When we are done it will feel like
THERE HAS BEEN
~ MAGIC ~
Know up front that you have options and that we will tailor our services completely to meet your needs and your funding situation.
We offer mapping services if that is all that is needed.
We offer stand-alone record services if that is all that is needed.
We give you the options of purchasing our entire package of services (updating and onsite proofing of both your maps and records) or purchasing only what you need.
We have separated these processes into Phases to accommodate the unique needs of each cemetery.
We call this process Phase One, Phase Two and Phase Three.
The most accurate method to properly update a cemetery typically involves all three phases. In almost all cases, there are discrepancies in the records and huge differences between what is in the written records and maps and what you will find on-site at the cemetery. If the records are to be as error free as possible, all three phases should be completed.
What happens in Phase One, Phase Two and Phase Three?
Phase One:
In order to begin, the cemetery records and maps must be copied and sent to us. We enter the records into a database and re-map the maps using a CAD (Computer Aided Drafting) Program. We glean as much information as is possible from the existing records and note any discrepancies that are found. Then we do our best to build the maps so that burials, veterans, cremations, babies, lot owners and graves that are empty and for sale can be seen at a glance.
When this process is completed, all new maps and records are printed and compiled into weather resistant plastic sheet protectors and then assembled into an easy to handle 3-ring binder that lends itself very well to being onsite or anywhere. Every cemetery record is available in this book. The record keeping system we implement is simple and easy. We strive to make the records so simple that pretty much anyone can easily find information to operate the cemetery. This is key to eliminating dependency on only one or two people who understand the records or the layout of the cemetery.
If the original records are deemed to be fairly accurate or if funding for Phase Two and Phase Three is unavailable, Phase One may be the only portion of the services that is purchased. Though onsite proofing and measuring of the grave sites is highly recommended, if only Phase One is purchased, your records will be much improved over the original version.
No matter which package you choose
Phase One
or
Phases One, Two and Three
The package will include the following if the information is provided:
- 8 ½” X 11” over-all cemetery map and all burial maps
- Alphabetical listing of all burials
- Numerical listing of burials by location
- Chronological listing of burials by death dates
- 8 ½” X 11” computer drawn map highlighting the location of each veteran in the cemetery
- Alphabetical and Numerical listing of Veterans
- Alphabetical and Numerical listing of Lot Owners
- You will also receive an electronic copy of your records and maps
- *Software is not included*
Phase One Note:
Phase One can be purchased separately from Phase Two and Phase Three. Phase One is sometimes purchased alone when the cemetery staff or volunteers wish to complete Phase Two (and sometimes Phase Three as well) by themselves. Detail and accuracy oriented, computer savvy, and physically capable volunteers (who will stick to the project to completion) can be used for Phase Two and Phase Three.
Phase Two:
During Phase Two, everything that can be gathered from the cemetery and the headstones is recorded and later combined and proofed with the original records.
Phase Two requires being on-site and measuring the location of the roads, accurately placing each grave, locating buildings and other features and doing our best to figure out and piece together an often very difficult puzzle. Data is meticulously gathered from the headstones. Names are proofed for correct spellings. Dates are proofed for accuracy. Personal information that can be gathered from the headstones is recorded.
Phase Two is done with a clip-board, pencils, erasures, shovels, grave probe, tape measures, rolls of colored string, spikes, marking flags, metal detector and a bunch of stick-to-it. This phase is subject to rain, wind, blistering heat and sometimes temperatures that are so cold that it makes holding a pencil difficult. This phase often involves wet shoes from the early morning dew or hungry, biting and crawling bugs that are often sneaky and relentless. It takes many long hours before a project is completed. Aching backs, necks, legs and feet can be expected as this phase is surprisingly physical and mentally demanding. Total focus and meticulous attention to detail is required.
With all of that said, Phase Two is usually beautiful and extremely peaceful as cemeteries tend to be very soothing and picturesque. Phase Two is when we have observed entire families gathering on a family member’s grave. We have watched them spread a blanket and have a picnic. Gales of laughter can often be heard while they are reminiscing.
Sometimes someone will arrive alone with flowers and will sit near a grave and talk and cry.
When we are working in the cemetery, visitors often approach us to inquire about what we are doing. Often, during that encounter they tell us of personal stories and area history and of their family members who are now at the cemetery. They tell of how those people are still loved, cherished and deeply missed.
It is in this phase that we are thanked for preserving the history of their loved ones.
It is in this phase that we are reminded that what we do is important and are reminded each time of why we love our job and why we do our best to do our best.
Phase Three:
When completing Phase Three, we do our best to purge any remaining inaccuracies. During Phase Three, information and corrections that were gathered from the cemetery is entered into the computer. In this phase, the information from the original records is merged with the data that was collected from the headstones. After all of the corrections and changes have been completed, the records and maps are re-printed and then put into sheet protectors and compiled in an easy to use, weather resistant, 3-ring binder. A digital copy of the corrected records and maps is copied to a USB drive. Then the three-ring-binder and everything in it is delivered.
When this process is completed, the cemetery records are as correct as we could make them.
Phase Three Note: When Phase Three is complete, it is advisable that at this point, the public be notified of this project. Encourage them to bring information and documentation to you so that you can further the accuracy of your records. If it is deemed that the information they produce is accurate, enter it in the records. This step can be valuable as often, information that was never entered in the records might be recovered. Inviting the public to participate in this process is an opportunity for that which has been lost to be restored. Sometimes records are woefully inadequate and headstones are missing or were never placed or are impossible to read. Someone in the public just might be able to fill in the missing information. It is worth a try.
At completion, Phases One, Two and Three will include the following:
- 8 ½” X 11” map of the cemetery, a block map, and burial maps
- Alphabetical listing of all burials
- Numerical listing of burials by location
- Chronological listing of burials by death dates
- 8 ½” X 11” computer drawn map highlighting the location of each veteran in the cemetery
- Alphabetical and Numerical listing of Veterans and Veterans Map
- Alphabetical and Numerical listing of Lot Owners
- You will also receive an electronic copy of your records and maps
- *Software is NOT included*
THE DIFFERENCE IN YOUR RECORDS AND MAPS WILL BE AMAZING.
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telephone at (507) 453-0811.
We are looking forward to hearing from you!