The Long-Awaited Trip to NARA

For years, I’ve dreamed of researching at the National Archives and Records Administration (NARA) in Washington, D.C. It just hadn’t worked out until about two weeks before the East Coast Genetic Genealogy Conference (ECGGC). Realizing I’d be close to D.C., I seized the opportunity. My preparations for this first NARA research trip were thorough, and they paid off! I returned home with almost 2,000 images of land and military records for my family studies.

A Rocky Start at NARA

Although I felt quite prepared, my first day at NARA wasn’t problem-free. I had planned to be there at opening time. However, I underestimated the unpredictability of D.C.’s subway system. As a result, I arrived almost thirty minutes later than planned. Upon arrival, I realized another issue: I’d left my driver’s license and wallet at the hotel. As is my habit when staying at a hotel, I’d replaced my license with a hotel room key in my phone’s card holder. And at NARA, a photo ID is required for proof of identity.

Saved by Kindness

Even if the subway issue had been resolved, returning to my hotel for my ID would take at least an hour. I was dreading this trip (and also wondering if I’d made any other mistakes). The assistant at the desk suggested I talk with her supervisor. And the supervisor kindly issued me a one-day pass reminding me I must bring my ID the following day. This gracious act not only saved my day but also required the supervisor to personally introduce me to the archivists in the research room as I didn’t have the standard NARA researcher’s card. It was a stressful (and embarrasing) way to start the day! But I was thankful for the kindness of this supervisor.

Smooth Sailing Going Forward

The rest of my three-day visit went smoothly. Aside from these initial challenges, I’m proud of how well I prepared for my first visit to NARA. In sharing my experience and preparation tips, I hope to assist and inspire you in planning your own research trip to NARA.

#1: Be Prepared

Right after I booked this trip, I came across a timely advertisement from my friend, Sandy Rumble, of Rumble Soft. She offers “directed research trips to the National Archives.” Her mantra? “Preparation is key to a successful research trip to NARA.” Choosing to work with Sandy for this trip was one of the wisest decisions I made. She offers comprehensive support including helping with some pre-trip logistics. Though she often accompanies clients to D.C., she couldn’t join me during my practically last minute visit. However, her expert support was only a text message away!

 

If you’d rather prepare on your own, there are plenty of resources online to help. I really enjoyed a short, 2-minute video by NARA titled “Research at the National Archives.” A graduate student name Karla actually visually shows you some basic, but very importnat, steps to starting your day at NARA:

• Entering NARA: Access through the Pennsylvania Avenue side, and don’t forget your photo ID!
• Security and Badge: Procedure for passing through security and obtaining a yellow badge to wear inside NARA.
• Researcher’s Card: Steps to get a Researcher’s Card, which is the step where I had to talk to a supervisor since I didn’t have a photo ID.
• Orientation Process: Overview of the orientation which you can start at home to save time.
• Subject Matter Experts Room: Introduction to the room where you can submit pull slips and seek expert assistance.
• Microfilm Location: Information on where to find microfilm, located on the first floor.
• Pull Slips and Carts: Discussion on using pull slips and how carts for transport materials to the Central Research Room on the 2nd floor.
• Lockers and Regulations: Guidelines on what items are allowed and are not allowed in the Research Room, as well as the necessity of a quarter for lockers.
• Entering the Research Room: Procedure for entering, including swiping your card (unless you have a temporary card like I did).
• Handling Pull Slips: Tips on initialing and dating pull slips when retrieving and records, which I found a bit difficult to get used to.
• Exiting the Research Room: Explanation of the exit process, though she does not mention you need to open your computer for inspection.
• Leaving the Building: Final steps involving a bag search by a guard and returning the yellow badge.

#2: Book an Appointment

The Research Room at NARA in D.C. is generally open from 9:00 a.m.-5:00 p.m. But you need to be aware of holiday closures as well as possible government shutdowns! (In the days leading up to my trip, there was the threat of a government shutdown which would have meant NARA was closed on the days I was hoping to be researching!)

And it’s very important to note that NARA only allows a limited number of people in to research on any given day. So it is essential that you make appointments ahead of time! These appointments are free and are good for the entire day. You can book appointments at this link.

#3: Identify Potential Record Types to Research

With a limited amount of prep time for my NARA visit, I decided to focus on land and military records, areas rich in historical and genealogical information.

Land Records

In the land records, I explored:

• Cash Sales: These are direct purchases of land focusing on the first time it was sold or granted by the government.
• Homestead Entries: These documents relate to settlers claiming land under the Homestead Act. They can provide fascinating insights into when and where your ancestors settled.
• Bounty Land (Military Warrant): This category includes land awarded to military servicemen as a reward for their service. These lands could be sold or assigned to an assignee, so your ancestor may be the serviceman or the assignee.
• Special Cases: Some acts, like the Osage Allotment Act and the Harrison Land Act, are treated differently. I had to get additional help from a specialist when dealing with these two acts.

Military Records

For military records, I primarily focused on the Civil War and the War of 1812:

• Pension Files: These can be a goldmine of information, providing not just service details but often rich in medical and family data
• Carded Medical: These offer insights into a soldier’s medical history, which can be both informative and deeply personal
• Consolidated Military Service Records: These provide detailed accounts of an individual’s service history, often including when they were sick, absent, or a prisoner of war

If your ancestors have been in the United States for even a few generations, there’s a good chance you’ll discover records in some of these categories. These records not only tell you more about your ancestors’ lives but also help paint a picture of their experiences during significant personal and historical events.

#4: Identify Specific Land Records to Pull

Identifying States and Surnames

To start identifying the land records I wanted to pull, I first needed to pinpoint the states where my or my husband’s ancestors lived during a time when they might have acquired land directly from the federal government. This search led to the following states and surnames:

• Arkansas: Griffin, Polk, Trammell
• Illinois: Coppenbarger, Randolph
• Indiana: Gilbert, Leeds, Slack
• Kansas: Bennett, Peters, Werther
• Missouri: Bookout, Bo(w)lin, Pittman, Trammell

Utilizing HistoryGeo for Family Connections

Using HistoryGeo’s “First Landowners Project,” I explored detailed maps pinpointing ancestral lands. This tool didn’t just show land locations; it revealed connections between neighbors and relatives. For example, it illustrated how Henry H. Bennett, my 3^rd great-grandfather’s son, possibly met his future wife, Elizabeth Copelin. The map illustrated that Henry Bennett lived only about a mile from the land of Elizabeth’s father, Elias Copelin. The Bennetts and the Copelins were close neighbors! And, since the surname Copelin wasn’t initially on my list, this is a piece of land I probably wouldn’t have found without this map!

HistoryGeo Provides Additional Information

Clicking on HistoryGeo map’s green markers allowed me to gather more data about each landowner while also allowing me to track my research with the “add to my people” option. The “parcel details” provide additional information and other options that allow me to look at changes in county boundaries as well as access Google Maps for modern-day context.

BLM GLO Records: Information for Pull Slips

HistoryGeo also links to the BLM GLO (Bureau of Land Management’s General Office Records) site where I could easily extract information for pull slips: the Land Office, year of act, number of acres, and patent number. I could also access an image of the original patent and save it to my files.

Utilizing a Spreadsheet

To manage all this information, I created a spreadsheet. This tool was organized by surname, first name, state, county, year, act type, land office, acreage, and document number, allowing me to sort the information in various ways as well as access it in the future. A color-coding system—including green for those I’d created pull slips for—helped me track my progress during this trip as well as prepared me for future visits.

#5: Fill Out Pull Slips Before the Trip (if possible)

Pull slips are essential at NARA. They are forms used to request specific documents from the archives. Filling out these slips accurately is crucial to ensure you get the right records for your research.

Getting Pull Slips

I wasn’t sure how to get pull slips before my trip, but Sandy came to the rescue. She sent me a box with over 100 of these slips. This was a game-changer! Without these pre-filled slips, I would have spent precious hours during my limited stay in D.C. carefully filling out each slip. (I tore up quite a few because of mistakes!) Sandy also provided detailed images showing how to accurately complete these slips for the various types of land and records. Whenever I had a question, she was quick to provide an answer!

Organizing Pull Slips

I also organized my pull slips into piles of about 20 slips each. This helped me stay organized and efficient. Before handing in my pull slips, I made sure they were sorted properly. For example, one pile would have land records for Indiana, sorted by land office and then type of sale. This organization is not just for my benefit; it also helps the staff at NARA, whether they are archivists, specialists, or other personnel involved in retrieving records. By grouping similar requests together, they can work more efficiently, retrieving records from one area at a time. This prevents them from having to move back and forth across different sections of the archives. The staff reviews these stacks, reorganizing if necessary, and occasionally returns slips that don’t fit the group or need more information. That only happened to me a few times during my visit!

#6: Get to NARA Right When It Opens

Maximizing Your Research Time

NARA is only open for 8 hours a day, and you’ll find the time can pass surprisingly quickly when you’re deep in research! To make the most of these hours, it’s helpful to be there as soon as the doors open. (And remember to take into account potential delays with the subway system if you aren’t within walking distance!)

Securing a Scanner

A key reason to arrive early is to secure a time-saving scanner. There are only a few available, and I understand they can quickly run out on busier days. These scanners are free to use and quickly take high-quality, cropped images. You will need to set up the software on your laptop and there’s a learning curve to using them, but the archivists are more than willing to assist.

Balancing Research and Breaks

While it’s tempting to skip breaks to maximize research time—as I did for two out of my three days—it’s important to balance intense research with necessary rest. NARA offers a dining area in the basement for a convenient snack or lunch break. Even a brief pause in your research can be refreshing and help you maintain focus and energy for the rest of the day. In fact, I’ve heard that studies show you get more accomplished when you take breaks!

#7: Submit Pull Slips and Manage Records Efficiently

Early Submission of Pull Slips

On your first day you will want to submit some pull slips as soon as possible. Since retrieving records can be time-consuming, getting your requests in early is essential for maximizing your time.

The Cart System for Records

From my experience, most land and military records are delivered in boxes loaded onto carts. Each cart can hold about 21 boxes, and you’re allowed active requests for two carts at a time. Before requesting a third cart, you need to return one of your active carts. You’ll sign and date a copy of your pull slip each time you pick up or return a cart and then physically take your cart to your workspace. You also inform the staff whether you need the items reshelved or if you plan to use the same cart again.

Special Handling of Pension Files

Pension files are stored in large envelopes or jackets and are kept behind the main desk. You can ask to see all of your files to select which one to examine next, allowing you to plan your research effectively around breaks or the end of your day. As with other records, you will need to sign in and out for these items and communicate when you are finished with them.

Essential Aid for Viewing Documents: Plexiglass Sheets

Working with historical papers that have been folded and stored for decades or centuries can be challenging! To aid in this, NARA provides plexiglass sheets, which are invaluable for carefully flattening these documents. This tool is essential for both viewing and scanning purposes, ensuring you get the clearest possible image of the documennts.

Plastic Markers

Besides the plexiglass sheets, NARA also offers markers. These plastic markers, lkind of like a book marker but larger, are crucial for keeping track of where you’ve removed documents from each box. This helps make sure everything is returned in its correct place. In fact, I believe they are required as I was reminded to get one on the second day when I forgot!

Handling Special Cases

During your orientation, you’ll learn how to handle various challenges, such as encountering staples, stuck pages, or other issues that might make it difficult to lay a page flat. The approach varies: sometimes the staff will assist in removing obstructive items, while other times they may advise you on how to work around them. Just keep in mind that these records are usually old and fragile and we hope they’ll be around for future generations of researchers and historians!

#8: Bring or Make a Friend at NARA

The Value of a Research Buddy

As I mentioned, Sandy Rumble was a great support in helping me prepare for my research trip to NARA. And although she couldn’t join me in person, her guidance was just a text away. However, I realized the importance of having a buddy on-site during my first day, which felt a bit lonely and daunting.

Unexpected Collaborations

On my second day, a pleasant surprise occurred! A fellow researcher, a well-known genealogist who offers record-pulling services at NARA, recognized my name. Brian Rhinehart, of Civil War Records which specializes in “record retrieval & research at teh National Archives,” and I ended up sitting next to each other for the next two days. Having someone nearby to discuss findings with, ask questions like “Have you ever seen this?” or “Do you know what this means?”, and share exciting discoveries made the research process much more enjoyable and less intimidating.

The Joy of Shared Experiences

I also had fascinating conversations with other researchers. One genealogist was working on an extensive Civil War project while a graduate student was studying violence against women in court-martial files from the same era. Whether it’s celebrating successes, pondering over puzzling records, or simply having a friendly chat, the presence of a colleague or a newfound friend can make the experience more rewarding and enjoyable.

#9: Ask an Archivist

The archivists and subject specialists at NARA can provide invaluable help! During my visit, they helped when some of my requested land records couldn’t be found. It was only after sitting down with the archivist and sharing the information and images I had that they identified some of the lands as being from the Osage Allotment Act and others from the Harrison Land Act. This experience reminded me the importance of seeking out expert guidance when needed!

#10: Hire a Professional for Remote Access

If you can’t visit the National Archives in person or need records quickly, consider hiring a professional. Experts like Sandy Rumble of Rumble Soft or Brian Rhinehart of Civil War Records are invaluable for their ability to efficiently retrieve and digitize records. They also offer the added benefit of suggesting additional, potentially significant documents for your research. With the vast amount of records housed at NARA, hiring a professional becomes a practical solution when you can’t be there in person to uncover that crucial record yourself.

Join the Conversation

Have you visited NARA to do in-person genealogical research? Or what amazing records do you have that were found at NARA? Have any of them helped you break through a brick wall? I’d love to hear about your experiences and any tips you might have. And if you have questions, please feel free to ask!