
Contents
Record Keeping Systems
Organizing genealogical research is essential for efficiency and accuracy. An effective record-keeping system allows you to track your progress, store documents securely, and quickly retrieve information when needed.
Creating a Filing System
A well-structured filing system is the backbone of organized research. It should be intuitive and scalable, allowing you to add new information easily.
- Alphabetical System: Organize files alphabetically by surname. Within each surname, sort documents by individual names and then by event type (e.g., birth, marriage, death).
- Family Group Files: Create separate files for each family unit, including parents and their children. This method helps you keep track of families as they grow and branch out.
- Chronological System: For each individual, organize documents chronologically. This helps you create a timeline of their life and easily identify missing information.
Digital Organization
Digital tools offer powerful ways to organize and manage your research. Use genealogy software and cloud storage to keep your data safe and accessible.
- Genealogy Software: Programs like Family Tree Maker, Legacy Family Tree, and RootsMagic provide robust features for organizing and analyzing your data. They allow you to create family trees, attach documents, and generate reports.
- Cloud Storage: Store digital copies of your documents in the cloud using services like Google Drive, Dropbox, or OneDrive. Cloud storage ensures your data is backed up and accessible from any device.
- File Naming Conventions: Use consistent file naming conventions for digital documents. Include key information in the file name, such as the individual’s name, event type, and date (e.g., “Smith_John_Birth_1900”).
Using Binders and Folders
Physical binders and folders are useful for organizing hard copies of documents. Use clear labels and dividers to keep everything easily accessible [1].
- Individual Binders: Create a binder for each individual or family unit. Use dividers to separate different types of records (e.g., birth, marriage, death) and include a summary sheet at the front.
- Event Folders: Organize documents by event type in separate folders within a binder or filing cabinet. Label folders clearly and include an index for quick reference.
- Archival Quality: Use archival-quality binders, folders, and sleeves to protect your documents from deterioration. Avoid using adhesive materials that can damage paper over time.
Using Genealogy Software and Apps
Genealogy software and mobile apps streamline the process of recording, organizing, and analyzing genealogical data. They offer tools for creating family trees, storing documents, and sharing research.
Features of Genealogy Software
Genealogy software provides a range of features designed to help you manage your research efficiently.
- Family Tree Building: Create detailed family trees with information about each individual, including dates, places, and relationships.
- Document Management: Attach digital copies of documents, photographs, and other media to individuals in your family tree.
- Source Citation: Properly cite your sources to maintain the credibility of your research. Genealogy software often includes templates for various citation formats.
- Research Logs: Maintain research logs to track your progress, record your findings, and plan future research. This helps you avoid duplicating efforts and ensures you follow a systematic approach.
- Reports and Charts: Generate reports and charts to visualize your research. These can include pedigree charts, family group sheets, and timelines.
Popular Genealogy Software
Several genealogy software programs are popular among researchers for their functionality and ease of use [2].
- Family Tree Maker: Known for its user-friendly interface and integration with Ancestry.com, Family Tree Maker offers a wide range of features for building and managing family trees.
- Legacy Family Tree: Legacy Family Tree is a comprehensive software program with advanced tools for research analysis, source citation, and reporting.
- RootsMagic: RootsMagic is praised for its flexibility and powerful features, including integration with FamilySearch and Ancestry.com, as well as its ability to handle complex family relationships.
Mobile Apps for Genealogy
Mobile apps allow you to access and update your genealogical research on the go. They offer convenience and flexibility, ensuring you always have your data at your fingertips.
- Ancestry: The Ancestry app lets you access your Ancestry.com family tree, search records, and view DNA results from your mobile device.
- MyHeritage: The MyHeritage app provides access to your family tree, records, and DNA matches. It also includes features for scanning and uploading photos.
- FamilySearch Tree: The FamilySearch Tree app allows you to view and update your FamilySearch family tree, add photos and stories, and search the FamilySearch database.
Backup Strategies
Backing up your genealogical research is critical to prevent data loss. Implementing a robust backup strategy ensures that your hard work is protected and recoverable.
Types of Backups
There are several methods for backing up your genealogical data. Using a combination of these methods provides the best protection [3].
- Local Backups: Create local backups by copying your files to an external hard drive or USB flash drive. Store the backup device in a safe place, separate from your computer.
- Cloud Backups: Use cloud storage services like Google Drive, Dropbox, or OneDrive to store backups of your digital files. Cloud backups are accessible from anywhere and provide an extra layer of protection.
- Physical Copies: Print hard copies of important documents and store them in a safe, secure location. This provides a tangible backup in case of digital data loss.
Backup Frequency
Regularly updating your backups ensures that your most recent data is always protected.
- Daily or Weekly Backups: Perform daily or weekly backups of your digital files, depending on the frequency of your research activity. Automated backup software can simplify this process.
- Monthly Backups: Create a full backup of your entire system, including all digital files and software, on a monthly basis. Store these backups offsite or in a secure location.
- Yearly Archives: At the end of each year, create an archival backup of your research. This provides a snapshot of your progress and ensures long-term preservation.
Testing Backups
Regularly test your backups to ensure they are complete and functional. This involves restoring files from the backup to verify their integrity.
- Random File Check: Periodically restore a random selection of files from your backups to ensure they are accessible and undamaged.
- Full Restore Test: Occasionally perform a full restore test by recovering your entire backup to a secondary device. This helps ensure that your backup system is working correctly and that all data can be restored if needed.
Keeping a Research Log
A research log is an essential tool for genealogists, helping you track your research activities, plan future tasks, and maintain organization.
Components of a Research Log
A comprehensive research log includes several key components to help you document your research process.
- Research Questions: Clearly define your research questions or objectives. This helps focus your efforts and ensures you stay on track.
- Sources Consulted: List all sources you have consulted, including books, articles, websites, and databases. Provide full citations and note where the source is located.
- Findings: Record your findings in detail, including any relevant information, documents, or clues discovered.
- Analysis: Analyze your findings, noting how they contribute to your research objectives. Identify any inconsistencies, gaps, or new questions that arise.
- Next Steps: Outline the next steps in your research plan, including specific tasks, sources to consult, and questions to answer.
Formats for Research Logs
Research logs can be maintained in various formats, depending on your preferences and needs.
- Paper Logs: Use notebooks or printed templates to create handwritten research logs. This method can be useful for quick notes and brainstorming.
- Digital Logs: Create digital research logs using word processing software, spreadsheets, or specialized genealogy software. Digital logs are easily searchable and can be backed up for added security.
- Online Logs: Use online tools and platforms, such as Google Docs or Evernote, to maintain your research log. Online logs offer the advantage of accessibility from any device with an internet connection.
Benefits of a Research Log
Keeping a research log offers several benefits that enhance your genealogical research.
- Organization: A research log helps you stay organized by systematically documenting your activities and findings.
- Efficiency: By recording sources consulted and findings, a research log prevents duplication of effort and saves time.
- Accountability: A research log provides a clear record of your research process, making it easier to review and verify your work.
- Progress Tracking: A research log allows you to track your progress and see how far you’ve come in your research journey.
Managing Paper and Digital Workflows
Effectively managing both paper and digital workflows ensures that your research remains organized, accessible, and efficient.
Integrating Paper and Digital Systems
Integrate your paper and digital systems to streamline your research process and ensure that all information is easily accessible.
- Digitize Paper Records: Scan paper documents and save digital copies in your genealogy software or cloud storage. Use high-quality scanners and save files in archival formats.
- Print Digital Records: Print hard copies of important digital records and include them in your physical filing system. This provides a backup and makes it easier to reference documents during research sessions.
- Cross-Referencing: Create cross-references between your paper and digital systems. Note the location of digital files in your paper records and vice versa.
Workflow Strategies
Implement workflow strategies to manage your research tasks efficiently and effectively.
- Daily Research Sessions: Set aside dedicated time for daily research sessions. Focus on specific tasks, such as reviewing records, updating your family tree, or analyzing findings.
- Task Prioritization: Prioritize tasks based on their importance and urgency. Use to-do lists or project management tools to keep track of tasks and deadlines.
- Routine Reviews: Regularly review your research log, sources, and findings. Update your records, correct any errors, and plan your next steps.
Collaborating with Others
Collaborate with other researchers to enhance your research and share insights.
- Online Collaboration Tools: Use online collaboration tools, such as shared documents, forums, and social media groups, to connect with other genealogists.
- Genealogy Societies: Join local, regional, or national genealogy societies. These organizations offer resources, networking opportunities, and support from fellow researchers.
- Family Collaboration: Involve family members in your research. Share your findings, seek their input, and encourage them to contribute stories, photos, and documents.
References
[1] Free Family Tree Tips: 23 Secrets to Organize Your Genealogy
[2] How I organize my family history research
[3] Digital File Organization for Genealogy










