After applications are received, the Trustees determine how well grant applications fit the criteria of the trust agreement, as well as analyze the need and use of the project and the reliability of the grant applicant. Quality of research and use of standard publishing formats for records will also be a consideration. These guidelines are included to aid prospective applicants in selecting materials for grants.
The publication of the colonial, state, county, and city records of Georgia prior to 1851 would automatically receive consideration if they contain enough information to be genealogically significant.
Records produced after 1851 will still qualify as long as they contain information concerning citizens of Georgia before 1851. Generally, records dating to 1900 will fall within the guidelines. Later records may be eligible:
- If they are included to complete a volume of a particular record which ends several years beyond 1900
- To fill gaps in county records that were re-recorded due to fire or loss or
- To preserve inscriptions which are lost from deterioration and destruction.
The following examples illustrate the scope of acceptable grants; however, many other subjects are suitable for grants.
- Example 1: Pension applications of Civil War soldiers and sailors. Some of the applications are dated after 1900, but they concern Civil War soldiers, most of whom were citizens of Georgia before 1851.
- Example 2: An abstract or index of marriages, deeds, or other county records that begin about 1862 or shortly thereafter may qualify because most of the persons getting married, selling or buying land, and transacting other legal business would have been citizens of the state prior to 1851.
- Example 3: Cemetery records of a specific area may apply even though some of the tombstones are of persons born after 1851.
- Example 4: An entire project of abstracting or indexing all of a particular kind of record may warrant a grant even if some of the persons were not citizens of Georgia before 1851. The value of having a single reference on a particular subject takes precedence over a specific cut-off year. Indexes and extracts of census records through 1870 are not encouraged for single counties. Index, although fallible, have already been published, and microfilm copies of census records are available in many libraries throughout the state. Extracts or indexes of persons born in Georgia, be appearing in census records of another state would, however, warrant consideration for a grant. Indexes of censuses after 1870 would also receive consideration at this time.
Cemetery Books: The Foundation prefers to publish books that include all markers in a county or large city cemeteries where a significant number of burials were made. All markers must be included for the entire county unless one cemetery is so large it would make a book of its own. See the Resources section of this site for more information on suggested format and layout.
Arrangement: The project must maintain the integrity of the original record by not rearranging material. For example, court minutes must be recorded in the order of appearance in the original source.
Completeness: The work must include genealogical records of all names and topics contained in the record source. For example, newspaper projects must not stop in the middle of a year and must not select a single category such as obituaries.
Citation: Book and page citation must be given for data. Content and data from other sources must be clearly identified through the use of brackets and citations. The original source document, or copies, must be available to the public for verification purposes.
Index: The project must include a full-name index of all persons mentioned in the source, with the exception of ministers in marriage records. The inclusion of place names is optional but desirable. See the Resources section of this site for more information on the suggested format for marriage records.
Accuracy: The project must not contain significant errors and/or omissions.
Quality: Applications that contain errors in grammar, spelling and punctuation in the introduction, preface, forward, etc., will not be considered. Arrangement of data must be in a clear format and easily readable font style and size. See the Resources section of this site for more information.
Databases: A worked produced in electronic format must allow the user to recreate the record into its original order. For example, a database of marriage licenses or deed records must include the data fields for the volume and page number so that the original order of the volumes may be recreated.
Projects not eligible for funding include:
- Census records, county histories, church histories, family histories or journals.
- Selective compilations of various records pertaining only to a particular group of persons are not eligible for funding.