Exploring Documents

At first glance, a researcher is thrilled to find a document with new information on it; however, caution should be used right from the start.  There is great value in understanding the “background” of a document.  Why was the document originally created?  Understanding foundational clues about a document will aid in analyzing and utilizing the facts found on the document.

Understanding WHY the document was created will help separate primary information from secondary information.  For example, a death certificate is created to certify the date and place of death, however it usually lists a birth date.  The death certificate is the primary source for the death date and a secondary source for the birth date.  Did the document record a church event, or was the document mandated by the government?   Was the document created by a witness to an event; for example a journal entry or a memoir? 

If you have an index, transcription, or summary of a record then you do not have the complete document and full information from the original.   Many historical and genealogical societies index and compile their society’s information, allowing researchers to quickly find facts for their ancestors.  This allows researchers access to the society’s collections.

Was the document created at the time of the event, before the event, or after the event and how long after the event was it created?  Birth certificates are created a short time after a child’s birth; however, there are “delayed birth certificates” which may be created years--twenty or thirty years--after the birth.  A marriage license and marriage banns are created before the marriage ceremony itself takes place; meaning, just because a license was issued or application was filled out, or the banns were read, does not necessarily mean the marriage ever took place.   Some marriage applications were filled out and licenses were obtained, but the ceremony was never performed and the required paperwork was never returned to the clerk’s office.

Understanding why a document or source was created helps researchers recognize the value of the evidence contained therein. 

TYPES:	WHY was the document created?
indexes	To easily locate the original document or entry—saves time.  Created by an indexer who gathered the information and usually transcribed the data.  Created any time after the event.
transcriptions/ compilations	To abridge a group of original documents—saves space and time.  Created by an author who organized the information and transcribed the data.  Created any time after the event.
certificates	Required and created by government or church.  Usually contains signature of a witness to the event, or the officiator of the event.  Maybe copies of the original documents, applications, and licenses, or they may be re-entered onto a certificate form with entry information. Usually created at or near the time the event occurred.
newspaper articles	To announce or recount an event, or newsworthy item.  Printed near the time of the original event.
histories	Chronicles events and stories in various forms:  written, audio, and video; usually from memory for posterity.  Usually recorded much later than the original event occurred.
journal	Record of life events, stories and views from personal knowledge or witness to events for personal purpose.  May be written at the time of the event or recalled at a later date.