Find Those Stubborn Genealogy Documents with Creative Searches

When you're researching your family tree and trying to find a family's missing document, what do you do?

You probably go to your favorite genealogy website and enter as much information as you know about the family. Everyone's full names, when and where they were born, and where you think they lived at the time.

But what if your search finds nothing?

Try using no last name for your search.

You could try the "less is more" approach. Go against your instincts and leave out key information. This can help you get past the census taker or the document indexer's errors.

Last night I was trying to find the 1940 census record for a particular family. I'd already found plenty of other documents for them. I had the names and approximate birth years for the parents and all the children. And I knew they lived in the Bronx.

I was sure a search for a family with these eight specific names had to get me the results I wanted. But no.

This is the time to try a creative search. Use several combinations of information until you find your document. Try searching with:

• No last name.
• No first name for the head of household.
• No birth year for the head of household.
• No place of birth for the head of household.
• No spouse's name.
• Fewer kids names.

When I couldn't find the Moylan family in the Bronx in 1940, I let their first names be the main search factor. I searched for them with no last name.

And it worked! I found a family with the correct first names living in the Bronx. Somehow the census taker wrote down the wife's maiden name instead of the family name. So the entire group was wrongly listed as Cunningham, and indexed as Cunningham.

Right people, wrong last name! Did Mary forget she was married? :-)

I was sure I had the right family. Yes, I knew the wife's maiden name was Cunningham. But even if I didn't, I had a match on eight first names, and everyone's age and place of birth.

This search technique won't locate all your missing documents, but keep it in mind.

Use a "less is more" search and you may find more and more of those missing genealogy treasures.

You may also enjoy:

• What To Do When Your Last Name Is So Common
• How to Avoid Searching for Non-Existent Genealogy Records
• Let a Few Quick Wins Reinvigorate Your Genealogy Research

Your Family Tree Needs Your Ancestor's Passport Application

Did your immigrant ancestor travel back to the old country to visit his family? You may be able to find his U.S. passport application—complete with passport photo.

The Robison family of Westchester County, New York, planned to visit England, France, Italy, Egypt and Palestine in 1924. Their passport photo includes the entire family. The application provides everyone's name, date of birth and birthplace. Plus it includes Mr. Robison's father's name and place of birth, and his wife's maiden name.

A single passport application provided important genealogy facts for eight people.

This single document provides key facts for eight people! That is a fantastic find for any genealogist.

Mr. and Mrs. Walter Smith traveled to the British Isles in 1922 to visit family, and apparently to help me find the needle in the Smith haystack. With their passport application information, I was able to find the right Smith family for my family tree.

Faces to go along with the names!

U.S. government-issued passports date back to 1789. Passports were required for foreign travel during the Civil War and World War I. The rules eased for a while, but the requirement became permanent once World War II began.

If your ancestor went back to the old country to visit his parents, he might not be allowed back into the United States without a passport.

The National Archives in Washington, DC, holds passport applications from 1795–1925. They are available to some extent on ancestry.com and elsewhere.

Finding your ancestor's passport application can give you many facts, including the applicant's:

• Birth date or age
• Birthplace
• Residence
• Father's and/or husband's:
  
  • name
  • birth date or age
  • birthplace
  • residence
• Wife's name
• Date and place of immigration to the U.S.
• Years of residence in the U.S.
• Naturalization date and place
• Occupation
• Physical characteristics
• Photograph—which may include other family members

Whichever resource you use, first check the description of the collection to see if it may include your ancestor.

Hopefully you'll find a thorough application with a photograph. That is certainly worth your ancestor's ticket price.

You may also enjoy:

• How to Use the Online Italian Genealogy Archives
• Where to Find Free Historical City Directories and Newspapers
• This Expanded Resource Provided an Elusive Maiden Name

What To Do When Your Last Name Is So Common

All my direct ancestors had Italian last names. I'm lucky to know in exactly which small towns they were born. And the hometown is the key to everything.

My name of Iamarino is found in only 10 towns.

Some of my Italian last names (or cognomi, in Italian) are rare. They're specific in origin to a small geographical area. The name Iamarino barely existed outside of my ancestral hometown of Colle Sannita.

But some of my Italian last names are about as rare as Smith or Brown in America. According to an Italian surname search site I like to use, you can find my family names of Leone and Caruso EVERYWHERE.

It would be impossible to identify my Leone or Caruso lines without knowing where my great grandparents were born.

There may not be a word strong enough to emphasize how important it is to know your ancestor's hometown. Critical. Crucial. Imperative. Nope—it's more important than that.

If your foreign ancestors emigrated to the U.S., Canada, Australia, the U.K., etc., cross your fingers and hope they arrived at a good time. Early ship manifests didn't capture much information about the passengers.

My name of Leone comes from a couple more places.

If your ancestor arrived at Ellis Island, which was open to immigrants from 1892 to 1954, you're in luck. If you find your ancestor, you should be able to learn the name of their hometown.

I may tell you I'm from New York City, but that's because I'm pretty sure you've never heard of the exact town where I grew up. But my grandfathers never said they were from Naples. They let us know very strongly that they were not Napolitani.

They were very proud of their small towns of Basélice and Colle Sannita. Both towns are in the middle of nowhere, about a 90-minute drive from Naples.

So before you begin chasing the wrong family, you must nail down that hometown.

Find out how. Read about other ways of finding your ancestor's hometown in Where Did Grandpa Come From?

You may also enjoy:

• Searching for the Missing Link in Your Family Tree
• Who Are These People?
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Finding Your Ancestor's Lost Babies

When I began documenting my grandfather's Italian hometown—every single birth, marriage and death record between 1809 and 1860—one thing saddened me time and time again.

So many of the babies died within days, months, or a couple of years. I mourned for each one of them. It seemed even sadder that the next baby born was given the same name as the one who died.

Trying to be an optimistic genealogist, I focused on the upside. I was finding previously unknown children. Here's an example. I found that my great great grandparents Antonio and Colomba tried three times to name a child after Antonio's father: Raffaele.

My great uncle Raffaele was the third sibling named after his grandfather.

The first Raffaele died as a child, so none of my cousins were aware of him. Last night I found another baby! This time it was a girl they named Raffaella. She died, too, leaving that name to the great uncle we know: Raffaele Saviano.

When you're researching a family in the 1800s, expect to find a child born almost every year beginning a year after a marriage.

If an ancestor's family has several years between births, keep looking. There's a strong chance that other babies were born who didn't grow up.

My great great grandfather Nicoladomenico Leone married twice and fathered 12 children. About half of them survived to adulthood. See When I'm Sixty-Four I'll Still Have Only Two Children.

I don't know about you, but I want to know about and appreciate all the lost babies.

You may also enjoy:

• My 5th Great Grandfather: A Random Act of Kindness?
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Organize Your Genealogy Research By Choosing Your Style

Develop and stick to your own style and naming conventions to achieve better organization.

When my husband and I were planning our Italian honeymoon in 2003, my imagination ran wild.

What if I find an old house with my maiden name on it? What if I meet a distant relative who looks like me?

These thoughts propelled me into the obsessive hobby of genealogy.

Early disarray

My first discovery was the Ellis Island website where I found ship manifests for my two grandfathers.

I found other people on other manifests who may or may not be relatives. I began filling a notebook with facts on potential relatives—pages and pages of scribbled, disconnected information.

Taming the chaos

Then I graduated to family tree software and learned some of the recommended conventions. For example, when recording dates:

• dd Mon yyyy, as in 24 Sep 1959 or 01 Jan 1856, is a versatile format that anyone can understand. If I told someone in England that my brother's birthday is 6/11/1955, they would read November 6, not June 11.
• When estimating a date you can use Abt. (about), Bef. (before), Aft. (after), Bet. (between). For example, my great great grandfather was still alive at the end of 1860, but he was dead when his grandchild was born on 12 Mar 1870. To record what I know, I've listed his death date as Bet. 1861–12 Mar 1870.
• If I don't know someone's birth year, but I know when one of their children was born, I use a placeholder date. This helps me see the general time in which they lived. I subtract 25 from their oldest child's birth year (e.g. 1800 minus 25) and record their birth year as Abt. 1775.

This is crucial in a tree like mine where about 10,000 Italians have a combination of what seems like 10 names.

I've also developed my own format for annotating documents such as census forms and ship manifests. For example, in my family tree software I will put a note on a census sheet and include the following:

• the line numbers for this family
• City, County, State 1920 census
• enumeration district #, supervisors district #, ward of city #, block #, sheet #
• image 3 of 300 (if found in an online collection)
• a link to the original document on ancestry.com, familysearch.org. antenati.san.beniculturali.it. etc.

This amount of detail allows anyone to verify my facts and see the document for themselves.

Owning the facts

When I first subscribed to ancestry.com, I knew I wanted to have every important document stored on my computer. So I download everything I find.

Almost from the start, I chose my style—how to name the files and where to keep them. I name the files LastnameFirstnameYear.jpg, in general. If it's a census form, it's named for the head of household. If it's a two-page ship manifest, the file names end in -p1.jpg and -p2.jpg. The folder names are simple and clear.

A consistent file-naming style leaves no room for error.

This consistency became second nature. It helps me spot what I'm looking for in no time.

Finally, my document tracker spreadsheet is my ongoing catalogue of every document I have. This spreadsheet tells me at a glance what I have and what I still need to find for any given person.

If genealogy is your obsession, you know how easy it is to go wild gathering facts, photos and documents. Take the time to develop your style.

Your consistency will pay rich dividends.

You may also enjoy:

• How To Squeeze Everything Out of the Census
• 27 Key Facts to Extract From a Death Certificate
• How To Run Your Genealogy Research Like Clockwork

How to Avoid Searching for Non-Existent Genealogy Records

Don't waste time searching for an ancestor in a document collection that will not contain their name.

Genealogy is a thriving industry overflowing with documents and databases. If you subscribe to any ancestry sites, you've got a never-ending supply of databases to browse.

But don't waste time. Learn exactly what a document collection holds before you start your search.

These men in my tree had military records for me to find. But not my paternal grandfather.

Here's a prime example of how I've been wasting time hunting for a document that can't even exist.

My maternal grandfather, Adamo Leone, fought in World War I. He was in the Italian army and became a prisoner of war. Obviously I'm not going to find a United States World War I draft registration card for him.

I do have a copy of his World War II registration card when he was 51 years old. This is called the "Old Man's Draft" and was more a database of skills than prospective soldiers. These men were never intended to go to war.

My paternal grandfather, Pietro Iamarino, was still living in Italy between 1914 and 1918. He was only 16 when World War I ended.

But I had no World War II record for him. I spent a lot time examining images of registration cards, one by one. I figured the name "Iamarino" was misfiled, so I hoped to find it myself.

Then one day it struck me. Maybe his 1902 birth year excluded him from this set of records.

Here's what I should have researched in the first place.

Men who were drafted for World War II were age 18–35 in 1942. If they were between 35 and 45 and unmarried, they were also eligible for the draft.

Grandpa was 40 years old and married in 1942. He was beyond the cut-off for military service.

Then there was the "Old Man's Draft" where I found my other, older grandfather Adamo. This registration included men born between April 27, 1877 and February 16, 1897.

Grandpa, born in October 1902, didn't fall into this category, either. As an able-bodied 40-year-old man, Grandpa Pietro was left to continue his work and take care of the home front.

This tiny bit of research could have saved me lots of time.

So here's the moral of my story. Before you search for a particular ancestor in a document collection, stop. Find out exactly what that collection contains. Decide if your ancestor should be there or not.

On ancestry.com, each collection has its details listed below the search area. On familysearch.org, the descriptions are above the search area.

Find out what you're looking at before you spend hours looking at it.

I can put an "n/a" in the draft card field of my document tracker spreadsheet for Grandpa.

And speaking of tracking your found documents:

• Haven't I Seen You Before?
• Case Study On 'Haven't I Seen You Before?'
• Track Your Genealogy Finds and Your Searches