up (about 2 or 3 miles I guess) you step in a slight opening in the canyon and then there is an old road go up the left side of the canyon. Then up the branch about ¾ of a mile is such a cabin with two of the sides knocked out. However, I didn’t notice any upper story. But then I didn’t look very closely.
When you mention how you climbed hills and steep cliffs etc. I could just tell it was you for sure. I’ll bet you were the ring leader and just a bit daring. I’ll not forget how you stood on the points of rock while we were on the way to ‘Timp’ cave.
Honestly you just about scared me when you stood out there. What if you had slipped what would I have done then. No Dot next year and well what would have been the use of anything.
I think Hazel is coming up for about two weeks. Very probably it will be in about 3 or 4 weeks. She is getting a months lay off and a 10% cut in wages. Tough! I what. She’s luck to hold her job I guess. There have been so many laid off completely. 16 of the waitresses were ‘canned’. Just at the time she wrote. She is going to have one of here girl friends come up here with her. I guess she is older than herself and I believe a widow. And oh! So uninteresting I would think she would find an exciting one to bring up. You for instance. I think Andrew will bring her up, as he has his vacation at about the same time. I wonder how Helen will get along all alone. She really should have someone to stay with her on the go and stay with one of her friends. I am welcome to think she will do the latter.
I can tell by the wild flowers you sent that you were quite high in the mountains, as only those grow there at this time of the year. They were still beautiful.
Who says you are not a poet? It sounds like you and is good enough so I wonder if I should even try any more myself. I wish I could believe that you even though of me slightly, when you wrote it. If I though that were true I’d be just about the happiest fellow in this little old universe.
Gee, if I could step into some summer league I’d be seeing you in about a jiffy. I’d just quit this old letter and tell it to you personally. Somehow it’s not apt to get twisted as it might on paper. I often get of into so world of fantasy while going about my work and when I do I think up some of the greatest and amusing situations. Sometimes I am a fellow with a sudden gift of $10,000.00 and I figure out what I’d do with it. Then I’m in SLC and talking with you. Then we’re going on a hike somewhere and I’m seeing your home after a perfect evening. Sometimes I’m a successful Dr. again I’m a School Teacher. Oh. I guess I’m somewhat of a dreamer. Anyway, most of my dreams cluster around a certain little Girl at 474 E 4th S. She is to me the sweetest girl I can imagine just sensible enough not to be too flippant and just romantic enough to be interesting and extremely desirable. Oh Dot, I think of you in all my work. You just seem to pop up wherever I am and whatever I’m doing. Even though I’m busy and not able to write quite so often as I did I think of us often and with more real appreciation. At first it was sort of a devoid feeling I felt mostly because of my many evenings and days with you. It was a direct change in my way of living. Now I’m somewhat over that. I still am lonely but I’m realizing what it means to be a pal to you and be in your company. A deeper appreciation I believe. It’s surely the foundation for a very close friendship. I realize now that it is not a common infatuation or a short romance. If it were ever that it has changed into something which I want to keep and what means everything to me.
Holy Mackerel, I was going to write to Weldon and still I haven’t. It seems you take all my extra time besides my extra thoughts. You shouldn’t be so interesting and then I could write to someone else. OH I can I guess, but I just seem to never get around to doing it.
Are you getting acquainted around your neighborhood now? I suppose you will be staying there in your present plan all winter won’t you? I wish we could both be in Capitol Hill Ward again. I’m not sure but I think I will try to get an apartment in the same war as last year.
There was something important I was wanting to ask you yesterday, and now for the life of me I can’t remember what it was. If I think of it I’ll write again soon.
Now for the old bed and dreams of you.
Ellsworth.
To view the original record, see:
Click to access application_pdf_31667112d0a10988efd05a019ca1c521.pdf
(May require a FamilySearch login and a re-paste of the link above.)
.jpg){kind=link}
