Keeping Genealogy Records on Your Computer

Updated July 28, 2007

Source Records

Whenever I get a document, I immediately scan it into my computer and file the hard copy document in my filing cabinet. (If it's a document I really don't want to risk damaging or losing, I print out a copy of the scanned image and file that in my filing cabinet while the original document gets placed in a fireproof safe of filing cabinet or safe deposit box.)

Thanks to computers, I can read that document any time I want to without having to actually handle the document by simply viewing it on my computer. I can also print out copies of the document to share with fellow genealogists or for taking with me on a research trip. The original document stays safely undisturbed. If I want to share the document with somebody on the Internet, I can easily email it to them. I can also incorporate the files into programs, like my genealogy software, web page, or word processing software, for creating newsletters, books, or web pages.

Now the question is, where do I store all those files?

Your Electronic Filing Cabinet

Create a folder (also called a directory) on your hard drive. (If you are running Windows, you'll probably want to make it in your "My Documents" folder.) You can label the folder anything you want, but you'll probably want to label it something like "Genealogy."

In your "Genealogy" folder you will create sub-folders, and in those sub-folders you'll create sub-sub-folders. You don't need to set up every folder right now. You can wait until you actually have something to put into those folders before you create them. For example, you don't need to create a folder called "Census 1790" unless you actually have something about the 1790 census to put in there. You should create your main sub-folders now, though, so you don't forget where to put things later.

Your main folders should include:

• "Sources" Set up this sub-folder exactly the same way that you set up your filing cabinet (e.g. a sub-folder for birth records, one for death records, and so forth). When you scan a document into your computer, this is where you will file it first.
• "Individuals" This is where I like to incorporate aspects of that old paper-based organizing method into the digital world by creating an electronic folder for each individual. Within this folder, you can create a sub-folder for each surname in your family tree; then, within each surname folder, create a folder for every individual with that surname (last name, first name middle), or you can skip making a surname folder if you don't mind scrolling through all those names (your file manager will alphabetize the folders for you, so they'll still be somewhat grouped together). Within each individual's folder, store copies of all the source documents that you scanned into your computer which pertain to that individual, even if that individual isn't the primary individual that the document is about. This is where you would also store charts, journals, and so forth about that individual. (If you do your journals, charts, and so forth right on your computer, you don't need to scan them in. Just save them in the directory for the individual.) Now, whenever you need to look at (or print out) all the documents for a particular individual, they will all be available in one place (and you didn't have to buy an extra filing cabinet to do it). Example: Under your "Individuals" folder, you would have sub-folders such as:

  JONES (optional)

JONES, Robert

Pedigree Chart for Robert JONES Family Group Sheet for Robert JONES Birth Certificate for Susan JONES Research Journal for Robert JONES

JONES, Susan

Pedigree Chart for Susan JONES Family Group Sheet for Susan JONES Birth Certificate for Susan JONES Research Journal for Susan JONES

SMITH (optional)

SMITH, Sally

Pedigree Chart for Sally SMITH Family Group Sheet for Sally SMITH Birth Certificate for Susan JONES Research Journal for Sally SMITH

• "Forms" This is where you can store all those blank forms you get off of the Internet or from software, or forms that you create yourself or scan from books.
• "Backup Files" You will want to back up files for things such as your genealogy program frequently (every time you enter new data into the program). This is a convenient place to do it, so you will always know where to find them if you need them. When you need to backup your "Genealogy" folder to a CD or DVD, you can just copy the whole folder, and your backup files for your programs will be included.
• "Tasks" In this folder you can keep lists of all the stuff you need to do. I like to have one list for each category, so this is why I have an entire folder dedicated to "tasks." It's also the place where I put things that I need to work on, such as files I've scanned into the computer but haven't thoroughly looks at yet.
• "References" This is where you can store copies of web pages and such that have information you want to refer to even when you're not online (or can't get online). You can also scan pages from genealogy advice and information books and store those scans here.

Genealogy Software

Genealogy software saves you time, lots of time. Most programs are user friendly. They reduce the amount of times you actually have to go through your filing cabinet (because they store all the source information right there for you, just point and click, no more writing source information over and over again). They do a lot of the mundane work for you and have lots of extra helpful tools (like calculators for relationships and ages, calendars and timelines for birthdays, anniversaries, and historical events, and even online manuals and tips for beginners).

Making Backups and Hard Copies

The problem with computers is that they aren't as reliable as good old paper. Computers crash, data files get corrupted, and electricity can be turned off unexpectedly, leaving you without your genealogy data or worse destroying it. The solution is to back up your files onto a CD or DVD frequently, and store it in a fireproof box designed for media items or in a safe deposit box. Then you make printouts.

You don't need any equipment or electricity to read a piece of paper. Plus, it's portable, so you can take it anywhere you go. (Yes, I know you can take portable computers along with you as well, but your research sessions may last longer than your batteries will, and that's when you'll be for good ol' paper.) You can also write notes directly on your hard copies when it is convenient for you and update your files on your computer when you have time. You also don't have to fight with family members about how much time everyone gets to spend with your papers, while such arguments may happen about the computer. Of course, you have to organize all that paper, and that's when I invested in a notebook.

Digital Photos

I scan original photos into my computer and take digital pictures of objects that I can't scan. Digital photos can be added to reports in many genealogy programs and make it easier to create your own family book with desktop publishing.