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Taking care of your family archives

Lunette Lourens has added a further part to her interesting and useful article, discussing Packaging requirements and options for your family archives.  This article is intended to provide simple and practical guidance to anyone who is looking after their family heritage. 

1 What are family archives?
2 What to keep
3 Taking care of the physical condition of the archives
4 Packaging requirements and options for your family archives
5 Storage environment for your family archive
6 Arrangement of your family archives

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CPUT - successor to GISA

The collection of books formerly housed in the Genealogical Society of South Afric at Stellenbosch, was moved during 2019 to the Library of the Cape Peninsula University of Technology (KSUT/CPUT), Pentz Street, Wellington. Microfilms that only GISA had are also part of the collection donated to CPUT.

The library has extended hours with plenty of parking outside. It is important to note that the library staff will assist researchers in finding a specific item on the shelf but they are not available to do the actual research. If you cannot visit in person, contact one of the private researchers.

The message to take home is that there is life after GISA. In fact, the CPUT Library in Wellington took the challenge on and raised the bar! The GISA collection is being taken care of and treasured. I did not hear of one person at the meeting who was not impressed with what was achieved in such a short time. They all seem to agree that it is the right place for the collection. Best of all, there is no more “you are not allowed in there” – we can now explore, scratch and discover at leisure!

small application vnd ms excel Books transferred to CPUT from GISA
small application vnd ms excel CPUT-Local History and Genealogy new additional material

Access to the Genealogy collection will be granted as from the 23rd November to all researchers that wish to visit the library and do their own research. To all urgent information requests and those that are unable to attend to their own research, there is an option of a fee-based service that is rendered by freelance researchers. Should you need assistance with your research the details of freelance researchers are provided below, and fortunately Lorna has started working already:  
 

Lorna Olivier   This email address is being protected from spambots. You need JavaScript enabled to view it.:    0727788052 

Maureen de Villiers  This email address is being protected from spambots. You need JavaScript enabled to view it.    cell no.: 084 804 3413. 

Anne Clarkson  This email address is being protected from spambots. You need JavaScript enabled to view it.     tel. no.: 021 8514624 

Heather MacAlister This email address is being protected from spambots. You need JavaScript enabled to view it.

Should you decide to schedule an appointment for visit, please take note of the following proposed level 1 service protocol:
 
  • All appointments for visits should be scheduled well in advance so that your details can be communicated with the security officers at the gate for access and permission prior to visits.
  • No walk-ins will be allowed without a scheduled appointment. 
  • Library opening hours will be 09:00 am - 14:00 pm (Monday - Friday).
  • You are required to schedule your appointments between 09:30 am - 13:30 pm
  • One scheduled visit of approximately 1 - 3 hours at a time by prior appointment during operational hours will be allowed.
  • Only limited time will be allowed per visit (not longer than 3 hours
  • All appointments to be made with Vuyiseka via This email address is being protected from spambots. You need JavaScript enabled to view it. or telephonically: 021 864 5261
  • Your proof of identification will be required at all times and details should also be provided via email in advance for access permission.
  • Research material that you will need should be communicated so that we can prepare and set them aside in advance.
  • Only a limited number of people will be allowed in the film room (maximum - 2 people).
  • Should you decide to bring a second person, you will be required to provide the details of that person when scheduling your appointment. 
  • Wearing masks is mandatory. 
CPUT Libraries
Wellington campus library
Vuyiseka Mtshakazi
This email address is being protected from spambots. You need JavaScript enabled to view it.     Tel.: + 27 864 5261

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New items online

Genealogy Books: Alta Griffiths has made a list of books now available on the FamilySearch web site - please see Books online in the Links to useful websites section of this web site.

Cemetery registers On FamilySearch have been added to Graves and Cemeteries in South Africa
  Images from the City of Cape Town, Cape Metro Cemetery Records, 
  to search: https://www.familysearch.org/search/collection/2790463
  includes:
  Maitland cemetery in Cape Town 1886-2007
  and
  Plumstead Cemetery - Record of Interments - May 1959 to Jan 1977 

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Grahamstown Journal transcriptions download

To coincide with the bicentennial of the arrival of the 1820 settlers in the Eastern Cape, Sue Mackay has made the master file of her Grahamstown Journal transcriptions for 1832-1890 available on the 1820 Settlers section of the website as a downloadable PDF file.

This is on the 1820 section of the website rather than the newspaper section, as all the transcriptions are already on the newspaper site in quarterly files with an improved search engine. The transcriptions make numerous mention of 1820 settlers and their descendants and it is hoped that the master file will be useful to those wishing to trace settler lines without having to open nearly 300 individual files and to those whose broadband is unreliable during these troubled times.

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Shop active again for downloadable items

Our online shop is available for purchasing downloadable items and membership.

In fact our stock has been re-organised so that most (but not all) items can now be purchased as downloadables, including the Cemetery DVD, but it will, unfortunately, not be possible to post any CDs, DVDs or books during the current Corona-virus lock-down.

The Archives are closed and our photographers in lock-down so document photograph orders are also suspended. 

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The Fort Beaufort Advocate and General Advertiser 1859-1874

The Fort Beaufort Advocate and General Advertiser, first published on 23 July 1859, was a weekly publication produced on Saturdays.

Fort Beaufort Advocate Front Page 

Nadine Van der Merwe realised the potential interest of this publication for genealogists, especially in the run up to the bicentennial of the 1820 settlers, and began to take pictures in her local library with a view to transcribing them. She then realised what a large project this was, and also that many issues were missing, so she approached eGGSA for help. The eGGSA management committee agreed to buy digital scans of the newspaper covering the period 1859-1874 from the SA National Library, and these are now being transcribed by Nadine Van der Merwe and Lorraine Beechey. Sue Mackay started adding them to the eGGSA website on 1 March, and these can now be seen in the eGGSA Newspaper Extracts section.

Because the entire paper has been scanned, the transcribers were not under the same time constraints that I was when photographing extracts from the Grahamstown Journal and other 19th century newspapers in London with a digital camera, when I could really only focus on BMDs. These new transcriptions contain all sorts of interesting snippets, advertisements, shipping news and sometimes the downright bizarre! Many of the 1820 settlers moved into the Fort Beaufort area, so in this bicentennial year we should be especially grateful to Nadine and to eGGSA for making this project possible.

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British Settler Locations

The Thames at Deptford, 1775 Engraving by J.Royce after J. Oliphant.
The Thames at Deptford, 1775 Engraving by J.Royce after J. Oliphant.
BAILIE’s Party embarked at Deptford.
Picture courtesy of the Wellcome Collection (CC BY 4.0)

As part of my contribution to the bicentennial of the 1820 Settlers, I have collected as many photographs as I can of British and Irish locations relevant to the 1820 settlers. These can be found on the eGGSA website, arranged by county, on the 1820 Settlers section of the eGGSA website. Where the photographer’s name is followed by a CC reference, this is a Creative Commons Licence enabling me to copy photographs which appear on http://www.geograph.org.uk/ or selected other internet sites.

In the early months of 2020 I shall be posting Albums on the eGGSA Facebook pages arranged in Party groupings. I am trying to add an album each day. For those with access to Facebook, the Albums already posted can be found all together on the eGGSA Facebook page. For those who are not on Facebook, the pictures are all on this site, arranged according to county. Follow the link at the top of this notice, or put the name of the settler you are researching into the Search Box in the 1820 Section.

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More VOC Ships' Pay Ledger Accounts (soldijboeken)

Johan Diedericks has extracted from the data at National Archief at the Hague, 123 more of these VOC employees who settle at the Cape of Good Hope, and made them available onthe eGGSA web site. They have now joined those previously extracted by Lizette Svoboda, on the Stamouers.com section of our web site. Our thanks go to Johan and Lizette for making their hard work available. 

VOC (Dutch East India Company) Accounts from Ships' Pay Ledgers, 1662-1805, contain information about many of its employees who settled at the Cape. Below are a number of excerpts from the online links to the Nationaal Archief (The Hague, Netherlands) web sites gahetNA and VOC - Opvarenden which seem likely to refer to those settlers. If you have any to add, please copy to a Word document and email them to the Stamouers editor.

The Nationaal Archief is making a huge effort to digitize the complete collection of the VOC and they hope to have it completed by 2017.

As of May 2016 almost all the Zeeland accounts have been digitized and put online, a large number of the Amsterdam ledgers are currently being scanned and should be available at the end of May or early June; the next batch is already planned.

For an introduction to these Ships' Accounts (soldijboeken) please see Corney Kellers' explanation on the Rekeningen uit de Scheepssoldijboeken 1662-1805 page.

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800 000 Gravestone photos on the eGSSA website!!

Congratulations to Riana le Roux and her team of volunteers for this outstanding achievement. It is the product of many years of hard work, patience and dedication.

A big thank you to all of you going out to the cemeteries to take the photos, to those of you doing all the uploads onto the website, indexing the photos and cemeteries, maintaining our website. The project is extremely valuable to us and we appreciate your contributions.

The project is growing so fast that we are looking forward to the next milestone.

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Archival terms and definitions

Archival terminology is a flexible group of common words that have acquired specialised meanings for archivists and provides a useful and necessary means of specialised communication within the archival profession. Since researchers communicate with archivists it will be to their benefit to familiarise themselves with the basic terms to facilitate their research experience. Listed below is a few of the most frequently used archival terms and their definitions:

2. Archives on the shelves in a stack room

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1820 Settler Places in the British Isles

Staffordshire, Barton under Needwood, Shoulder of Mutton pub, opposite St.James ChurchI am at last in a position formally to reveal a project on which I have been working single-handedly for the last two years, as my contribution to the 1820 Settler Bicentennial. As my husband and I enjoy touring the country I rather rashly agreed to take as many photographs as I could of British Settler locations prior to 1820 so that they could be added to a new section on the eGGSA website.

I have indeed taken hundreds of photographs, but it was soon borne in upon me that I couldn’t possibly visit every location, and also that in many cases, particularly in cities like London and Bristol, many buildings with settler ties simply no longer exist. In the latter case I have tried to include historical pictures where possible, and where I have not been able to take pictures myself I have added pictures from www.geograph.co.uk, which can be used under a Creative Commons Licence. Where the photographer’s name appears as a clickable link followed by a CC BY-SA 2.0 reference, the original photo can be viewed together with other photographs of the surrounding area.

I have uploaded over 1300 photos to the new site (with thanks to Richard Ball for his help and patience in setting it all up), and these are currently arranged by county for England, Scotland, Ireland and Wales, with separate sections for the cities of Birmingham, Bristol, Dublin, Edinburgh, Liverpool, London, Manchester and Nottingham. London has been further sub-divided into Boroughs so as not to have too many pictures in one file.

The pictures appear as small icons with a brief title. Clicking on them will reveal a larger picture with text explaining the link to one or more settlers and a credit to the photographer. Clicking on the + sign will further enlarge the picture to full screen (use ESCape to exit full screen mode), and the photographs can all be downloaded from the site.

During the bicentennial year I hope to upload a series of Photo Albums to the eGGSA Facebook pages in Party Groupings. In the meantime, if you wish to see if there are photos relating to your particular settler ancestor, go to https://www.eggsa.org/1820-settlers/ and type in the settler’s name in the Search Box in the top right hand corner, then scroll down the list of hits. Links to the relevant photographs should appear at the end of the list. It is also linked from the Photograph Collections button on the banner across the top of the site.

This has been a one woman show, and so it would be amazing if I have managed to complete the project without typos or broken links. Please let me know if you find any, and if you can add any further UK photos to the collection which are not copyright then they will be gratefully received.

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Dutch East India Company Name Books (Naamboek van de wel edele heeren der hoge Indiasche regering….)

These books literally cover anyone involved in the service of the VOC at all of their posts including the Cape. Those listed include officials, the military, burghers, surgeons, church leaders and court officials. In some places there is more detail on officials than others. The books also include the names of people that died and those who had returned or were being sent out to posts. Of particular interest is that ranks (and the date they were achieved) were listed so that one can follow a person’s career even if some books are missing. Searching the books also allows one to follow the career of a person if they were stationed at various places.

The spelling of the books varied and included Naamboek, Naamboekje and Naam-boekje.

The earliest I have found online is from 1729 and the latest 1801. Each contained a very detailed front page of their contents!

The title page in the 1729 book contained the following information:

NAAMBOEKJE
Van de Weled. Heeren der
HOOGE INDISCHE REGEERING,
Gequalificeerde Persoon, ens. Op
BATAVIA
Mitsgaders
De Respective Gouverneurs, Directeurs, Commandeurs en Opperhoofden of de Buyten-Comtoiren van Nederlands India; gelykze in wezen zyn gewest to primo Maart 1729
Als mede alle Gouverneurs Generaal, t’sedert den Jaare 1610
A later one in 1766 was even more explicit about its contents:

NAAMBOEK
Van de Wel-Edele Heeren der
HOOGE INDIASCHE
REGERING,
Zoo tot, als buiten,
BATAVIA
Mitsgaders van de Politique Bedienden, die van de Justitie, de Kerk, Burgery, Zeevaart, Militie, Arthillery, Chirugie, &c., zoo als dezelve onder medio September 1766. Alhier in weezen zyn bevonden;
ITEM
Der Gouverneurs, Directeurs en Commandeurs, mitsgaders verdure Opperhoofden en mindere Bedienden, op de respective Comptoiren van Indie
NEVENS
Een Lyst van de Personen, die repatrieeren zullen, een van die naar de Buiten-comptoiren vertrokke zyn; en een van de overledenen.
A 1798 book explicitly includes the Cape of Good Hope :

NAAMBOEK
VAN DEN
HOOG EDELE GESTRENGEN HEEREN
COMMISSARISSEN GENERAAL
Over geheel Nederlandsch Indie en Kabo de Goede Hoop
ITEM
Van de Wel-Edele Heeren der
HOOGE INDIASCHE
REGERING,
Zoo tot, als buiten,
BATAVIA
Mitsgaders van de Politique Bedienden, die van de Justitie, de Kerk, Burgery, Zeevaart, Militie, Arthillery, Chirugie, &c., zoo als dezelve, onder ultimo December 1798, alhier in weezen zyn bevonden;
VOORTS DIE
Der Gouverneurs, Directeurs en Commandeurs, mitsgaders verdure Opperhoofden en mindere Bediendens, op de respective Comptoiren van Indie.
NEVENS
Een Lyst van de Persoonen, die naar de Buiten-comptoiren vertrokke zyn, en een van de overledenen.
All the name books listed below are online and are downloadable as a pdf. The pdfs are in black and white and sometimes it is easier to read some type on the jpeg versions on the sites.

The following sites have links to the books but not all are to be found on the same sites. Many except for Google Books contain links to the National Library of the Netherlands and most have search engines. They are also a good resource for finding other books, documents, maps and pictures of the VOC, the Cape and South Africa

If you are searching the sites make sure you use the various names for the Naamboek as some are only found by using the variants.

http://www.earlydutchbooksonline.nl/nl/edbo

https://www.europeana.eu/portal

https://www.delpher.nl

http://www.omnia.ie/index.php

https://books.google.com.au

https://books.google.com

The books:

1729 March

1732 March

1736 April

1737 April

1748 October

1750 February

1751 January

1751 September

1753 January

1754 January

1755 September

1758/59 (no date on frontispiece but printed in 1759)

1759

1761 March

1763

1764 April

1765 January

1766

1766 September

1767 May

1771 December

1778 January

1778 January

1778 December

1779

1780 December

1782 December

1783 December

1785

1785 December

1786

1786 December

1787 February

1787 December
version one
version two

1788 December
version one
version two

1789 March

1789 December
version one
version two

1790 December
version one
version two

1791 January
version one
version two

1791 December
version one
version two

1792 December
version one
version two

1793 December

1794 December

1795 December

1796 December

1797 December

1798 December

1799 December

1800 December

1801 December

 

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Drakenstein baptisms 1694 to 1799

VC 647 2Data from the Drakenstein baptismal register from 1694 to 1744 is now available in the eGGSA BDM database

Lizette Svoboda has transcribed the section 1702 to 1732, Corney Keller the section 1733 to 1755 and Richard Ball the section 1694 to 1713. Cornel Viljoen has transcribed from 1756 to 1799 and provided the links to the LDS online copies of the original registers, G1 8/1, G3 3/1, G3 3/2, G3 3/3 and G3 3/4 which are housed and maintained by the NGK Argief, Stellenbosch .

In order to access the LDS images you will need to be registered with FamilySearch.org.

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Photographs, Negatives and Colour Slides in the Western Cape Archives and Records Service (WCARS)

Photographs are important sources of information for researchers in all study fields, including genealogical research. We are all aware of the necessity of preserving documents, since archives have an important cultural value for the protection of our identity and collective memory. Photographic materials are therefore key sources for historical research, especially for the study of the nineteenth and twentieth centuries.

The amount of information and detail that can be seen in photographs is what makes them a uniquely rich historical resource.  They can show exactly how a person, place, item, building, clothing, etc. looked at a specific time.  Therefore, photographs should not be considered as purely supplementary material but instead as illustrative “windows to our past”.


( click on pic to enlarge, plus more pics )

At present the Western Cape Archives and Records Service (WCARS) has about 90 000 photographs in the various collections in stock. The photographic section also houses the negatives of most of these photographs. The descriptions of most of the photographs, negatives and colour slides are already available on the internet databases. The photographs that accompany this article were chosen from the collections due to the buildings shown being subsequently demolished, replaced, restored, neglected, deserted or changed as a result of development. Therefore, although the buildings are not there anymore, the images are proof of their history.

The following is a list of some of the various photographic collections and the where they can currently be accessed:

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NGK Bibles

NGK Bibles in the eGGSA Bible CollectionKeith Meintjes writes: When I visited the Nederduits Gereformeerde Kerk Archive at Stellenbosch in 2016, Isabel Murray gave me a tour of all the stuff in their basement. They have all manner of things in addition to the church registers - 370 years of church history. One thing that caught my eye was a pile of Bibles since many people wrote their family information in their Bibles. Isabel told me they had many Bibles, all uncatalogued, that no one had ever looked at.

So, we cooked up a project. Isabel found a student, and I bought them a camera, lenses and a tripod, and paid for the student's time to catalog and photograph the Bibles. The outside, the title pages, and any handwritten notes or newspaper clippings.

I supported the student's time, and he spent his senior year doing the work. Towards the end, he was being interviewed on TV and radio about the importance of preserving the archives and family history.

He photographed and catalogued 375 Bibles, of which 58 had inscriptions of some sort. Of those 19 had family information and those 19 have been added to the eGGSA Bible Collection, with grateful thanks to Keith for his project and enthusiasm, to Isabel Murray and Andrew Kok and to the anonymous student who did the work.

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