How to Conduct a Military Records Search

Tracing your family history can be difficult, especially when uncovering details about ancestors who served in a war. Military records offer a wealth of information, but navigating them can be challenging. You might not know where to start or how to search for a person effectively.

That’s why we’ve prepared a guide to equip you with the tools to overcome this hurdle. By using the methods outlined below, you can increase your chances of a successful search.

Key takeaways

• Military records offer insights beyond dates and locations, potentially revealing physical descriptions, family information, and even glimpses of personality.

• Refine your search using personal details, Boolean operators (AND, OR, NOT), and wildcards (*). Also, consider negative searches to eliminate possibilities and identify new avenues for research.

• Consistency in details like age, relationships, location, and family names strengthens the case that you’ve found the correct ancestor.

• For digitized records, explore online repositories like the National Archives and MyHeritage. Public libraries and lineage societies can offer valuable resources and expertise too.

Why use military records in your research?

The army has a relatively unmatched level of record-keeping. From World War I onward, it significantly improved document collection, organization, and preservation. This attention to detail means you can discover interesting information you won’t find in other genealogical documents.

A military record can reveal an ancestor’s physical description, such as weight, height, hair, and eye color. You can even find information on spouses, children, and parents.

Filling in the blanks about their appearance brings them to life in a much more personal way. You can picture them and maybe even see family resemblances throughout the generations.

Types of military records

Compiled military service records (CMSR)

Compiled military service records are a collection of transcribed information from various sources, such as hospital files, muster rolls, and payrolls. The military created these documents in the 1890s to verify the eligibility of Union soldiers applying for pensions.

It later expanded the collection to include veterans, starting from the Revolutionary War and leading up to the Philippine Insurrection at the close of the 19th century. Having a centralized documentation system helped prevent fraud and ensured deserving veterans received their benefits.

Pension records

While CMSR is a collection of transcribed details from multiple sources, pension records are files that the applicant compiles themselves. Soldiers or their widows seeking to prove identity, service, and need for benefits provided it.

Here’s what you can find inside:

• First and last name
• Transcription of bible pages with the births and deaths of family members
• Marriage date and location
• Letters, journal, or diary entries
• Information on next of kin or dependents
• Affidavits from a widow testifying to her husband’s identity
• Medical history showing battle wounds
• Prisoner of war (POW) information
• Photograph of the soldier, although rarely

Draft and enlistment records

These double-sided cards are an additional helpful verification. It gives known information and insight into unknown details for individuals of military age during the First and Second World Wars.

They may reveal the person’s marital status, living situation, place of residence, physical characteristics, and birthdate.

Tip: You might find an ancestor enlisted multiple times during a war, as they can drag on for years. But a service could be as short as three to six months.

» Learn how to tell the story of a World War II hero

Military records search: What you need before starting

Before you search through a relative’s military records, ensure you have their name and any nicknames or middle names they might’ve used. John Smith is going to be hard to narrow down without additional facts to compare with what you found in the record. 

That’s why you should also have a birthdate or year. Many young men with similar names have served in the military throughout history, and knowing this information can eliminate false positives.

You might also be able to further narrow your military records search if you know your ancestor’s:

• Unit, regiment, or branch
• Enlistment and discharge dates
• Ranks and awards earned
• Station assignments
• Battles they participated in

These details offer clues to where an individual fought and the existence of additional files such as pensions and POW records. Be careful not to rule out enlistments in neighboring counties or even farther away, as there were many times when the military drafted people miles away from home.

If they lived in the 20th century, an obituary might give you clues about their time in uniform. Death certificates may also ask whether or not an individual was a veteran.

Sometimes, even cemeteries have a lot of secrets to tell. When researching an ancestor, visit their headstone or find a picture of it. Military-issued ones often have the branch of service, wars, awards, units, and ranks inscribed on the stone.

» Explore the genealogical secrets of Scottish and Irish cemeteries

Where to access military records

Free databases

Previously, the only online option for accessing military records was to go to the National Archives website and have the copies mailed to you. An online order would usually take several weeks, and you’d end up paying a significant processing fee for each file you wanted.

The site has a page dedicated to genealogy, offering explanations of different types of documents and how to view or order copies not available online. Some files, such as pre-World War I service, court-martial, and casualty records, are still only available through this site.

The National Archives is also a physical repository of records that you can search through. In addition to its Washington D.C. headquarters, there are 13 other locations where you can go and do your research for free. By going there yourself, you’ll receive the information faster and save on processing fees. But you’ll likely still pay for the copies.

For non-U.S. conflicts, the first step would be to identify the country and war where your veteran served. You can look for the country’s national archives, such as the Mémoire des Hommes in France. Should language and geography be too much of an obstacle, organizations like the American-French Genealogical Society can help.

Subscription databases

Try searching for your ancestor on MyHeritage. Some collections, like the French Military Death Index and the Revolutionary War Pension Records, are free to view.

In the video below, David Allen Lambert, Chief Genealogist of the New England Historic Genealogy Society, explains how to leverage the tools available on MyHeritage’s website to locate military records in its databases.

Public libraries

The Sons of the American Revolution is a lineage society that accepts males who can trace their ancestry to soldiers who supported American independence during the Revolutionary War.

They have extensive resources for this time period and usually have knowledgeable people on site to assist you should you hit a brick wall. I frequently visit their library and archives in Louisville, Kentucky, when looking for military records.

Note: You can also try the Daughters of the American Revolution library in Washington, D.C.

» Check out the largest Canadian genealogy repository

Accessing military records: Challenges and solutions

If you’re looking for an ancestor who participated in more recent military events, you might find restricted records. The military keeps them private until 62 years after their discharge. The soldier, their next of kin, or an authorized representative are the only ones who can view these documents before the period has passed.

Freedom of Information Act requests can provide limited access to some restricted military records in specific circumstances. But, there are exemptions for highly classified information or anything jeopardizing national security.

Special use programs may also help you. Obtaining details related to them usually requires specific need-to-know qualifications and security clearances. If your work or research involves information that might be part of these papers, you could get access after a thorough vetting process.

Offline resources have their challenges too. If you need to visit a library far away from where you live, be careful not to miss their working hours. Call ahead and plan your facility visits before committing to the trip.

Alternatively, there are groups online, like Random Acts of Genealogical Kindness (RAOGK), that can visit offline research locations for you, look for the documents you need, and send you copies in the mail.

How to find your ancestor via military records

1. Start with personal information

• Service numbers (1918-1969): The U.S. Army used service numbers for identification, which later became Social Security numbers (SSNs). Look for them to verify you’ve found the right person.

• Pre-1900 records: For earlier periods, consult the federal census. Carefully review the information to confirm what you already know and identify any inconsistencies.

Example: When researching my third great-grandfather, William Stokes, the 1860 census listed him as “Wm Stokes” and the 1870 census as “John Stokes.” But, by comparing ages, relationships, location, and other family members’ names, I confirmed it was the same person.

2. Refine your search with Boolean operators

• Narrow your search: Use the AND operator to find records that must contain all your specified terms. For example, searching “William AND Stokes” will only return results that include both “William” and “Stokes”.
• Broaden your search: Use the OR operator to find records that contain at least one of your terms. For instance, searching “William OR Will OR Bill” will return results with any variation of the name.
• Exclude terms: Use the NOT operator to eliminate unwanted results. For example, searching “William Stokes NOT John” will exclude results that mention “John Stokes.”
• Look for variations: Input wildcards like (*) or (?) to locate records that might have deviations in spelling or incomplete information. For example, searching “William*” will find variations like “Williamson” or “Williams,” while “Willi?m” will find “William” and “Willian.”This is helpful when you’re unsure of the exact spelling of the ancestor’s name.

3. Cross-reference information

Look for consistency across different sources, such as age, relationships, location, and family members’ names. Even if you don’t find what you expect, this can help eliminate possibilities.

Let’s say you’re researching your ancestor, Sarah Miller, who lived in New York City during the Civil War era. You believe she might have served as a nurse but haven’t found any records confirming this.

• Initial search: You start by looking through online databases and archives for “Sarah Miller” AND “Civil War nurse.” This might yield some results, but it could also include irrelevant information about other Sarah Millers or nurses not related to the Civil War.

• Negative search strategy: To refine your search, you might search for “Sarah Miller” and NOT “New York City.” This excludes results where Sarah Miller lived in New York, focusing the search on nurses who might’ve served elsewhere.

• Follow-up actions: This negative search might reveal enlistment records for a Sarah Miller, who served in a different state. By analyzing details like age, known family members, or regiment information, you can determine whether this is your ancestor.

Even if it doesn’t directly find your relative, the negative search helps you narrow down the possibilities and potentially identify new avenues for research.

Researching my ancestor: The case for James H. McMillian

Military records — specifically the CMSR — helped me trace my third great-grandfather, First Lieutenant James H. McMillian.

The CMSR gave me his name, unit, rank, location, and the date he enlisted. I even got a note with the date the military gave him an honorable discharge certificate, which you can see below.

Replace image The CSMR of James McMillian shows that his captain was Charles D. Martin, and he enlisted at Miller County in June 1861. image

When I started my research, I understood that he served in the military during the Civil War, mainly from oral history tradition. His late granddaughter later recounted and recorded it in a volume of genealogical information for Pulaski County in Missouri.

A service record of James McMillian and an extract from “Home Guards” proving the first lieutenant served in the Home Guards in 1861.

A transcript of a man’s military record.

Maps of Miller County and an honorable discharge certificate proving where and when James McMillian was enlisted.

An extract from a letter John B. Ellis wrote to J.P. Sanderson in 1864 that lists names of Union men in Pulaski County.

An extract of James’ granddaughter’s recorded retelling of the McMillian Family history in 1971.

An extract of James’ granddaughter’s recorded retelling of the McMillian Family history in 1971.

References to James McMillen / McMillian in all previous documents and texts refer to James H. McMillian, husband of Mary “Polly” (Bilyeu) McMillian, and father of Jacob Harvey McMillian.

James was a first lieutenant in Company E, Osage County Regiment, Missouri Home Guard. He enlisted from June 22, 1861, to December 20, 1861, and the Hawkins Taylor Commission recognized his service as Federal Service, making him eligible for all the associated benefits.

Unveil your ancestor’s story

While navigating military records can be challenging, the rewards of a successful search are substantial. By following my best methods for searching military records, you’ll be on your way to uncovering another piece of your lineage.

Remember, persistence and a keen eye for detail are key. With each discovery, you’ll learn about your family history and gain a deeper appreciation for the sacrifices those who served made.

Additionally, online resources like MyHeritage can be a valuable asset in your research. The platform has a vast collection of digitized military records, including enlistment papers, discharge documents, pension files, and even photographs.

So, start your research journey today. You might be surprised by the fascinating stories waiting to be unearthed.