Organizing Genealogy Records
by Lisa South, Certified Genealogist
More than a few times, I have seen a large box
plopped on my desk, followed by the exasperated request,
"HELP!" When the "genealogy bug" first strikes, we begin
gathering papers, pictures, and articles that might
eventually help us in our research. It all just goes
into a box or a notebook. Usually that box or notebook
is totally out of control before we realize it needs to
be organized, and so the task is overwhelming.
Here is a plan to help "conquer" the box.
I. Divide accumulated papers into three
groups:
1. Family group
sheets and pedigree charts
- File family group sheets alphabetically
- File pedigree charts numerically
2. Research aids
- File alphabetically by location
- Have a miscellaneous file for aids that don't fit
a location
3. Documents
- Anything containing family information is
considered a document
- Rules:
* Use a good ink pen (if possible, some
libraries don't allow pens) * Use the same size
paper * Use only one side of the paper * Smaller
papers should just be attached to a chosen size
paper * One surname per page * SOURCE, SOURCE,
SOURCE
II. The filing system that works best for
you is the best!
1. Computer programs
- Use the computer program that best suits your
needs
- Learn the computer program before inputting any
names
2. File - by surname, then
family
- Family groups include:
* Husband * Wife * Children until
married (after marriage start new family folder) *
Collateral families * Possible families
- Have a copy of the family group sheet in a file or
notebook
- Keep a document calendar and assign a document
number
- Place a document number on each document
3. File - by surname, then
locality
- File folders or notebook sections alphabetically
- Each folder or section should have a search
calendar and a document Calendar
- Place a document number on each document
I used to keep correspondence calendars, and you may
still choose to do that. Because email has changed the
"face" of correspondence, I now keep that information as
part of my search calendar.
A search calendar contains a record of EVERY search
you make. If a document is produced during the search,
give it a number and record it on the calendar. If not,
indicate that the search does not need to be done again.
Here is an example of a search calendar:
Date |
Search |
Doc. # |
June 7, 2006 |
Land records of Greene, CO., Georgia |
1 |
June 8, 2006 |
1850 Census of Greene, Co., Georgia |
NIL |
June 8, 2006 |
Emailed boaj.com for Ann's Marr. Date |
2 |
A correspondence file is similar and contains copies
of letters and emails sent and received. The
correspondence calendar would list all the
correspondence and the results, providing a quick
overview without having to look through the entire
folder.
For those of you who are just beginning, this
probably seems like a lot of work, but I promise you by
the time you have "the box", you will need to get some
sort of organizational plan. You might want to file this
article away under "research aids". Happy hunting!
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