What Are We Here For, Again?

Well, we're trying to get organized.  Have you set-up your IRL [in real life] folders?  Remember, any way you set them up is fine as long as it works for you.  And by "works" I mean you stay organized and you're using it.  It doesn't work if you don't use it.  [Like a lot of things in life.]

The next step is to get our digital files set-up.  We're going to basically use the same division in paperwork and/or documents as we did in our IRL files.  There are 2 additions that I would suggest: (1) to separate the birth and death records, and (2) to add one for photos.  Why didn't we include "photos" in our IRL folders?  Because [if you're lucky], that can become voluminous in our surname notebooks and/or file folders.  Plus, we're going to want to learn how best to archive our photos.  Keeping them with your research is not the best way to archive them.  Digitally, we don't have these problems.  So go ahead and include them here.

The basic organization of these files should look something like this:

My Documents
   Surname [e.g., SMITH]

• Research Plans
• Reference Materials
• Maps
• Family Charts/Reports
• Correspondence
• Locale History
• Census Records
• Land Records
• Marriage Records
• Tax Records
• Probate Records
• Cemetery Records
• Church Records
• Military Records
• Birth Records
• Death Records
• Immigration & Naturalization
• Photos

Feel free to put them in any order that you want.  Also, within each main division of paperwork and/or documents, we can then make another level of division by given name.  Like this:

My Documents
   SMITH
      Research Plans
         Martha Jane
         William Andrew
         Thomas I
         Thomas II
      Reference Materials
      Maps
      Family Charts/Reports
      Correspondence
      Locale History
      Land Records
      Marriage Records
       Martha Jane
       William Andrew
       Thomas I
       Thomas II 
      Tax Records
      Probate Records
      Cemetery Records
      Church Records
      Military Records
      Birth Records
      Death Records
      Immigration & Naturalization
      Photos



The alternative way to organize this would be to organize the given names under the surnames, then divide into the paperwork/documents.  It's really up to you on how you want to do this.  I, personally, like my computer files to mirror my IRL files as much as possible, so I organize by given names last.

Really, one could go on and on and on with this whole organization stuff and never really get to the researching, which is, if you remember, what we are here for. [I kid you not.]  Just know that whatever system you come up with is good if it allows you to keep the results of your research in a such a way that you can retrieve it when you need it.

These last 2 posts covered how to organize information that we find while researching.  The next posts will have suggestions on how to be organized while looking for the information.  Then we'll touch upon archiving suggestions for photos and documents.  [No, they can't stay on your dining room table in that dusty, torn-up cardboard box.]  Then maybe, just maybe, we'll get to that researching.  I'm just kidding.  We'll get to the researching.  Online.  And offline.  In the mean time, get your folders created ~the IRL [in real life] ones & the digital ones.  Then you can start filing any paperwork/documents that you may have and/or if you've already started researching, then start filing those results.  Any questions?

Filing Quandaries & Hybrids

Are you ready to get organized?  Even if you are never organized in anything else you do, you must try to be organized in doing genealogy research.  As mentioned in the previous posts, there are 2 major divisions of organization:

• Information that you are looking for, and...
• Information that you find.

And there are 2 general places you need to get organized in before researching:

• Online
• Offline

Today we're going to go over the organizational tips for the information that you find, and how you organize it offline.  There are those who praise the virtues of the file cabinet method, and there are those who swear by the notebook method.  While I'm a proponent of the notebook method myself, I'm really all for whatever method is gonna work for you.  Whichever one you are going to use is good.  You know what you like, and far be it for me to push my system on you.  'Cause if you're like me, the instant someone wants you to do something their way for no particular reason other than they think their way is better, then you'll do the opposite.


Anywho, I actually use a hybrid of the two systems.  How's that for being diplomatic?  I told you I didn't like someone forcing something on me just because they thought their way was superior.  I showed them.  I created a hybrid system.  [Stubborness can breed ingenuity.]  Basically, both systems are the same.  First, I'll explain how they are the same.  And then I'll explain how I've adapted them for my use.


Overall, you'll want to organize all your paperwork by surname.  So for example, if you are researching the names Smith, Davis, Johnson, and Vaughn, then you'll divide your paperwork first by these names.


Then, within each surname, you'll want to divide your paperwork between the types of paperwork.  For example, Birth, Death, Marriage, Land, etc.  Some researchers would suggest that you don't need this particular level of organization yet, and to keep everything together in the surname division.  My suggestion is to be ready for the paperwork so you don't have to stop later and divide it up.  We already know that we'll be looking for and hopefully finding this paperwork.  And it's best to be prepared.


Now if you plan to use a hanging file cabinet or a plastic file box with hanging file folders, then this would be my suggestion on how to organize it.  Use the hanging file folders and the tabs that came with them to make your surname division.  Using the names above, you'd have a hanging folder for Smith, one for Davis, one for Johnson, and one for Vaughn.  You most certainly will need more hanging folders that aren't marked in between the ones that are marked with a surname so that as you gather information and paperwork, you'll be able to expand each surname.


Now, everyone divides and files the types of documents and paperwork differently.  Again do what's best for you.  I have come up with the following 16 divisions:

• Research Plans
• Reference Materials
• Maps
• Family Charts & Reports
• Correspondence
• Locale History
• Census Records
• Land Records
• Marriage Records
• Tax Records
• Probate Records
• Cemetery Records
• Church Records
• Military Records
• Birth/Death Records
• Immigration & Naturalization

So, you would next label 16 file folders with the above types of records.  And then as you accumulate these records, notes, reports, documents, etc., you can simply place them in the corresponding folder.  Later, you'll need to alphabetize by first name as you accumulate more paperwork until you have so much that it's necessary to dedicate a complete file folder to one person.


The notebook method is similar, but instead of using a cabinet, you use shelves [or the floor, or any flat service...].  And instead of using a hanging file folder for each surname, you use a notebook for each surname, labeling it on the spine with the surname.  Then you use dividers with tabs for each of the types of records listed above.  Later, additional notebooks will be needed for each surname.  There are 16 different dividers that need to be labeled, so 2 packs of the 8-tab dividers is needed for each notebook.  

I use the notebook method for the most part, but because of the amount of paperwork that  I deal with and my hate of filing lack of time for filing, I've since added a plastic filing crate with surnames, and that helps me to keep things straight until I break down have time to file.  Why 16 divisions?  Simple.  I'm cheap.  Dividers with tabs come with 5-tabs or 8-tabs.  I originally had 18 divisions, but didn't like having to buy 3 8-tab dividers, so I combined some.  It stills serves me well, though.

So.  It's up to you on how you want to do it.  And while you can certainly start searching for your ancestors before being ready to handle the paperwork you find, it's not advised.  Just pick a way and do it.  It's much easier on you in the long run if you are prepared for your ancestors.  And all their secrets.  And, of course, their stories.

 Any ideas on how you're filing your research paperwork or how you plan to do it?  Any questions?  Let me know in comments below.

The Spice Fairy & Genealogy

Have you ever gone to the grocery store without a list of the items you need?  I do it all the time.  Unfortunately.  I don't know why I do this.  It's unorganized and inefficient.  As I proceed through the store, I always forget something.  Then I have to backtrack to get the thing I wouldn't have forgotten to get if I had just made a list of the things I needed to get in the first place.  It's aggravating to say the least.  [Unless, of course, I bring my kids with me, in which case I just send them all over the store to get the things I forgot.  But then I have to put up with their bickering.]

Anywho.  What does this have to do with genealogy?  Well, researching without a plan and some organization can be a lot like my grocery shopping failures adventures.  A mess.  [Especially since I've not recruited my kids to help me with genealogy research.  Again.  The bickering.]

Furthermore, are you one of those totally organized, anal people whose food pantry shelves look like the grocery store shelves?  [Yeah.  Me neither.]   The one time I did alphabetize all my spices [I like my food spicy.], someone saw it, and looked at me like I had sprouted another head.  And then asked, "Did you alphabetize your spices?"  Which, if you kind of think about it, was a silly question because I obviously I had.  And as I frantically rearranged my "ABC" spices, I replied, "No.  I don't know how they got that way.  Huh.  Must've been a freaky coincidence.  Or the Spice Fairy must have visited.  Yeah, in the middle of the night.  Um.  Or something."  And that was the end of that.  [Of course, they probably thought I was crazy.  Spice Fairy?]

And now you're wondering what the spice-genealogy connection is, right?  While researching [whether online or offline], you need to be able to put your hands on what you need at the precise time you need it.  Trust me on this.  It happens all the time.  There is nothing more frustrating than needing that one death index, that one birth certificate, or that one piece of correspondence to be able to verify that you have the correct person, and not being able to find it.  

Very. Frustrating.

So, what's it going to take to get organized?  Not much.  You're just starting out.  And it need not be a complicated-pull-out-your-hair-oh-great-now-I'm-bald experience.  There will be some decisions to make on which system is best for you.  Then, I'll give you my 2 cents worth.  [And if you're like my kids, you'll ignore me.  And do it your way. *wink*]

As you continue with your research, you'll probably want to change or modify your system.  Why?  Because the research that you are doing is a living, breathing thing.

That will grow.

That will expand.

Until one day, as you're looking through your research, you realize, "Wow.  This is my family story."

So, over the next few posts we'll go through your options, step-by-step.  I'm curious, though [which has served me well in researching].  Based on the research you've done so far [if any], how are you organizing your research?  Are you happy with it?  If you haven't started, how do you think you'll need to organize yourself?  Please feel free to share your thoughts in the comments below.

[Wow.  Now I'm hungry.  Let's see.  Where did I put the spicy snacks?]