Why You Can't Find an Ancestor's Vital Registration

1907 Death Registration John Downey

How many times have you looked for a birth, death, or marriage in Ontario's Vital Registrations on Ancestry and come up empty? It's frustrating because you know Great-Grandpa Samuel Johnstone's death date and location. You know it was after Vital Registration began in Ontario in 1869. 

You've tried using wildcards to pick up variations in his surname, such as Jo*nston*. You've searched just under his first name. You've searched for any Johnstone, not using his first name. You've tried every trick in the book but you've come up empty. 

You're Not Alone

I've done it too. I have several people whose deaths or marriages or births are simply not showing up in the online Registrations. My most recent failed attempt was in searching for a murder victim and the woman who was executed for the crime. It was a very famous case in Ontario (James Workman the victim, beaten to death in 1872 and his wife Elizabeth Workman, the last woman hung in Ontario in 1873) and is still written about today as a miscarriage of justice. I wanted to see their death registrations for research I am doing on this family. But nothing was found. After several frustrating hours of creative searching, I wrote to the Ontario Archives and asked where the Death Certification of murder victims and the murderer were kept.

To my surprise I was told that they are filed with all deaths and registered with Ontario Vital Statistics so they should be found. Then the Archivist added that perhaps the families had not paid to have the deaths registered. This was news to me! So I wrote back and asked for clarification as to whether all individuals had to pay to register a vital event. The answer was YES. 

Archives of Ontario Explains

Here's the official explanation below:

People were required to pay (either directly or via family members, hospital, clergy or funeral home) for Ontario vital statistics registrations.  The cost to register a marriage was about .10 cents prior to WWII then the cost went up to about .25 cents after WWII.

Now I know why I can't find some of my ancestors and collateral branches' births, marriages or deaths. No doubt the family didn't have the money or thought it was a waste of money that could be better spent elsewhere.

Don't Give Up 

So if you have been hunting and unable to find a Vital Registration Event in Ontario (or elsewhere), consider the possibility that perhaps it was never registered. That doesn't mean you should give up after the first try! Use wildcards, they are your friend. For example Ancestry allows the use of * to represent more than one letter and ? to represent one letter.  If your surname of interest is Madden, try searching M*d*n to pick up Maden, Maiden, Maddin, etc.

Be creative in how many details you put in the search engine. In other words, loosen your search, make it less restrictive. Search just by a first name or just by a location and date (no name at all) 

Church Records

If all your searches are in vain, you might want to try church records. Even if the event was not registered at the Provincial level, odds are good that it made the local church. Ontario census records provide the religion of each person so it is fairly easy to locate nearby churches to where your ancestor lived prior to death.

Finding an Ancestor in Canada West

Fred wrote to Olive Tree Genealogy with quite a few questions about his ancestors who were in "Canada West" between 1856 and 1863.

I have traced my Winslow family from Dublin, Ireland to the ship "Constantine" on which they sailed and landed in the Port of NY in 1856. The entire family, which consisted of John, his wife Eliza and their children William Thomas, John, Oliva and Jane, were destined for "Canada West" according to the ship's manifest. Only a few other passengers on that voyage stated their destination as Canada West. I believe I was able to trace one of those other passengers (not related to me) to Perth in 1860. 

    The elder John was a carpet cutter and upholsterer and I presume he was seeking a better job in his field.  However, there is no trace of John or any member of his family in the Canadian or US census for 1860.  Also I have reason to believe that Eliza Winslow died in Canada not too long after immigrating there but I can find no trace of her death record.   

    By 1863, the family moved to Connecticut and took up work in the spinning mills there and from that year I have been able to trace them without much difficulty.  Are there large gaps in the Canadian census that are listed on Ancestry.com and FamilySearch?  Presuming they were in Canada in 1860, why am I unable to find any trace of them?

My Answers: Fred, first things first. Hopefully you discovered that "Canada West" is present day Ontario. So you need to find early Ontario records for your family.  Before being called Canada West it was called Upper Canada.

Example of 1861 Census

CENSUS RECORDS
There is no 1860 census for Canada. Canada did not exist as a country until Confederation in 1867 and thus the first census for Canada is 1871. The census prior to 1871 was 1861 (not 1860) and consists of records for the 5 provinces that existed that year.

Unfortunately not all of the 1861 returns survived. For a  list of the missing returns, see Ontario GenWeb Census Project.  As well, many surviving records are badly faded and could not be indexed,  so a search on Ancestry.com might not find a name even though a record survived. You would have to do a page by page search of the images in hopes of spotting your ancestors' names.

In the Ontario 1851 and 1861 Census, there are agricultural returns as well as personal returns. These are listed by the name of the head-of-household.  Agricultural Census returns are often overlooked by genealogists. Agricultural returns provide information such as lot and concession number, acreage, livestock and agricultural products.

Ancestry.com has the 1861 Agricultural portion of the census online. That's the good news! You can search for an ancestor in it by including the keyword "AGRICULTURAL" in the search fields.

The bad news is that only half of each page has been scanned.

DEATH RECORDS
You say you cannot find a death record for Eliza "in Canada". Again, you are looking in Ontario and a look at the explanation for Ontario Vital Records on Ancestry.com or the Archives of Ontario or other websites (such as Olive Tree Genealogy Ontario section) will reveal that registration did not begin until 1869, well past the date your Winslow family left for USA. A search of surviving church records would be your next step provided you can narrow the location of your family. 

You could also check OCFA (Ontario Cemetery Finding Aid) in case Eliza's grave is recorded there. If you get a result you will need to read the website instructions for details on how to obtain the burial information. 



DON'T OVERLOOK THE IMPORTANT DESCRIPTION OF RECORDS
This brings me to an important reminder - don't overlook the explanation or description of record sets online. This is where you will learn what the records consist of (what is missing and what is available) and what years the records cover. When you are searching for an ancestor in a place where you are not familiar with the records, you should always consult the local archives or genweb site to find out when records were kept, where they are kept, and what has survived.



SETTLEMENT OF ONTARIO
It is also important to remember that Ontario was not settled until the time of the American Revolution so these are relatively early records you are seeking. Any hope of finding a death record for Eliza rests on knowing a more precise location where they settled in Ontario. If they owned land you might find them in land records, or petitions. If you know their religion you could search church records. But there are few Ontario-wide databases to search, and that is why you must have a more precise location of a county or preferably a township where your family lived.

Why You Can't Find Great-Grandpa's Death Registration

How many times have you looked for a Vital Registration in Ontario and come up empty? But you know Great-Grandpa Harvey's death date and location. You know it was after Vital Registration began in 1869. You've tried using wildcards to pick up variations in his surname. You've searched just under his first name. You've tried every trick in the book but there is nothing found. 

I've done it too. I have several people whose deaths or marriages or births are simply not showing up in the online Registrations. My most recent failed attempt was in searching for a murder victim and the woman who was executed for the crime. It was a very famous case in Ontario (James Workman the victim, beaten to death in 1872 and his wife Elizabeth Workman, the last woman hung in Ontario in 1873) and is still written about today as a miscarriage of justice. I wanted to see their death registrations for research I am doing on this family. But nothing was found. After several frustrating hours of creative searching, I wrote to the Ontario Archives and asked where the Death Certification of murder victims and the murderer were kept.

To my surprise I was told that they are filed with all deaths and registered with Ontario Vital Statistics so they should be found. Then the Archivist added that perhaps the families had not paid to have the deaths registered. This was news to me! So I wrote back and asked for clarification as to whether all individuals had to pay to register a vital event. The answer was YES. Here's the explanation below:

People were required to pay (either directly or via family members, hospital, clergy or funeral home) for Ontario vital statistics registrations.  The cost to register a marriage was about .10 cents prior to WWII then the cost went up to about .25 cents after WWII.

Now I know why I can't find some of my ancestors and collateral branches' births, marriages or deaths. No doubt the family didn't have the money or thought it was a waste of money that could be better spent elsewhere.

So if you have been hunting and unable to find a Vital Registration Event, consider the possibility that perhaps it was never registered. That doesn't mean you should give up after the first try! Use wildcards, they are your friend. For example Ancestry allows the use of * to represent more than one letter and ? to represent one letter.  If your surname of interest is Madden, try searching M*d*n to pick up Maden, Maiden, Maddin, etc.

Be creative in how many details you put in the search engine. In other words, loosen your search, make it less restrictive. Search just by a first name or just by a location and date (no name at all) 

If all your searches are in vain, you might want to try church records. Even if the event was not registered at the Provincial level, odds are good that it made the local church.

Another Year of Ontario Vital Statistics Registrations Added!

New records on Ancestry.com include one more year of Ontario Vital Statistics Records. Now you can search 1928 marriages, 1913 births (I'm anxiously waiting for 1914 for my father's birth registration!) and 1938 deaths.

• Ontario, Canada, Marriages, 1801-1928
• Ontario, Canada Births, 1869-1913
• Ontario, Canada, Deaths, 1869-1938 and Deaths Overseas, 1939-1947

I'm very excited about this new year of records, but be aware that there are indexing errors. You may need to be creative, use wildcards, ignore first names and so on, in order to find an ancestor. Some errors that I spotted this morning in my own searches were:

"Percival" as "Persfuffal" and "Eileen" as "Celeen" and "Quebec" as " Iacbie" The images these were taken from were quite clear and legible.

That doesn't negate the value of the record set, but it does make searching them more of a challenge.