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.

Emotion and Family History

The latest in a series of bite-sized family history videos are in progress. As I wrote recently, we're using old photos and headlines as visual cues in a slide show while my husband or another family member narrates the story for a brief video. 

The stories are family history for the younger generation, but we, the narrators, actually lived through these experiences. Then and now, the experiences evoked emotions that we want to share.

The first story my Sis and I are going to video is about going to dancing school and performing in recitals. The story was inspired by one of our favorite family photos--this adorable little dancing tomato girl.

Narrating the video combines facts and memories, sometimes with a bit of research to support (or disprove) parts of the story. I was able to research the location of the dancing school, among other facts. I also remembered how my parents complained about the extra cost for costumes, at a time when the household budget was increasingly stretched.

Adding emotion to family history

Emotion plays a role in our choice of topics for these videos, and in our enthusiasm for telling the stories we want future generations to hear. Enhanced by our positive or negative feelings, if the overall story can touch the heart in some way, it will be remembered. 

If we merely recited names, dates, places, and relationships as old photos appear on the screen, our audience members would probably not respond as strongly. Not every story will be "fun" but we hope that the next generation will remember at least one or two points from each video.

Family history foundation beyond emotion

There has to be a solid family history foundation to any story, beyond nostalgia or reminiscences. For instance, the "history" part of the dancing school story is that it was a tradition in my mother's family to send children for lessons, often music or dance (or both). 

Our first cousins all took lessons of some sort, I know from family tree letters and documents (and from personal memories of the past). The athletic cousins took up sports. Some cousins had piano teachers come to the house or went to photography camp, etc. 

Other "history" elements in the dancing school story: how our parents managed to pay for these lessons...and their pride in our performances and sharing our (fairly slow) progress with the wider family. 

We didn't grow up to be dancers or musicians, but our parents gave us an opportunity to widen our horizons. And we have photos that remind us of that history and of how we felt about it, photos that help tell a family history story for future generations.

Experiment: Bite-Sized Family History Video

 

This week, my hubby and I experimented with videoing a bite-sized family history story from his childhood. Every Sunday, his Dad would take the kids (pre-school age) to church while Mom stayed home and cooked a big dinner. 

After church, it was still too early to bring the kids home. Mom needed another 30 or 60 minutes to finish cooking and set the table. So Dad took the kids to a nearby railroad yard, where they all watched trains being made up. When they returned home, Sunday dinner was on the table. 

Here's the three-step process we followed to get from "story" to "bite-sized video."

Step 1: Find visuals

Visuals are, of course, a big part of any video. We had a couple of good photos of the kids at the rail yard and in the car.

To add more to the story, I found (via Pixabay.com) free, somewhat generic photos of a railroad yard and a church. These would be good enough to convey the sense of childhood Sundays.

Step 2: Create a slide show

Next, I created a slide show (I use PowerPoint) with a simple colored background, making the photos the center of attention. 

I added headlines at the top of each slide, partly to guide the narration and partly for viewers to read. I used present tense for these headlines, to make the story feel "in the moment" rather than "in the past." Example: "After church, Dad drives to..."

Not visible in this illustration are the names superimposed on one of the photos, to clearly caption who's who even though one of the children is narrating the story. Also, I included an approximate date on one of the slides.

Step 3: Record the videoconference

Once my husband was happy with the four slides and had thought about what he would say as a voice-over, we began a videoconference (in this case, Zoom). He shared his screen with the slide show, and then I began the recording. He narrated the four slides in about eight minutes. I stopped recording, waited for it to be converted to mp4 video, and then we played the video. 

Our first try was pretty good. We did a second take, and that one was better, with my husband adding a few specific details he had not mentioned the first time. 

More ideas to try

Because the video was short, we were able to email it to recipients. (A longer video, too large for email, would have to be sent a different way.) Although we're still waiting for reaction, hubby and I enjoyed the process so much that we're already thinking about our next bite-sized video of family history.

Next time, we'll figure out how to have the narrator (my husband) visible on screen as he tells the story and advances the slides. Or we might include a recent photo of him next to a photo of him at the time of the family-history story he's telling.

Another plan is to have a sibling reminisce with him, via videoconference, with slides on the screen. The headlines could be a starting point for discussion as the photos stimulate memories from the past.

Also, I need to add my husband's name and the date of recording to one of these slides, so future viewers know who is narrating and when.

Have you tried videoing a family history story? How did it work? What did your family think?

--Post is part of the August Genealogy Blog Party  https://www.thefamilyheart.com/