Why Smart Genealogists Love Vertical Files (And You Should Too)

Vertical files in the archives contain valuable information on your ancestors. Find copies of family Bibles, previous family trees and more!

Sometimes the genealogy finds that cause us to do the genealogy happy dance 💃🕺 are found in unlikely places – like vertical files in archives and libraries.

As a genealogy educator specializing in “out of the box” research methods, I’m consistently surprised by how few researchers incorporate vertical files into their research strategy. When I ask audiences about using vertical files, very few hands go up. This oversight means many genealogists are missing out on potentially valuable family history information.

What Are Vertical Files?

Vertical files are collections of documents and ephemera relevant to specific localities, families, or topics that might not meet the criteria for formal archival collections. Typically housed in local and state libraries, these files earned their name from their traditional storage in vertical file cabinets, though modern storage methods may vary.

These collections are usually organized by:

• Surnames
• Geographic locations
• Topics (such as churches, schools, or local events)
• Or a combination of these categories

While the contents aren’t usually digitally cataloged or indexed, this “analog” nature of vertical files is precisely what makes them valuable – they often contain unique materials that haven’t made their way into digital databases.

Why Vertical Files Matter in Modern Genealogy Research

In our digital age, where ancestry websites and online databases dominate genealogical research, vertical files serve as invaluable bridges to the past that digital resources simply cannot replicate. These physical collections often contain one-of-a-kind documents and personal records that were lovingly preserved by local historians, genealogists, and community members who came before us.

What makes vertical files particularly valuable is their hyper-local nature. While digital databases excel at preserving official records like census data and vital statistics, vertical files capture the essence of local history – the stories, connections, and daily life details that shaped our ancestors’ lives. They often contain materials donated by local families who have lived in the area for generations, offering insights that wouldn’t be found in any official documentation.

Furthermore, vertical files frequently preserve the research notes and correspondence of previous genealogists. These materials can provide crucial leads and connections that might otherwise take years to discover. Imagine finding a letter written thirty years ago by another researcher working on your family line, complete with details about family relationships and stories passed down through generations.

Most importantly, vertical files often contain information that may never be digitized due to copyright restrictions, privacy concerns, or simply the overwhelming volume of historical materials that exist. By incorporating vertical file research into your genealogy toolkit, you’re accessing a layer of historical documentation that remains invisible to researchers who limit themselves to digital resources.

When beginning research into a repository’s vertical files, ask the librarian/archivist how their vertical files are set up. If you have a specific topic to research such as a county’s churches, let the librarian know. He/she will be able to quickly point you in the right direction and give you any pointers to researching their particular vertical file system.

What’s Inside Vertical Files: Real Discoveries from the Archives

The contents of vertical files can range from mundane to extraordinary, but each item has the potential to illuminate your family’s story. On a recent visit to my local archive, I encountered a remarkable variety of materials that demonstrate just how valuable these collections can be.

I stopped by the Cabarrus County Public Library in Concord, NC to visit the local history room known as the Lore Room. [The Lore sisters collected and compiled a tremendous amount of genealogical information on many of the local families and records. If you have ancestors in and around Cabarrus, North Carolina, you definitely want to plan a visit here.]

**Note: All of the examples I share below are from the Cabarrus County Public Library’s Lore Room.

Family research materials often form the backbone of vertical files. These include carefully compiled family trees, detailed group sheets, and personal research notes from genealogists who may have spent decades studying particular family lines. These materials frequently contain information about family connections that haven’t made their way into online databases.

The correspondence section can be particularly revealing. Letters between researchers or family members often contain crucial details about family relationships, migration patterns, and family stories. These might include everything from casual mentions of distant cousins to detailed accounts of family history passed down through generations.

Historical maps found in vertical files can be incredibly detailed, often showing exactly where families lived and owned property. I’ve found maps that not only showed property boundaries but included notations about who lived where, effectively placing ancestors in specific locations at specific times.

Photographs in vertical files are often unique treasures. While most are copies, others are original images donated by local families. These might include everything from formal portraits to casual snapshots of community events, providing literal windows into your ancestors’ world.

Church and religious materials appear frequently in vertical files. These might include church directories, histories of local congregations, and programs from special events. Such materials can provide valuable insights into your ancestors’ religious lives and community connections.

Local community history materials can provide crucial context for understanding your ancestors’ lives. Community events, business records, and social activities documented in vertical files help paint a picture of daily life in your ancestors’ time.

Research Strategies for Vertical Files

Success in vertical file research requires a different approach than digital genealogy. While online databases reward targeted searches and exact matching, vertical files require patience, creativity, and a willingness to explore unexpected connections. Here’s how to make the most of these valuable resources:

1. Start Broad: Begin with surname searches, then expand to associated family names and locations
2. Think Laterally: Look for files about organizations, events, or places your ancestors might have been involved with
3. Document Everything: Record what you’ve searched, even if you don’t find anything – this prevents duplicate effort
4. Follow Leads: Use information found in vertical files to guide research in other resources

While most vertical files are not digitized as we’ve discussed previously, I have found one example that is.

The State Archives of North Carolina does have a Genealogy Vertical Files Collection online. [If you research North Carolina ancestors, don’t miss this!] So…it is possible to find some online, but this is the exception and not the norm. 

Taking Action

Ready to incorporate vertical files into your genealogy research? Here’s how to start:

1. Identify repositories in your ancestors’ locations that might maintain vertical files
2. Check if any relevant vertical file collections are available online
3. Plan visits to repositories with physical vertical files
4. Connect with local genealogical societies who might maintain their own vertical files
5. Consider contributing your own research to vertical file collections for future generations

Remember, while digital resources have revolutionized genealogy research, unique discoveries still await in these traditional file collections. Don’t let these valuable resources remain an untapped treasure in your family history research journey.

Other Posts of Interest:

• 14 of the BEST Genealogy Tips
• Uncommon Genealogy Resources – 6 “Outside of the Genealogy Box” Resources!
• How To Research “Out of the Box” Genealogy – (Round 2)
• 15 Places to Find the Genealogy Records You Need
• 31 Days of “Out of the Box” Genealogy Tips – Volunteer! – Check out the whole 31 Day series!