How to Make Your Own Genealogy Correspondence Database

One of my genealogy dreams came true on March 16, 2022. The New York City Municipal Archives put all their vital records online for free! I've visited the archives 3 times to view my family documents. I had to pay a small fee for a hard copy of the most important ones.

For years I've been making note of the document numbers for dozens of New York City records that were not online. Look for the numbers when you see the NYC vital records indexes in your Ancestry.com search results. Using those numbers, I've downloaded 88 vital records so far.

A New Family Tree Research Tool

And that brings me to today's topic. I downloaded documents for relatives who I knew were part of a conversation I'd had with someone in the past. It may have been someone who emailed me or who contacted me on Ancestry. But who was it? How can I share this important document with them?

I knew it was time for yet another spreadsheet!

Two years ago, Ancestry was rolling out an update to its messaging system. People who already had the new system didn't like it. So I began copying my earliest conversations into a Word document. The idea was to make all my conversations easily searchable. I hadn't finished copying when the new messaging format arrived.

This database is a simple way to find out who wrote to you about which branch of the family tree.

This time I'll make things simpler. Instead of copying entire conversations, I'll categorize the messages in a spreadsheet. I'm calling mine "genealogy-correspondence.xlsx." My spreadsheet has 6 column headings:

• Surname—the main last name(s) we were discussing
• Town—this helps me keep our possible connection straight
• Correspondent—their name, email address
• Date—when the conversation began
• Facts—important facts to help identify who we're talking about
• Platform—where the conversation took place

Building and Using the Database

Whenever I launch a new genealogy practice like this, I don't let the size of the task overwhelm me. I'll start by adding my most recent Ancestry conversations. Then I'll look for ones I need—like the person who wrote to me about a cousin who died when her stove caught fire. (I have her death certificate now.) Then I'll add more and more whenever I have time.

The beauty of this database is you won't lose track of old connections that your family tree needs today. I'm sure as you review your messages, you'll find forgotten connections you made long ago.

When I found this death record, I knew I had to share it with the person who remembers this story. But who was that?

Can you remember all the genealogy conversations you've had with potential relatives? I can't! I know you'll rediscover a lot of forgotten clues as you build your database.

And the best thing about this spreadsheet is you can sort by any column and search for every mention of a name or place. The next time you find something that makes you wonder who else should know about it, check your correspondence database.

My focus with this genealogy blog is on applying business practices to genealogy. That type of discipline pays off for me every single day. This is bound to be one more tool that will be indispensable to us all.

And speaking of genealogy tools:

• This Genealogy Research Log Boosts Your Efficiency
• Keep These Genealogy Resources Always Within Reach
• What's in Your Genealogy Toolbox?

Without Vital Records, What Can You Do?

Last week I told someone we can't expand her family tree. She knows a lot about the relatives born in the 1890s, but their mother will remain a mystery for one reason. The vital records for her town are not available.

To discover your Italian ancestors, you must know exactly where they were born. Only then can you check which birth, marriage, and death records are online. In this woman's case, we know the town, but almost no records have survived.

Missing Records Create Bricks Walls

I have a similar situation with my Grandma Mary's ancestors. I discovered exactly where they came from. It's a section of the town of Sant'Angelo a Cupolo called Pastene. Pastene is very small, and there are a lot of vital records available. The problem is, there are no records before 1861.

A few years ago I hired a pair of researchers based in Naples, Italy, to take a ride to Pastene. I last visited the town in 2018, but I found the church doors locked. I'm not sure how far I would have gotten even if I had made it inside. I asked the Italian researchers to give it a try.

They found a surprising lack of records. They said the town didn't keep pre-1861 records. Even the church records were scarce. The researchers did find a few scraps that helped my family tree. I was able to take Grandma's paternal line back 4 generations beyond her father. The paternal line of the Sarracino family goes back to the 1740s in my tree. I wish all her branches went that far!

This unexpected find proves exactly where my ancestors lived. I can walk right up and see their houses on my next visit.

About 2 years later—and 2 years after my latest visit to Italy—I found a very interesting map online. This 1825 map of Pastene contains numbered tracts of land and houses. It highlights only 3 specific areas by name:

• the center of town containing the church and the piazza, labelled Pastene
• a cluster of houses labelled Saraceni
• a much smaller group of houses labelled Molli

I don't know why the map only calls out the names Saraceni and Molli. But I felt sure they referred to my Sarracino and Muollo ancestors.

What Other Documents Exist?

Now I have proof that I was right. While revisiting one of my genealogy bookmarks, I found the website with the Pastene map I'd found. I decided to explore the rest of the site to see what might be useful to me. To my surprise, I found a census of Sant'Angelo a Cupolo, including Pastene. I recognized all the last names on the pages.

My Italian historian friend explained this was part of a census of the entire Papal State. On the last page of the 60-page census of Sant'Angelo a Cupolo is the date 23 July 1825. The map has a long inscription with the exact same date. Clearly the map and the census go together.

As I paged through the census, I found quite a few families named Saracino. Each listing is nothing more than a person's name, their father's name, and a house or property number. I'm convinced one entry (Domenico Saracino, son of Giovanni) is my 4th great grandfather. The census tells me he lived in house 209 and/or 222. On the map, 209 and 222 are in the Saraceni cluster of houses.

My ancestors' town is small enough for me to believe I found their home in 1825!

Pastene is a one-road town. The Saraceni section of the map is at a noticeable bend in the road. That bend helped me find it on Google Maps and go in for a closer look.

Now I know exactly where to walk on my next visit there.

I'm at a dead end with Grandma's family due to a lack of records. At least now I may know why. Pastene ignored Napoleon's decree to document their people because it was church property. They started keeping records in 1861 because that year they belonged to the state.

The town's website says, the Church passed ownership of the town to the Kingdom of Italy in September 1860. My Pastene became part of the newly established Province of Benevento in 1861. And then the record keeping began.

Knowing exactly where my ancestors lived, down to the house numbers, is wonderful. I can't trace them back any further, but I can walk among their homes. That's my consolation prize.

I'll continue to explore the 1825 census for more clues. What unexpected historical documents might you find for your town?

How DNA Can Help Find Your Ancestral Hometown

Some people think seeing your DNA pie chart is a waste of time and money. When I saw my first DNA results in 2012, I'll admit, I was very disappointed. But in 10 years, the number of DNA testers and the technology used for analysis have grown.

AncestryDNA updated their DNA Communities recently. I checked the results for my parents, my husband, and me. My first thought was, "Yeah, you got that right." The communities matched exactly what I know based on the paper trail.

It's amazing to see how specific our results are as compared to 10 years ago.

Mom and I have the South Benevento & North Avellino Provinces community. That's exactly how I always describe where our ancestors came from. When I zoom into our communities on AncestryDNA, the locations of my direct ancestors begin to pop up. They form a corridor that stretches from northern Avellino up through southern Benevento. That's the cradle of my genetic matter right there.

The updated AncestryDNA communities are too accurate to ignore.

This is all very nice to see. Only later did the true value of these communities hit me. What if you don't know exactly where your people came from? What if family lore tells you nothing more than a country of origin? I know that's true for so many descendants of immigrants. What if that country's borders have changed over time? How can you get anywhere in your family tree research on such slim information?

One answer is your DNA Communities. AncestryDNA compares your DNA results to those of millions of other test-takers. They form clusters of people based on your matches and your matches' matches. If your DNA matches have identified their ancestral hometowns, or if they match the population there today, it becomes clear. Your people must have come from the same area.

My husband's updated community is also very accurate. His test results have always said nothing more than 100% Japanese. That's awesome in itself, to be 100% of anything.

But his new community has the names of 5 cities, and the first 2 happen to be exactly where his family came from. His dad's side is from Hiroshima, and his mom's side is from Yamaguchi. I can verify this with his ancestors' immigration records. It's amazing that all his history, from 300 years ago to his grandparents, rests in a small slice of Japan.

And my family history is very similar. Civil records put my ancestors in that thin corridor of southern Italy since the late 1600s. Church records show my maiden name existed in my Grandpa's hometown since at least the 1400s.

Let Your Communities Narrow Your Search

Let's say your ancestor emigrated too early for their hometown to appear on a ship manifest. And you can't find any other record for them that states a specific town of birth. Check your DNA Communities! One of them may narrow down your search to a handful of towns.

In many countries, you must know your ancestor's town of birth or you may never find their records. If you can narrow down your search to a short list of towns, you may find your ancestor faster.

If I didn't already know my ancestral hometowns, these results would have pointed the way.

I checked my DNA results on MyHeritage, and they have what they call Genetic Groups. I have far less confidence in these groups. They're not very specific, and they include Ohio because my dad and his cousins were born there. His family had only recently moved there. My Ohio roots are very shallow.

My 2 other Genetic Groups are better than Ohio, but nowhere near as specific as AncestryDNA. They are Italy (Bari) and Italy (Campania). I know my roots are 100% in Campania, but that's an entire region of the country. That wouldn't help me find my ancestors. MyHeritage has a "Low" confidence level that I'm even from Campania!

My 23 and Me results are way off in so many ways. What they tell me would be of no use whatsoever in helping me find my ancestors. But I didn't buy their test kit. I don't know if the results would be more specific if I had.

Have you tested with AncestryDNA? Do you still have some mysteries about your places of origin? Check out your updated communities! You can even see which of your DNA matches belong in the same communities. If you haven't found your town of origin, maybe one of your closest matches has.