national archives records on microform what they are and where to find them archival research basics...

National Archives National Archives Records on MicroformRecords on Microform

What they are and where to find themWhat they are and where to find them

Archival Research Basics with the National ArchivesLesson # 8

The National Archives and Records AdministrationPacific Alaska Region

Seattle, Washington & Anchorage, Alaska

9/1/2009

Microfilm and microfiche are used Microfilm and microfiche are used to reduce over-use of fragile to reduce over-use of fragile

original records and make them original records and make them available to more people.available to more people.

Original documents are Original documents are photographed and reproduced on photographed and reproduced on

rolls of film, called microfilm, or rolls of film, called microfilm, or reproduced on sheets, called reproduced on sheets, called

microfiche.microfiche.

Two microform typesTwo microform types

MicrofilmMicrofilm

MicroficheMicrofiche

Each type requires a different type Each type requires a different type of “reader” in order to view the of “reader” in order to view the recordsrecords..

MicrofilmMicrofilmMicrofilm readers are

used to view the document photographs

on rolls of microfilm.

MicroficheMicroficheMicrofiche readers are a different type of machine than microfilm readers. They accept the flat sheets of filmed images. Occasionally, there are machines produced that accept both types of microform records.

Images from the University of Minnesota microform instruction page athttp://www.lib.umn.edu/help/orientation/microforms/mgloss.phtml

What National Archives records are What National Archives records are on microfilm?on microfilm?

Series or parts of series that might be in need of preservation.

Series or parts of series that might be used frequently and therefore might become damaged.

Series or parts of series that were microfilmed by the agency before they arrived at NARA (so that is all the National Archives has).

(For a definition of a series, see Lesson 5 - The Basic Unit)

For instance, this page of the 1930 US census has been

microfilmed and is on a roll with all other pages from the 1930 Census, organized by

state, county, census enumeration district, and page

number …

just exactly the same as the original

documents.

Many records have been Many records have been reproduced in this fashion.reproduced in this fashion.

For instance part or all of the following have For instance part or all of the following have

been microfilmed:been microfilmed: Military recordsMilitary records Immigration recordsImmigration records Naturalization recordsNaturalization records Records of US Consulates in other countriesRecords of US Consulates in other countries American Indian recordsAmerican Indian records African American records from after the Civil WarAfrican American records from after the Civil War The United States CensusThe United States Census

Do you have it all?Do you have it all?

Each NARA facility (with the exception of the facilities in Washington DC) have a COLLECTION of National Archives microfilm.

Therefore, individual regional facilities will not have EVERYTHING produced by the National Archives.

If a facility you wish to visit does not have the microfilm, contact them to see if it is possible to borrow specific rolls of film from another regional facility.

(For a description of a COLLECTION see Lesson 2 “Knowing Where to Look”)

Locating Specific Microform Records

How do I know if the National Archives has microfilmed the records I need?

If so, how can I tell if the facility I am going to visit has the specific microfilmed records I want?

From your home or school you can figure out what microfilmed records we have and where you

can see them by going onlineto

www.archives.gov

This National Archives website is absolutelyFREE

Go to the main page at

www.archives.gov

and click RESEARCHERS

Next … click

Microfilm Catalog

in the center of the page

The keywords sometimes are

not exactly what you think they

would be…

Try different keywords if your

word doesn’t work

…

Don’t use more than one or two

words.

OR

…

use the advanced search

(After all, we are ALL advanced now,

aren’t we?)

TheAdvanced Search

• Do you know the title of the publication or, maybe, just one word from the title?

• Do you know the federal agency or, maybe, just one word from the agency (like Army)?

• How about a subject term (like Civil War)?

Maybe

you can just choose from the

“subject catalog”

drop-down list.

Be careful when adding dates. The

dates are specific to the record. If the record says 1860-

1865 and you type in 1861-1865, your

record won’t come up.

If you only want to see what is available at a

particular NARA facility, choose

one of them here.

Once you click search … Once you click search …

a list will appear.a list will appear.

Once you find something that

looks interesting, click on the item.

This is what you will see after you click the item.

Viewing Locations tells you which facilities have this particular microfilm series in their

collections.

This means you could go there and see the microfilm. However, the facilities do not always have ALL of the rolls in their

collection.

Be sure to ask someone at that facility before you travel there to look at

microfilm.

You will need the publication number in order to locate the microfilm or microfiche in the

archives.

(You will also need it for the citation.)

The publication title typically includes

dates.

(You will also need this for your citation.)

The Record Group Number and the

Record Group title identify the AGENCY

(Again, important for your citation).

This tells you the number of microfilm rolls there are in this

particular series.

You will need to know how to figure out WHICH roll or rolls

holds the records you are seeking.

This is particularly true if there are many rolls of microfilm in

the series.

The Publication details are where you will find more information about the record, as well

as the ROLL LIST.

This is the “publication details” for the item we were just looking at.

You can see that it consists of ONLY a roll list. This roll list will help you figure out how the series is organized as well as which roll you want to look at.

Occasionally, a series is

• too large for an online version (very large series sometimes are only available in paper format), or

• just not described in detail at all. These are usually very small series that are on a single roll of film.

This particular “publication detail” gives more information.

Originally, these were in paper format and many are available in National Archives microfilm research rooms as well as online.

This type often includes some background information.

And also includes a list of what is contained on each roll of film.

A few of these “publication details” are VERY informative.

This one, for instance gives …

Background Information on Alaska Bankruptcy Law,

Alaska Court History

A rather complete description of the records and what years they cover.

Other Related Records

A description of the way Alaska courts were organized and when,

An index of persons declaring bankruptcy,

And a complete listing of what is on each roll of film in the series.

Where do you go to see the microfilm itself?

A facility of the National Archives (be sure to check online A facility of the National Archives (be sure to check online to see if the film is there).to see if the film is there).

Many are available through an LDS Family History Many are available through an LDS Family History Center.Center.

Some Genealogical Societies have copies of selected Some Genealogical Societies have copies of selected microfilm.microfilm.

Many are available for purchase from the National Many are available for purchase from the National Archives (see frame 23 of this Power Point presentation) Archives (see frame 23 of this Power Point presentation) for use at home or in a nearby library. Most libraries have for use at home or in a nearby library. Most libraries have microfilm readers.microfilm readers.

Some public libraries have copies.Some public libraries have copies.

Self-directed Assignment Searching for microform records will be practiced with supervision during your archival visit.

You must be able to show the archivist or educator at the archives that you understand how to use the online catalog while you are there. Please practice using the online microfilm catalog before visiting the archives.

Need help?

The National Archives at Anchorage654 West Third AvenueAnchorage, AK 99501-2145907-261-7800alaska.archives@nara.gov

The National Archives at Seattle6125 Sand Point Way, NESeattle, WA 98115-7999

206-336-5115 seattle.archives@nara.gov

ASK US!