Thomas’ Tips & Ask: A better source for NUMIDENT records? Social Security Application Files (SS-5), 1936 – 2007 database at NARA
Recently I posted a tip about how to use NUMIDENT (the US Social Security Numerical Identification Files) for genealogical research. Read the article at https://genealogybargains.com/numident/.
The NUMIDENT database is not complete but there is a more complete set of records – searchable online for FREE – via the National Archives and Records Administration (NARA) website. The database is Application (SS-5) Files, 1936 – 2007 accessed through the Access to Archival Databases (AAD) section of the site. The link is https://aad.archives.gov/aad/series-description.jsp?s=5057 and is divided into 24 different sub-databases covering all letters of the alphabet (Last Names A through B, Last Names C through D, etc.).
The Info button for each sub-database presents a pop-up screen:
Clicking on the Search button generates a search form with many more fields than the NUMIDENT database available at FamilySearch:
Each record includes fields for:
- Social Security Number
- First Name
- Middle Name
- Last Name
- Date Of Birth
- Sex
- Race
- Mother’s Name
- Father’s Name
- Place of Birth
As well as additional fields. At the top of the search form the following statement appears making it clear that this database only contains information from Social Security applications for deceased persons:
These files do not contain records of all Social Security Number applications. The files only contain applications of deceased individuals.
Case Study: Therese McGinnes Austin
To demonstrate why a researcher would want to search both the NUMIDENT database and the Application (SS-5) Files, 1936 – 2007 databases, I’ll use my great-grandmother Therese McGinnes Austin as an example.
First, I searched several times for her in the NUMIDENT database, knowing she passed away in 1988. Even with a wildcard search (using Theres* which would look for Therese and Theresa), no records were found.
However, using the Application (SS-5) Files, 1936 – 2007 databases I entered the same information in the search form:
And one result appeared:
I clicked on VIEW RECORD in the first column on the left and a huge amount of information appeared:
I was able to learn the maiden name for Therese McGinnes Austin’s mother as well as the full name of her father. Also included was birth date and birth location information.
And just as I stated with the NUMIDENT information, data from this database would be classified as SECONDARY INFORMATION since it is pulled from a variety of original documents and placed in an index. Use these as “clues” for further research.
Tip #1: Search Broad, Not Narrow
Your first search attempt using the Application (SS-5) Files, 1936 – 2007 databases should include as much information as you know. But if there are no records, walk the search backwards and only include the surname and location. If there are too many results, then start to add more data, one field at a time.
Also remember to use the wildcard feature (*) as in Theres* instead of Therese or Theresa. Remember, in most cases you need at least three characters of text and the asterisk symbol in order to leverage the power of a wildcard search.
Tip #2: Remember this is SECONDAY INFORMATION
I always tell my followers: “Consider the source!” when working with information found either through in-person or online research. In the case of Application (SS-5) Files, 1936 – 2007, the records are considered “secondary information” since the database is an INDEX that was created based on several different types of records. While PRIMARY information is always best, secondary information can offer clues for further research.
Tip #3: Understand Each Field of Data
When viewing a record, in the Field Title column, the text is hyperlinked to explanatory text in a Detailed Field Information pop-up window.
For example, Cycle Date (Year) – for Therese Austin it is 1972 – is when the information was entered into NUMIDENT.
Tip #4: Cite Your Sources
Unlike FamilySearch, NARA does not offer a source citation that can be copied, and the text can be placed in a research log or in genealogy software. A simple source citation to use for Therese McGinnes Austin would be:
“Application (SS-5) Files, 1936 – 2007”, database, National Archives and Records Administration (https://aad.archives.gov/aad/series-description.jsp?s=5057 accessed 21 March 2023), Therese Rose Austin.
Conclusion
The Application (SS-5) Files, 1936 – 2007 database on the NARA website, should be used in conjunction with the NUMIDENT database on FamilySearch when researching Social Security Administration data for your research target. Keep in mind that while it provides detailed information including mother’s maiden name and birthplace, the source is still considered secondary information. Use the data as “clues” for further research.
Resources
- Application (SS-5) Files, 1936 – 2007 database – NARA
https://aad.archives.gov/aad/series-description.jsp?s=5057
- AAD FAQs – NARA
https://aad.archives.gov/aad/help/faq.html
- AAD Getting Started Guide – NARA
https://aad.archives.gov/aad/help/getting-started-guide.html
Download PDF Article
You can download this helpful article as a PDF by clicking below. Please share with your fellow genealogists and family historians as well as members of your genealogy society!
©2023, copyright Thomas MacEntee. All rights reserved.
