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Following the Trail of Evidence: How to Write About it Effectively

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By Esther Melander, AG®

Any research project will begin with a research objective and background information. The background information will contain key details of the research focus, such as names, vital dates, and a location or two. A genealogist will take that information and create a research plan, identifying key record collections to learn more. A genealogical trail develops as the researcher builds on newly discovered information, leading to additional record collections to search.

The research process is multifaceted. It relies partly on the researcher having the knowledge and understanding of record types and local history. But it also relies on evidence analysis, an important skill for genealogists. The researcher will analyze the presented information or a specific source, identify key details, interpret the results, and then determine the next steps. A researcher may not know all of the possible record collections or types in a location, but they know how to find and learn more about what is available.

Case Study

This case study about John Henry Eaton illustrates the process, beginning with the research objective. Very often, a research objective contains client-provided details with few, or maybe no source records. The information may not be entirely accurate, but it is the starting point for the research. For example:

The objective of this research project is to identify the parents of John Henry Eaton. John Henry was born on 16 March 1882 in Lauderdale County, Alabama. He married Hautie Lou Smith on 30 July 1899 in Loretto, Lawrence County, Tennessee. John Henry died on 16 April 1956 in Florence, Lauderdale, Alabama.

From here, a researcher will develop a research plan based on known and unknown information. They will answer the questions:

  • What do I know?
  • How do I know it?
  • What do I want to know?

It can be difficult to know how to start and what to do next. Many researchers will develop a research plan by consulting research reference guides [or sources], such as the FamilySearch Research Wiki and guides like the Local History and Genealogy Research Guides at the Library of Congress. These resources will identify record collections, explain record availability, and provide the historical background of any events that could have impacted record creation. The FamilySearch Research Wiki includes articles that explain different record types, such as census records, death certificates, and immigration records. Each record type provides different types of information, so it is important to know which records will help answer the research objective.

In short, the researcher has to spend time doing background research before jumping into the actual research for the objective. The background research will guide the researcher in developing a research plan by:

  • Knowing record availability in the locality
  • Identifying available record types that will answer the question

What do you know?

The objective of this research is to identify the parents of John Henry Eaton (1882–1956). To establish a credible baseline, we begin with the following known facts provided by the client:

  • Name: John Henry Eaton
  • Birth Date: 16 March 1882
  • Birth Place: Lauderdale County, Alabama
  • Spouse: Hautie Lou Smith
  • Marriage Date: 30 July 1899
  • Marriage Place: Loretto, Lawrence County, Tennessee
  • Death Date: 16 April 1956
  • Death Place: Florence, Lauderdale County, Alabama

The “Recent-to-Past” Principle

One helpful methodology that can save time is to use the “Recent-to-Past” principle. A common tactical error for novice researchers is attempting to begin at the subject’s birth (1882). In Alabama, centralized birth records did not exist in the late 19th century. Instead, we start with the most recent event—the 1956 death. Modern records are legally standardized and far more accessible. By starting the research in the 20th century, we extract the necessary clues—such as names, dates, and locations—to bridge the gap into the less-documented past.

The FamilySearch Research Wiki for Lauderdale County, Alabama Genealogy lists death-related record collections. This includes a collection of Alabama death certificates. The article explains Alabama mandated the recording of deaths at the state level starting in 1908, reaching general compliance by 1925. Because the subject’s death occurred in 1956, we can be certain that a state-level death certificate was a legal requirement. This justifies a targeted search of the Alabama Deaths, 1908-1974 record collection at FamilySearch.

The FamilySearch Research Wiki article on United States Death Records has a section about Death Certificates. Death certificates can provide an essential list of important details about the deceased, including the names of parents. The article lists additional sources that could be useful, including the Social Security Death Index, Obituaries, Cemeteries, etc. By spending time between the locality research and record type research, a list of record collections can be added to the research plan. Additional record collections can be added to the plan, moving backward in time for each life event.

Starting Research

The background research for John Henry Eaton led to the development of a research plan with a list of record collections. The first record collection identified to search was Alabama Deaths, 1908-1974, to find a death certificate for John Henry Eaton. The search yielded the Certificate of Death for John Henry Eaton (File No. 7701).1 The document provided several key data points:

  • Birth Date: 3-16-82
  • Death Date: 4-16-56
  • Subject’s Birthplace: “Lawrence Co Tenn”
  • Father’s Name: William Eaton
  • Informant: William H. Eaton (Address: Florence, Ala.)

Evidence Analysis

As each record collection is searched, records are analyzed to identify information that answers the research question. The researcher will also look for clues that could lead to additional records. This means the research plan can be modified to add or remove collections as needed. In this research scenario, this analysis might look like this:

Analyzing this record, I see an immediate red flag regarding informant reliability. The informant is William H. Eaton. What is his relationship to John Henry Eaton? Most likely, William H. Eaton is a relative because he has the last name of Eaton. He lives in Florence—the same city as the deceased—suggesting proximity. Yet, when asked for John Henry’s mother’s name, he responds with ‘D.K.’ (Don’t Know). How is it that William H. Eaton knows John Henry’s father, but not his mother? The death certificate states John Henry was buried at Stoney Point. Perhaps there is a cemetery record. I should look at Find A Grave for a memorial for John Henry Eaton.

The research then continues by searching the next record collection, analyzing the evidence, adding to the research log, updating the research plan, if needed, and so on until record collections have been exhausted.

The research plan for John Henry’s parents proceeded forward by next looking at Social Security records. Following the Social Security Act of 1935/1936, the SS-5 application became an important source of direct testimony. Unlike a death certificate, the SS-5 is a primary record where the individual likely provided their own parental information.

The Social Security Claims Index (SSN 416-28-5446) for John Henry Eaton revealed the following:2

  • Application Date: April 1941
  • Birth Date: 16 Mar 1882
  • Birth Place: Green Hill L, Alabama
  • Father: William J. Eaton
  • Mother: Rhoda A. Pelt

At the time of this application in 1941, John Henry was 59 years old. John Henry most likely reported his parentage, even if he was assisted in filling out the application. While the information was recorded decades after his birth, John Henry is a vastly more reliable source for his mother’s maiden name than the informant on his death certificate fifteen years later.

With two record sources, John Henry’s parents have been identified as William J. Eaton and Rhoda A. Pelt. While these two records alone aren’t sufficient to draw a firm conclusion, they serve as a starting point for uncovering additional evidence. For example, the research plan could be expanded to include a search of marriage or census records for William J. Eaton and Rhoda A Pelt.

Report

After completing the research, it’s essential to deliver a clear, written summary to the client outlining the conclusions drawn from the evidence. A written conclusion should demonstrate the chain of evidence, where the report briefly explains what was found and why it was important. For example, the report might include a paragraph like this:

The conclusion that William Jasper Eaton and Rhoda Emily Pelt were the parents of John Henry Eaton is established through a linked chain of evidence beginning with his 1956 death. While the Alabama death certificate provided the first evidentiary link by naming ‘William Eaton’ as the father, the informant was unable to identify the mother. To resolve this, the research transitioned to records where John Henry served as his own informant, specifically his 1941 Social Security application. This record provided the vital ‘missing link’ by explicitly naming both William J. Eaton and Rhoda A. Pelt.

When writing up results, consider these elements:

  • Identify the “Trigger”: State what specific piece of information in Record A (e.g., the father’s name) made you look for Record B.
  • Address the Gaps: If a record is missing, explain that the “jump” to the next record was a necessary strategy to bypass that specific historical hurdle.
  • Highlight the Informant: Note who provided the information in each link of the chain, as this explains why certain records are considered more authoritative for establishing proof than others.
  • Resolve Conflicts: Spend time identifying information that may disagree between records. Explain why it is or is not important.

A successful research project begins with background research in the location, record collections, and record types. A research plan is developed by listing the record collections to search that will help answer the research objective. As records are analyzed, key information is extracted, evaluated, and logged. From there, the research plan may be adjusted by adding or removing record collections to search. Once all the research collections have been exhausted, a written report explains the chain of evidence, linking the records together to form a strong conclusion.

The rest of the story…

John Henry Eaton’s parents were William Jasper Eaton and Rhoda Emily Pelt/VanPelt. The only documentation that supported the conclusion came from records created later in John Henry’s life. John Henry was born in 1882, after the 1880 U.S. Census. His mother died when he was four years old in 1886. If the 1890 U.S. Census had survived, John Henry would have been listed with his father and stepmother, Mariah Hannah Smith. John Henry first appeared in the 1900 U.S. Census with his wife, Hautie Lou. This means there was almost no opportunity for John Henry to have appeared on a record with his parents from his birth until his marriage in 1899. Despite the difficulty, it was necessary to work the research plan and check each record collection, starting with his death and working backwards in time, to do thorough, exhaustive research.3

Sources

  1. “Alabama Deaths, 1908-1974,” entry for John Henry Eaton, no. 7701, 1956, Lauderdale County, Alabama; digital images, FamilySearch (https://familysearch.org : accessed 30 June 2023).
  2. “U.S., Social Security Applications and Claims Index, 1936-2007,” entry for John Henry Eaton, SSN 416285446, Birth 16 March 1882, Lauderdale County, Alabama; digital images, Ancestry (https://ancestry.com : accessed 17 April 2026).
  3. Esther Melander, The Four Generations of the Eaton Family in Alabama: from Gracie Cleo Eaton, John Henry Eaton, William Jasper Eaton to William Jasper Eaton (Esther Melander: Idaho, 2024).
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Exploring Genealogical Resources in the United States Southeast Region

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By Esther Melander, AG®

Accredited genealogists are awarded a credential by demonstrating research expertise in geographic regions. ICAPGenSM provides regional guides for all testing areas. These guides describe record types genealogists should know well when preparing to take a regional accreditation test. While some early historical records may be written in other languages due to shifting political control and diverse cultural representation—including Spanish, British, and French influences—there is no language requirement for the Southeast region because the vast majority of records are in English

The Southeastern United States is a complex and interesting region. The history of the area began in colonial America and expanded with the westward migration in search of land and opportunities. The U.S. Civil War, Reconstruction, and the Civil Rights Era all created important record collections for the region. Understanding these resources is key to preparing for accreditation through ICAPGenSM in this region.

Regional Resources

Resources, or record types, are divided into three categories for ICAPGenSM: Must Know Very Well, Good Working Knowledge, and Some Familiarity. According to the United States Southeast Regional Resources Guide, key resources include: 

Must know very well:

These resources are usually checked for information before diving into more unique record collections because they provide vital data and familial links. They are common across the United States, but coverage can vary widely in the Southeast region due to considerable record loss in some counties. Researchers must know the coverage, accessibility, and data for each record type. For example, Alabama began recording births and deaths in 1908, but general compliance for births began in 1927 and deaths in 1925. Confederate Pension records can provide a birth date or marriage date that may not be recorded in other records.

Record types in this category include:

  • Census Records – Federal, state, and specialized census schedules
  • Vital Records – Births, marriages, deaths (availability varies by state and era)
  • Land & Property Records – Deeds, plats, tax lists
  • Probate Records – Wills, inventories, estate settlements
  • Military Records – Service files, pension, and bounty land applications
  • Naturalization Records – Declaration of Intention, Petition for Citizenship, Oath of Allegiance and final papers.

Good Working Knowledge:

After the more common resources have been checked, researchers will begin to check records that may fill in the gap when others are missing. The coverage and accessibility can vary more than the previously mentioned record types because they were significantly impacted by historical events. For example, the Civil War and Reconstruction era interrupted the creation of some record types such as newspapers. In many localities, newspapers stopped publication during the Civil War due to paper shortages. In another example, some localities did not record marriages as courthouses essentially ceased normal operations during the war, or were burned. A researcher should have a good working knowledge of the kind of information that can be found in these records, as well as their availability. 

Record types in this category include:

  • Bible Records
  • Biographies
  • City Directories
  • Court Records – civil, criminal, guardianship
  • Church Records – baptisms, marriages, burials
  • Emigration, Immigration, and Migration Histories – local, county, family, and state
  • Maps, Gazetteers, and Historical Geography
  • Newspapers
  • Obituaries
  • Tax Records

Some Familiarity:

The researcher should have some familiarity with resources that are more difficult to obtain or may not contain rich vital data. Despite these challenges, they can still answer important genealogical questions and provide historical context. One important collection in the Southeast region is from the Freedman’s Bureau. These records are a rich resource of the formerly enslaved, though the records can be daunting due to their depth and variety. Local published histories and manuscripts may provide additional historical insight of the events and locations of an ancestor.

Record types in this category include:

  • Adoption Records
  • Ethnic and Minority Records
  • Manuscript Collections
  • Voting Records

Research Strategies

To be successful in this region, it is important to know when vital registrations began in each state. Church, probate, census, and tax records will be important resources for finding vital data where official vital records are lacking. Not all record collections are digitized, so a network of local researchers will be important in finding that elusive record.

The mix of early colonial beginnings and later historical events in the Southeast United States creates a challenging but rewarding area for research. Descendants earlier people in this region are particularly keen on learning about their origins, and genealogists who thoroughly understand the history and available resources of the region are ready to help.

State Regional Repositories & Archives

Alabama

Finding and accessing records in Alabama can be a challenge due to record loss in many counties. Some county records are not available online and may require visiting archives in person. Despite the challenges, many Alabama counties have active historical and genealogical societies with unique collections that can help researchers find that elusive ancestor.

Key archival resources include: 

  • Alabama Department of Archives and History (ADAH) – The premier repository for state records, vital registrations (post-1881, with exceptions), land grants, military service records, and early newspapers. The archive has some digitized collections available for viewing on their website, including a digitized collection of Civil War and Reconstruction era newspapers.
  • County Courthouses – Deed books, probate files, court minutes, tax lists, and more are held at the local level and often require onsite visits or written requests. Many county records have been microfilmed or digitized but many are not available to view online at the time of this writing.
  • Historical & Genealogical Societies – Groups like the Alabama Genealogical Society maintain indexes, newsletters, and research guides that help interpret local records. Many counties have at least one historical or genealogical society with record collections unique to the county.

Florida

Florida presents a unique blend of Spanish colonial, British, French, and U.S. territorial records, with access points that range from state archives to local repositories. 

  • Florida Memory State Archives – Extensive collections of pre-20th-century documents, including military rosters, Spanish land grants, and early court records.

County Record Centers & Libraries – These contain deed books, marriage licenses, tax records, and local newspapers.

Georgia

The Georgia State Archives has been diligently digitizing and making record collections available online. They host a regular seminar highlighting record collections by local experts that can be viewed on the Georgia Archives YouTube channel.

  • Georgia Archives & Virtual Vault – A valuable online portal to digitized state records, including wills, military rosters, colonial estate records, and land lotteries. They also have county maps that were created between 1866 and 1935 that can be useful for locating property and other important geographical locations.
  • Digital Library of Georgia – Offers searchable collections from libraries, archives, and historical societies statewide. Their fantastic collection entitled “Georgia Historic Newspapers” is keyword searchable.
  • County Courthouses – County boundaries frequently changed in early Georgia, so it is important to know the county history to search in the correct courthouse.
  • Local Societies – check societies for transcribed records, cemetery inventories, and specialized research help.

Mississippi

Mississippi has interesting record collections housed at the Mississippi Department of Archives and History. One valuable collection is the Mississippi Enumeration of Educable Children from 1850 to 1957, which can be used to connect children to their parents.

  • Mississippi Department of Archives and History (MDAH) – A central hub for genealogists, offering land records, probate files, indexes of vital statistics, and manuscript collections.
  • Chancery and Probate Courts – Vital for wills, estates, property transactions, and family settlement details down to the county level.
  • Genealogy Societies – The Mississippi Genealogy Society and local chapters provide county surveys, cemetery listings, and newsletters.

South Carolina

South Carolina has record collections from its time as a colony, including early land records, such as Royal Land Grants. Official government vital records did not begin until about 1918. Before this date, birth, marriage, and death information can be found in church records, family bibles, or newspapers.

To pursue ICAPGenSM accreditation in the Southeastern United States, a genealogist must develop a solid understanding of the region’s historical context — particularly how major events such as the Civil War disrupted or reshaped recordkeeping practices.

Begin with mastering key sources, including census records, vital records (births, marriages, deaths), land transactions, and military documents.

Next, look for more difficult records — such as newspapers, church registers, and manuscript collections. These may provide critical details when standard records are incomplete or unavailable.

While the Southeast presents unique challenges due to inconsistent record survival and regional variation, it also offers rich opportunities for meaningful discoveries, making it a rewarding area of focus for dedicated genealogists.

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