The Importance of Codicils and Genealogical Research - 2024 Update
October 1, 2024
Beginners Level Article
The Importance of Codicils and Genealogy Research 2024 Update
Genealogy research is a very time-consuming but enjoyable activity for people of all ages, and especially for many people in their post-retirement life. Unfortunately, at some point the question will arise about what will happen to your genealogy records, documents, photographs, and other memorabilia when you are no longer able to continue your work due to illness or death.
While a growing number of younger people are becoming interested in genealogy, statistics indicate that interest for many will not match the levels that genealogists have had in the past. Because surviving younger family members have to deal with the pressures of working and raising families, the amount of time they can spend settling estate matters and dealing with genealogy items and research will be limited.
Many professional researchers advise that the best way to make sure your genealogical materials survive instead ending up in the dumpster is to include a Genealogy Codicil as part of your will. From a genealogy research perspective, the most important purpose a codicil serves is to let your family know where to donate your genealogy library or written family histories.
The big mistake that some genealogists make is assuming that just because they have a codicil, this guarantees that their wishes will be followed. That is not always the case. It is an absolute necessity that you do some homework to find a repository with interest and archive space to accommodate your materials. You must initiate the process and make sure to follow the steps listed below.
Take the time to contact a librarian, preferably one associated with special collections who is familiar with the concept of genealogy research.
Be prepared to submit an inventory or a detailed description of the collection content and format as in books, microfilm/fiche, photographs, etc.
Estimate the amount of physical and electronic space or volume that your records would occupy in an archival repository.
Find out the guidelines, procedures, and final arrangements that must be made to transfer your materials to the library or repository, and complete as much of the work as possible ahead of time.
Be sure to verify the proper contact information for the department and the name of the staff member who handled the transaction.
Follow this process with at least one additional repository in case your “first-choice” repository stops accepting donations. Always have a “backup plan.”
Check in with your contacts at the chosen repositories every year or two, to ensure that they continue to have an interest in receiving your donation. If you discover their policies have changed, seek alternate repositories to maintain a relationship with.
By following these basic steps, you can ensure that your surviving children or other family members, or personal estate representative will have a guide or plan that gives them specific options for preserving your material.
In addition to the steps listed previously, many professionals recommend some additional items to consider. There may be some overlap with the previous steps but the goal is to put you in the best position to find a place where your research will continue to be available.
List the names and contact information for people in a local or regional genealogical or historical society that share your interest in preserving genealogy materials.
If your research was specific to a given community, contact genealogy and local history repositories (public/academic libraries, or local/state archives or repositories) or national organizations such as the Family History Library or the Genealogy Center at Allen County Library in Fort Wayne, Indiana to make sure your genealogy materials will be accepted. These repositories have proven to be successful options and they often provide specific procedures that can be added to the Codicil.
NOTE: There are two VERY important caveats that should be carefully analyzed and acted upon as part of this process: a. YOU and only YOU, as the genealogy researcher and donor, should take the first initiative to contact the potential recipient institution to get the process started. You will be the repositories’ primary contact until such time as you are no longer able to do so. It is important that you, as the owner of the material to be donated, initiate the offer to donate your work, and you must be part of the negotiations. If your health is such that this may be difficult, work with a trusted fellow genealogist or a trusted member of your local genealogy society with some expertise in this endeavor. A written authorization for this person to assist you may be required. Most societies will either have someone with expertise or they can put you in touch with someone trustworthy. b. The materials MUST BE ORGANIZED in such a manner that the information can be easily understood by anyone conducting genealogy research, and not just a collection of pictures and charts that are only recognizable to immediate family members. This can be as simple as carefully labelled file folders arranged in a logical order (i.e. by family group) in document storage boxes. If you can provide a brief, one page list of the record groups in your collection (i.e. Personal Letters–Box 3, Family Group Charts-Box 5) that will ensure that your material remains organized. c. Designate an appropriate sum of money to facilitate the transfer of your materials to the selected repository and to support the preservation work that they do.
Without taking the time to come up with a plan, you run the risk of having no influence or input on the final disposition of all your research efforts compiled over your lifetime. Your carefully documented family research, heirlooms, photographs, etc. may end up being disposed in any of the following methods:
Your books, heirlooms and family memorabilia may be shipped off to antique dealers.
Your online documents may be deleted or disposed in ways that could be very harmful to your family and memory. In some cases, it could pose potential legal issues for your surviving family, friends, etc.
Sold off online or at garage sales by family members who have no interest beyond getting your “stuff” out of their sight.
Taken to the dumpster.
Suggested Books, Websites and You Tube Videos for Additional Information
Daniels, Cheri. Director of Library & Archives for the National SAR Genealogical Research Library, Producer and Host of the Bloodroot Podcast. Lost Legacy: A PSA about Donating Your Research. 2019 https://genealogyliteracy.com/lost-legacy-psa-donating-research/
MacEntee, Thomas. My Heritage – Facebook Live Series - After You’re Gone – Future Proofing Your Genealogy Research 2022 You Tube 46 minutes https://www.youtube.com/watch?v=zU21kUQr2u0
McDonald, Juliana. How to Clean Out a Loved One's Home. 2023