Research Self-Help

In order to help researchers more efficiently, we have designed a number of self-service tools and informational options to help with the most frequent issues and questions. 

The following list of self-help resources may help you prepare for an appointment or conduct your research from a distance.

• Copies of records for official use
• Minnesota State Archives records--Searching and Accessing
  • Naturalization and Immigration Records
  • Birth certificates
  • Death certificates
  • Minnesota State and Territorial Census records
  • Marriage records
  • Court records
  • State Hospital records
  • State Correctional/Prison records
  • Owatonna State Public School (State orphanage) records
• Manuscript materials--Searching and Accessing
• Published materials (books, articles, maps, etc.)--Searching and Accessing
• In-depth research
• Making research appointments

• Searching the Catalog

• Searching Finding Aids

• Requesting materials in advance
• Copies or scans of documents
• Researching/ordering photographs
• Image use or licensing
• Donating to the collection
• Other Questions

Don't see your topic? Need more help?  

Copies of records for official use

For more information on getting official copies of records for dual citizenship, Real IDs, or other legal purposes, visit our Records for Official Purposes FAQ guide.

Minnesota State Archives records--Searching and Accessing

Naturalization and Immigration Records

Naturalization is the process by which an immigrant becomes a citizen. Historically, the naturalization process could be filed in any court of law and had two steps: Declaration of Intent and Final Papers.

Alien Registration records were produced after the Minnesota Commission of Public Safety passed the Alien Registration Act in February 1918. This legislation ordered all unnaturalized aliens to register and make sworn declarations about themselves, their immediate family members, and their property holdings.

For more information on getting official copies of naturalization records for dual citizenship, Real IDs, or other legal purposes, visit our Records for Official Purposes FAQ guide.

• These records can be accessed in-person for research purposes only; records for official use must be ordered online.
• Make a microfilm appointment to guarantee a station for in-person research.
• Order research services through the Historic Naturalization Records Search Request or 1918 Alien Registration Record Search Request
• Materials on microfilm can often be sent via Interlibrary Loan (ILL) to public libraries, universities, and other institutions of learning. For more information see our Interlibrary Loan page.
• See our Naturalization & Immigration Records online research guide for more information, including information on accessing records in-person.

Birth certificates

You can search for and order copies of Minnesota birth cards/certificates issued from 1900 - 1934 via the Minnesota People Records Search system.  Just click on the yellow “Add to Order” button on a record's page to start the order process. Note: If you order a copy, we will send an image of the original birth record held by the Minnesota State Archives.

These records can also be viewed free of charge at the Library's Reference Desk.  

For more information see:

• Minnesota birth records — help/about (includes information about what information is present on a completed birth certificate)
• Vital records research guide
• Records for Official Purposes FAQ guides

Death certificates

You can search for and order copies of Minnesota death cards/certificates issued from  1904 - 2001 via the Minnesota People Records Search system. Just click on the yellow “Add to Order” button on a record's page to start the order process. Note: If you order a copy, we will send an image of the original birth record held by the Minnesota State Archives.

You can also access these records in person at our Library on microfilm.  Viewing and self-service scans are free, and self-service paper copies are 35¢ each. We strongly recommend making a microfilm appointment to guarantee a research station on your chosen day.  

For more information see:

• Minnesota death records — help/about (includes information about what information is present on a completed death certificate)
• Vital records research guide
• Records for Official Purposes FAQ guide

Minnesota State and Territorial Census records

You can search for and view copies for free via the Minnesota People Records Search system.  Notarized copies for official use must be ordered; no same day notarizing.  

For more information see:

• Minnesota State Census Records — Help/About
• Census Records research guide
• Records for Official Purposes FAQ guide
• Minnesota State Census Records Request service (Notarized for Official Uses)

Marriage records

We hold marriage records for certain counties for select years in the State Archives, many of which are on microfilm. To see what we hold you can search the library catalog by county name and the search term marriage (example: Ramsey County marriage). If we have the records, they can be viewed:

• Visit the Library in person (or have someone else visit on your behalf): We always have Library staff on duty to help you with your research process. We strongly recommend making an appointment using our self-scheduler to ensure that you have a research station.
• By ordering a copy through Marriage Record Request research service
• Materials on microfilm can often be sent via Interlibrary Loan (ILL) to public libraries, universities, and other institutions of learning. For more information see our Interlibrary Loan page.
  

You can also search many counties’ records in the Minnesota Official Marriage System (MOMS) and then order a copy from a participating county records office.

For more information:

• Vital records research guide

• Records for Official Purposes FAQ guide

Court records

Court records include civil, criminal, and probate matters. This includes divorces, estates, commitments and guardianships, adoptions, and more. Depending on the Court and the date of the case, the records may be held at the MN Historical Society. Others are still held by the Courts.  See our Court Records online research guide for more information.

Options for access include:

• Visit the Library in person (or have someone else visit on your behalf): We always have Library staff on duty to help you with your research process. We strongly recommend making an appointment using our self-scheduler to ensure that you have a research station.
• Order research services through the District/County Court Case File Research Request or Supreme/Appeals Court Case File Research Request

Researching patients in State Hospitals

State hospital records contain private information, including private information about 3rd parties. Because of this, many of them are restricted records and access requires thorough review and potential redaction. Depending on types of information present, restrictions are generally 75 to 100 years from the date of the last entry in the record or file. If there are issues with restrictions or if we need additional information/paperwork from you, staff will let you know after your order is processed.

Note: Most State Hospital Indexes are in their original, paper form. Very few are available to view or search online.

1) Start with searching Indexes

Research into patients typically starts with an institution-specific index search in cards, ledgers, and/or registers. Index materials vary, but most include:

Full Name
Admission Date
Discharge Date
Patient Number

 Index research options:

a) Order an Index Search through our State Hospital Records Research Request service.

b) View onsite with same-day staff review

2) Then seek Other Records using the dates and patient number

For more information about state hospital records–including what records we have from the different institutions–visit our online research guide State Hospitals: Historical Patient Records.

 Other Records research options:

a) Order an Extended Records Request through our State Hospital Records Research Request service.

b) In-Person Research Options vary by admission date on the records

1925 or earlier: Can be viewed onsite without review

1925 to 1950: Must pass a same-day, date-based review; onsite viewing is possible but not guaranteed

1951 onward: Onsite viewing requires meeting specific criteria, including proof of the subject's death; generally not available for viewing at this time.

Please note: Research services may temporarily close when staff researchers are at their capacity. If this happens, the service is likely to reopen at the beginning of the next month. See the research service page above to determine if the service is open for orders or if you would need to wait to submit your request.

State Correctional Institutions (Prison) Records

For more information about Correctional Institution records, visit our online research guide Adoption Research: Owatonna State Public School.

Correctional records contain private information, including private information about 3rd parties. Because of this, many of them are restricted records and access requires thorough review and potential redaction. Depending on types of information present, restrictions are generally 75 to 100 years from the date of the last entry in the record or file.

1. Start with searching indexes

Research into patients typically starts with an institution-specific index search in cards, ledgers, and/or registers. Index materials vary, but most include:

Full Name
Admission Date
Discharge Date
Inmate Number

Index research options:

a) Order an Index Search through our State Correctional Institution (Prison) Records Request service

b) View onsite with same-day staff review

2. Then seek other records using the dates and patient number

For more information about prison records–including what records we have from the different institutions–visit our online research guide State Prisons: Historical Inmate Records.

Other records research options:

a) Order an Extended Records Request through our State Correctional Institution (Prison) Records Request service

b) In-Person Research Options vary by admission date on the records:

Before 1907: Can be viewed onsite without review

1908 to 1924: Must pass a same-day, date-based review; viewing is possible but not guaranteed

1925 onward: Onsite viewing is not available at this time

Please note: Research services may temporarily close when staff researchers are at their capacity. If this happens, the service is likely to reopen at the beginning of the next month. See the research service page above to determine if the service is open for orders or if you would need to wait to submit your request.

Owatonna State Public School (Orphanage) Records

For more information about Owatonna State Public School (OSPS) records, visit our online research guide Adoption Research: Owatonna State Public School.

Orphanage records contain private information, including private information about 3rd parties. Because of this, many of them are restricted records and access requires thorough review and potential redaction. Depending on types of information present, restrictions are generally 75 to 100 years from the date of the last entry in the record or file.

1. Start with searching indexes

Research into children at the State Public School/Orphanage typically starts with an institutional index card search. Index information varies, but generally includes:

Full Name
Birth Date
Admission Date
Discharge Date
Student Number
Names and numbers for siblings admitted
Names of parents

Index research options:

a) Order an Index Search through our Owatonna State Public School Records Request service

b) View onsite with same-day staff review

2. Then seek other records using the dates and patient number

For more information about orphanage records visit our online Owatonna State Public School research guide page.

Other records research options:

a) Order  a Full Case File Request through our Owatonna State Public School Records Request service

b) In-Person Research Options vary by admission date on the records:

Before 1907: Can be viewed onsite without review

1908 to 1924: Must pass a same-day, date-based review; viewing is possible but not guaranteed

1925 onward: Onsite viewing is not available at this time

Please note: Research services may temporarily close when staff researchers are at their capacity. If this happens, the service is likely to reopen at the beginning of the next month. See the research service page above to determine if the service is open for orders or if you would need to wait to submit your request.

Manuscript materials--Searching and Accessing

Manuscripts are collections of historical materials from people, families, businesses, churches, and organizations.

To search at a high level, use the Library and Archives Catalog.  To search the specific contents of a collection, use its Finding Aid.

Options for accessing manuscript materials after you have identified them:

• Visit the Library in person (or have someone else visit on your behalf)--The Library is open for individual researchers Thursday through Saturday, 10am to 4pm, and we always have Library staff on duty to help you with your research process.  We strongly recommend making an appointment using our self-scheduler to ensure that you have a research station.  
• Order a distance copy service– We offer 3 different types of distance copy/scan requests, including a Copy Request (folders from boxes) option that works for most manuscript collections.  Visit our Distance Copy Requests page for more information and links to order.
• Hire a contract researcher– We maintain a list of local, independent researchers who work on a contract basis.
• Virtual viewing appointments–During a 30-minute teleconference session a member of the staff will act as your “research hands” to open folders, turn pages, mark files for copying, or move the camera over oversized items. Note: Virtual viewings are not appropriate for all research.  Staff may recommend other options like a copy or research service, or Interlibrary Loan.      
• Materials on microfilm can often be sent via Interlibrary Loan (ILL) to public libraries, universities, and other institutions of learning. For more information see our Interlibrary Loan page.
• Materials that have already been digitized are available online via links in the collection's online finding aid. 

Published Materials (books, articles, maps, etc.)--Searching and Accessing

To search for published materials like books, articles, and maps, use the Library and Archives Catalog.

Options for accessing published materials after you have identified them:

• Visit the Library in person (or have someone else visit on your behalf)--The Library is open for individual researchers Thursday through Saturday, 10am to 4pm, and we always have Library staff on duty to help you with your research process.  We strongly recommend making an appointment using our self-scheduler to ensure that you have a research station.  
• Order a distance copy service– We offer 3 different types of distance copy/scan requests, including a Copy Request (books and articles) option that works for most published items.  Visit our Distance Copy Requests page for more information and links to order.
• Hire a contract researcher– We maintain a list of local, independent researchers who work on a contract basis.
• Materials on microfilm can often be sent via Interlibrary Loan (ILL) to public libraries, universities, and other institutions of learning. For more information see our Interlibrary Loan page.
• Materials that have already been digitized by MNHS are available online via links in the item's online Library and Archives catalog record. 
• Some materials may have online copies made by other libraries or organizations.  Examples of places to look include: Hathi Trust, Google Books, the Library of Congress, and the Minnesota Digital Library (MDL). 

In-depth research

Unfortunately, the Library does not have the staff or resources to do in-depth research upon request via email. This generally includes searching for individuals in record sets and seeking out/confirming that specific information is present in boxes/folders/documents.

There are several other options for in-depth researching:

• Visit the Library in person (or have someone else visit on your behalf): We always have Library staff on duty to help you with your research process. We strongly recommend making an appointment using our self-scheduler to ensure that you have a research station.
• Hire a contract researcher: We maintain a list of local, independent researchers who work on a contract basis.
• Order a research service: We offer a variety of specific services–including various types of copy requests–that may be helpful to your overall project.

Making Appointments

The Library is open for individual researchers Thursday through Saturday, 10am to 4pm. We strongly recommend making an appointment to ensure that you have a research station.

Visit our Hours and Appointments page for the link to our online self-scheduler and more information. 

Searching the Catalog

The first stop for finding materials is generally a search in the Online Library and Archives Catalog. You can search it from any computer with internet access. It works similarly to library catalogs at public libraries, but here are some hints for using it more efficiently:

• Use the keyword search for most of your searches
• After a keyword search, the option on the left labeled "Collections" will let you search specific portions of the collection like Maps, State Government Records, etc.
• You can use OR and NOT in your search. Example: logging OR lumber
• Think creatively about your search terms and how you might limit or expand them.
• Remember, the catalog search only searches for words that are in the catalog records, not all the words in the full text of articles, books, etc.
• The ? can help find matches that contain portions of words or different spellings. For example, agri? will retrieve agri, agribusiness, agriculture, agricultural, agriculturist, etc. In another example, ?ology will retrieve anthropology, archaeology, psychology, etc. A search for wom?n will find both woman and women.

Searching Finding Aids

Many–but not all–of our archival and manuscript collections have online finding aids that provide a detailed inventory that collection’s materials. Use the instructions and tools in the Searching MNHS Finding Aids research guide to search for and within MNHS finding aids, including information for how to request paper-only finding aids via email.

Requesting materials in advance of an already-scheduled appointment

After making an appointment in our online self-scheduler, you will receive an automated confirmation email that includes a link to the Self-Service Advanced Request Form. If you know exactly which items you want for on-site use at the Gale Family Library, you can use this form to request up to 6 items in advance of your appointment.  Requests that arrive without an already-made appointment will be cancelled. 

Note: Advance material requests are not required. Most materials are stored on-site and can be retrieved same-day with a 10 to 45 minute wait.

Copies or scans of documents

We offer 3 different types of distance copy/scan requests:

• Book/article
• From folders in boxes
• From microfilm.

We can copy some materials for free, including book indexes, indexes, under 25 pages from a book, or a single folder.

Visit our Distance Copy Requests page for more information and links to order. (Please note that we are unable to do pre-research on the physical contents of specific folders before you place a copy order.)

Researching/ordering photographs

Visit our Photographs: Research & Ordering guide for more information on:

• Searching for photos online (Note: High resolution versions of many images in our Collections Online system can be ordered directly online. Click on the yellow "add to order" button to get started)
• Finding photos from newspapers
• Other ways to find photos
• Images as primary sources
• Ordering copies

Image use or licensing

For information on using images of any collections items–including documents, artifacts, maps, photos, etc.--visit our Photographs: Use Permissions & Licensing guide. It provides information about:

• Basic FAQs
• Types of Users
• Types of Uses and Prices
• Conditions of Use
• How to Order Use Permissions

Note: All image use/licensing requests are now submitted online through one of our Historic Photos ordering processes.

Donating to the collection

Visit our Donate to MNHS Collections page for FAQs and a link to the Potential Donation Form. This form goes to our Collections department for their review and research before they respond.

Other questions

If you have tried the self-help resources without success or your question is not addressed above, please contact Library staff directly via email at reference@mnhs.org.

Please also strongly consider NOT having AI write your email requesting additional assistance.  Completely AI-generated emails and emails sent by AI agents often take longer for our staff to respond to.