FamilySearch Center Administrative Operations

Roles

Typically, under the direction of the stake presidency and a high councilor who oversees temple and family history, a stake and temple family history consultant is called as the FamilySearch center coordinator to oversee the day-to-day operations of the FamilySearch center. Other ward and stake temple and family history consultants are called to help staff the center and support leaders. With stake priesthood approval, community volunteers may also serve in the center.

FamilySearch center leaders should seek direction from the stake presidency and other stake high council leaders about what they wish to accomplish through their centers (see General Handbook, 25.3.6).

For more information regarding callings and various leadership roles within a FamilySearch center, please see Section 4 in the Operations Guide: Roles in the FamilySearch center.

Responsibilities

The specific plans and needs for each FamilySearch center will vary. FamilySearch center coordinators should ultimately plan operations under the direction of their stake leadership. Depending on the operational status of your center, you may oversee the following administrative tasks:

Upholding FamilySearch Standards: Ensure that the center operates in accordance with FamilySearch policies and guidelines, as well as local stake guidance.

Center Operations: Create a schedule and calendar with open hours and closures. Ideally, the center should be open at convenient hours. Maintain accurate information online so guests can plan their visits accordingly.

Staff Management: Schedule, train, and communicate with staff and volunteers who serve at the center. Leaders should support staff members by respectfully listening to their needs and ideas.

Facility Management: Ensure that the center's physical space is well-maintained, clean, and equipped with necessary materials. Work with stake leaders and facility management to make necessary updates, repairs, and purchases.

Safety Management: Counsel staff members on safety protocols to protect workers, guests, and the facility. Issue keys and responsibilities to staff. Keep a list of key holders and share that information with the appropriate stake priesthood leaders.

Scheduling Groups: Schedule youth, family, and community groups as requested.

Scheduling Equipment: If equipment, such as scanners, are in high demand, create a way for guests to sign up in advance to use these services.

Training and Events: Train staff members on how to work with guests and foster positive experiences. Help them enhance their family history research skills and knowledge. Plan and coordinate family history classes, training meetings, and events for staff and community. Promote these activities to attract participants.

Community Outreach: Build and maintain relationships with local community organizations, genealogical societies, and libraries to promote the center's resources and services.

Technology Management: Ensure that computers, software, and other technology resources are up-to-date and functioning properly, and request technical support from the stake technology specialist as needed.

Record Keeping: Maintain accurate records of center activities and visitors as agreed upon with stake priesthood leaders.

Continuing Education: Stay informed about FamilySearch tools, resources, and updates.

Delegate: Request help from staff members to manage operations, assist with classes and groups, and maintain an orderly center.

Communications: Counsel with your stake leaders about your responsibilities to ensure your center is assisting ward and stake goals, and to receive support for your calling.

As a FamilySearch center coordinator, please remember that you do not have to carry these responsibilities alone. Seek support from your stake leaders and staff members. Turn to the Lord for strength, inspiration, and guidance. Pray specifically for the help you need. Do your best but remember that your efforts do not have to be perfect to be effective. As you lovingly serve at your FamilySearch center, your efforts will be a blessing to many individuals and families on both sides of the veil.

Additional Resources

FamilySearch Center Operations Guide
FamilySearch centers – Standard Operating Procedures (SOP)

The Church Directory of Organizations and Leaders (CDOL)

Church Headquarters maintains a leadership directory database called CDOL. When a new FamilySearch center coordinator is called, they should email oiservices@churchofjesuschrist.org and provide CDOL with the following information:

• FamilySearch center name and location
• FamilySearch center’s unit number (acquire the unit number from the previous FamilySearch center leaders)
• Position name (The FamilySearch center leader who is called to oversee the center should be registered under the following calling: "FamilySearch center coordinator")
• Name of the newly called stake temple and family history consultant called to oversee the center
• Membership record number or LDS account username of the temple and family history consultant
• Physical address of the temple & family history consultant

For additional guidance and information, please see Section 10 of the Operations Guide: Church Directory of Organizations and Leaders (CDOL).

Family History Mail

Click here to go to Family History Mail.

Every FamilySearch center has a Family History Department issued email account (FamilyHistoryMail.org). Use this account to view communications from the department, send emails, and receive updates and news from FamilySearch. To update the password, contact Global Service Department at 1-855-537-4357. Ask specifically for the Account Management Team.

Note: Only the Account Management Team can reset the FamilyHistoryMail.org password.

For more information on updating email for your FamilySearch center and receiving important newsletters and announcements, please see Section 7 in the Operations Guide: Communications.

Family History Activity Report (FHAR)

The Family History Activity Report (FHAR) can offer valuable information about family history activity in the stake and is found in the Church's Leader and Clerk Resources. For more information about the FHAR, please see the following article: Family History Activity Report (FHAR) Guide.

Creating Schedules

When possible, FamilySearch centers should be open during convenient hours. Leaders should coordinate a plan for their FamilySearch center with their stake presidency and the high councilor assigned over temple and family history. It is important to plan the calendar carefully, taking special consideration of holidays and special events so that staff members have adequate time for their families and other important commitments.

Scheduling Staff

Temple and family history consultants can be called to serve in the FamilySearch center. With stake approval, other volunteers may also serve. FamilySearch center leaders are encouraged to coordinate with stake leaders and consultants to organize shifts that accommodate the schedules and availability of staff members.

Safety and Security

Please ensure that all staff members understand the Church's safety policies and procedures in Section 5 of the Operations Guide: Administration of the Center. Discuss these matters as a team and ask for additional guidance from your local stake priesthood leaders. Ensure that staff members feel safe by addressing their needs and concerns and by following safety protocol.

Please work with stake leadership and facility management to address specific safety issues such as snow removal, lost keys, broken locks or furniture, parking issues, accommodations for persons with a disability, or any other hazards or issues which may arise. Never hesitate to contact your leaders over safety concerns.

Updating FamilySearch Center Information and Hours

Leaders should strive to offer guests the most current and accurate information online about their FamilySearch center operations. This helps potential patrons locate a FamilySearch center with the resources that meet their needs. When accurate information is represented online, it fosters positive experiences by enabling guests to effectively plan their visits and make necessary travel arrangements.

Center Locator

To help potential visitors find current information about their local FamilySearch center(s), including location, operational status, and available resources, FamilySearch has introduced Center Location pages. This database includes listings of all FamilySearch centers and affiliate libraries. When leaders update their center's operational status, it provides potential visitors with the following information:

• Hours of operation
• Services available
• Available equipment and resources
• Upcoming classes
• Announcements
• Links to social media pages

You can direct guests to additional resources at other centers or affiliate libraries through the Center Location tools.

Center Tools

Information on the Center Location pages are created by local stake leaders through a platform called Center Tools. Center Tools offers leaders a simple and effective way to update their center's information accurately online. For more information, instructions, and a video tutorial of how to use Center Tools, please visit the following resources: FamilySearch Center Tools.

FamilySearch Center Design and Remodels

FamilySearch center coordinators should strive to cultivate a welcoming ambiance for all guests. This can be accomplished by communicating with stake priesthood leaders and facilities management to appropriately choose graphics, wall colors, furnishings, lighting, and other needs. If your center is remodeled at the request of the stake presidency, the design will follow the guidelines in the Standard Guide.

Before implementing any changes to your FamilySearch center, seek guidance and approval from stake leaders. Please see Section 6 in the Operations Guide for additional information on center design: Appearance and Atmosphere of the Center.

Maintenance

Facility managers are responsible for maintaining safe and comfortable conditions for your FamilySearch center. They can assist with furniture, equipment, locks, heating and cooling, repairs, and any other maintenance requests needed to create a safe and inviting FamilySearch center. Communicate with your high councilor over temple and family history or your stake presidency member about the preferred process for reporting facility management cases.

Equipment

The resources available in centers are free for anyone to use, with no commitments or subscriptions required. Resources and equipment in each FamilySearch center vary by location. Computers and some printers are typically supplied by FamilySearch and updated based on a predetermined replacement schedule. All computers in a FamilySearch center should be connected to the internet through the Church-approved firewall as part of the building connection. For more information about protocols regarding FamilySearch computers, printers, and software please see Section 11 of the Operations Guide: Computers, Printers, and Software.

Most supplementary equipment and supplies in centers are funded by individual stakes. FamilySearch center coordinators should work with their local stake presidencies to determine what resources are needed to meet the needs of guests. If a budget is available, stake leaders can then purchase equipment accordingly.

Please adhere to the following guidelines when purchasing additional equipment beyond what has been supplied by FamilySearch:
Purchasing additional equipment for FamilySearch centers.

Technical Support

The first point of contact for requesting technical support for your FamilySearch center is your local stake technology specialist. For additional support, please contact FamilySearch Support.

To address specific system issues, FamilySearch Support may request that you follow the steps outlined in the following article: Start a Remote Control Session with FamilySearch Support.

Physical Materials and Supplies

Depending on the set-up of your FamilySearch center, you may need the following supplies and materials:

• Printing paper
• Office supplies
• Cleaning supplies

Additional supplies can be purchased, depending on needs. Purchases are made by stake funds; therefore, FamilySearch center leaders should work with their stake presidencies to acquire necessary supplies. Promotional materials and name tags for staff are available for purchase through BYU Print Services. For more information about ordering from BYU Print, please review the following article: Ordering customized materials for a FamilySearch center.

Microfilm and Microfiche

In an effort to focus on digitizing films for online global distribution, FamilySearch microfilm distribution discontinued services on September 8, 2017. Some centers still have microfilm and microfiche equipment and films. Patrons who previously purchased films may bring them to centers with operating microfilm and microfiche machines. It is up to individual stakes to determine whether to keep existing materials. FamilySearch does not service microfilm or microfilm machines. Please do not discard or donate old microfilm or microfiche materials. They should be properly handled by FamilySearch. Please see Section 9 of the Operations Guide for instructions regarding returning microfilm and microfiche materials: Microfilm and Microfiche.

Many, but not all, microfilm collections are now available online on FamilySearch. Although FamilySearch strives to provide guests with as many historical records as possible, they must adhere to their contractual agreements with the original repository or archive.

You can help guests search for records and film collections in the FamilySearch Catalog through the following steps:

1. On the FamilySearch main menu, click Search.
2. From the drop-down menu, select Catalog.
3. Use the search bar to look for record collections, films, and books by place, surnames, titles, authors, or keywords.
4. The search results will produce a list of collections that you can explore.

Collection Access

If a collection within the Catalog features a microfilm icon, it indicates that the original repository has not granted permission for FamilySearch to share it online; therefore, the film must be accessed at the FamilySearch Library or another FamilySearch center that physically has a copy of the film and a microfilm machine. It is important to note that FamilySearch works regularly with archives to update contractual agreements so the collection may be available online in the future. If you cannot visit the FamilySearch Library, check with your local FamilySearch center(s) to see if they have a copy of the film. Collections represented by a camera icon are available online. Collections represented by a key over a camera icon are available to view from any FamilySearch center.

Additional Resources

Finding Digital Images of Records on FamilySearch.org
What are the image restrictions in Historical Records?