Genealogy is one of those activities that creates a whole lot of ‘piles of stuff’ that increase exponentially with every generation researched. You need to work out how you’re going to be organizing genealogy research right at the beginning of your family history journey. Otherwise, you run the risk of not being able to find the information you’ve gathered when you need it. You may even miss vital clues that you may have overlooked first time around with documents. You could possibly end up purchasing multiple copies of the same document as you forgot you already had it. Somewhere.
Is there a standard method for organizing genealogy research?
It really doesn’t matter which exact process you use to get your research organized. So long as it works for you, and allows you to be able to access the information you have easily and reliably, there are many ways to do it. However, follow the golden rules below whichever method you choose.
Essential golden rules
- Keep copies of your work. Keep them in separate places. Heaven forbid, if your house burns down and all your work is lost, you will regret it if there is not a copy somewhere. Scan or at least photocopy all documents, photos, correspondence etc. What works for me is uploading scans to the family tree I keep online and attaching them to the relevant people. Scans of correspondence are backed up into my Google Drive.
- Preserve your documents with appropriate storage methods:
- use only ‘acid-free’ paper/cardboard and plastic sleeves
- do not use metal paper clips or staples which will leave rust marks
- never use sticky tape to repair tears (have you seen what ancient sticky tape does to paper?)
My suggested method for taming those paper piles!
A good place to start is with your existing pedigree chart, and assigning the ahnentafel numbers for each person. You’ve already talked with your relatives and obtained as much information as possible from them so you probably have three or four generations of basic information covered by now. You can create your pedigree chart worksheet by hand using printed forms, use a family tree program on your computer, or use a genealogy website and enter the information there. Even better, do all three and you have then ensured you’re backed up in several places. I have my main working file on Ancestry.com. I sync it with Family Tree Maker on my computer and regularly print out charts for family lines as they evolve. In fact, I have uploaded my tree to every site that I subscribe to. Therefore, if disaster strikes, the tree will survive. Somewhere.
So what is ahnentafel numbering? This is a method of ensuring that each ancestor has their own unique number and cannot be confused with anyone else. If like me, you have two 5x great grandmothers named Mary Smith on totally different branches of the tree, this is a godsend. And it provides a great starting point for your filing system.
You are number one. Your father is number two. Your mother is number three. Your father’s parents are four and five. Your mother’s parents are six and seven. And so on. Just number vertically down each generation of the pedigree chart. If you have a family tree program it will likely be able to generate them for you.
Next steps, get the filing bug…
Now, create a file for each set of parents. For example, your paternal grandparents (ahnentafel numbers 4 and 5) would have their own file. Into this, you insert all the documents and certificates you have for them, photos, newspaper clippings etc. In front of this, I place a ‘family group sheet’. This is a summary page of their vital information along with their children’s. You can find templates for family group sheets online, purchase them or generate them from your family tree program.
I also have a summary spreadsheet of all the documents I have for them that I can tick off as I get them. Great for knowing if I’ve captured people in relevant census records, have all the necessary certificates, have immigration data, wills, etc. It also, therefore, shows at a glance what I still need to potentially find.
The third item I include is a genealogy research log. Here, I make a note of what records I have searched and what was found. This can save you hours of reinventing the wheel. It’s a common curse for the genealogist to come back to a family line, forget what they’ve checked and check it again. Possibly multiple times over the years. The research log prevents that. Don’t forget to record negative results as well as positive. These are just as valuable and often provide clues themselves. Keeping a research log is also a fantastic way to keep your thoughts focused on your goals for this family line.
Now you have everything neatly organized, so when you plan to visit a repository, library or archive you can simply select the family folders you will need to take with you. Or just take your laptop or tablet if it’s all been entered online. Instead of having stacks of random paper at home, you have a filing drawer with all your files arranged. It may be by ahnentafel numbers, or by surname in a hanging file that includes each generation in individual folders ordered by ahnentafel. Whatever works for you! The main point is…it’s organized!
It’s never too late for organizing genealogy research!
If you’ve been doing your genealogy research for a while and never implemented an organization system, do not despair! It is always possible to ‘KonMari‘ your work. Set aside a few hours and dig through those piles. You may be surprised what gems you find now that you have more context to see where they fit!
My way is not the only way…
For more ideas, I recommend you take a look at the category for this subject at Cyndi’s List. She lists several sites with information on the topic, and you may find the perfect method for you.