APG Code of Ethics - Part 5

5. Support initiatives that preserve public records and access to them.

This seems to be an odd item to include in a Code of Ethics – after all, it is not always possible for all members to do this, for various reasons. But sometimes the best way to understand the wording of something is to present it in its negative form:
“Do not undermine initiatives that preserve public records and access to them.”

While you may not be able to go to Sacramento (for us Californians) or Washington, D.C. (in the case of Federal issues); or you may have other circumstances precluding you from writing representatives in Congress, etc. (due to restrictions placed on you by other situations), simply not trying to thwart such activities would be adhering to this Code item.

Initiatives that are presented to the public (regarding these issues) are vital to our progress as genealogists and historians. Understanding them is of paramount importance.

Jean Wilcox Hibben, PhD, MA, CG(sm)
President, SCCAPG

APG Code of Ethics - Part 4

4. Advertise services and credentials honestly, avoiding the use of misleading or exaggerated representations; explain without concealment or misrepresentation all fees, charges, and payment structures; abide by agreements regarding project scope, number of hours, and deadlines and reporting schedules; keep adequate, accessible records of financial and project-specific contacts with the consumer; and refrain from knowingly violating or encouraging others to violate laws and regulations concerning copyright, right to privacy, business finances, or other pertinent subjects.

Number four is the longest of the eight items on the Code of Ethics. I think it is also the easiest to address, particularly because the information provided is already so complete.
Where do you promote your service(s)? On the Internet? In magazines or other publications? Make sure your information is up to date and that you review (and rewrite?) your biographies in the various places where they appear (your press release; the APG and SCCAPG website; your own website, Facebook® page, etc.). Schedule a day to review these things (first day of every month, or whatever is appropriate, depending on your circumstances).
As for the fees and scheduling of projects, it seems obvious to me how this can be handled: have a detailed contract and abide by it. If something changes (e.g., the length of time for the project – and this includes presentations) revise the contract and forward it to the booking agent or client, requesting an initialing of the change. Stay in contact with the person or group that has hired you to provide a service (or product); touch base with any changes you encounter and request that the people hiring you do the same (obviously, you can’t control that). Be specific about what are chargeable items (do you charge for phone conversation time with the client? mileage to and from the speaking venue? etc.). If you offer something for no charge (use of your own projector, a disc of the project findings, etc.), make sure that is also clear so that there are no surprises or unmet expectations.
Regarding the last section, the legal issues, it seems simple. But consider the subtleties: how often have you been asked, in a Q/A after a presentation, about how to accomplish something that you know is against regulations? How do you respond? For example, it is easy to pass it off as a non-issue, if asked if a quote from an old source can be used in a personal genealogy when the author of the original is not accessible. We have a responsibility to educate the people who hire us, who may not be aware of copyright laws and unethical practices in that area, to follow the regulations as mentioned in the last words of item four above. If we don’t inform those who enlist our services, we are guilty of the sin of omission if the hiring entity violates the rules. And, of course, we must be informed about these elements of our profession, including the importance of not lifting the work of other genealogists and claiming it as our own. Get written permissions. Cite sources. But you already know that. Probably the people who need this information are not reading this. Sigh.

Jean Wilcox Hibben, PhD, MA, CG

National Archives and Records Administration, Pacific Region, Riverside

When I started really getting involved with genealogy, I was living in Santa Ana, California and it was 1979. I had papers and pictures all over the dining room table and was anxiously trying to piece together what I had with what I knew in order to figure out what I needed. A friend came by and saw the mess and suggested that the National Archives would be a good place to go for immigration documents and census records (this was long before the Internet, when finding images on a census meant a lot of cranking). I had not heard of this place (I had gone to the Los Angeles Genealogy Library – in the years before the Mormon Church adopted the term “Family History” – and was familiar with searching the census, but since we had moved to Santa Ana from Hollywood, that was no longer a convenient place to go). I was thrilled to learn that the National Archives was just down the freeway in Laguna Niguel. I started making fairly regular visits to the location until life got in the way and I had to postpone further research in favor of finishing my college degrees and making some money.

Fast forward to 1999, I was living in Riverside County and had again taken up the endless search for my ancestors. Both parents were gone and now I was on my own (though I’d gleaned from them a number of details about their lives and they had left all the documents, photos, and family memorabilia to me). The National Archives was so far away at this point in my life, but the Internet was right in my home. I researched there and at the Corona Family History Center, but knew something was missing for local exploration. You can imagine my excitement when, a couple of years later, I heard that the Archives would have a repository just a short way from my home. The excitement was short-lived when I learned that it was not to be a research facility. And then everything changed.

I know that my friends in Orange County are frustrated because the Pacific Region of the National Archives and Records Administration has left their neighborhood and relocated to Riverside County (its zip code is the same as for Perris, but it is far from the city of Perris). The moment I heard that they would be about 10 miles from my home, I started bugging the folks (this being about nine months before the actual move and re-opening to the public): I wanted to volunteer. One person sent me to another, but eventually I got to someone who would listen. We met. I bugged him. I called him. I emailed him. Finally they were ready to set up their volunteer staff (now all the paperwork, security check, etc. was to begin). I was approved as a volunteer just a week before heading off on a four-week genealogy trip! They held the spot, however, and I have been with the Riverside facility as a (as close to) weekly (as possible) volunteer since September 2010. I am grateful that Kerry Bartels didn’t ban me from the location as a potential stalker, considering how much I kept popping in before finally being signed on!

Most of the local Southern California societies have heard Kerry speak – at seminars, classes, and society meetings. He is a dynamic speaker, but also amazingly knowledgeable. I think I know a few things, but every week Kerry teaches me more. And he is the most patient of teachers. If you visit the NARA facility in Riverside, do not hesitate to ask for his help. There are about four to six volunteers there who are qualified to assist researchers, but the facility wants more (hint, hint). The major problem: it’s so far off the beaten track (but, honestly, just off the I-215 in Riverside County – see map). And many don’t know what is housed there (sorry, I don’t have that much space here).

At this point, I am going to refer you to my personal blog where I occasionally discuss various microfilmed records that are housed that the National Archives, Pacific Region, Riverside County: . Here you can read how to navigate the NARA website to learn about what films are housed in which facilities. It takes you, step-by-step, through the search process and, even if you are not looking for a film in the Pacific Region, Riverside, it can assist you in finding where the film is that you seek.

The Riverside County building is located at the end of a cul-de-sac at 23123 Cajalco Road (this road is actually parallel to a section of Cajalco Expressway, the exit from the I-215 freeway). To access the Road (as opposed to staying on the Expressway), go South on Harvill (that’s where the Jack-in-the-Box is located – essentially the only place for lunch in the general area of the Archives). From Harvill, turn right (west) on Cajalco Road and take it to the end. Towards the left side of the cul-de-sac is a driveway and a tiny sign telling you that you need go just a little further to the Archives. (Most GPS units will get you to that spot, but because it is so well camouflaged, it is hard to realize that you have arrived!) There is a “check in” booth where you ring the notification bell and when you are asked “May we help you?” just respond, “genealogy,” and you will be granted entrance.

There is plenty of parking and, if you are like me and occasionally drive an over-sized vehicle, there is a lot of room . . . don’t hesitate to enter the parking lot. Entrance to the building is a short walk from your car (no need to concern yourself with a long walk, as I vividly remember from my Laguna Niguel researching days). And parking is free. Once in the first set of doors, you will be “buzzed in” to the lobby (note: once you have made your presence known at the parking lot gate, someone will be waiting for you to walk up – I recommend that, if you plan to organize a lot of things in your car before coming in, that you do so before getting buzzed in at the gate . . . the receptionist is waiting for you).

There is no need to make a reservation for coming in to do research, but if you wish a tour of the facility (this is usually done in groups), please call to arrange that in advance (951-956-2000). I remember in the Laguna Niguel building that we were not allowed to bring in cameras or have cell phones turned on. They are not as strict here (at least, not in the main research area – the secured viewing room is a bit different). In fact, you are permitted to take a camera in to photograph pages of a book or even images on the microfilm readers, but ABSOLUTELY no flash photography is permitted. Oh, and getting a cell signal in the research room is virtually impossible! That’s OK, conversations should be taken into the lobby or even outside, for courtesy’s sake.

There are nine or ten computers in the main research room; all of these are linked to the Internet and give patrons free access to Ancestry.com (Institutional version), Fold3 (formerly Footnote), and HeritageQuest. All copies made from the computers are free (your tax dollars at work), but any copies made from the microfilm scanner machine (which, sadly, makes very poor renditions) cost 50 cents each (honestly, I get better copies with my digital camera, taking right from the microfilm image). There is no arrangement for transferring microfilm images to a flash drive, hard drive on a computer, or email program to send to yourself.

The facility hours are 8:00am to 4:30pm, Monday through Friday, and the same hours on the first Saturday of each month. As one can expect, that first Saturday can be very crowded so, if you have the freedom to select a week day, that is recommended. Mondays tend to be busiest (perhaps people have met with relatives over the weekend and have much to research). As with many research facilities, there is an equipment usage limit, if others are waiting: 30 minutes.

Microfilm holdings focus on Native American records and other government documents for those in Southern California, Nevada, and Arizona. That does not mean there are not additional records as well (see my website for articles on that, as mentioned earlier, as well as the description of the facility at ).

Suggestion: if you are planning for a day at the Archives, arriving in early morning and staying all day, consider bringing your own lunch (there is a lovely lunchroom that you are welcome to use, as well as an open-air patio; microwave ovens, refrigerators, and ice are all available, as are some snack machines). The closest lunch locations, though only a few blocks away, are fast food and what you can get at gas station quick-marts, as well as one pizza place (that I cannot vouch for, as I have never tried it).

Food and drink are not permitted in the main research room, but lockers are provided. They take a quarter to use, but that is refunded when you remove your items and leave (and the receptionist always has some quarters, if necessary). Lockers are large enough for coats, umbrellas, books, etc. but book bags and computers are permitted in the main research room (unlike some other Archives facilities).

If you are looking for a friendly place to spend a research day, I don’t think you can beat the National Archives and Records Administration, Pacific Region, Riverside. And if you have discovered that this facility has something you need, but coming to Riverside is out of the question, you can email them for a free look-up: But be patient. It is usually Kerry who gets these assignments and he is one busy man!


Submitted by:

Jean Wilcox Hibben, PhD, MA, CG

Research Location - Huntington Beach Central Public Library

Huntington Beach Central Public Library: http://www.hbpl.org/
7111 Talbert Avenue (at Golden West Street), Huntington Beach, CA 92648
(714) 842-4481

The genealogical collection is on the Lower Level and includes almost 19,000 books and periodicals. The collection is developed and maintained by the Orange County California Genealogical Society (OCCGS) and open to the public during regular library hours, but staffed with volunteers only on Mon thru Fri 10 - 2.

Want to bring a group? Contact Joan Rambo ~ KinKatcher@aol.com ~ to assure a volunteer will be there to assist you, plus learn about other amenities such as the coffee shop in the library etc.

OCCGS also maintains a Surname Index Card File containing not only names, but dates and locations of ancestors plus how to contact submitters. The genealogy collection includes a complete set of the NEHGS publication The Register, and a multi-volume index for same; a set of the American State papers; the Dooms Day set, and two sizable sets of books on Mayflower families and descendants.

Heritage Quest may be used in the library by the public, or from home with a Huntington Beach library card.

Hours: M 1-9, T,W,Th 9-9, F & S 9-5. Closed Sundays and holidays. Check library website for any additional closures.

APG Code of Ethics - Part 3

3. Promote the trust and security of genealogical consumers.

First, what is a “genealogical consumer”? This could be the person who reads genealogy articles and books you wrote, a member of a society who has booked you to present, a client for whom you have done research or other work (heir finding, translating, consulting, etc.). It doesn’t take long for someone who writes untruths to be “revealed” to the genealogy community. The same happens with people to impart incorrect information in presentations or client reports. The “bad stuff” is quickly identified and people soon learn whom they cannot trust. (Bad news travels fast.) But what about the other side of the coin?
We get known for both the good and bad we do, but it takes longer for the positive stuff to be told. That is probably because many expect us to be trustworthy and honest. Besides that, though, many of the recipients of our information are new to genealogy and don’t recognize whether something is right or wrong. Editors often catch the errors in written work, but where are the editors for speakers? Or for the client reports? We have to be our own editors, checking and double checking our information to make sure it is both accurate and up to date (has that website changed? disappeared? Is the book you recommended still being published? The organization you mentioned – does it still exist?). This pertains to the handouts/syllabus material we provide, too. We need to remember to check the sources again (yes, again) to make sure they are still pertinent and available. When we give incorrect information, we lose the trust of the genealogy consumers: if we are wrong with a website URL, what other information we provided is wrong, too?
It is difficult to be pro-active in promoting the trust and security of genealogical consumers, but it is not difficult to avoid the opposite. If we do all we can to be honest and trustworthy, proofreading, editing, and reviewing all our output, then the “trust and security” should be the result. You may never know it, but you sure will know that the consumers don’t trust you if you don’t take the extra time to ensure these simple steps are taken.

Jean Wilcox Hibben, PhD, MA, CG
President, SCCAPG

GSNOCC Seminar - Saturday, March 10, 2012

APG Code of Ethics - Part 2

APG – Code of Ethics Blog Discussion

2) Present research results and opinions in a clear, well-organized manner; fully and accurately cite references; and refrain from withholding, suppressing, or knowingly misquoting or misinterpreting sources or data.



This item deals primarily with the final product a client receives from the genealogy researcher, but can also apply to those doing translations, searching for heirs, writing articles, and even presenting to societies and at conferences. Let us examine this from these different directions, considering what types of circumstances might lead to the inadvertent (or even blatant) violation of this second article in the Code.

Certainly we want our reports (articles, presentations, etc.) to be clear and well organized.
After writing your report, article, etc., review it for clarity and organization. Better still, have someone else go over it or listen to it (if it is a presentation) to help you identify any areas that are unclear or where you may jump from one subject to the next without making the transitions needed.

Obviously (at least, I think it is obvious), the citation of sources requires careful attention. Are the sources you cite clear? Could others locate the same references? Don’t forget the “other” types of references (i.e., identification of sources that were interviewees, citations of citations, etc.). If you find information on a website that cites another source (possibly one not available to you because it was a private source or is no longer in publication), it is important to cite both the secondary source (where you got it) and the primary source (where the secondary source got the information). You should never cite the primary source as if you had acquired the information directly from it (even though you have the reference data so that you *could* do this – it is unethical to do so). Your citation needs to be clear enough for anyone to read your report, handout, article, etc. and be able to find that same reference. If it is not available to the general public (e.g., you have access to a private manuscript or it is the result of your personal interview of someone who may no longer be living or who wishes not to have his/her personal information available to others), that inaccessibility must also be clarified.

Suggestion: If you have located information from a website that is no longer operational, check to see if the data has been reproduced on another (reputable) source (i.e., not just someone citing the same out-dated website you found in the past). Again, if you cannot locate the material so that someone else could retrace your research steps, at least make it clear where you obtained it and how it is considered to be a credible source. Ideally: whatever evidence you are providing from this source should also be backed up (referenced) in another source as well. This, of course, is always advisable: more than one source for a single event provides a much better “argument” than just one document, article, etc. (Think: there is safety in numbers.)

Is there anything missing? Obviously, for those of us whose major focus is presenting to societies and at conferences, we already know we cannot be complete in everything. After all, we have only so much time allotted so it is almost a given that something will be omitted. How do we do that without violating this item in our Code? That is what the handout is for! Include reference information where the complete material can be located and be honest in presenting, referring to that part of the handout/syllabus document so that the attendees know that there is more, but that they have to take some responsibility to find it. For example, there are a number of reasons that America was embroiled in the Civil War. As a presenter, it is my responsibility not to simplify the cause, but to be complete. But time may not grant me the opportunity to be so thorough, so being clear that all the reasons for the War can be found in greater detail at XYZ website gives me some “wiggle room” without being accused of being incomplete. If I fail to do this, I lose credibility and may find myself the embarrassed recipient of a negative evaluation or blogged review! (While I could also be reported to the APG PRC for violation of this item, unless I have consistently been inaccurate in my presentations, I am not likely to receive more than a letter of reprimand.)

I think the part about not knowingly misquoting or misinterpreting material is self-explanatory. We all make mistakes. Sometimes we are given erroneous information (and sometimes clients provide us with that very thing, hopefully accidentally and not on purpose), but to knowingly quote material out of context or refusing to thoroughly examine conclusions reached by other researchers or scholars points to a failure on our part, especially if the claims seem to be unfounded or off the wall. Check further.

A reason people do not engage in thorough research: time. The client wants everything done for under $Y. To be complete in the examination will mean an additional two or three (or more hours), putting you over budget. Result: Client receives incomplete information, ending with a complaint to the PRC. How do you avoid this? When you realize that the report requires more time, communicate with the client. Perhaps you can come up with a compromise and settle for a little more money from the client, but maybe still less than your time really warrants. Or give the client the information about the sources that will lead to “the rest of the story.” Be clear that the time and budget for the project does not allow you to give the details on everything that is available so you are giving the individual information to further the research. This is not like a recipe that one alters (omitting an ingredient in order to appear the better cook). It is essential that the information provided will permit the client to continue the research, even if it means hiring someone else. Being complete in this manner will save you the inconvenience (and possible suspension from APG), but you will also proceed, knowing that you are an ethical genealogist whose work is beyond reproach, and that just might bring you more work.

(Note: in the last example, the same holds true for articles – where space is the major issue – and presentations – where time is of the essence.)


Jean Wilcox Hibben, PhD, MA, CG
President, SCCAPG