Organizing Your Family History Stuff

By Dorothy Pretare

In my prior post, “What Will Happen to Your Family History Stuff”, we identified 1) the types of family history stuff and their possible locations, 2) your hopes and possible options, and 3) some steps to help ensure your hopes/wishes will be honored.

One of those steps was to “Organize Your Stuff”.  This step will help you in your research and make it easier to share information with others.  First, each of us may approach tasks in different ways -- think about handing an unorganized grocery list to a few people and watch them shop in an unfamiliar store.  Since there are many ways to organize items, I suggest you check “The Organized Genealogist” on Facebook or “Organize Your Family History” (https://organizeyourfamilyhistory.com/) or Cyndi’s List (https://www.cyndislist.com/organizing/) for her list of links to various methods.  Just select a method you think will work for you and remember you can always change your method of organizing your items.

As you organize your stuff, be sure to update your Family History Stuff Inventory (or whatever you named that file created in my prior blog) so you and others can locate the items.

Now let’s start, knowing there are many articles on the Internet which provide more details on each of these subjects . . .

Your computer
It should have a main folder named “Family History” or “Genealogy” so your family can locate it immediately.  Then under said folder, add sub-folders for surnames, locations or whatever your organizational method suggests.  Finally, each digital file should have a meaningful name.  One possible way is Surname-FirstName-YearOfEvent-Item.FileType   (ex: Smith-Bill-1920-obituary.pdf).

   
Family heirloom items

• These items will be the easiest group to organize.  For each item, take a picture and complete an Item Information Form, which includes the picture, a description of the item, the original owner, when you received it and maybe its possible heir. If possible, place a small note containing some basic information with the item. 
• For tips on preservation of these items, visit ALA American Library Association – Saving Your Stuff (http://www.ala.org/alcts/preservationweek/howto). 
• If there are items you and others are not interested in owning, then sell or donate them now so you or your family won’t need to deal with them later.  These physical items occupy space. 

Photographs 

• Photographs are sorted – 1) to toss out the blurred ones, 2) set duplicates aside for other family members, 3) those to keep, etc.  Remember to keep photos even if you can’t identify the people because there is Facial Recognition software available which may help ID them or maybe a distant cousin can help or consider an online website like DeadFred, AncientFaces, etc.  Use a soft lead pencil or a special archival ink pen to write on the back of printed photos any known details, like names, possible year, location, event, etc. 
• Next, scan the photo using a flat-bed scanner, portable scanner or smartphone app.  Some libraries have scanners you can use, if necessary. The scanned images should include all information, including any photographer information and anything written on the back of the photo.  The format of the printed postcard will help identify the time period of the photo on the reverse side. Be sure the scanner is set for at least 300 dpi or more and save the image using a unique filename in the preferred TIFF format.  (Later make a copy of any TIFF file to change the image and save in the JPG format. There are software programs, some free, to crop an image, correct the color of the image, and complete many other corrections.) Next, add MetaData information to the digital file.  The MetaData includes details about the image like the Who, When, Where, Why plus the order of the displayed people. On the Windows Operating System, the easiest way to add MetaData is to right click on the filename, select Properties and then Details to add the information. This can also be accomplished by using various photo software programs, like IrfanView, etc 
• Finally, the original paper photographs should be stored in acid-free albums, which are kept in a dry and dark place like a closet – not in the basement or attic due to extreme temperature changes.  If you wish to display that picture on your wall, print a copy of the image to display because light fades photographs. 
• Negatives and slides can be copied using a scanner so equipped.  Some libraries may have an equipped scanner or hire someone like Costco, Randy Lindberg of Quality Picture Scanning in North Bend. etc  
• Each year review the digital pictures taken during the year to select those you want to add to your Genealogy collection. Your family won’t look through thousands of pictures!!

 
Documents and loose papers

• Each paper item is sorted to determine if it will be 1) tossed or 2) scanned and kept or 3) scanned and tossed after the digital files are backed up. 
• Each of us will determine what items we will retain after the scanning process.  Personally, I keep only the original documents and those which are difficult or expensive to obtain.  Next, I place them in a binder for the appropriate Surname because binders are more likely to be saved than file folders in a cabinet. 
• Don’t take time now to verify the information has been added to your genealogical software.  Just place the digital files in an In-work sub-folder in your Genealogy or Family History main folder on your computer so you can process those items later. Remember we are reducing the physical volume of our family history items as efficiently as possible. (My children didn’t want a four-drawer business file cabinet full of papers!) 

Tapes and cassettes
VHS tape, 8 mm tape, audio cassettes and any type of video/audio tape can have their contents converted to digital format files.  The Internet has many articles explaining how to accomplish it. Also, some libraries have the required equipment for your use.  Or, hire someone like Costco, Randy Lindberg of Quality Picture Scanning in North Bend. etc

Old Digital Storage

• CDs, DVDs, external hard drives and old floppy disks may contain files in formats where you no longer have the software or equipment to open those files.  
• If you have the required equipment, make a copy of the file and then try to open that file copy with any of the appropriate software programs. 
• If successful and you want to retain the file, convert the file copy to a file format which your current software will support. 
• If you can’t open or read the file copy, then use a Google search to learn what steps or software is required to open said file copy.  If you don’t have the required equipment or software, consider obtaining help from others.  

Genealogical software

• This software is used to record all the important family history details. With all that information in one place, it will be easier to continue your research, easy to print reports and some programs will create a Family History Booklet for you. 
• There are some free versions for your computer, like Legacy Family Tree, RootsMagic, FamilyTree Maker, etc.  Of course, the Deluxe Versions will provide more features. Download a free version and play with it to determine which program you prefer.  
• The online software options include FamilyTree on FamilySearch.org, WikiTree, Ancestry.com, MyHeritage, etc.  Some of these websites will connect with genealogical software on your computer.
• It is recommended to always keep a copy of your data on your computer because online websites change, may require a paid subscription, etc. 
• Be sure to include the source information for each entry in the software so anyone can find that source.  Also, be sure to download a copy of the images, you find online, to your computer.  They may not be available the next time you visit that website. 
• If there are major errors or many source citations missing in the present genealogical software program on your computer, consider creating a new Family Tree in your program and enter everything correctly this time. 

Books
Any book, which contains information about your family, should be marked accordingly and added to your Family History Stuff Inventory.  If the book title is not self-explanatory, then place a short note inside the cover of the book stating which family member(s) is mentioned on a page.  This note could be typed and taped or handwritten in the book.   Also, include the same information on your Family History Stuff Inventory.

DNA tests

• Make a list of all DNA tests you have taken and for any others, you manage.  The list should include the name of the tester and name of each DNA company along with its logon, password, test type, any named beneficiary, etc.
• Consider downloading the raw DNA data to your computer. 
• For more information about DNA, consider using the Int’l Society of Genetic Genealogy WIKI (https://isogg.org/wiki/Wiki_Welcome_Page)
• Since DNA testing is a relatively new tool for genealogy, there are new methods being developed for organizing the data about the people whose DNA match yours.  Search that WIKI for “third party tools”. 

   
Your memories 

• Your memories will include family stories you heard and experiences in your own life. 
• Just write a quick draft about the details of the family stories before the stories are forgotten.  The facts should be verified before they are included in a book, or at least, clearly state it’s a family story and the facts haven’t been verified yet. Many times the stories have been enhanced to make them more interesting but there is usually some truth in parts of them. The challenge will be in researching them.  
• Of course, articles about your life experiences will be easier to compose and greatly appreciated by your family. (My grandchildren enjoyed reading my Life Story. They could not imagine living without electricity or running water. Nor the experience of attending a one-room schoolhouse with 1 teacher for 20 to 25 students in grades 1 thru 8.) 
• The draft copies of these verified stories and articles can later be updated and shared with family in forms of blogs, booklets or videos.  

Summary

When family history items are organized, it will be easier for you to continue your research, compose your books/videos, and to enjoy what you have accomplished with family members and others.

Remember your family and/or organizations want organized stuff. I cannot emphasize this enough!!  They want the items easy to appreciate and require minimal physical space.  Otherwise, they may just dump all your hard work.

Do act now because each one of us doesn’t know our future – need to downsize or develop health issues. Your family and heirs will be happy you did!!