Jadwiga J. asks: "I am trying to trace the date and place of death of My grandfather Jan W. born 27 April 1878 from Dolina and later living in Kolomyja. I know he was still alive in Kolomyja in 1945. I am familiar with the history and border changes but don’t know if I should be searching in Polish or Ukrainian archives. Any help appreciated."
Why Borderland Records Are Scattered Across Nations
Poland’s post‑WWII border shifts left cities like Dolina and Kolomyja inside the Soviet Union (now Ukraine), effectively dividing local record repositories between two countries.[2] Vital records created before the border changes often remained where they were produced, while civil registration after 1945 became the responsibility of the new state. Understanding this split is the first step to avoiding fruitless searches in the wrong repository.
The Polish Archival System for Kresy Records
The Central Repository of Historical Records in Warsaw holds ‘Zabużańskie’ (eastern borderlands) vital records that are older than 100 years for births and older than 80 years for deaths.[0] As of 2026, this means death records up to 1945 are now held there. For death records less than 80 years old (currently deaths from 1946 onward), the Civil Registration Office of Warsaw preserves the so‑called ‘Zabużańskie’ books transferred from the former eastern territories.[1] These Polish repositories are the first places to check for Catholic (Roman Catholic, Greek Catholic) and other religious communities’ metrical books that were once under Polish administration.
Ukrainian Archives: The Post‑War Primary Source
After 1945, the vital registration of towns like Dolina and Kolomyja fell under the Ukrainian SSR; today these records are kept in the Ivano‑Frankivsk Oblast State Repository.[2] This repository houses historical metrical books, community records, and local administrative documents, especially for the post‑WWII period when Polish‑language records gradually became Ukrainian‑language. For a person known to be alive in Kolomyja in 1945, the death record is most likely held in the Ivano‑Frankivsk repository – either in the pre‑war religious metrical books (if death occurred soon after) or in the post‑war civil registry files.[2]
Step‑by‑Step: Searching for Your Ancestor’s Death Record
First, narrow down the possible death date as much as possible – check family lore, last known residence, or post‑war correspondence. If the death occurred before 1946, submit a request to the Central Repository of Historical Records in Warsaw, indicating the person’s full name, denomination, and last known place of residence.[0] If the death likely happened in 1946 or later, begin with a search in the Warsaw Civil Registration Office’s Zabużańskie collections; these are sorted by locality and religious community.[1] For deaths after 1945 that are not in Warsaw – or if the record is needed for a date more recent than 80 years – write directly to the Ivano‑Frankivsk Oblast State Repository (preferably in Ukrainian or Polish, with basic genealogical query forms).[2] Consider engaging a local researcher familiar with Ukrainian record‑keeping practices to overcome language barriers and complex record‑keeping.
Tying It to Your Karta Polaka Application
A grandfather’s death certificate can serve as solid evidence of Polish family roots, especially when combined with birth or marriage records from the same region. Perseverance pays off – even when a single record seems elusive, the combined resources of Polish and Ukrainian repositories often yield results. Once found, official copies or extracts issued by the repositories are accepted by Polish consulates for Karta Polaka procedures, so always request certified copies.
- Death records from post‑WWII Ukrainian repositories may be subject to stricter access rules depending on the year; for recent deaths, you may need to prove direct lineage.
- Always request certified copies or extracts specifically for official use, as plain photocopies may be rejected by Polish consulates.