Just days into a genealogy project and you can have more records and information than you know what to do with. Not to worry, there are a number of tools and systems you can use to get organized.
1. Create Files Or Folders By Surname
This is perhaps one of the most basic ways to stay organized. Simply create a file system and label each folder with the appropriate surnames. Example: Joseph Parr & Jane Kennedy.
I prefer to use the same colour hanging file folders for my paternal surname, installing a tab with BOTH parent’s FULL names (as shown in the example above), and use plain manila-coloured file folders inside that again, one for EACH daughter and her family. My searching for the daughter’s family ends here.
It’s basic, but it works. Each file will not only contain your notes on what you’ve found and where… you can also photocopy pages, pictures and records to keep in the file. And if you have records that apply to more than one person, a simple solution is to make multiple photocopies, a copy stored in EACH person’s file. Just note on the back of EACH copy where other copies are located, in order to stay organized and eliminate confusion later on.
2. Organize By Family Line
This is perhaps a more complicated but complete way to organize information. Each paternal family line gets a different coloured folder where all relevant information is contained. Because this can be a larger folder of information you may also want to subgroup information by type. For example, photographs could go in a subfolder, certificates can go in another folder and so on.
3. Organize By Family
With this strategy, all documents, photographs, and information on a specific family are kept in one folder. However, as families grow, for example when a child marries… and has a family of their own, that will require a different folder. This will mean duplicate of SOME documents, which should be accounted for to stay organized and prevent confusion.
To stay using the above example: Joseph Parr & Jane Kennedy had 4 sons and 5 daughters. As documentation is found, I create new hanging folders of the SAME colour for EACH son and their wives. However, each daughter and their family’s documentation stay with their parents hanging folder, kept in a manila-coloured folder.
4. Organize By Event
This is perhaps the least common way to organize information however; you can organize by birth, by death, and so on. If you also organize this information chronologically, it will help you stay organized.
Tools To Use To Organize Your Information
While it may sound as if all of the organization systems mentioned above require a file cabinet, and a healthy supply of folders, that’s not necessarily the case. While you can use the standard file cabinet, you can also use a notebook or binder or a computer.
Just be sure whatever system you use, you have backups. No system is foolproof and it would be a shame to lose all of your hard work to a computer crash, house fire, or a ravenous dog.
Additionally, there are a number of software programs designed specifically for organization, as well as for genealogy projects. They help you to stay organized, to help you share information with others, and even to prepare fancy reports, charts, and even books.
Whatever system you choose, the sooner you start to get organized, the better. The trick is to take good notes, and to be comprehensive with your notes. Photocopies are also a wonderful help.
TIP: On your photocopies, note on the back where you received this copy, from whom, and when you obtained it. This too will save you much time and confusion later on.
This article ends my genealogical series. Sure hope this has been useful… if only to one person.
Previous articles:
What Is Genealogy?
Why is Genealogy Important?
What To Do When You Have A Common Surname
Do I Need The Help Of A Professional Genealogist?
How to find free basic genealogy information
Understanding Birth Records In Genealogy Research
Understanding Death Records In Genealogy Research
How Accurate Is Census Information And Will It Help Me In Finding My Family Members?
Finding and Understanding Immigration Records
Using Military Records To Build Your Family Tree
Using City Directories to Locate Accurate Genealogy Information
What to do if you discover conflicting genealogy information
Using Family Tree Software To Aid In Your Genealogy Project
Genealogy And Family Tree Record Keeping For Future Generations
