Permission to Copy

 

We may think little about what goes on behind the scenes regarding those wonderful, instantly-accessible historic documents we retrieve from resources such as Ancestry.com or FamilySearch.org. We somehow realize that someone had to grant permission for the genealogy organizations to access and digitize records from someone else's archives. But what went into that permission-granting process seldom appears on the surface of the exchanges we conduct, every time we look for an ancestor's paper trail.

I'm not here to provide the "MEGO" (My Eyes Glaze Over) blow by blow on just how that process unfolds—a process which, I suspect, has as many variants as companies signing the behind-the-scenes contractual agreements. I can, however, give a nutshell-sized vignette of how that series of agreements impacted me in my attempt this weekend to gain access to some old Polish genealogical records.

When I went looking for documents verifying the family details of my father's ancestors in the Pomeranian regions of northern Poland last fall, I found a frustratingly high number of records for which I could only view the transcript, not a copy of the actual handwritten record. The problem with such transcriptions is in that lack of access. To not be able to see the scrawl of the handwriting and check whether it was transcribed correctly—or completely—can hamper research progress. I wanted to see a digitized copy of the actual documents, not simply a transcription.

Finding any mention of such records on FamilySearch meant getting an error message informing me that, to see the actual document, I needed to go in person to a local FamilySearch Center. As I found out this weekend at such a center, that doesn't simply mean to physically sit in the library, tap into their wifi, and pull up the document.

"It depends on the agreement," the FamilySearch volunteer informed me. "Some agreements involve copyright issues."

I am looking for documents in the mid-1800s, I thought, being the grump that I am...but bit my tongue and didn't say. Obviously, this was a matter of more than simple copyright. Contractual arrangements can reach far beyond the date at which published material would enter the public domain.

Being instructed on exactly how I could proceed to the permission point, I began my work. I had about twenty documents for which I had gleaned the URL for quick access. Oh, no, that turns out: each document had to be accessed by a new search, then pulled up on the center's own computers, the transcribed record printed, then brought up on another screen by the volunteer, who would then access and carefully cut and paste the document into another file for printing.

By the time I had to leave that day, I had about five actual documents printed up, with far more to complete than I had time to access. In the meantime, I gained a few insights. First, don't batch work in piles so high, they can't be dispatched in a matter of a couple hours; this wears out volunteers, not to mention, welcome mats. Second, leave margin for unexpected discoveries. When I finally was able to look at the actual document for one of my Zegarski ancestors in Czarnylas—a line item in a baptismal record—not only did I find the relative I was seeking, but stumbled upon names of family members in other entries included on the same page. Cousins! In a small village, that type of serendipity can happen. And third, don't assume the routine that makes the most sense from your vantage point will be the one that makes sense to the people who set up the system.

Now that I've got a clearer picture of how that system operates, I'll be making more frequent—but less lengthy—visits to my local FamilySearch Center to gain permission to access the rest of those twenty-something documents. In the meantime, I'm scouring the documents for all the details I can glean—including those surprise appearances of collateral lines in this Polish ancestry.