Although it is a very good idea to use a genealogy software program (Roots Magic, Legacy, Mac Family Tree, Reunion and others), your computer can be a great help in organizing and keeping . . .
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all your precious findings from census, marriage, birth, death, notes, letters, pictures and more. If you are like most of us, the boxes and stacked papers are a constant reminder that we have to do SOMETHING, but what? This article offers an easy and effective solution using "folders" on your computer.
To begin, find your "Documents" or "My Documents" folder on your computer. Under that folder, create a new folder and title it "Genealogy." This folder becomes your filing cabinet. Inside your "Genealogy" folder create a separate folder for each surname you are researching. Stop and make a plan for how you will label each family surname. Will you put last names first, then given names; use different colors; use alphabetical order, etc.? It is good to take some time and plan this part.
Once you have the family surname folders labeled and ordered, consider what you will put in each folder. I keep a family group sheet first in each of my family folders. When you begin to add sub-files, remember that you can always add a new folder inside of any previously created folder. You can also delete, move, rename, etc. any folder. Once you get it the way you want it, you will find it to be a significant help in knowing where every item you entered can be found. A good way to start is to create the folders for just one family line. Put it together and see what you think. Creating your plan will then be easier for the next family groups. Once you have the surname files ready, plan what sub-folders will go into each of them.
To keep track of the information being collected for members of a family line, sub-folders are needed. Below are six suggestions for labeling and using sub-folders. They are a modification of the sub-folders created by Sharon Moody, a well known professional genealogist. These are optional folders. See which ones will work in your plan, or come up with your own.
1. Background Information: This is where I drop materials I find from a variety of sources such as: anything that explains or helps me understand my ancestor and the times and places in which he lived and worked. Sometimes I copy and drop notes, letters, web pages, scanned records, pictures, etc. In each step used, always add detailed source information.
2. Emails: Use this sub-folder to organize genealogy based emails. Using individual research project sub-folders within the "Emails" folder helps to keep each messaging thread together and available.
3. Family Folders: The main folder for each family line has the surname label. Next make sub-folders for each additional family member under that surname. Some of these family names will be different surnames, but your filing system will help to keep them straight. Putting a family group sheet in each surname family folder offers help to identify where each family name belongs.
4. Photographs: Having a place for each picture is reassuring. Try to add knowledge of who and where about each picture. Put single photographs in each person's file. Group pictures can have a file within the surname file. Do some research about how to repair and/or edit photographs. Consider using the program presented in the right column on the home page of this blog--IrfanView. This is an easy and highly effective free program. We also teach a class in the use of IrfanView.
5. Research Plans and Ideas: Putting a sub-folder with the title "Research Plans and Ideas" in each surname folder and selected family sub-files as needed, offers a place to record your efforts. Use it like a diary to record what you found, where you found, and how to find it again. Use this method just once, and you will be convinced of its value.
6. My ??? File: This is a bit like a junk drawer. When you are in a hurry or you are not quite sure if you have treasure or trash, put it in this file. Go through the file on a regular basis to determine whether to send items to another folder or to the trash. Most of us have had an experience where we wish we had written something down or saved an address or a bit of information. This folder gives us a second chance. However, it is still essential that detailed source information accompanies each bit of information.
Well, that's it. Good Luck. We hope this will some ideas in creating your own computer organization method. We would love to hear what works for you.
P.S. Remember to back these files in more than one place. Three locations are considered best.
To begin, find your "Documents" or "My Documents" folder on your computer. Under that folder, create a new folder and title it "Genealogy." This folder becomes your filing cabinet. Inside your "Genealogy" folder create a separate folder for each surname you are researching. Stop and make a plan for how you will label each family surname. Will you put last names first, then given names; use different colors; use alphabetical order, etc.? It is good to take some time and plan this part.
Once you have the family surname folders labeled and ordered, consider what you will put in each folder. I keep a family group sheet first in each of my family folders. When you begin to add sub-files, remember that you can always add a new folder inside of any previously created folder. You can also delete, move, rename, etc. any folder. Once you get it the way you want it, you will find it to be a significant help in knowing where every item you entered can be found. A good way to start is to create the folders for just one family line. Put it together and see what you think. Creating your plan will then be easier for the next family groups. Once you have the surname files ready, plan what sub-folders will go into each of them.
To keep track of the information being collected for members of a family line, sub-folders are needed. Below are six suggestions for labeling and using sub-folders. They are a modification of the sub-folders created by Sharon Moody, a well known professional genealogist. These are optional folders. See which ones will work in your plan, or come up with your own.
1. Background Information: This is where I drop materials I find from a variety of sources such as: anything that explains or helps me understand my ancestor and the times and places in which he lived and worked. Sometimes I copy and drop notes, letters, web pages, scanned records, pictures, etc. In each step used, always add detailed source information.
2. Emails: Use this sub-folder to organize genealogy based emails. Using individual research project sub-folders within the "Emails" folder helps to keep each messaging thread together and available.
3. Family Folders: The main folder for each family line has the surname label. Next make sub-folders for each additional family member under that surname. Some of these family names will be different surnames, but your filing system will help to keep them straight. Putting a family group sheet in each surname family folder offers help to identify where each family name belongs.
4. Photographs: Having a place for each picture is reassuring. Try to add knowledge of who and where about each picture. Put single photographs in each person's file. Group pictures can have a file within the surname file. Do some research about how to repair and/or edit photographs. Consider using the program presented in the right column on the home page of this blog--IrfanView. This is an easy and highly effective free program. We also teach a class in the use of IrfanView.
5. Research Plans and Ideas: Putting a sub-folder with the title "Research Plans and Ideas" in each surname folder and selected family sub-files as needed, offers a place to record your efforts. Use it like a diary to record what you found, where you found, and how to find it again. Use this method just once, and you will be convinced of its value.
6. My ??? File: This is a bit like a junk drawer. When you are in a hurry or you are not quite sure if you have treasure or trash, put it in this file. Go through the file on a regular basis to determine whether to send items to another folder or to the trash. Most of us have had an experience where we wish we had written something down or saved an address or a bit of information. This folder gives us a second chance. However, it is still essential that detailed source information accompanies each bit of information.
Well, that's it. Good Luck. We hope this will some ideas in creating your own computer organization method. We would love to hear what works for you.
P.S. Remember to back these files in more than one place. Three locations are considered best.