Manasota PAF News
March  2003 -  Volume 9 Issue 5 - A publication of the Manasota PAF User Group, Bradenton, Florida - copyright 2003 
PRINT OUT FOR OUR MEETING 1 March 2003  - (c) 2003 All Rights Reserved - Pat Richley, editor.
THIS IS PART 1 - SEE ALSO PART 2 & PART 3

SPECIAL Birthday Celebration follows regular meeting 1 March 2003.  This month we're holding our PAF meeting beginning at the usual time (9:15am) but you'll notice extra tables and things arranged a little differently. Our "regular" instruction/Q&A time will conclude with the arrival of the Olive Garden meal around 11am. We will adjourn, to allow for serving lunch to those paid members who made reservations in advance by responding to our e-mails and Elsie's telephone calls. We've planned all sorts of fun entertainment, and a special 10 year birthday cake -- all to celebrate the 10th anniversary of the Manasota PAF Users Group. We're celebrating 2 months early, because so many of our members are snow birds who will be going north before long. We trust our guests for the regular meeting will understand that there is no way to adjust the catering arrangements to include them in the party... but we're ALWAYS HAPPY WHEN NEW FOLKS DROP IN TO OUR MEETINGS. We aim to please, and hope you newbies like Mimi, will feel comfortable and choose to return to our meetings for help in the future. REMEMBER its not just about PAF anymore!

Soundex Rules & Procedures submitted by Pat Richley DearMYRTLE@aol.com. Census records are the SECOND resource family historians turn to when climbing their family trees. (The first it to ask all family members to make copies of what they've got, so you can work from the known to the unknown.) Since census rolls for a county or town can extend over hundreds of pages, it would help if an index is available. In an attempt to work though a "SOUND ALIKE" index, the Works Projects Administration employed a Soundex coding system. Its not a perfect system, as noted in the recent DearMYRTLE column below:

Soundex Rules & Procedures

 

FROM: Dan Volkmann   
DearMYRTLE,
Who administers the Soundex rules and procedures? Specifically, I was interested in why some surnames do not appear in a Soundex list when they "sound" similar. For example, the surname Fought is derived from the Germanic surname Vogt. As far as I understand the pronunciations, they "sound" alike, since a V in German sounds like an F. Why does not Vogt appear in the Fought Soundex search? Another example is Volkmann/Folkmann.
   
DearDAN,
You are right, there are deficiencies in the Soundex coding system employed by the US federal government when "indexing" sound-alike names on certain US Federal Census Records. Many web sites use a similar method when looking for additional possible matches in a site's database for a name you specify. The Soundex system takes the first letter of the surname, and adds three numbers which correspond to sound-alike letters in the balance of the surname. There are rules for eliminating duplicate letters, vowels, etc. Examples:

Vogt
V230		 Voght
V230		 Voight
V230
Fogt
F230		 Foght
F230		 Foight
F230


This code would be used in the Soundex Index microfilm for a particular state, to locate then the ancestor by given name (all the F230s are thrown in together). From the Soundex card, one would see the enumeration district and page number of the original census entry (also available on microfilm) when the ancestor and his family are located. Not all US Federal Census records have been Soundex coded.

Since you've noticed the first letter deficiency, you'll just have to remember to look up your ancestors using both the F and the V as the first letter in the Soundex code. Thinking of alternative spelling when looking for ancestors is nothing new to family historians. Consider also the possible misinterpretation of handwriting -- for example:  is that a C or a T, an R or a H at the beginning of the name?

I would refer you to the (c) 1997 article by Gary Mokotoff titled SOUNDEXING AND GENEALOGY to learn more about various sound-alike indexing systems  http://www.avotaynu.com/soundex.html 

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For Further Reading:
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National Archives Soundex Indexing System
http://www.archives.gov/research_room/genealogy/census/soundex.html 

1930 US Federal Census SOUNDEX Strategies
http://1930census.archives.gov/searchStrategiesSoundex.html 

Relationship Terms & Abbreviations Used in the Soundex & Miracode Indexing Systems
http://www.heritagequest.com/censusfacts/terms.html 

During our PAF meeting we will learn the methods for coding your surname which include the following rules found at the National Archives web site: http://www.archives.gov/research_room/genealogy/census/soundex.html 

Soundex Coding Guide
Number Represents the Letters
1 B, F, P, V
2 C, G, J, K, Q, S, X, Z
3 D, T
4 L
5 M, N
6 R

Disregard the letters A, E, I, O, U, H, W, and Y.

Additional Soundex Coding Rules

  1. Names With Double Letters - If the surname has any double letters, they should be treated as one letter. For example: Gutierrez is coded G-362 (G, 3 for the T, 6 for the first R, second R ignored, 2 for the Z).
  2. Names with Letters Side-by-Side that have the Same Soundex Code Number - If the surname has different letters side-by-side that have the same number in the soundex coding guide, they should be treated as one letter. Examples:
  3. Names with Prefixes If a surname has a prefix, such as Van, Con, De, Di, La, or Le, code both with and without the prefix because the surname might be listed under either code. Note, however, that Mc and Mac are not considered prefixes.
    For example, VanDeusen might be coded two ways:

    V-532 (V, 5 for N, 3 for D, 2 for S)
    or
    D-250 (D, 2 for the S, 5 for the N, 0 added).

  4. Consonant Separators - 

    If a vowel (A, E, I, O, U) separates two consonants that have the same soundex code, the consonant to the right of the vowel is coded. Example: Tymczak is coded as T-522 (T, 5 for the M, 2 for the C, Z ignored (see "Side-by-Side" rule above), 2 for the K). Since the vowel "A" separates the Z and K, the K is coded.

    If "H" or "W" separate two consonants that have the same soundex code, the consonant to the right of the vowel is not coded. Example: Ashcraft is coded A-261 (A, 2 for the S, C ignored, 6 for the R, 1 for the F). It is not coded A-226.

Courthouse Research Facilitated by Everton's HANDYBOOK for Genealogists Submitted by instructor Pat Richley DearMYRTLE@aol.com who writes: In a recent DearMYRTLE column a reader reports: 

Encouraging Words about Courthouse Research

 

FROM: JPursell@aol.com 
DearMYRTLE,
I have been reading your column for a couple of years now. I wanted to add a note to your comments about the information available at county courthouses.

One set of my great-grandparents moved from Illinois to Iowa, stayed for 10 years and then moved to Kansas. I have been able to learn a lot about them by looking up the deed records at the county courthouses in Iowa and Kansas. From the information available I found out how much they paid for the land, and then sold it for. I found the exact location of their farm. With the help of a plat map, also available at the courthouse, I drove to the farm site. I found that I had been driving within 1/2 mile of it for years on trips to Missouri, without even knowing it.

At the Kansas courthouse, I also found probate records for my great-grandparents, grandparents, and other relatives, for both those with wills and those who were intestate. I also got a copy of my grandparents marriage license. My grandfather is listed under his middle name, which he had gone by since high school, and not his full name. I knew that my grandmother called my grandfather by his middle name, but I have not realized that it was so much a part of the way he thought of himself until I found that he had been listed by his middle name in his high school graduation book.

By the way my great-grandparents were born in Sangamon County, Illinois. I am looking for evidence that they or more likely their parents had contact with Abraham Lincoln.

Regards.

DearJOHN,
THANKS for your encouraging words about courthouse research where you found land, marriage and probate records to prove the existence and relationships of some of your ancestors.

As you know, each courthouse is different, with regard to what's available. All are advised to refer to the following titles to determine WHEN the courthouse began to keep records and THE PARENT COUNTY of each county in existence.

Everton's HANDYBOOK FOR GENEALOGISTS. http://www.everton.com

Ancestry's RED BOOK: American State, County & Town Sources. http://www.ancestry.com

Several have written lately to lament that years were lost because they just assumed when the courthouse said they didn't keep records before such and such a date, that this was a brick wall.

CASE IN POINT:

Someone with an ancestor who lived in Bland County, Virginia assumed that the courthouse records were just burned, because the courthouse said it didn't have land, probate or court records before 1861.  However, a quick review of the entry for Bland County, Virginia in the RED BOOK, page 783 tells us that:

Bland County was created in 1861 from parent counties Giles, Wythe and Tazewell.

YES, there is a listing of "record loss 1885." BUT THE POINT of the listing is for the researcher to note that he has at least 3 other county courthouses to research pre-1861 records.

THANKS AGAIN, John for encouraging others in their research!
Myrt     :)


So just what is Everton's HANDYBOOK for Genealogists all about?  Well, here is the entry for each of the counties specified in my "Encouraging Words..." column above:

County
     Website		 Map
Index		 Date Created Parent County or Territory from which organized / Address & Details
BLAND www.rootsweb.com/~vagenweb M8 30 March 1861 Parent: Giles, Tazwell, Wythe
Bland Countu
1 Courthouse Square
Bland, VA 23415-0295
540.688.4562
Clk Cir Ct has m, pro & land rec from 1861 & div rec from 1900
GILES
 www.gilescounty.org 		 L7 16 Jan 1806 Parent: Montgomery, Monroe, Tazwell & Wythe
Giles County
501 Wenonah Avenue
PO Box 502
Pearisburg, VA 24134
540.626.7075
Clk Circ Ct has m rec from 1806, b & d rec 1858-1896, div, pro, ct & land rec
TAZWELL
 www.tazwellcounty.org  		 N8 17 Dec 1799 Parent: Russell, Wythe
Tazwell County
315 School Street
PO Box 986
Tazwell, VA 24651
540.988.7541
Clk Cir Ct has b & d rec 1853-1870, m, pro & land rec from 1800 & ct rec from 1832.
WYTHE
 www.wytheco.org 		 M9 1 Dcc 1789 Parent: Montgomery
Wythe County
255 South 4th Street
PO Box 440, Wytheville, VA 24382
540.223.6050.
Clk Cir Ct has m, div, pro, ct & land rec from 1790.

 

WHY Go Online BEFORE Writing to the Courthouse?  Submitted by instructor Pat Richley DearMYRTLE@aol.com . Even though I provided the addresses and phone numbers for the four county courthouses in Virginia in the article above, I RECOMMEND that you try to find the image of the original record you seek SCANNED ONLINE at the courthouse web site or perhaps find it on MICROFILM at the Family History Library FIRST. Do this BEFORE you write or call the overly-burdened clerks of the county courts in Virginia (or whatever your ancestor's state of residence). WHY? Well, just think of our Manatee County, Florida courthouse, for a comparison. I'll bet that the traffic near the Virginia courthouses is also very crowded. I'll bet the courthouse budgets at both locations have been cut back during the past few years,  and perhaps hiring freezes are in affect. I'll bet that at least one individual working behind the desk at each courthouse is currently doing the work done by two people five years ago. I'll bet that not a single day passes without long lines, disgruntled citizens, impatient law clerks and the phone ringing off the hook. Do you REALLY want to ask someone to answer your genealogy query when their workload is already bursting at the seams? 

IF the scanned images of records you seek are on the internet, then GO to those government sites FIRST. You wont' know IF they are available without looking. Find links for state and county resources at www.usgenweb.org As an alternative, you can just type in the county and state in your web browser, and see if it can locate the site for you. I typed MANATEE COUNTY FLORIDA in AOL 8.0's internet address bar, pressed ENTER and found the following right at the top of the hit list:

  • Manatee County Government -- serving the citizens of Manatee ... - Manatee County Government -- serving the citizens of Manatee County Florida http://www.co.manatee.fl.us/  
  •  Manatee County Clerk of Circuit Court and Comptroller - ... Effective immediately: Public Notice - Manatee County Clerk of Circuit Court. Prior to the implementation of a Florida Law which requires that images of County ...
    http://www.clerkofcourts.com/  

IF the records you seek are on MICROFILM, then print out the catalog entry in the Family History Library Catalog from www.familysearch.org, Then visit the local Family History Center to place your order to borrow a copy of the film to the local center.  Our two closest Family History Centers are located at:

You won't know if the records are available unless you learn more abut using the Family History Library Catalog. The online version is faster to use and readily available via your home computer. So you can search for microfilm records to borrow in your jammies at 3am when you can't sleep.

HOW to Access the Family  History Library Catalog Online submitted by instructor Pat Richley DearMYRTLE@aol.com . Ok, so you didn't find the scanned image of your ancestor's probate packet online at his local courthouse's web site. And you know that DearMYRTLE wants you to look for the item on microfilm through the Family History Library. HOW do you DO this?

1. Go to www.familysearch.org

2. Click on the LIBRARY TAB.

3. Select the PLACE button on the next screen. Note that in the future you will be able to search the catalog by SURNAME, AUTHOR, SUBJECT, CALL NUMBER, as well as FILM/FICHE number. Keep checking back. Over 5,000 new items (books, CDs, maps, microfilm, microfiche, magazines, etc) are added each month. Periodically the online catalog is updated to reflect these additions.

4. Type in the name of the county (in my sample HAMILTON) in the first field, click or TAB to type in the state (in my sample OHIO). DO NOT use the word COUNTY in your place name. Finally click the SEARCH button.

You will find a "hit list" of matching places in the Family History Library Catalog. Since the catalog lists places from LARGEST to smallest jurisdictions, then I know the second entry is for Hamilton County, Ohio. Click to view the catalog entries for this locality.

Scroll down (1) to click to view (2) a PRINTABLE version of the hit list, then click on the type of record you'd like to view. I chose (3) Probate Records - Indexes, then Probate Records.

Since the ancestor I see is reported to have died in 1893, I want to order the microfilm of wills that covers that year. Unfortunately there are 3 films for 1893. So I've decided to order the General Index first, then I will know which volume to order to locate his will. Another advantage of looking at the general index is I can look for ANY wills by the same last name, as well as two other last names of ancestors we knew who lived in the same county. Its only about $3.50 to borrow the microfilm for viewing at my local Family History Center. If I find I need the film for longer than about 4-6 weeks, I can extend it once, and change it to indefinite loan, for about $3.25 more for each step.

A volunteer at my local Family History Center will call and leave a message on my machine when the film arrives. Our center has nine or ten microfilm readers and one reader/printer to use if I want to make a paper copy of the will of the ancestor IF and WHEN I find it on the microfilm. I am always careful to also copy the TITLE PAGE from the will book on the microfilm, AND to write the FHL (Family History Library) film number on my photocopies for proper bibliographic citations later.

NOPE, I cannot remove the film from the library to view it at home on my own microfilm reader. The Family History Centers are reference libraries, and the materials must therefore stay at the center.

YES, there are some microfilms or microfiche that do not circulate to the Family History Centers. They are so indicated in the catalog. You'll just have to hire someone in Salt Lake to view the film for you, or save up several such items for a trip out to Salt Lake to pursue the project personally. 

THIS IS THE END OF PART 1 - SEE ALSO PART 2 & PART 3