The LOC Veterans History Project, Part 5: Submitting a Vet's Memories

Last post in this series! Earlier posts explained each step of planning, completing, and documenting my husband's interview plus required paperwork for participation in the Library of Congress Veterans History Project. 

My sister says this sounds like a lot of work and in a way, she's correct. But how often do we have the opportunity to have a relative memorialized in the US Library of Congress? Just take one step at a time and pay attention to the details, which genealogy folks are very good at doing. 

In this post, I'll describe the process of submitting the veteran's memories (interview, documentation, the works) to the LOC. 

Interview on USB or...

The lovely volunteers who recorded my video interview with my vet (my husband) gave me the recording in MP4 format on a USB drive I had provided. I watched it from beginning to end, to be sure the interview was complete and looked good. I watched it a few more times to create the video log described in the previous post. 

Then I made several copies, on my computer and on other USB drives. (I don't use CD or DVD at this point, although these are allowed by the LOC guidelines for submissions.)

The Library of Congress will accept a USB drive, but it does not want any label or writing on the drive. So I put my USB into a small envelope, sealed it, and marked the outside with the vet's name, etc. 

Paperwork too

After making a copy of the small stack of LOC paperwork required to go with the interview (plus having pdfs on my computer), I checked the cover letter checklist one more time. Yup, everything was there.

I clipped the pages together and put them into a small box. On top of the papers I put the USB in its envelope. Then I added a bit of clean filler to keep the box's contents from shifting or rattling. I addressed the box as directed by the LOC and sealed it very securely to keep the contents safe. (I love the sound of packing tape being ripped from the dispenser as I wrap boxes and envelopes.)

Sorry, no postal carriers involved

The LOC warns against using the US Post Office for submitting materials. Why? Because of special screening for materials mailed to the LOC (and other US government entities in Washington, D.C.), as noted on the image above.

Instead, any submission for the Veterans History Project must be made by UPS or FedEx or, if you live nearby, delivered in person.

I sent my vet's package via the cheapest ground shipping of UPS, and it was delivered within two days. It cost more to ship than the US Post Office but rules are rules. My hubby's military veteran memories are worth the small extra expense to be included in the venerable Library of Congress. 

In less than three weeks, I received a postcard acknowledging the submission. The LOC also told me the wait time is 8 to 10 months to hear whether the submission meets requirements and is processed into the collection. I do hope my hubby's interview will be processed by late spring of 2027!

The LOC Veterans History Project, Part 4: Paperwork

 

This is the fourth entry in my series of posts about getting a military veteran's experience into the US Library of Congress. In part 1, I wrote about getting ready for an interview with a vet for this project (which I did for my hubby, a peacetime vet of the US Army). In part 2, I wrote about planning questions and practicing the interview with your vet. In part 3, I wrote about audio or video interviewing and recording one with your vet. My hubby's interview lasted 54 minutes, well within the parameters set by the LOC (minimum of 30 minutes).

This post is about the required paperwork that must accompany submission of an interview (or submission of photos/memoirs) for this LOC project.

Bio form: military time and more

Above, an excerpt from the top of the LOC's Biographical Data Form. You can download this and other paperwork from the LOC Veterans History Project page.

The bio form focuses mainly on the vet's military time: branch of service, unit(s), where served, rank(s), battles if any, awards if any, special achievements, and more. I had most of this from hubby's DD214, and other discharge papers, and I covered nearly all of this ground during our interview. The info was at hand for me to complete the form. (I could also have filled out the form before--the choice is yours, whichever method works for you and your vet.) I also noted that hubby was in the military during peacetime, not during any war or conflict.

You may find more detail in other family documents. I was careful when writing out this form because my hubby the vet will be represented in the prestigious Library of Congress. The next generation is already impressed that his military experience will be part of this institution.

Other required documents

The LOC provides these "fillable" forms for download on its project page. "Fillable" means we can type our answers directly on the form and print/save for submission. Note: not all forms are relevant for all submissions. I didn't use the photo log nor did I use the manuscript sheet. I didn't type every form: a few I printed and hand wrote.

The cover letter is important because it highlights exactly what you will be submitting and it serves as a checklist to be sure you don't inadvertently skip anything. The LOC will not accept an incomplete submission. Every detail counts.

In addition to the bio data form, I had my hubby sign the veteran's release form pertaining to his interview participation. I had to sign the interviewer's release form and the two recording operators who volunteered for audio and video work had to sign releases as well. 

Video or audio log?

I completed the AV Recording Log. Although I could have transcribed the nearly hourlong interview, I opted instead to take notes on the important points and where in the interview they were (minutes and seconds from the start). Two examples:

• 15:10 - Symbolism of shoulder patches (hubby explained the unit's name and where/when he received each patch, which we brought as props)
• 25:38 - R & R in Japan (which sparked hubby's lifelong love of all things Japanese)

Transcribe?

Always great to have a transcription, which improves accessibility for researchers in particular, and also family members. Read the FAQs here. If an audio or video interview has been transcribed using AI, it must be reviewed by the person donating the interview. Any transcription with lots of errors will not be posted.

Having read the FAQs, I know the LOC allows submission of additional materials after a vet's collection has been accepted and assigned a collection number. So I opted for a video log, which helps researchers find a specific topic in my hubby's interview, and I will transcribe the interview in the near future. Then, once the LOC has assigned a collection number, I can submit this transcription to be posted next to my husband's video interview. 

Keep copies

Before sending the interview and paperwork to the LOC, I photocopied everything. More in my next post!

The LOC Veterans History Project, Part 3: Recording the Interview

This post looks at plans to record an interview for the Library of Congress's Veterans Oral History Project.

You can do it yourself! The LOC shows how, with recommendations for both iPhone and Android devices. Download their pdf handout here with suggestions, plus the specifications for which types of files are accepted.

Below, part of the LOC page showing that interviews can be submitted on DVD, CD, digital video media, audio cassettes, or USB flash drives. (I submitted on a flash drive. More on this in a later post.)

Library of Congress media specifications for Vet Oral History

Audio or video?

Originally, my husband and I planned to do an audio interview using a digital recorder from a decade in the past. Sadly, that recorder no longer works. Our even older micro-cassette recorders no longer worked, either. We didn't want to use our iPhones or iPad because we were unsure of how good the quality would be, how long the interview would go, and how much storage would be needed. If we were more tech-savvy, we would have done this ourselves. But we weren't confident.

Then we thought about our local senior community center, which has a modest video studio. We visited to see the layout. There is room for two to sit on comfortable chairs, plus space for a video operator and a sound operator. Just as important, the studio recently acquired lavalier microphones to clip on our collars, which would mean better, clearer sound than sharing a single mic on a stand or putting one iPad between the interviewer and interviewee to record.

The awesome studio volunteers offered to record the vet interview and, depending on how it turned out, let us choose to submit video or audio. We explained that our practice sessions ran about one hour, and that we would bring a few small props to hold up for the camera. 

Writing the intro

According to the Library of Congress guidelines, the interviewer must state the following info at the outset:

• Interviewer's name and organization affiliation, if any (such as a Scout who is doing this interview as a special project). No organization affiliation in the case of interviewing my hubby.
• The veteran's full name.
• The date and location of the interview.
• The names of any others present, such as recording equipment operators.
• Say that the interview is being conducted for the Library of Congress Veterans History Project.
• NO private info (no military serial numbers, no home addresses or phone numbers, etc).

I wrote this intro separately from the questions, and checked with the recording operators about how to pronounce their names. Also, the operators (and anyone else present at the interview) needed to sign release forms, because their names would be mentioned in the interview intro.

Recording in progress!

On the day of the interview, my hubby and I brought our list of questions, written intro, drinking water, props, and release forms when we went to the studio. We also brought a large capacity USB flash drive. We dressed neatly, avoiding loud prints or plaids that might distract, and I made sure our faces didn't look sweaty before we began. If your vet has a uniform or hat or shirt, I think that would be acceptable to wear for an interview.

I sat in the easy chair on the left while my hubby sat in an easy chair on the right. Between us was a table with props (shoulder patches, etc). We also put a prop or two on the arms of our chairs, handy for when we needed them. The wonderful operators clipped on lavalier mics, tested sound levels a few times, and did a quick test video of the intro to be sure we were in focus and the lighting was good.

Then...they put a sign on the outside door, "recording in progress," and rolled the camera. Actually, they had an older, compact pro TV camera mounted on a tripod plus a newer iPad on a tripod for redundancy as they recorded. I love suspenders and belt people who go the extra mile to be sure nothing gets lost.

After they gave the signal to begin, I read the intro, and eased into questions about hubby's parents, birthplace, and siblings; his education prior to entering the military; and his decision to volunteer for the draft after high school graduation. He spoke of being inducted into the US Army, going through Basic Training, then Second Eight, then answered the questions about how the rest of his military service unfolded. Sometimes we smiled at a story, letting our natural reactions show.

As my hubby talked, he occasionally reached down for a prop. The camera operator did a closeup on each prop as my husband spoke about it. Occasionally during a story, the operator also did a closeup of my hubby's face. We were so fortunate to be working with people who know what they're doing and wanted to get this oral history recorded properly for the sake of future generations.

In the moment

During the interview, hubby and I were in the moment, not nervous, not conscious of being in a studio, just concentrating on our conversation. We didn't have to worry about whether the recorder was working or the light was wrong or the mic was off. The operators said nothing, never moved, carefully focused on the equipment working properly and letting us get on with the content in our own way.

As he spoke of his military experiences, my hubby's face and voice grew quite animated here and there, recalling something humorous or surprising. He told a story that was brand new to me--in our many years of marriage, I had never heard that anecdote! I now refer to that as the "box of rocks" story. Spontaneous and fun. 

Although we had anticipated the intro and planned for the interview itself, we hadn't planned what is, these days, called an "outro." At the end, I just turned to my husband and thanked him for sharing details of his life as it was before I ever knew him. He smilingly thanked me for asking about his service, and then we reached out and held hands for a moment before the cameras stopped rolling. Spur of the moment, from our hearts.

Remember: 30 minutes minimum, no edits

The LOC doesn't allow edits. We knew from the start that we wouldn't be able to cut anything from the interview, so our practice sessions were extremely helpful in planning what to cover and what to omit, and how to frame a question and an answer. 

Also, having practiced, we were sure the interview would last at least 30 min, the minimum allowed for inclusion in the LOC collection. 

The studio volunteers told us they would review the recording to be sure everything came out fine. Based on their on-the-spot assessment, they told us to go ahead with the video, not just audio. They would convert to one of the content types (as shown in the handout) and put it on the USB I had brought to them.

Importantly, I would also be able to duplicate the video to put on USB drives for our family, who would be able to view this interview at their convenience.

Next: paperwork before submission.

The LOC Veterans History Project, Part 2: Plan and Practice the Interview

If you want to have a veteran's story accepted into the US Library of Congress's Veterans History Project, this series will walk you through the steps. It's a way to keep a special part of family history safe by having it included in the collection of a major repository, which shares the story with the world. My hubby, a peacetime veteran of the US Army, sat for an interview with me a few weeks ago, and that interview has now arrived at the offices of the LOC. Your vet can be from any branch of the military, have served at any time, to be included in this project.

In my earlier post, I suggested beginning the process by downloading and reviewing the LOC field kit. Now, in preparation for an oral history interview, I recommend watching a few of the interviews already posted on the LOC site. 

Audio or Video?

For example, take a look at the Jacob Lux interview here. You'll be able to view the recorded interview, look at the transcript, and also see what additional info was collected at the time of the interview (such as the veteran's service history, service branch, location of service, and more).

Not all the interviews have good, clean audio and video. In this one, the interviewee can be seen clearly and his answers are loud enough and clear enough. Just check a few to get a sense of what might work for your vet. 

Note that some interviews are audio-only, which is definitely allowed by the LOC. Think about your veteran and how comfortable that veteran would be with being recorded on camera or via audio recorder. Also think about what your veteran might want to wear and any props that would improve the interview (for the interviewee and the viewer). Take notes to help you plan!

Plan Questions

Also take a look at the listing of sample interview questions and share the list with the veteran to be interviewed. This is a downloadable pdf of the sample questions.

Which questions would the veteran like to answer--and which would not make sense or are not of interest to the veteran? These are sample questions, not mandatory. In fact, the oral history interview will be much better with questions tailored to the vet and their experience, whether you choose audio-only or video recording.

My husband read through the questions, checked off those he wanted to answer, and I typed up an interviewer list with those questions, allowing space between questions for notes as we continued our pre-interview planning. Because I already had his military background on a separate piece of paper, I was able to add questions that allowed him to expand on his personal experience in the military.

Above, part of my retyped list of questions. Note the parenthesis in question #10, "you can type," which was a reminder to ask him how his ability to type affected hubby's military service. (If you interview a vet you don't know well, have a good conversation first with the vet to get some highlights you can follow up on during the interview.)

Also note the all-caps NAME PLATE in question #11, a reminder to hold his special office name plate up to the camera while he explained the significance of each symbol. Then a few more phrases ("primitive conditions, laundry story") that I could weave into a question if my husband didn't lead into one of these stories.

Oral history is about the interviewee

If you're going to be asking the questions, think about how to keep the focus on the interviewee. There are lots of good sites with advice about oral history, such as this one from the Smithsonian. I planned my hubby's LOC interview to revolve around his military experiences within the context of his family background, education, friendships, and work career (before and after the service).

In fact, I created a brief timeline of my husband's service, showing dates and corresponding activities (entering service, being sent abroad, being sent back to the US, etc.). This would be handy in case I needed to clarify a date or unit or place during the interview.

As with all oral history, it's a good idea to ask questions that are open-ended, relevant, and to the point. Allow sufficient time for the veteran to formulate a response to each question, especially if their military service was decades in the past. If the vet wants to "tell a story," that will make the interview even more lively and interesting. Stories are what make family history especially memorable!

Practice once or twice

Whether you propose to do an audio-only or video interview, you and the vet will want to practice the questions and responses. Not really a rehearsal, this is an opportunity to see which questions make sense, see whether the questions should be asked in a different order, and time the entire thing. It also lets the vet retrieve memories and smooth out answers before being recorded. Think of this as a conversation with the vet, not public speaking. Keep the pace conversational, not rushed, and allow time for the vet to respond.

Be aware that the Library of Congress wants an interview to be at least 30 minutes. My hubby and I practiced twice, tweaking the questions and the order while he dug deep into his memories for fresh answers. He never told a story the same way twice, which is good. We had props handy for him to refer to (such as shoulder patches from different units). I wrote down where to remind him in case he left out pertinent details or a good story in the actual interview.

Next: Recording the interview. Plan your wardrobe, be sure your glasses don't reflect off the camera, powder down your shine so you and your vet look good!