About Family Secrets in a Genealogy Collection

If you're considering giving your genealogy collection (all or part) to a repository such as a museum, library, archive, or society, take a moment to consider any so-called family secrets in your files.

As I wrote in my previous post, there may be "secret" family stories not yet ready for prime time, because someone still living could be hurt if the info is made public. I'm not talking about DNA secrets or incidents of historical significance. I mean info dug up during a thorough genealogy research--info that could damage a living person's reputation or cause harm in some other way.

My approach has been to keep the secret but slip the story into my files, to be inherited years in the future by my family heirs. This keeps the story from being entirely lost to the family but also keeps it from being made public for a while. IMHO, my level-headed family heirs can reconsider the situation in the far future and determine next steps.

Donating a collection? Plan ahead

However, what if the secret is in a genealogy collection that will be donated to repository such as an archive, a library, a museum, or a historical or genealogical society? Plan ahead. 

In a Twitter conversation with professional genealogist Melissa Barker (aka The Archive Lady), I learned that the donor and the repository should discuss this in advance and come to an agreement formalized in a deed of gift. That's the legal document in which someone formally transfers ownership of a family-history collection to the repository.

Putting everything in writing ensures that both parties clearly understand what will happen to the secret. Will that info be kept private forever or for a specified period? Will it be made available to in-person researchers or for specific purposes? Should the secret even be included with the donated collection? Discuss and decide before finalizing the donation.

For more about deeds of gift, see this informative page on the Society of American Archivists website.

Reader's comments

Here are excerpts from reader comments on my previous post about secrets. I appreciate that these folks took the time to share their thoughts.

One reader commented: "Consider carefully if you should commit a secret to writing at all. If the secret has the potential to be very harmful, keep it to yourself! Otherwise, write it down and go on with life."

Reader Debi commented, referring to minor family secrets: "I have not written about them (all parties deceased) and assume anyone researching could find the same information for themselves."

Reader Sandy commented: "It's not often that we look forward in this hobby. I suppose these days people are so used to putting things online they're not worried?"

Donating Artifacts with Inventory and Ancestor Bio

Three university libraries are receiving my late father-in-law's theater programs. One has a collection focused on Cleveland-area theatre programs, one has a collection focused on Broadway programs, and one has a collection focused on Boston-area programs. 

Inventory of programs

So the libraries and the family know what is being donated where, I created an inventory for each library of what it will receive. I listed the date of the program, the theater, the performance, and any notes (such as well-known stars or composers). 

As shown in the excerpt below, my document can be sorted by column. Here, I've sorted by date to show the oldest Broadway program from 1923. (That's not the first pro show my f-i-l saw--he was in the audience for the October 1922 performance of "Shuffle Along" with Eubie Blake in Boston.) But the inventory can also be sorted according to theater, if desired, or what is being performed.

Preparing the inventory documents allowed me to take time to look over each program and enjoy the cover art, the celebrities who performed, and the period ads for clothing, cars, and more. I'm keeping scans of selected programs before I ship the donations to their new homes.

Provenance of programs

Institutions prefer to know the provenance of the artifacts in their collections. 

This is my opportunity to provide a brief bio of f-i-l Edgar James Wood (1903-1986) and have his name/life story "on the record" at each institution. 

Beyond bare facts like birth-marriage-death, his one-page bio explains his lifelong involvement with playing piano and how he used every opportunity to see live shows while attending college at Tufts and, later, working in New York City and in Cleveland. 

The bio I wrote also mentions his prize-winning musical composition in a competition judged by famed composer George Gershwin in 1934. That achievement and Ed's life story add context for researchers who will study the programs in the years to come.

As a family historian, I feel a deep sense of satisfaction knowing that an ancestor's story will be kept alive for future generations by being represented in an institution's collection! 

Family History Includes New Homes for Old Artifacts

In my role as family historian, I do more than research and document names, dates, and photos for the family tree. 

I also find new homes for old artifacts that have no direct personal connection to the family tree. Not everything has to be in my collection! If relatives aren't interested, I research institutions that collect such items.

By keeping these things out of the trash or garage sales, and donating them to good new homes, I ensure that the items survive into the future. 

And I believe I am showing respect to the ancestors who saw value in these artifacts during their lifetimes. 

Theater buff = lots of programs

My late father-in-law (Edgar J. Wood, 1903-1986) played jazz piano to pay his way through what was then Tufts College. He was quite a theater and music buff. Over the decades, he attended performances in his home town of Cleveland, his college town of Boston, and on New York City's Great White Way. 

Happily, Ed saved nearly every program from plays or concerts he attended, beginning about 1923. And even better, the programs are in decent shape because they've been carefully stored. Now it is my honor and pleasure to find these programs safe new homes in repositories that collect and study such artifacts. 

Ask permission, take inventory, sign forms, send away

As always, it's important to match the artifact to a potential new home. In the case of these Cleveland-area theater programs from the 1950s, I researched historical societies and universities that collect and study items related to Cleveland. 

Narrowing it down, I had an email conversation with a librarian at Cleveland State University. I described how many programs I have and what condition they are in, and provided a photo similar to that above. I highlighted some specific items, such as programs featuring guest stars like Leo G. Carroll (Topper on TV) and Carol Channing (so well-known for Hello Dolly). 

The librarian agreed that these theater programs will fit into his collection, and he will accept our family's donation. If the library doesn't already have a copy, we will include Ed Wood's 1922 yearbook from Cleveland Heights High School, in great condition. 

As part of the process, we must submit an inventory of every program donated. We'll have to sign a deed of gift agreement, which gives full ownership of the artifacts to the repository. Finally, we'll pay to ship to the institution, a small investment to keep these programs in safe hands for academic study in the coming years.

Lots of possible homes for Broadway programs

Ed lived in New York City during the mid-1920s, trying to build a career as a jazz pianist. He went to the theater quite frequently, judging by the dozens of programs he amassed from that period (see photo above). Apart from holes that Ed punched to put these into binders, the programs are in surprisingly good condition for their age.

Finding a new home for these particular programs won't be too difficult. If you do an online search for "university collection of Broadway Playbills" you'll see how many institutions collect such items.

Sifting through the list, I've contacted a Midwest university with a sizable collection of Playbills from the 1960s and later. However, its library appears to have few programs from the 1920s and 1930s. I emailed the librarian, describing what the family would like to donate, and included a photo like this as a sample.

If this university isn't interested, there are many more I can approach. Meanwhile, I'm working on a complete inventory so I can provide lots of detail to any institution that winds up with these items.

My family and I agree that finding new homes for artifacts is an important priority, to honor the legacy of those who came before. My father-in-law Ed would certainly be delighted to know his collection of programs is in safe hands!

No Heirs for Your Family History? Recap

Ken Thomas, the longtime genealogy columnist for the Atlanta Journal-Constitution, suggested I write about what to do if you have no obvious heirs for your family history. 

Based on his suggestion, I wrote a four-part series earlier this month. Here is a quick recap of ideas for how to donate or preserve your family's history for the sake of future generations. 

Background before making decisions

Before you make any final decisions, please read this page from the Society of American Archivists about donating your collection as a whole. Also look at this informative Family Search wiki page about what to do with a genealogy collection. If needed, I urge you to seek professional advice about particularly valuable, quite historic, uniquely specialized, older/archeological, or extremely fragile items in your collection.

Ideas for what to do

In Part 1, I wrote about trying to coordinate your preservation efforts with cousins and other relatives. Someone may be willing to accept all or part of your genealogy collection and keep it safe. In particular, consider how to safeguard some photos and memorabilia of family members without direct descendants--"no cousin left behind." And if you have fine china or silver, offer a place setting or a teaspoon or a teacup to each of your relatives.

In Part 2, I explained the process for identifying potential institutions that might be interested in accepting artifacts and/or possibly some of your genealogy materials. Each institution has its own collection priorities and procedures, so it's important to understand what each museum, library, archive, society, or university is interested in collecting and studying. For more about the actual donation process, see my post here.

In Part 3, I wrote about looking at your collection from the perspective of non-family eyes on your family's history. Neatness counts! Organization is the key, including a written family tree and other documents to help researchers navigate your collection and understand what it contains.

In Part 4, I discussed how to summarize the scope and significance of your family-history collection. Focus on how your ancestors' lives might be of interest to an institution and other researchers. Whether or not you donate any of your materials, do consider offering your family-tree information to an institution. 

Thanks so much to Ken Thomas for suggesting that I cover this very important and very timely topic.

For more about how to plan to keep your genealogy collection safe for the future, please check out my best-selling book, Planning a Future for Your Family's Past. Updated in Sept 2021!

No Heirs for Your Family History? Ideas, Part 4

Captain John Daniel Slatter (1864-1954) 

If you have no family heirs to assume ownership of your genealogy collection in the future, I hope this series will give you some ideas for keeping documents, artifacts, and photos out of the trash or flea markets. This post is about one question: What institution would be interested in your genealogy collection?

Idea: Think about the scope and significance of your collection

Think about your family history collection as a whole and its significance. What does it exemplify, in terms of genealogy and history? What story does it tell about a particular place, a certain period, a group of people, a specific situation or experience? Did your ancestors keep scrapbooks, photo albums, or other items that help tell the story?

What might researchers learn by looking at some or all of your collection? Does your collection include unusual personal items or hard-to-find records that you've managed to collect? Did your ancestors have a brush with history, fame, or notoriety? Were they representative of a larger movement such as immigration or the Gold Rush? 

Try to summarize your collection in a relatively brief "elevator pitch" that captures the essence of your collection. Jot a list of the main surnames, places, years covered, types of materials in your collection, and anything important that a repository should know when considering your collection.

Idea: Take your time and do your homework

Do an online search, based on the scope and significance of your collection, for appropriate institutions. Look at libraries, museums, archives, genealogical societies, historical societies, or other repositories that are in the area where your ancestors lived/worked. Out-of-area institutions may have a research interest in the place or time, so cast a wide net at first. 

Think about what in your ancestor's life might be of interest to a museum. Gold Rush? Irish immigrant? Military service? Pioneer? Civic leader? Scallywag? Some institution, somewhere, may be interested!

Next, click around the website of each repository to find out about its donation policies and preferences. On the NEHGS website, an entire page is devoted to explaining what the institution is interested in collecting and how to take the next step by making contact.

Always, always contact the repository before making any plans. This is where your elevator pitch comes in. And remember that you, not the repository, will be responsible for getting your collection to its destination.

Idea: Contribute your genealogy knowledge

Whether or not you wind up donating your entire collection, do consider contributing your knowledge of your family tree to an institution. Many institutions (local, regional, national, and specialized) are interested in collecting genealogies, even if they won't accept your collection of materials. 

For instance, I contributed the genealogy of the Slatter family to two military archives that collect artifacts about these ancestors of my husband. Neither institution had the background I had collected about Captain John Daniel Slatter (1864-1954, shown in portrait at top of post) and his brother, Bandmaster Henry Arthur Slatter (1866-1942). The archives were both pleased to add to their knowledge of these eminent military bandmasters, and I was happy to share my research.

Earlier posts in my series looked at preparing for non-family eyes on your family history collection, planning to donate a family history artifact, and coordinating with extended family to plan for the future of your collection.

No Heirs for Your Family History? Ideas, Part 3

If you have no obvious heirs to take over your genealogy collection in the future, I hope this series will give you some ideas for keeping documents, artifacts, and photos out of the trash or flea markets.

This post includes a few starting points for getting your genealogy records into shape for donating to an appropriate library, society, museum, archive,  surname/place study group, or another institution. 

As you plan, I highly recommend reading the informative post "what to do with the genealogy and family history" on the Family Search wiki here. 

Idea: Think about non-family eyes on your genealogy

Institutions usually won't accept a stack of loose papers in haphazard order, like the mess I inherited, as shown at top! Unless a non-family member can make sense of your genealogy paperwork, it will not be useful to anyone.

The point of donating your documents is to help other researchers interested in any of your ancestors or that place or period in history. You may have an unusual set of records in your collection, or a person you've confirmed and documented in your family tree who is not mentioned on other trees, or a photo that connects your family to a certain time/location/event. 

In general, the goal is to organize your genealogy documents so that non-family eyes can understand what's in the collection. Take inventory. Know what you have and figure out a logical way to put your materials in order--by surname or by family group, for instance. Family Search has good ideas here about organizing your files.

Neatness counts. You want your collection to be orderly and organized, without physically changing the materials. No punching holes in documents to insert into binders. No stapling, no rubber bands, no paper clips. 

Idea: Written family tree, sources, and table of contents

You can guide outsiders through your family history by creating or adding detail to a written family tree or chart explaining who's who. 

The Family Search wiki lists many sources of downloadable charts you can use, and you can also download from the National Archives. If you use genealogy software, you can generate reports. Or you may prefer to create a spreadsheet or use another system, as long as it's understandable by non-family eyes.

Cite your sources to show how you know what you know. Other researchers will appreciate seeing sources in writing. Again, neatness counts. So does accuracy. Double-check your spelling, dates, place names, and sources. 

Consider a table of contents for each binder or box or file folder (and label binders and boxes and folders with your trusty label maker). You might assemble all tables of contents into a package that goes with your written family tree, to guide outside eyes through the collection. 

Please don't leave behind a mess like the one I inherited. Little by little, start now to organize your genealogy collection and get it into shape for non-family eyes to understand.

--

Earlier posts in this series looked at donating artifacts to institutions and finding new homes for photos and china with other relatives. More posts to come in this series! 

For additional ideas about sorting your collection and writing instructions for its future, please also see my affordable best-selling genealogy book, Planning a Future for Your Family's Past.

No Heirs for Your Family History? Ideas, Part 2

If you have no family heirs to take over your genealogy collection in the distant future you join your ancestors, there may be other ways to save your family's history from being tossed in the trash or sold in a flea market. The key is to begin planning early and to think creatively.

My previous post was about approaching relatives to accept some or all of your family history, particularly photos, and about helping to save things from other cousins who have no heirs. Also I mentioned the idea of offering a single china setting (or a teacup, says reader Heather) to relatives.

This post is about researching possible non-family homes for your family's artifacts. NOTE: Seek out professional advice about highly valuable, quite historic, uniquely specialized, older/archeological, or extremely fragile items.  

Idea: Classify your artifact - where would it fit?

My aunt, Dorothy Schwartz (1919-2001), had no direct descendants. She was a WAC during World War II and led an interesting life--one worthy of being remembered. To keep her history alive, my sister and I wanted to donate some items we inherited (such as her Bronze Star citation and the written history of her WAC unit) to an appropriate institution. 

I began by classifying the artifacts in various ways: (1) the items relate to the Women's Army Corps, part of the U.S. Army; (2) they relate to a U.S. Army veteran; (3) they relate to World War II. 

Take a few minutes to classify your artifacts and see how many/which categories they fit into before you go looking for an institution that might be interested in accepting these items. 

In some cases, institutions are looking for specialized items for specific exhibits. The Norwalk CT Historical Society recently put out a call for artifacts related to an upcoming exhibit entitled "Miserable vagrants, petty thieves and scamps: a history of crime in Norwalk.” If that describes your ancestor, find out about the society's process (see illustration at right)!

Idea: Which institutions seem to be a good match?

Next, look at your classifications and search for institutions that have closely-related collections. Think about not only your top choice but your second choice.

I did online searches for the classification phrases Women's Army Corps, U.S. Army veterans, and World War II. Looking at the results, I read about the mission of each institution and also looked at what each institution is interested in collecting.

After doing this research, my conclusion was that the U.S. Army Women's Museum would be the best match for Sgt. Schwartz's artifacts. The website (see illustration at top, with a headshot of my aunt) offers these instructions, which I followed.

We are always actively seeking materials for our collection. If you would like to donate artifacts or archival materials please ensure you contact the Museum before sending anything. If you do not, it is possible the material will be sent directly back to you.

Idea: Understand the institution's process 

Be guided by the institution's process, which usually begins by asking you to make contact and describe the artifact before sending it. I was able to donate my items to the museum, after receiving approval to send them--along with a biographical sketch of my aunt, and her role in the WACs during World War II. My sister and I are happy that our aunt, Sgt. Schwartz, is now represented in the museum's collection.

However, if the institution replies that your artifact doesn't fit in the scope of its collection, or it already has other examples similar to yours, do ask for suggestions of other institutions that usually collect your artifact. Or move down the list of results from your own research and contact your second choice. 

To learn more about the general process of donating to any institution, please see my detailed blog post here.

My next post in this series will have ideas for what to do with your research and documents if you have no family heirs. Remember, these are only ideas--please adapt as appropriate to your situation. Also take a moment to read this Society of American Archivists article about donating your family history collection to an institution.

- This is my entry for the 6th Annual Genealogy Pot-Luck Picnic hosted by my gen friend Elizabeth Swanay O’Neal. 

Confessions of a Downsizing Genealogist

As a downsizing genealogist, I have to confess: I've decided there's no reason for me to have to keep every photo or artifact that once belonged to my ancestors. In fact, because I no longer have as much storage room as I once did, I've been actively giving things away for the past few years. Finding good homes for every item, I might add. Of course, before anything leaves my possession, I photograph it and document it for my files, a way to preserve my family's past for the future even after an artifact passes to someone else.

How to decide what to keep and what to part with? I sort items into three categories and consult with my family before making final decisions.

• Category 1: Items of personal and family significance that should remain in my immediate family (me, my siblings, or our direct descendants)
• Category 2: Items that should remain in the family, more generally (hand off to cousins if possible)
• Category 3: Items that have no particular family history importance but have some significance outside the family (donate if possible)

In category 1, I put items like my parents' wedding album, their original mahogany bedroom set, and needlepoint done by my mother. These I'm keeping and bequeathing to the next generation, along with the stories of who, what, when, where, and why. In a future post, I'll talk about how to handle situations where there's one original but multiple heirs.

In category 2, I put items like photos from family gatherings--especially if I have duplicates. My first and second cousins now have original photos of their parents and photos of our families taken for special occasions, for example. And I have digital copies, annotated, of everything, for my research records. Whenever possible, I give away originals not in my direct line, so these will be inherited by the next generation.

In category 3, I put items like air-raid posters, bank ledgers from non-relatives, and the 30 years of Playbills shown in the picture at top (collected by going to Broadway or off-Broadway shows). The family isn't really attached to these, and they don't add to research about ancestors. Still, they are worthy of being saved somewhere for their historical or cultural meaning. So I asked a cousin in college whether her theater teacher might be interested, and the answer was yes!

With permission, I donated hundreds of Playbills to the university's theater library, knowing that they will serve as valuable source material when students research a play or an actor. As the teacher pointed out, seeing ads of the time and reading interviews with the stars provides important context for each play. My family and I felt good that these items are not only in a new home, but have a new purpose.

--

For more tips like this, please take a look at my 98-page genealogy book, Planning a Future for Your Family's Past, available from Amazon (paperback and Kindle versions). And if you already have my book, please would you take a moment and write a review on Amazon? Thank you so much!