Genealogy

The City Cemetery on Hart Island

On February 26, 1875, Mary Halpine, age two months, was buried in trench no. seven at the City Cemetery on Hart Island. According to the cemetery burial ledger, Mary was born in New York City and died from Atelectasis (collapsed lung) at Bellevue Hospital on February 25.   

Hart Island Bulk Head, January 13, 1972. Department of Marine and Aviation Collection, NYC Municipal Archives.

The entry recording the death and burial of Mary Halpine is the first one in a ledger recently donated to the Municipal Archives collection of City Cemetery burial records.

The City of New York purchased Hart Island in 1868 and designated it for the burial of indigent and unclaimed persons. The Department of Public Charities and Corrections was given responsibility for the burials and record-keeping.

In 1988, City archivists transferred all extant burial records dated prior to 1975 that had been stored on the Island, to the Municipal Archives. The earliest ledger in the series recorded burials beginning in May 1881. There are significant gaps in the collection during the 1950s and 1960s due to water damage. In 2018, the Archives accessioned a ledger, with entries dating from May 1872 through February 1875, from the Department of Corrections Historical Society. The latest addition to the Archives collection of City Cemetery ledgers lists burials beginning in February 1875, through 1877.    

City archivists transferred City Cemetery burial ledgers to the Municipal Archives from Hart Island on a Department of Corrections vessel, 1988. NYC Municipal Archives.

The City Cemetery burial records provide significant data for both family history research and investigation into broader topics such as immigration, public health, and social services. The ledgers list the name of the deceased person (if known), age, birthplace, how long in the country, date, cause and place of death, and date of burial. The ledger also indicates religion, although this information appears to have been inconsistently recorded, likely due to a lack of knowledge about the decedent’s affiliation. There is also a remarks column.    

At the conclusion of each month the clerk maintaining the ledger carefully tallied the total number of burials, and where the deaths occurred. The greatest number of deaths are recorded as “outdoor poor” which means they occurred somewhere other than an institution—at home, on the street, aboard a ship etc. Bellevue, Almshouse, Charity Hospital, Foundling Asylum, Riverside Hospital, Small Pox Hospital and Lunatic Asylum, account for the majority who died in institutions.    

City Cemetery Burial Ledger, February 1875 – January 1878. NYC Municipal Archives

The birthplaces of the deceased reflect early-to-mid-nineteenth century immigration patterns in New York City. Most decedents are native born, or from northern European countries. For example, between June 5 and June 9th, the decedents’ birthplaces included Germany, Ireland, France, Scotland, Austria and New York.    

Cause of death information also reflects the reality of New York City life at that time. Although the clerk did not tabulate causes, reviewing the list shows a world without good health care and modern medicine. Small pox, tuberculosis, pneumonia, and diptheria are just a few of the diseases that took the life of many city residents. Which is probably why “old age” is  rarely recorded as a cause of death. Some of those who died of advanced years are Alice Crosby, age 68, born in Ireland, died on July 2, 1876; Ann Kiernan passed away on July 7, 1876, age 69, and Philip Mitchell, on March 25, 1876 age 70. 

Also notable is the frequency of “drowning” as a cause of death. But based on the place of death, it appears that most were probably not related to recreational activities. During the first week of June1875 three unrelated persons drowned: an unknown man, age 40, found at Pier 9, in the East River; John Maurer, age 50, in the Harlem River, and another unknown man, no age, found at Pier 42, North River.  

Most persons listed in the cemetery ledger died of “natural” causes. However, German-born Fritz Reichardt, age 54, died on May 29, 1877, of a “pistol shot wound of head” on 7th Street between 8th and 9th avenues.    

City Cemetery Burial Ledger, February 1875 – January 1878. Recapitulation, May 1876. NYC Municipal Archives

The remarks column is mostly blank except for notations regarding disinterment and reburial. In one instance, in August 1876, an “unknown man” was apparently later “recognized as William Bement,” age 60. He died in the “woods on 128th Street near 10th Avenue.” His body was disinterred and delivered to Taylor & Co., at 16 Bowery, for removal to Elmira, N.Y.  Most “unknown” burials did not have such a conclusive ending.

Scanning the names recorded in the ledger, one is immediately struck by the number of children buried in the cemetery. Indeed, the second page of the ledger is almost entirely children: Bridget Daily, age one month, from smallpox; Thomas Dowers, twenty-days, of marasmus (mal-nourished); six still births—boy of Anne Purvis, girl of N. Sullivan, girl of Catherine Beaufort, and an unnamed male and female. Mary Ann (no last name), a two-year old founding, died of Scarlatina on 68th Street, between 8th and 9th Avenues.   

Some clerks appear to have been more diligent in recording information about deceased children; or perhaps they simply had access to more specific data. Listings during the last week of July 1877, for example, include several premature and stillborn children. On this page, the clerk carefully wrote “female child of George and Carol Briner (stillborn); female child of John and Mary Ray (stillborn).”

New York City continues to bury its indigent and unclaimed deceased persons on Hart Island. In 2021, the City transferred jurisdiction over the Island from the Department of Corrections to the Department of Parks and Recreation. During Covid, the Department of Corrections had been overwhelmed by the quantity of burials and this function was transferred to contractors. Subsequently, the Human Resources Administration has assumed responsibility for the burials and record-keeping.

The Last Muster

On February 15, 1898, the United States battleship, Maine, sank in Havana harbor, Cuba, after an explosion that killed 260 men. Turmoil in Cuba arising from the push for independence from Spanish rule had led the U.S. to dispatch the Maine to protect American interests on the island.   

USS Maine Monument, Central Park, Art Commission Photograph Collection, NYC Municipal Archives. 

The sinking of the Maine produced an outcry against Spain particularly by the more jingoistic newspapers which held the Spanish government responsible for the disaster. The cause of the explosion was never satisfactorily explained, but the incident helped precipitate the Spanish-American war.

The intellectual content of Municipal Archives collections is often claimed to inform not only local, but national and even international events. Would this reputation hold in researching an important, but distant, incident, the sinking of the USS Maine?

The answer is yes, although as often happens, the research led to unexpected results. In this instance, the search helped explain the provenance of a series in the Municipal Archives’ historical vital records collection, titled, “Cuba and Puerto Rico—U.S. Soldiers—Deaths, 1898–1900.”

Available on microfilm in the Municipal Archives’ reading room since 1988, but rarely consulted, the material seemed to be an anomaly. Why would the City of New York maintain records with information about soldiers and sailors who died many thousands of miles away? Except for the fact that the records had been transferred to the Archives from the Department of Health, there was no provenance information.

Arthur K. Barnett, Cuba and Puerto Rico—U.S. Soldiers, Death Record, 1899. NYC Municipal Archives.

Arthur K. Barnett, Interment Record, 1899, National Archives (via Ancestry.com).

The record series, “Cuba and Puerto Rico—U.S. Soldiers—Deaths, 1898–1900, consists of certificate forms. They are bound in alphabetical order according to the last name of the deceased serviceman. The name of the deceased soldier or sailor is recorded on each form, along with his military rank and affiliation, date, and cause of death. Sergeant Adolph J. Robinson, for example, from Company D. of the 9th U.S. Volunteer Infantry died of tuberculosis on October 22, 1898. There are approximately 800 items in the series.   

Why had these records been created? Although similar to death certificates filed by the Department of Health, death records are generally created and filed in the locality where the death took place. Each of these servicemen had died in Cuba or Puerto Rico. What is the connection to New York City? 

Charles R. Barnes, Cuba and Puerto Rico - U.S. Soldiers, Death Record, 1898. NYC Municipal Archives.

Charles R. Barnes, Interment Record, 1898, National Archives (via Ancestry.com).

Perhaps using the name and date information to search additional information available from other online resources would help answer the question. For each representative sample of names and dates entered into the Ancestry.com portal, the result was an interment record from the National Cemetery in Arlington, Virginia. (The interment records are held by the National Archives and accessible via Ancestry.com.) But again, if these servicemen died in Cuba or Puerto Rico, and had been buried in Arlington, Virginia, what is the connection to New York City? 

Further examination of the interment records provided a clue. In the “remarks” section of the record for Lieutenant Arthur K. Barnett, for example, this somewhat cryptic language had been recorded: “Orig. bur: Cuba  Recd. N.Y. on “Crook” Apl. 27/99 #122512.” Translation: Lt. Barnett had been originally buried in Cuba; then disinterred and transported to New York aboard the “Crook,” arriving on April 2, 1899.    

Adolph J. Robinson, Cuba and Puerto Rico - U.S. Soldiers, Death Record, 1898. NYC Municipal Archives.

Adolph Robinson, Interment Record, 1898, National Archives (via Ancestry.com).

What was the “Crook”? “The Dead on the Crook—Soldier's Bodies from Cuba to be Buried at Arlington,” read a New York Times headline on April 28, 1899. “The United States transport Crook, employed in the service of bringing home the bodies of American soldiers who fell in battle or died of disease in Cuba and Puerto Rico, and which arrived here on Wednesday evening, left her anchorage off Liberty Island early yesterday morning and proceeded to the Government pier at the foot of Pacific Street, Brooklyn. The Crook brought 356 bodies, 355 which are those of soldiers and civilians who paid the price of our nation’s victories. One body is that of a woman, Mrs. Ziegerfoos, the wife an American mine owner of Santiago [Cuba], who helped along in every way possible the American cause during the war.”

The article explained that 245 deceased soldiers had been transported from Santiago, Cuba; 98 from Puerto Rican ports and twelve from Guantanamo. Given an outbreak of yellow fever in Cuba at that time, the authorities decided that all the bodies from Cuba would be buried at Arlington Cemetery, “...with the provision that the relatives may claim their own during next Winter.” The twelve from Guantanamo “will be turned over to the navy yard authorities for burial in the naval cemetery.” The article further noted that the Crook had brought additional remains in earlier trips, and that “There yet remain about 700 dead in Cuba. No more bodies will be brought home until the cool weather sets in next Winter.” The article concluded: “The bodies were taken at once onboard lighters for transportation to Jersey City, when a funeral train will leave this evening.” Examining other interment records revealed additional shipments of caskets from the Caribbean for burial in the States via New York City.

That was the answer. Although the article did not mention the presence of officials from New York City’s Department of Health, it is clear that creation of the records arose from their efforts to prevent infectious disease from entering the City’s population. The attestation on each of the certificates, usually by a U.S. Army surgeon, that “...remains have been placed in a proper hermetically sealed casket, and that their removal will not endanger public health,” points to this concern.

A. G. Anderson, Cuba and Puerto Rico - U.S. Soldiers, Death Record, 1898. NYC Municipal Archives.

A. C. Anderson, Interment Record, 1898, National Archives (via Ancestry.com).

It is reasonable to conclude that this series was created under the same motivation as the Department of Health’s “Bodies in Transit” collection in the Archives. Although the Transit series date span ends in 1894, the Department of Health apparently continued the practice documenting the transportation of deceased persons within New York City.

The data on the New York City records, plus the information recorded on the Arlington Cemetery records provides a significant resource for historians and family genealogists. Noting that most of the servicemen died of disease and not battle wounds is just one valuable observation. The records have been slated for digitization and online access.

Once again, historical records in Municipal Archives prove their utility for research on topics both local and national. And in this example, what started as a simple query about an event one hundred twenty-five years ago, has resulted in information that enhances the research value of a previously little understood collection.

Mrs. Eliza A. Ziegenfuss, Cuba and Puerto Rico - U.S. Soldiers, Death Record, 1899. NYC Municipal Archives.

Returning to the Times story, the unnamed author of the article described a somber scene upon the ship’s arrival at the dock. “There was nothing of sentiment in the lifting of the pine boxes, one by one, over the side of the vessel, and the only persons there to greet them were a corps of clerks from the Army Quartermaster’s office who called out the name of each as the pine box was swung over the ship’s side. It was the last muster.”

The Genealogical Possibilities of Manumissions in the Old Town Records

The Department of Records and Information Services is currently digitizing New York colonial and early statehood administrative and legal records dating from 1645 through the early 1800s under a grant generously funded by the National Historical Publications and Records Commission. The records pertain to Dutch and English colonial settlements in New York City, western Long Island, and the lower Hudson Valley.

Families have a sense of themselves. Who they are, where they came from, how they came to be the group they are now. It’s a sense of identity. Many African Americans today are exploring their genealogy but can only go so far because of the legacy of slavery in America and a past obscured by the lack of records. However, there are records in the Municipal Archives that might help fill this knowledge gap. One collection is the Old Town Records, which includes documentation of manumissions and slave births in New York City. While the information may not be new, access to it over the years has been limited. This is changing thanks to a new digitization project. With a grant from the National Historical Publications and Records Commission (NHPRC), the Municipal Archives has been processing the collection. It is comprised of records created in the villages and towns that were eventually consolidated into the Greater City of New York in 1898. They date back to the 1600s and consist of deeds, minutes from town boards and meetings, court records, tax records, license books, enumerations of enslaved people, school-district records, city charters, and information on the building of sewers, streets and other infrastructure.

Manumission of Benjamin Matt by Jacob Hicks, March 4, 1817. Old Town Records, NYC Municipal Archives.

“Manumission” is a legal term that is similar to “emancipation” but slightly different in the way it was performed. Manumission refers to the legal release of enslaved people when slavery is still sanctioned by law, as opposed to emancipation, which follows abolition and releases all people formerly enslaved. Most slave manumissions were conferred by slaveholders who released their slaves either by a living deed of gift or last will and testament. For the Record  examined the subject in The Slow End of Slavery in New York Reflected in Brooklyn’s Old Town Records. Additionally, several collections in the Municipal Archives contain records documenting enslaved people, notably the Common Council Papers. A sampling of NYC Slavery Records can be viewed online in “From the Vaults.”

Manumission of Nancy by Jeremiah Remsen, June 30, 1820. Old Town Records, NYC Municipal Archives.

Manumission of Betsey by Gerreta Polhemus, August 29, 1820. Old Town Records, NYC Municipal Archives.

More than 11,000 pages from the 189 Old Town Ledgers have been digitized to date. The digitization is 20% complete and the final count will be exponentially higher at the project’s end. This process can seem slow at times, requiring care for the material that’s being worked on. Sometimes there are opportunities to review the books being worked on and sometimes the entries stick out. This was the case with many manumissions as they were digitized for the collection. Individual names of former slaves along with their former owners are in plain ink on the pages—their lives dramatically changed so many years ago. Most manumissions are only a few simple lines of text, yet their ramifications are so powerful.

Manumission of Sylvia by John Van Nostrand, April 10, 1799. Old Town Records, NYC Municipal Archives.

I’m not African American but I am a New Yorker. I’ve lived in Brooklyn for over twenty years and am familiar with the city’s history. I was aware of the city’s past connections to slavery but I had never seen written evidence of it until I began digitizing the records of places I walk through so often—Bushwick, Gravesend, Sheepshead Bay and other locations. People of all heritages live in these places now, but at the time the manumissions were written these were small farm towns and slavery was common. It is easy for that past to never come to mind; it’s a stretch of imagination to envision the humble towns they were when walking in the urban centers they have become. But that past is very real and the people in the Old Town Records Collection walked many of the same streets we walk today. It is possible their distant relatives may also tread those same streets and not know the connection to their past.

I recently saw similar records of emancipation change how a person thought about herself. After I had been digitizing this material during the day I put on Finding Your Roots, a popular TV show about genealogy on PBS. [https://www.pbs.org/weta/finding-your-roots/] The program has aired over eight seasons and has previously consulted the Municipal Archives to research its guests’ histories.

Manumission of Phillis by Joseph Fox July 11, 1812, and Dianna Orange by Nicholas Beorum, April 12, 1813. Old Town Records, NYC Municipal Archives.

Manumission of Cornelia Brown by Andrew Mercein, April 13, 1813. Old Town Records, NYC Municipal Archives.

This was an episode that featured the musician/actress Queen Latifah and as the story of her heritage unfolded she found some of her ancestors had been manumitted from slavery. The documents presented on the show were from another state and another archive but their value was the same as the lines of text I had digitized during the day. It was freedom; it was another life; it was a new beginning for that person and their family. Those events occurred so long ago and as Queen Latifah read out the words for the camera she had no idea this had ever happened. [https://www.pbs.org/weta/finding-your-roots/watch/extras/queen-latifah-meets-the-woman-that-freed-her-ancestors]. As she talked about what she read she noted that it changed the way she thought about herself, her own personal struggles and how she thought of her family. She was eager to share that information with the people she holds dear. Her whole family would see their history differently. They would see themselves differently. A family that didn’t previously know their past, a family that didn’t know with whom or when their freedom came would now have an entire history opened up by a few lines of writing found in a book in an archive. As the TV show played I reflected on the digitization I perform and knew the same impact is possible through the Old Town Records Collection. The way entire families see and know themselves could shift in an instant from the few words the Municipal Archives makes electronically accessible.

Many things shape family identity but few are as profound and long lasting as information. Personal past. Collective past. They can shape who you are, who you think you are and who you can be. Who an entire family can be. The wider availability of the Old Town Records Collection has the potential to do that for so many families who research their genealogy. We can look forward to more Americans finding themselves.

Manumission of Margarett by Anna Vanderbilt, September 4, 1820. Old Town Records, NYC Municipal Archives.

The Historical Vital Records of NYC

The Department of Records and Information Services launched Historical Vital Records of NYC this week. The site features more than nine million birth, death and marriage records, all freely available to browse, search and download. In less than 24 hours after the launch, people from across the globe—in Europe, United Kingdom, Australia, China, New Zealand, Argentina, Jamaica, Hong Kong, Fiji—to name just a few places, visited the site.   

Family gathering in Queens, n.d. Borough President Queens Lantern Slide Collection. NYC Municipal Archives.

The Municipal Archives has always endeavored to use advances in technology to expand and facilitate access to its vast holdings. About ten years ago, DORIS leadership began promoting the benefits of digitizing the historical vital record collection. Their arguments were persuasive and funding was made available beginning in 2013.    

“Friends of China” Parade in New York City’s Chinatown, December 1937. WPA Federal Writers’ Project Photograph Collection. NYC Municipal Archives.

It was an incredibly layered undertaking that involved setting up the financial, physical and digital infrastructures to support the long-term project. In the first phase, Assistant Commissioner Kenneth Cobb procured contracts with eDocNY, a New York State Industries for the Disabled vendor, to digitize the records. Cobb led a team of technologists, database managers, digitization technicians, metadata creators, collections managers, preservation and conservation staff, to ensure the project’s success. 

The vendor eDocNY produced excellent high-quality, full-color scans of the certificates—a vast improvement over the microfilmed images previously available. The digital image helped to improve accuracy in transcribing the records and provided another opportunity to engage with genealogy partners who, since 2003, had been indexing the collections from microfilmed and hard-copy sources.  

The next phase was to make the new digital records available to a broader audience.  In 2017, DORIS launched an application built by in-house developers that allowed reference staff to fulfill requests for vital-record copies more efficiently and accurately using the new color images. The vital-records application also provided onsite patrons with the ability to search and view the records. The “app” was a pivotal steppingstone.    

Michael J Mahoney Park, n.d. Department of Parks and Recreation Photograph Collection. NYC Municipal Archives.

Once the digitization project with eDocNY successfully digitized more than eight million records, DORIS pivoted to digitizing the Marriage License series in-house. Over the past several years more than one-million records have been digitized, preserved, and made available. The project was interrupted during the pandemic and picked up again in August, 2021. This work is on-going.  

Further, City archivist Patricia Glowinski has begun working on a comprehensive guide to the New York City vital records, documenting records created and/or maintained by the City of New York, and vital records created and/or maintained by municipalities that were once located within the boundaries of the present-day five Boroughs that were dissolved or annexed before 1898. The collection includes birth, marriage, and death registers, certificates, and indexes, and marriage licenses, 1760-1949 (with gaps).

On the steps of a school, n.d. Municipal Archives Collection. NYC Municipal Archives.

The agency’s application development team tested a variety of open-source approaches to making the vital records available in a timeframe that internet users expect. They built a robust, secure, easy-to-use platform, capable of handling a large volume of users simultaneously. As a result, on day one, more than 25,000 users accessed the site and downloaded 12,000 records.   

With each step, access to the collections increases, and the Municipal Archives continues to build and sustain industry-standard plans to manage the physical and digital collections, and the associated descriptions that provide access points. It is to the credit and expertise of archivists, conservators, and reference and research professionals at the New York City Municipal Library and Archives, that these collections will survive for future generations, and continue to enrich the research experience of people and communities around the world.   

Family in tenement kitchen, n.d. Municipal Archives Collection. NYC Municipal Archives.

Stay tuned for more announcements! 

Beyond the Basics

This is the second in our series of ‘how to conduct research’ blogs in On the Record. It provides essential information about several lesser-known resources at the Municipal Archives that are relevant to the family historian or genealogist. This blog is adapted from a program “beyond the basics” Marcia Kirk recently recorded for a genealogy conference.

Most of the records discussed in this guide are available on microfilm at the Municipal Archives; a few have been digitized and are noted as such. The digitized records are available in our online gallery.


Coroners’ Records

Coroners’ Inquest Records (also known as coroner’s reports) were created when a death was deemed suspicious. For example, if someone fell from a building, a Coroners’ inquest would be noted on the death certificate. The coroner record usually supplies more detailed information about the circumstances of a death than the death certificate filed by the Health Department.

They are available for all five boroughs from 1898 to 1917. For the period prior to consolidation in 1898, there are coroner records for Manhattan from 1853 to 1897; Kings County, from 1863 to 1896; and Queens from 1884 to 1897.

The ledger format coroner records for Manhattan are only available on microfilm. The Municipal Archives did not produce the microfilm and does not have the original ledgers. Some of the microfilm is a little difficult to read.

Coroner’s Inquest, January 13, 1909. The accidental death of a 36-year-old man, born in Ireland and struck by a rock “following blast” on December 30, 1908. Coroner’s Record Collection, NYC Municipal Archives.

Coroner’s Inquest, January 13, 1909. The accidental death of a 36-year-old man, born in Ireland and struck by a rock “following blast” on December 30, 1908. Coroner’s Record Collection, NYC Municipal Archives.


Office of the Chief Medical Examiner

The Coroners’ Office was abolished by New York State law in 1915 and replaced with the Office of the Chief Medical Examiner (OCME), effective January 1, 1918. This office still exists. The OCME records include three series: indexes, ‘Accession’ docket books, and documents. The records date from 1918 to 1950 and are extant for all five Boroughs.

The first step in locating an OCME record is to search the microfilmed index to the Accession dockets. The index provides the case file number. In step two, using the case file number, the entry can be researched in the Accession docket book, also on microfilm. The Accession docket lists the name of the deceased, date of death, place of last residence, age, where the body was found and/or place of death, who reported the death, and the cause of death.

The Municipal Archives collection also includes the documents filed by the OCME pertaining to the death. These include police reports and autopsies. Copies of the documents can be requested (contact familyhistory@records.nyc.gov for ordering and fee information).

OCME ‘Accession’ Docket, Manhattan, 1940. NYC Municipal Archives.

OCME ‘Accession’ Docket, Manhattan, 1940. NYC Municipal Archives.


Bodies in Transit Registers

The Bodies in Transit Registers were created by the New York City (Manhattan) Department of Health. They date from 1859 to 1894.

This collection is digitized and available in the online gallery. Each body or corpse that came into, out of, or through Manhattan was recorded in the register. The entry includes the date the body transited through the city, the name of the deceased, age, cause of death, nativity, the name of the person accompanying the body, and the place of burial. For more information on this collection see our blog.

The registers list the body of John Brown on route to his burial in upstate New York, and Abraham Lincoln whose body lay in state at City Hall after his assassination. There are also many Civil War soldiers from both the north and the south listed in the registers. They had been killed in battle, or died from disease, and their bodies passed through Manhattan for burial in cemeteries outside the city.

Bodies in Transit Register, 1865. NYC Municipal Archives.

Bodies in Transit Register, 1865. NYC Municipal Archives.

Bodies in Transit Register, 1865, see entry - Lincoln, Abraham, age: 56 years 2 months, birthplace:  Kentucky; place of death: Washington, D.C., cause of death: pistol shot. NYC Municipal Archives.

Bodies in Transit Register, 1865, see entry - Lincoln, Abraham, age: 56 years 2 months, birthplace: Kentucky; place of death: Washington, D.C., cause of death: pistol shot. NYC Municipal Archives.


Estate Inventories

The Municipal Archives maintains a collection of Estate Inventories that provide lists of all the possessions of the deceased as tallied by a court-appointed appraiser. The collection comprises two series: 1784 to 1836, and 1830 to 1859, and include persons who were residents of Manhattan only (New York County). These microfilmed records are indexed, searchable by the name of the decedent or the appraiser. Researchers should also consult with the New York County Surrogates’ Court, and the New York County Clerk’s Division of Old Records for other series pertaining to estates. See the table below for more information.

Estate Inventory, NYC Municipal Archives.

Estate Inventory, NYC Municipal Archives.


Letters of Guardianship

Another series that originated in the New York County Surrogate’s Court are the Letters of Guardianship. They date from 1811 to 1913. These are also Manhattan records and only available on microfilm. Each volume contains an index in the front of the volume.

Guardianship record, 1811. NYC Municipal Archives.

Guardianship record, 1811. NYC Municipal Archives.


 Almshouse Ledger Collection

History of Inmates, 1919. NYC Municipal Archives.

History of Inmates, 1919. NYC Municipal Archives.

The Almshouse Ledgers are another fascinating collection which span 1758 to 1952. There are more than 400 volumes pertaining to the many city-run institutions on Blackwell Island, now named Roosevelt Island. They include the Almshouses, Lunatic Asylum, Workhouses, the Penitentiary, and various hospitals.

A sampling of the volumes from several different series have been digitized and are available in the online gallery. There is also a detailed finding aid for this collection with links to the digitized volumes. The finding aid explains the different series of records and the types of records available.  

Inmate History, 1895.  NYC Municipal Archives.

Inmate History, 1895. NYC Municipal Archives.

The “Record of Inmates” lists residents of the Almshouse institution, not persons who were imprisoned. One of the important things about the Record of Inmates, especially for those of Irish or German ancestry, is that it includes the county in which the person was born as well as the town/city. The series provides a wealth of information including the name, date of admission to the institution, when discharged, nativity, naturalization information, occupation, and often the name and address of a family member. It also provides the “Habits of the father,” e.g. “temp” (temperate) meaning the person did not drink. (Alcoholism was a big problem.) The record will also note if the person was self-supporting, or in the poorhouse. If they were in the poorhouse, the question was asked “for how long?”


New York County Jury Census

The Jury censuses were taken in 1816, 1819, and 1821. There is one volume for each Ward of the city; some volumes are missing. The purpose of the census was to determine eligibility to serve on a jury. The jury censuses have been digitized and are available online. There is also a finding aid for this collection.

The census records are arranged by ward and then by street. If the street address is not known, city directories can be consulted (available on the New York Public Library’s digital collections website).

The census includes both male and female heads of household. The census recorded the name of the head of the household, the house number and street, occupation, age, reason for exemption from serving on a jury (old age, etc.), and the total number of jurors in the particular household. The census designates white inhabitants, aliens, coloured (sic) inhabitants (not slaves), and Slaves and provides the total number of inhabitants in the household. (Slavery was not ended in New York State until 1827.)

1816 Jury Census, 1st Ward. Broadway numbers 1-58 containing 274 Inhabitants. NYC Municipal Archives.

1816 Jury Census, 1st Ward. Broadway numbers 1-58 containing 274 Inhabitants. NYC Municipal Archives.


Police Census

Most family historians are probably aware that the 1890 U.S. Federal census was almost completely destroyed in a fire. Thankfully, New York City took its own census that year. City officials believed the federal census undercounted the population. The Police census is often used as a substitute for the 1890 Federal Census.

The street address of the person or family must be known to search the census at the Archives; it is not indexed by name. The census lists everyone in the household, their gender, and age. There is a street address index available at the Archives that provides the census volume number.

1890 Census.  NYC Municipal Archives.

1890 Census. NYC Municipal Archives.


Property Cards

One of the Archives’ more popular collections is the Property Cards. With federal funding from the Works Progress Administration, the cards were created by the Department of Finance to modernize the tax assessment process. The cards date from 1939 and were continuously updated through 1990. All five boroughs are included.

There is a small photographic print of the property taken in the 1940s attached to the card. The assessed valuation, conveyances, and mortgages are also recorded. A diagram of the building and the plot, and other information about the building including the zoning, classification, and the block and lot number can also be found.

The creators of these records probably did not anticipate that people would be using them for genealogical research. Some people even give them as gifts. The cards have not been microfilmed or digitized; copies can be requested (contact familyhistory@records.nyc.gov for ordering and fee information).   

Property Card, 7 Middagh Street, Brooklyn.  NYC Municipal Archives.

Property Card, 7 Middagh Street, Brooklyn. NYC Municipal Archives.


Tax Photos

The photographs that appear on the property card also exist as a separate collection known as the “tax photographs.”  The photographs have been digitized and can be viewed on the online gallery. There are two series of photographs: 1939 to 1941 (these images were affixed to the property card), and a second series dating from the mid-1980s.

The 1940s collection includes every building in all five boroughs except for empty lots and tax-exempt properties. The photos from the 1980s include empty lots and tax-exempt properties. There is a Guide to the 1940s Tax Department photographs available that provides additional information.  

1940 ‘Tax’ Photograph, Queens Block 3176, Lot 45.  NYC Municipal Archives.

1940 ‘Tax’ Photograph, Queens Block 3176, Lot 45. NYC Municipal Archives.


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How to Research the Vital Records Collection

This is the first ‘how to conduct research’ blog in On the Record. It provides essential information about the vital records collections at the Municipal Archives. This blog is adapted from a program Marcia. Kirk recently recorded for a genealogy seminar. A subsequent blog will take us “beyond the basics.” Future blogs by subject-matter experts will provide instructions on how to research other Municipal Archives collections. 

What are vital records, and why are they important? Vital records document major events in a person’s life: people are born, sometimes they get married, and unfortunately, they die.

Historical records of births, deaths and marriages that occurred in New York City are maintained in the Municipal Archives. If the event occurred outside the five boroughs, the record would be on file at the New York State Department of Health in Albany, or in some instances, with the clerk of the local town. Births reported after 1910, and deaths reported after 1948 are available from the Department of Health and Mental Hygiene and marriages reported after 1949 are available from the Office of the City Clerk.

The holdings of the Municipal Archives include all extant vital records for the five boroughs as well as the towns and villages that were consolidated into the Greater City of New York in 1898. Municipal Archives Genealogy Collections

Researching the records

The birth, death and marriage records are filed and indexed according to the Borough where the event took place.

Most of the vital records are in a certificate format. The certificates are numbered consecutively beginning with certificate number one on January 1 of each year. The records of each Borough are filed separately.

To find a certificate, it is necessary to search an index to identify the Borough, year filed, and the certificate number.

Where are the indexes? 

Most of the indexes are available online. They are available on the local Italian and German genealogy organization website; at www.Ancestry.com; and at www.Familysearch.org. Most online indexes were created by people transcribing and/or machines reading the original hard-copy indexes which means there are mistakes in the online versions.

At the Municipal Archives researchers can view the online indexes as well as the original indexes. Sometimes it is necessary to go to the original indexes when a mistake is found in the on-line version.

Locating a certificate requires the researcher to use an index to search for the Borough, year filed and the certificate number.

Births records:

It is important to note that about 25% of births during the time correlated with the Municipal Archives holdings (prior to 1910) were not reported to City government. Children were born at home and sometimes the family or persons assisting at the birth did not know the requirement or perhaps were not literate in English. More consistent birth registrations began when new legislation was enacted in 1913. (The Municipal Archives birth holdings date prior to 1910.)

When conducting a search in the indexes it is really important to keep the search terms as broad as possible. Sometimes a person’s first name is not what it is thought to be.

I came across an unfamiliar name when researching my own family. I asked my Aunt who said, “oh, that’s cousin Dolly!” Another problem is one I encountered when researching my McCabe ancestors. McCabe is a common name and there are hundreds of people with the same name.

The Municipal Archives collection of birth records totals more than 2 million certificates.  All of them have been digitized. 

This is an unusual example.  The birth certificate documents twins; most of the time there would be two separate certificates numbered consecutively, but in this case, there is one certificate, with two numbers. 

This is an unusual example.  The birth certificate documents twins; most of the time there would be two separate certificates numbered consecutively, but in this case, there is one certificate, with two numbers. 

Birth certificates contain lots of good information: the name of the person making the report – usually a doctor, but sometimes a midwife or perhaps a neighbor. There are the basics – name, race, date of birth, father’s name, age, occupation and birthplace. And most important, the mother’s name and her name before marriage, the number of children were born to her previously and the number still living.

Here is another example.This is the actor Humphrey Bogart’s birth certificate. He was born at the Sloane Maternity Hospital on December 25, 1899. His original name was Bogart de Forest. But his mother’s name was Maude Humphrey. 

Here is another example.

This is the actor Humphrey Bogart’s birth certificate. He was born at the Sloane Maternity Hospital on December 25, 1899. His original name was Bogart de Forest. But his mother’s name was Maude Humphrey. 

Special and Delayed birth certificates

They are not what you think. Sometimes, when searching in the birth index there is an “S” or a “D” after the certificate number. “S” means “Special,” and “D” means “Delayed.”

The “Special” and “Delayed” births were called that because the birth was reported to the Health Department long after the child was born, or in some instances, the record was amended (father’s name added, etc.) at a later date.

By the way, the Archives does not correct information on vital records – even if there is an obvious misspelling of a name. If a certificate must be amended for some legal purpose, the Archives staff will not make the change, but will instead provide an official letter stating that any vital record in the Municipal Archives cannot be amended.

In this example, Rosa was born April 2, 1900; however, the record was not filed until 1906. 

In this example, Rosa was born April 2, 1900; however, the record was not filed until 1906. 

This is an example of a birth ledger.  Records for Manhattan and Brooklyn prior to 1866 and the other Boroughs prior to 1898 exist in this format.  The information recorded is essentially the same as would appear on a certificate.   

This is an example of a birth ledger.  Records for Manhattan and Brooklyn prior to 1866 and the other Boroughs prior to 1898 exist in this format.  The information recorded is essentially the same as would appear on a certificate.   

Geographic Birth Indexes

The standard birth index is arranged by last name. However, we also have another type of index for births – the ‘geographic’ index.  In this index the births are listed by place of birth.

In this example, these card lists all the births that took place at 410 and 411 West 54th Street, in Manhattan between 1880 and 1883.

In this example, these card lists all the births that took place at 410 and 411 West 54th Street, in Manhattan between 1880 and 1883.

There are geographic indexes for births from 1880 through 1909 for Manhattan, and from 1898 through 1909 for the other four Boroughs. 

Marriage Records

Marriage records are more complicated because there are two completely separate series:  The Health Department marriage certificates (1866-1937), and the City Clerk “licenses,” (1908-1949). When researching a marriage index, it is important to notice whether the index is for the Health Department certificates, or the City Clerk licenses.

For marriages prior to 1908, the only record is the Health Department certificate. In 1908, New York State passed a law that required any couple wishing to get married to first obtain a license. In New York City, the City Clerk issues these licenses.

The license record consists of three documents: 1) “affidavit,” filled out by the couple; 2) “license” issued by the Clerk; and 3) “certificate” filled out by person who performed the wedding ceremony.

The Health Department certificate series continued through 1937 which means that from 1908 to 1937, there are potentially two marriage records: the Health Department certificate and the City Clerk affidavit, license, and certificate. The basic information on each is the same except the City Clerk license series lists the country of birth of the parents of the bride and groom, and the bride’s occupation.

This is the Health Department record of Franklin Delano Roosevelt and Eleanor Roosevelt’s 1905 marriage (Eleanor was a distant cousin of Franklin). The marriage was witnessed by Eleanor’s Uncle (and sitting President) Theodore Roosevelt and his wife Edith.

This is the Health Department record of Franklin Delano Roosevelt and Eleanor Roosevelt’s 1905 marriage (Eleanor was a distant cousin of Franklin). The marriage was witnessed by Eleanor’s Uncle (and sitting President) Theodore Roosevelt and his wife Edith.

All of the Health Department marriage records have been digitized.

Marriage licenses

The index to the license series is available at www.Ancestry.com and on microfilm at the Municipal Archives. There are more than three million records in this series; digitization is underway. The list below shows the records currently available in digital format.

This is the affidavit F. Scott Fitzgerald and Zelda Sayre filled out for the license to marry at St. Patrick’s Cathedral in 1920.

This is the affidavit F. Scott Fitzgerald and Zelda Sayre filled out for the license to marry at St. Patrick’s Cathedral in 1920.

As noted in the above affidavit from F. Scott Fitzgerald and Zelda Sayre, there are three documents. The first is the affidavit filled out by the couple. It shows where they were living – in this case, both F. Scott and Zelda were residing at the same hotel in Manhattan. F. Scott was born in St. Paul, Minnesota. and was 23 years old. His parents’ names and their birthplaces are also recorded, along with his mother’s maiden name. It was his first marriage. Zelda was 19. She did not list an occupation; she was born in Montgomery Alabama.

The next document is the license, which is confusing as the document is titled: “New York State Department of Health.” The license contains essentially the same information as the affidavit.

The third document is the “certificate.  It was filled-out by the officiant and signed by the officiant and witnesses. It’s always a good idea to pay attention to the witnesses; you might find out about other family members and close friends.

F. Scott Fitzgerald and Zelda Sayre’s marriage license.

F. Scott Fitzgerald and Zelda Sayre’s marriage license.

The next document is the license, and this is where it gets confusing as the document is titled: “New York State Department of Health.”  The license contains essentially the same information as the affidavit. 

F. Scott Fitzgerald and Zelda Sayre’s marriage certificate.

F. Scott Fitzgerald and Zelda Sayre’s marriage certificate.

The third document is the “certificate. It was filled-out by the officiant and signed by the officiant and witnesses. It’s always a good idea to pay attention to the witnesses; you might find out about other family members and close friends.

Death records.

Information on the death certificate was not provided by the person in question, for obvious reasons. The information was supplied by someone other than the deceased, usually a family member. But because the information is supplied by someone other than the deceased, there can be mistakes. It’s best to keep that in mind when using information on death certificates. Another important point is that death certificates were filed according to the place of death, not the place of usual residence, or the burial place. 

Death certificates always indicate the place of burial. If the place is listed as “City Cemetery,” that means the “Potter’s Field” on Hart Island. The Archives has the burial records for the City Cemetery, in ledger format, on microfilm, dating from 1872 to the 1980s, but there are big gaps from the late 1950s through the 1970s due to loss of records from water damage from flooding on the Island. Also, note that the City Cemetery burial records are not indexed; names are listed by date of burial.  We suggest using the death certificate indexes to identify the date.

There are more than five million death certificates in the Municipal Archives collection. All death certificates filed in The Bronx, Brooklyn, Queens and Staten Island have been digitized. The Manhattan certificates are partially digitized. The list below provides the description of what is currently available in digital format.

George Herman Ruth’s death certificate.

George Herman Ruth’s death certificate.

In this example, the deceased had been living at 110 Riverside Drive in Manhattan for 26 years. He was married. George Herman Ruth is of course the famous baseball player, Babe Ruth. He died in 1948 of natural causes and is buried in Gate of Heaven Cemetery which is in Westchester County.

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Going back to the City Cemetery for a minute, we do have the burial records, in ledger format, on microfilm, dating from 1872 to the 1980s, but there are big gaps from the late 1950s through the 1970s due to loss of records from water damage due to floods on the Island. Also, note that the City Cemetery burial records are not indexed; names are listed by date of burial. We suggest using the death certificate indexes to identify the date.   

How to Access Vital Records

Although the Municipal Archives facilities remain closed to the public, copies of records may be ordered online or via regular mail. If the record has been digitized and you would like a PDF copy, we can email the record within about five days. PDF copies are not certified, however. If you request a record that has not been digitized, or if you need a certified hard copy, the current processing time can be eight weeks or longer.

Here are the certificates that are available in digital format:

We look forward to helping our patrons research their New York City roots and providing more in-depth ‘how-to’ guides to our rich collections.

We look forward to helping our patrons research their New York City roots and providing more in-depth ‘how-to’ guides to our rich collections.