Archiving Documents

This week, I thought I would give my tips for keeping the precious photos and historical/genealogical documents safe and in good condition. Some of these are common sense, and some of these have been compiled from various genealogical forums and other resources.

Photographs
First, when handling old photographs, only handle the edges of the photo. Even as a kid, I hated the look of fingerprints on pictures, but it's not just an issue with aesthetics. The oils left behind on the face of the photo will ultimately damage the photo over time. If you must touch the photo faces, wear white cotton gloves.

One thing that is a major road block for most genealogists is unlabeled photos. I'm a person who doesn't really label my photos either, so I get it. Unfortunately, even though I know I'm looking at a photo of my uncle, my future grandkids may not know immediately who is in the photo. As a result, they may assume incorrectly the identity of the "mystery" person, or they may be unable to make any kind of assumption at all to his identity.

So, to label a photo, you have two options depending on the type of photo. If the photo is paper-based, use a soft lead pencil. If the photo is more modern (printed on resin-coated paper), use a waterproof, fade-resistant, permanent pen. And, for both utensils, you will want to write lightly. Don't damage the picture by pressing too hard and making indentations.

So now you know how to handle and label your photos. What do you do with them next? Find a way to store them!

I prefer scanning my images and keeping them on an external harddrive. Make sure to scan them correctly the first time so you don't have to handle to photos excessively. Scan them at the highest resolution possible to get the best result. Some home photo scanners can even read old negative strips you may find laying around and pull the photos straight from the source. I haven't scanned all of my photos yet, but the ones of family members tend to be my main priority so I can add them to the family tree.

Also important to know as far as digital photos goes is that JPG files lose a little bit of their content every time they are saved. Because of this, you want to avoid using JPG files if at all possible. TIFF would be a more preferable option.

Then, even though I love having digital copies of my photos, I am a pack rat, so I still like keeping the originals. When storing photos, use an archival-quality box. You can find these at craft stores, The Container Store, or even some department stores. Once the photos are in the proper container, store them in a temperature-controlled setting and keep them off the floor and away from any moisture or moisture-producing pipes or tanks. (If your photos get wet, air-dry them immediately. If you can not deal with the photos within a day or two, freeze them in small batches in Ziploc bags. When you are ready to fix them, unfreeze air-dry them.)

Documents
As with my photos, I love to keep digital copies of all of my important (and even not so important) family documents. Even times when I didn't have my scanner available, I will often find myself taking a photo of the record and then cropping the photo down to size.

For the actual papers themselves, keep all paper documents unfolded when you are storing them. You'll want to store them in an archival-quality folder or envelope. Now, most people tend to store their documents in hanging file folders, but I have noticed that over time, if the folders are not properly compressed, the pages start to sag and start to curl up. So, to fix this, store your paper documents flat. Document boxes work great here.

If the document is already folded, such as a letter, make sure to not force the paper flat. You don't want to accidentally tear the paper. Leave the paper open as far as it is comfortable for a while and see if gravity and the moisture in the air will do the work for you.

Newspapers
One type of document that kind of stands alone as far as archival techniques go are newspapers. Newspapers are not printed on the best paper for archival purposes. So, to assist with this, copy/digitize newspapers as soon as possible and then store the newspapers or clippings in a completely separate box. If you store them in the same box as your other documents or photos, the newspapers could actually damage the other documents.

Books
I LOVE books. All kinds of books. Novels, plays, yearbooks, baby books, family bibles, magazines, cookbooks, etc. take up my entire second bedroom. (I always imagined having a large library in our house when we finally find a place to settle down.)

Of course, I scan whatever I can and store digital copies. Yearbooks have become one of my favorite resources lately (especially when researching my husband's family -- where everyone in his home county seems to be related!). I scan the photos and crop them down to the individual people, clubs, or sports teams. (This is a good example of one of those instances where you don't want to be dealing with a JPG, which loses quality and information every time it is re-saved.)

I also have a fascination with handwriting. The personal messages in yearbooks are such great insights to family history researchers! Did your family member (or at least his or her friends) have a sense of humor? Are there notes of past loves? A lot of people added their phone numbers or addresses too, so it can be great to use that information to recreate your family member's community.

I store all of my books of genealogical importance laying down (rather than standing up in traditional bookshelf fashion). Of course you want the books to be stored in a climate-controlled environment, meaning not the garage or attic, and away from any moisture.

Also, some books' covers tend to be a little sticky (yearbooks are bad for this in particular). They can stick to the book(s) above or below them, and sometimes it can damage the covers. If you find this to be the case for your books, or if you fear this may be the case, you can separate the books with some pieces of acid-free paper.

Finally, some books, especially old scrapbooks and baby books, may be keepsakes you want to preserve despite the fact that they may not have been made on acid-free paper. These may be cases when you would want to seal the book and its contents. Encapsulation is a reversible option for this where the pages or objects are placed in an archival sleeve and sealed with acid-free double-sided tape.

There are, of course, more detailed how-tos and guides out there for archiving documents and heirlooms, but these are the things I find myself using most often since I have very few heirlooms that are not in one of these forms. If you have any questions about any of my techniques or tips and tricks, feel free to contact me. Happy Archiving!

Queen Ellis' Bible

This week, instead of highlighting a couple or family, I thought I would highlight a genealogical document. I chose my mom's mom's mom's mom's family Bible.

Queen Ellis' Bible

Queen Vistie Snipes was born 10 January 1899 in Union County, North Carolina. She married Clyde Ellis on 5 April 1914 in Lancaster County, South Carolina. The Bible was printed in 1924, so this would have been her Bible as a married woman.

Copyright dates found on second page of bible

Queen didn't fill in any information on her parents or grandparents in this Bible, but she did complete the Children's Register pages with all 13 of her children's birthdays. Here is what she included (I have left all of her original spellings as she wrote them):

• James Clarence Ellis, born 11 January 1915 in Chesterfield, South Carolina; married Ola Mae in Kansas City, Missouri
• Virgil Vernon Ellis, born 6 June 1917
• Albert Ellis, born 18 April 1918
• Robert Ellis, born 8 June 1929
• Arthur Fred Ellis, born 17 July 1921 in Gastonia, North Carolina; married Marie Conner in 1962
• Jessie Roberta Ellis, born 21 November 1922 in Gastonia, North Carolina; married Everett M. Grimm on 2 February 1960 in Dinsmore, Florida

(Side note: I find it interesting that Jessie Roberta, my great-grandmother is listed as marrying Everett Grimm instead of her first husband, my great-grandfather, Gerald Dean Richerson. I wonder if Queen didn't approve of their relationship.)

• Dorothy Ellis, born 23 March 1924 in Gastonia, North Carolina; married Warren H. Hall on 11 November in Lancaster, South Carolina
• Clara Ma Ellis, born 17 January 1925 in Gastonia, North Carolina; married Veto A. Vespoint in York, South Carolina
• Earl Dugar Ellis, born 17 September 1927 in Gastonia, North Carolina; married Renee
• Margaret Mae Ellis, born 23 July 1931 in Charlotte, North Carolina; married Don E. Penninger in Lancaster, South Carolina 
• Mikie Berry Ellis, born 27 September 1933 in Charlotte, North Carolina; married Francis White
• Franklin D Ellis, born 29 October 1936 in Charlotte, North Carolina; married Faye Dowell on 28 August 1960 in Statesville, North Carolina
• George Emitt Ellis, born 22 November 1939 in Charlotte, North Carolina

I love seeing how the first child was born in South Carolina, followed by several who were born in Gastonia, and then seeing the family finally settle down in Charlotte where my grandmother eventually was raised. I always find it fun to follow the families as they grow to see where they move to raise their kids.

I love old Bibles, and this is a great one. I think it's fantastic to be able to see my great-great-grandmother's handwriting as she wrote out the names of her children, made notes in the margins of the text, and tucked newspaper clippings inside which were important to her. Plus, the fact that this is a large Bible (measuring over a foot long), it gives insight into the role religion played in Queen's life.

My favorite part of her entire Bible, however, is a completely non-genealogical page I found inside: The Family Temperance Pledge.

Family Temperance Pledge page from Queen's Bible

Being that this bible was copyrighted in the early 1920s, the topic of alcohol and alcohol consumption was a controversial one. I found this page added a touch of character to the Bible that I wasn't necessarily expecting otherwise. This pledge provides a list of 12 rules or ideals by which the family is agreeing to follow:

Family Temperance Pledge
Rules 1-6

1. Moderate drinking tends to drunkenness, while total abstinence directly from it.
2. It is said on reliable authority that in recent years one boy in five becomes addicted to drink by the time he is 21 years of age.
3. Intoxicating drinks can do no good as a beverage, and there are always safer and surer remedies to use in case of sickness.
4. The idea of moderation is full of deceit, and our estimate of the power of our own will is usually a mistaken one.
5. The drinking habit is the cause of the larger portion of the misery, poverty, and crime in our land.
6. Both science and experience prove that even moderate drinking is injurious to health.
7. Eternal interests are often forfeited through drink, for the Bible declares that no drunkard shall enter heaven.
8. The Bible pronounces no blessing upon drinking, but many upon total abstinence.
9. It is easier to keep a pledge publicly, solemnly given than a simple resolution.
10. The pledge protects us from the solicitations of friends, and removes us from the temptations of the saloon.
11. Persons miscalculate their ability to drink in moderation, and become slaves to the drinking habit before they are aware of it.
12. Intemperance obstructs civilization, education, religion and every useful reform.

To me, more fascinating than the existence of the page at all is the fact that it isn't a "completed" page. No one signed it. Is that because Queen was indifferent to temperance? Is that because she was opposed to temperance? Or did she simply not want to mark a beautiful page in the Bible unnecessarily? My grandmother, who currently has possession of her grandmother's Bible, may know the answer. I will need to ask her about her grandparents' views of alcohol next time I speak to her. 

Queen Vistie Snipes Ellis
Provided by Thomas Cardenas

Sources:

• Queen Vistie Snipes Ellis, 1915-1962, The Holy Bible, Hertel's New Standard Alphabetically Indexed Bible (Chicago, Illinois, USA:  The John A Hertel Co., 1924); privately held by Clara R. Findley.
• Photos of Bible taken June 2013 by Brittany Jenkins
• Photo of Queen Ellis provided by Thomas Cardenas

Jesse J. Findley and Clara R. Findley

With today being Valentine's Day, I figured I would take this opportunity to share the love story of my favorite couple, my grandparents, Jesse and Clara Findley. I grew up with my grandparents, and they served as my role models for how a married relationship is supposed to be.

Me and my grandparents. I seem to be about five years old here.
Provided by Ryanne Cardenas.

I realized, though, even though my grandfather had once told me the story of how he met my grandmother, I had never asked my grandmother her side of the story. (The "story" I got from my grandfather consisting of only two sentences: "I met her at a grocery store. I was working there.")

Here's the more in-depth story I got out of my granny:

Jesse and Clara first met at Banner's Grocery Store, which was located in Duval County, Florida. Jesse was working as a bag boy and shelf stocker at the time. Clara, who was from North Carolina, was in town for the summer with her Mom and Aunt. Some of Clara's family, who were local to the area, were familiar with the bag boy at the local store. They got the two of them together on a fishing trip, and that was when the two "really got to know each other."

They saw each other several times over the summer. Clara told me about one time they went skating together. She said she didn't know what they were planning to do together, so she wore a skirt. When she realized what was on the agenda, she said, Jesse's family took her to Sears and bought her slacks to wear.

Clara left at the end of the summer to go back home. (Something about all of this makes me think of the song"Summer Lovin'" from Grease.) Jesse and Clara stayed in touch though. They called each other frequently.

Then, at the age of 16, Jesse approached his parents, Jesse Lee and Rosemary Findley, and requested they allow him to drop out of school and join the Coast Guard. They agreed and signed the required forms so he could enlist early.

This is a photo I took of a plaque hanging in my grandmother's living room.

This is a photo of Jesse Joe as a young man in the Coast Guard.
It is the youngest photo I have of him in uniform. Provided by Thomas Cardenas.

His first tour of duty was at New London, Connecticut. Contact with Jesse was slim at this point in his military career. After that tour ended, Jesse went back to his home in Florida. Clara visited him on occasion after he made it back home. Jesse's second tour, however, was in Alaska, and he was on a ship for 18 months. She said he wrote to her regularly. She thinks she still has some of the letters in her possession. I hope to get scans of these letters for future posts when I visit her next.

Jesse posing with the Block Island sign. Photo provided by Thomas Cardenas.

Clara said the two of them officially started "going steady" in 1959 or 1960. That would have made them both about 17. I asked when they got engaged, but she said she couldn't remember. I asked if she remembered how Jesse proposed, and she said, "Yeah. He gave me a ring." I feel like she's probably leaving a few of the details out, but it's rather hard to get personal information out of her, so I didn't push it.

She did tell me an interesting story about her engagement ring which I didn't know. She said her engagement ring had a 3/4 carat blue diamond that was (or perhaps is) 75 years old. I love antique jewelry, so this caught my attention. She told me I had seen her ring before, but I told her I couldn't remember it, and I definitely knew I hadn't heard the following story about her ring before.

When she told me the age of the diamond in her ring, I asked her if there was a story behind the stone since she made sure to mention the age of it. She said the stone was from Jesse's dad's dad's "Sunday ring." The ring had been passed down through the generations, first to Jesse's dad, and then finally to Jesse. She told me Jesse's dad never really wore the ring. Jesse, on the other hand, wore it from time to time. Then, when it came time to propose to Clara, Jesse decided to take the blue diamond out of the ring and put it in her engagement ring.

I love that story! I told her I want to see the ring again next time I visit her, especially now that I have heard this wonderful background information.

Nancy, Clara, David, and Jesse Findley. Seems to be taken about 1968.
Photo provided by Thomas Cardenas.

At the time of my grandfather's death, my grandparents had been married 37 years. They went through a lot together. Jesse spent 30 years in the Coast Guard, and Clara served as a devoted "Coast Guard wife." They moved several times during his time in the military. They even made it back to Alaska together.

This is a photo I took of a plaque hanging in Clara's living room.
It states she was the President of the Fort Macon Coast Guard Wives Club in 1978.
(They misspelled her last name.)

Getting to witness their relationship during the last decade and a half of my grandfather's life, I really got a chance to see what a loving and supportive marriage looks like. I'd be happy if my marriage ends up even half as great as theirs was.

Sources:

• Clara R. Findley, self
• Jesse J. Findley, self
• Photos taken by me are from June 2014
• Other photos were provided by Thomas and Ryanne Cardenas