Every recreational activity, whether it is a sport such as golf or a hobby such as genealogy, has certain fundamental elements that must be understood and practiced. Without mastering these fundamentals, an individual cannot expect to have much success with the activity.

When it comes to genealogy, birth records are among the most basic elements of the hobby. These records constitute the very fabric from which generational links are determined, and they are the foundation upon which an entire research project is based. Birth records, along with marriage and death records, are three of the most important records for genealogical research. They are known as vital records. Every researcher should be proficient in the use of these records.

Birth records have been around for centuries. Unfortunately, they have not been kept continuously nor have they been kept uniformly. For the most part, Western European countries began recording births for the general population (royal families were always well-documented) in the sixteenth century. These recordings were usually a responsibility of the church that was predominant in a particular area. Many of these early birth records, however, have not survived.

In the United States, it wasn't until the nineteenth and twentieth centuries that birth records were kept consistently by civil government. Even then, there is no guarantee that these more modern records are available.

The farther back in time your research takes you, the less likely that you will be able to find a birth record. And the older the record you do manage to locate, the less genealogical information you are likely to find. In many states, a birth record contains only the most basic information. For some periods of time and in some areas, you could expect to find the name of the child, the date of birth, the exact place of birth, the name of the father, age of the father at the time of the birth, name of the mother (sometimes maiden name), age of mother at the time of birth, and number of births for the mother.

Access
Birth records are generally kept at the level of government closest to the location of the event. In most states in the United States, this is at the county level. However, in some areas, these records are the responsibility of the city or town. And in Louisiana, birth records are kept at the parish level.

Other levels of government may keep a copy of the birth record, depending on when the state started keeping such records. In many states, a duplicate copy of a birth record is submitted to a state office.

Birth records are often the most difficult to access due to privacy and right-to-know laws. It might be necessary to prove your identity to get a copy of your own birth record. Likewise, you might be required to prove how you are related to the individual in question if you are after the birth record of a relative or ancestor.

Local government agencies (state and/or county) usually have a form that must be completed to request a copy of a birth record. Be certain to complete all the information that is required. An incomplete application can delay your request.

The government agency responsible for the records usually charges a fee for a copy of the record. This fee varies greatly so it is necessary to do some research to determine the exact cost. A phone call to the proper office or a visit to that office's website should provide the information you are seeking.

Government agencies might do a search for you but with restrictions, such as within a date range. In most cases this is spelled out on the application form. If you are unsure of an approximate date, additional research will be required before the agency will help you search for a birth record.

Other Possibilities
There are always alternative records to search for birth information. Census records, military records, family Bibles, and life insurance policies often contain much-needed birth information.

Another potential source of information is a local newspaper. At least during the twentieth century, it was not unusual for a paper to publish birth announcements giving the date of birth and the names of the parents. If you do not have an idea of when a particular ancestor's birth occurred, it is best to scour these alternative sources.

Many religious organizations record life events shortly after a birth (with baptism and christening records) that might help estimate the actual birth date. The real difficulty with these potential sources is that the records quite often traveled with the minister. When he or she left for a new congregation, the records went along as well. It might be possible, though, to locate some records through the national office of a particular denomination.

At times, the record of the birth was recorded after the birth. And in some cases, this could have been long after the birth actually occurred. This is known as a delayed birth record. Delayed birth records are recorded later in life when a person needs proof of birth for insurance, passports, Social Security, or other benefits.

In our own research, we have encountered several examples of delayed birth records. The birth information for Charles Morse Willard was taken from a page of the town's birth records, which were not in any type of order—chronological or alphabetical. Fortunately for us, there was a good index to the town's birth records.

Proof of birth was sometimes required for certain government programs. In the absence of a birth certificate (due to fire, flood, or other natural disaster) other means should be employed to prove the birth, such as sworn affidavits. When Jim's grandmother, Jennie Louise Jones, applied for Social Security, she had no birth certificate because the town office in the small town she was from burned to the ground. She had to get notarized statements as to her existence and recognized date of birth from Jim's grandfather to support her application.

How to Obtain a Birth Record
1. Determine the town, city, or county in which the birth occurred. For recent births in your family, this should be easy because you probably already know where the birth occurred. But for a birth that happened in the more distant past, some additional research might be necessary. This can be the difficult part of the process.

2. Determine when that locality began keeping birth records. There are usually several excellent sources in the genealogical reference section of your local library, such as the new revised edition of Red Book: American State, County, and Town Resources (Ancestry, 2004). Or you may want to use an Internet search engine to research the city or town for the same information.

3. FamilySearch, Ancestry.com, and other popular genealogy websites often have vital records online as well. Be sure you do your Internet research along with your onsite research.

4. Determine which office within that locality is responsible for maintaining birth records. Again, this information can be found in your local library or by doing a search online.

5. Determine what forms need to be completed in order to request a copy of a birth record.

6. Determine what method of payment the locality will accept (checks, money orders, credit cards) and to whom checks or money orders should be made payable. Under no circumstances should you mail cash.

7. Write to the appropriate office to have your request filled. Be sure you type or print all names and addresses in the letter.

8. Give the following facts when writing for birth records: a) full name of person whose record is being requested, b) sex, c) parents' names, including maiden name of mother, d) month, day, and year of birth or death, e) place of birth or death, and name of hospital if known, f) purpose for which copy is needed, and g) relationship to person whose record is being requested.

The more information you provide, the easier it will be for the individual locating the birth record to know that it is the correct one.

9. Wait patiently for the copy of the birth record to arrive at your home. This may take from four to six weeks.

10. Place the valuable document into an archival quality “jacket” for safekeeping. It will be a valuable addition to your collection of family documents supporting your research.

Genealogy is a hobby that requires planning, research, diligence, patience, and meticulous paperwork. It is a great deal of work. But it is certainly worth it when you finally locate a primary source document such as a birth certificate!

Terry and Jim Willard hosted the ten-part PBS Ancestors series. They have researched their family history fifteen generations back on both sides.

Return to September/October 2004 issue of Ancestry Magazine