Hi there, i’m completely new to Gramps and and trying to get my head around how to add best add vital records (such as a birth certificate) that I have ordered from the GRO [General Register Office in the UK] but which I physically hold a copy of in my personal files.
So far I have used the Forms Gramplet for ‘UKbirths’ to add birth information.
My question is, how can I record the fact that I have a physical copy of the record. I would like to note this somewhere so that I know I have it, and where to find it if I need it. Is that best done with a seperate source and repository?
I add a Capital C at the end of the citation Vol/page.
It always shows up in the citation listing.
The GRO would be one repository. You could use the ordering information for the call number. This is the repository that others could access when validating research that you share.
Then create another Repository that represents your personal fond where the call number identfies how to locate that particular physical (or digital) copy of the source. This is the collection that you access when doing a deeper dive into a tree data… or when collaborators visit you.
So… single source but having 2 repositories.
Add two repositories for the source, one for the archive where the original is, and one for your home archive…
Add the additional “location” as a formatted citation string e.g. APA, that point to your home archive in a note for the citation you use…
Thank you! I hadn’t thought about two repositories for one source. Currently i’ve got it structured like this:
- Repository: GRO
- Source: England and Wales Civil Birth Registry
- Citation: Registration for John Smith
If I added two repositories, I assume that would imply that all the sources can be found in both repositories.
In reality, some are only found in my personal fond (eg ones passed down to me) and some were only found at the GRO (eg ones i didn’t order physical copies of).
Not sure if that makes sense?
You only add the repository to a source when that source is available there.
So… assume that there are UK birth certificates for 3 people: 1 direct ancestor and 2 collaterals. You located GRO ordering information for all 3 but have received 1, are waiting for delivery of a closely related collateral’s and determine the 3rd is probably too distantly related to be worth the expense.
So all 3 will have a GRO repository Call Number. The direct ancestor will also have a “Jathwawi Fond” repository call number. And the one you’re awaiting has a Call Number in “Jathwawi Fond” repository of “Order# GRO 1234-5; due 05-Aug-2025”
The other collateral source will not have a 2nd “Jathwawi Fond” repository record, just that 1st GRO Repository Call Number.
Or… maybe you didn’t look up the GRO ordering information for the hardcopy of the Birth Certicate that you inherited. So it has no GRO Repository record, just a “Jathwawi Fond” Repository record.
I have created generic sources; Birth Record, Death Record, etc that have me as the repository. You can attach these to the Media record’s S/C putting information about how/where you store the physical copy in the citation’s volume/page.
I assume you have scanned the documents and are attaching the image record to the citation.
You should only add two repositories—or one or the other—for those sources where it is actually relevant to this type of configuration.
You can assign multiple repositories to any source, just as you can link many sources to a single repository.
If you have multiple citations referencing a source that exists in several repositories, you can reflect the correct repository in the citation string.
I always use a full APA-formatted citation with location details when adding citations. The same applies to both sources and repositories.
Alternatively, you could create two separate sources: one for the copy you have at home, with your personal archive as the repository, and another for the official original located in the institutional archive.
The important thing is to record where both the original and the copy you used can be found—if you have that information.
The only advice I would give is to use one consistent citation standard throughout your research. And if that standard isn’t a known format, like APA, then document the elements clearly in a supplementary document that you include with your research.
This might be made more generic… from “pre computer” to “before photographic reproduction”.
Original documents typically remained a the local registering authority. Then were transcribed into local collations and summaries. And then those transcriptions were transcribed (or summarized) again for regional archives. And transribed again for national archives.
Clerical errors were inevitably introduced at each point. (Including the original document.)