Label and Organize Genealogy For Today and Tomorrow

 

It's Family History Month, and I want to show one of my indispensable tools for genealogy. 

Above, my trusty label maker sitting on top of genealogy file folders for intermarried families Roth/Mandel, and Lebowitz/Markell, and Waldman. Rather than alphabetize, I prefer to group files according to connected families. 

I have separate file folders labeled for documents about donated artifacts (with my counter-signed copies of the deeds of gift), Civil War ancestors in the Wood family tree, and other non-surname records. 

Over time, I've culled these files to get rid of printed Census records and other redundant paperwork now digitized and attached to my online family trees. Still in my file folders are letters and notes from discussions with cousins, plus recent vital records, requests for genealogy info, and research plans. 

I also have digital files with scanned genealogy items, organized by surname or surname groupings or topic, backed up in the cloud and on an external hard drive for extra safety.

Plus I have archival boxes clearly labeled by family and contents ("Edgar Wood negatives" is specific enough to identify what's inside). 

Printed labels make my files and boxes look neat, legible, and accessible for today and tomorrow. I want my heirs to know what's what and what's where. 

For more ideas about keeping family history safe for the sake of future generations please see my genealogy book, Planning a Future for Your Family's Past. 

Trying Different Archival Photo Albums

This year I've been experimenting with different types of archival photo albums, because I want the next generation to actually browse photos if they get the impulse. Before I join my ancestors, my goal is to caption and store all photos safely and conveniently. 

At top, two albums I'm trying out. At left is the Gaylord Archival Photo Preservation Album, which is actually a binder inside an archival box, easily stacked (it has reinforcing metal corners). At right is the sturdy Pioneer Pocket Photo Album, a tall album designed to stand upright or be stacked flat on a shelf.

I'm a fan of archival boxes in general, because they look neat and keep the contents flat and in good shape. Above, a peek inside the box, showing the three-ring binder and archival sleeves for 3.5" x 5" photos (or smaller sizes). I have dozens of tiny black-and-white photos taken by my late dad-in-law, which will fit in these sleeves and stay put. For caption purposes, I can include notes inside the box. An advantage is that the box will hold many more sleeves to store many more photos, which are doubly safe: inside sleeves and within the archival box. 

Here's a closeup of the Pioneer album, which holds archival sleeves for 4" x 6" photos (or smaller images sizes). I slipped in a few photos as part of my test. The sleeves have space for written captions next to photos, a real plus because I can jot notes as I go. Although these albums are too tall to stand upright on my bookshelf, they can lay flat or be stacked. In my first try, I crammed too many sleeves into the binder and had to order a second binder to hold the overflow (lesson learned). 

My test is a work in progress, and I don't have a clear preference quite yet. Either album format will keep photos in good shape for the future. No matter how you store your family photos, in albums or boxes or binders, I encourage you to think "archival" so the images and captions will be safe for the sake of many generations to come.

Saving Family Letters for Future Generations

My aunt Dorothy Schwartz (1919-2001) was a prodigious correspondent, writing monthly letters to relatives near and far. 

I have dozens of letters and a few postcards written to one of her nieces, dating from the early 1980s and continuing until shortly before her death nearly 20 years later. 

"Auntie" wrote of life after retiring from her teaching career, about her travels, about being in touch with relatives, about her health, and more.

I found some really interesting family history tidbits in her letters. Did Dorothy's grandpa Moritz Farkas (1867-1936) play favorites? Dorothy says Moritz's oldest daughter was his favorite--even though another of Moritz's daughters insisted she was always the favorite. And that's just one example.

Put a sleeve on it

Yesterday I finished carefully unfolding and inserting each letter into a clear archival resealable sleeve, sliding the envelope in the back of each sleeve, to keep everything safe for the future. (This was long after I had removed staples, clips, and rubber bands.)

The letters, flat and straight in their sleeves, will be organized chronologically. Some don't have years, just day and month at top of the letter, and a few have no envelopes with postmarks. I'll have to "guess" the year based on what each undated letter says. At some point, I'll scan the letters but for now, I want to smooth them out and keep them safe.

Next step: For easy storage, I like to box things up.

Box things up 

My favorite storage method is the archival box. As shown above, I buy boxes with metal corners so they can be stacked 6 high without giving way. Boxes come in a variety of sizes to fit nearly every kind of genealogical item that can lay flat, such as a document or a photo or an album or even a Bible.

I use my trusty label maker to add a descriptive label on the short side and the long side of each box, so I can read the contents no matter which side faces out.

As soon as I finish arranging my aunt's letters, that box will join the rest of the archival boxes of documents and photos in my home office--including the box above, containing letters written home during World War II by service members in my Farkas family tree. 

Transcribe for accessibility

I've previously transcribed the WWII letters and sent copies of the letters and transcriptions to my cousins, the children and grandchildren of those service members. Years ago, I transcribed letters written to my mother during the late 1940s, when she met and was courted by my father. Other letters still await transcription.

Meanwhile, the letters are safely stored and will go to designated genealogy heirs when I join my ancestors someday.

--

For more about organizing, curating, and preserving family history for the sake of future generations and future researchers, please take a look at my concise, affordable book, Planning a Future for Your Family's Past, available on Amazon, at the American Ancestors book store/catalog, and at the Newberry Library book store.

Reorganizing Family History, Part 2

 

I'm beginning to reorganize family history by moving some old photos from archival boxes (which I love) into archival albums (to encourage browsing). My handsome new archival photo album just arrived (made by Pioneer Photo Album). As the photo above shows, each page has room for 5 photos, each up to 4 inches by 6 inches in size, two vertical and three horizontal. 

The pages are bound. They can't be added, removed, or moved. Of course, photos can be moved out of individual sleeves. But once captions are written, they stay where they are. This means I have to be sure of my organization before I write captions.

Still, the new album is good-looking and sturdy...with a total capacity of 500 photos. I think I can make it work without having to redo the flow of photos more than once (or twice).

Still experimenting, open to changes

Clearly, I'm still experimenting as I transition to archival albums for most photos. I'm willing to try a different album or format. My goal is to save these photos and organize them so they make sense to people who never knew these faces or names. If I have to make a change, I'll do it. In fact...

Next time, I'll buy albums with pages that can be moved. As I develop my organizational strategy, it would be more convenient to move an entire page (photos with captions) instead of having to unload photos from a page that isn't in my preferred order and load them onto an entirely different page. 

Many old family photos/postcards fit 4x6

As shown above, I tested sleeve size by inserting two photos of my hubby's uncle, one at the wheel of a toy car and one in the saddle of a pony. They are the typical size/shape of US postcard photos produced a century ago, and they fit perfectly in the album's archival sleeves. 

Unlike the postcard photos, many photos left by my late dad-in-law are quite small (2 inches by 3.5 inches). I'll try putting two side-by-side in a single sleeve.

Photos larger than 4 inches by 6 inches will have to go in a separate album. That's a project for later in the year.

Inside the album

This particular archival album has room for writing captions in between the photo sleeves. My usual preference is to type instead of writing by hand, but this format will encourage me to be especially neat and careful in captioning.

Looking ahead, I'll clearly hand print captions, guessing future generations may not be able to read cursive.

The sleeves aren't see-through on both sides, so backs of photos won't be visible. So I'll either transcribe captions or indicate that a caption is on back if viewers are really interested.

Also, the album is quite tall and wide. Most likely I'll stack albums on a bookshelf, rather than having them upright on the shelf with the spine out. Or I'll try a different album format for my next purchase. 

Organize chronologically or ... ?

Because many of the old photos have no dates, but are interleaved with photos that have dates, I may begin by sorting according to decade (1900-1910, 1911-1920, etc.). This is only one possibility, but it seems most logical to try chronological order first.

After sorting chronologically and scanning, I would slip photos into the album and judge how things look. Wherever possible, I'll keep photos grouped together if they are clearly from the same day or occasion. 

In some cases, I may choose to group photos according to (1) ancestor (baby/child/adult photos of a paternal grandfather on consecutive pages) or (2) occasion (wedding or vacation) or (3) place (Cleveland, Toledo, etc.). If I use one of these groupings, I'll guesstimate a decade or date to put these pages in an approximate order.

My plan is to wait to write captions until the photos are in sleeves and my husband and I like the flow from first page to last. 

More adventures in reorganization await. 

Organizing and Storing Family History

In an informal poll on Twitter this week, I asked how people organize and store #Genealogy and #FamilyHistory materials. Here are the results, with 109 answers recorded.

Most used method: file folders

File folders took first place, with nearly 39% of the votes. Additional tweets noted that some people use color-coded files and folders. (Color-coding doesn't work for everyone, as Janine Adams wrote in a blog post this week.)

A lot of people said they use file folders in combination with other storage. Me too! See below.

Binders!

In second place: binders. I really admire how Paul Chiddicks organized his genealogical records, which he blogged about last year here. Do take a minute to see how he uses binders, with color-coded labels. Plus a table of contents in each binder. Great organization.

Digital storage

Several participants noted their use of multiple digital storage methods to supplement or replace physical storage. New to me was the concept of network attached storage, high-capacity digital storage that allows you to access files on the network from multiple locations (at home, at work, etc.). PC Magazine has a recent review of these devices, in case you want to see capacity and pricing.

One comment mentioned rotating two different hard drives; another comment mentioned off-site storage, such as keeping a hard drive backup at a second location. I have two hard drives plus cloud storage. I back up automatically every day at the same time, and also back up manually when I'm working on a particular file. 

My fave: archival boxes 

Although I use file folders extensively, my originals (including old photos, certificates, albums, yearbooks, and more) are stored in archival boxes, keeping the contents safe yet easily accessed.

As shown at right, these have reinforced corners and can be stacked without crushing the contents. With my trusty label maker, I write surnames and contents on two sides so I can see at a glance what's stored where.

The key is to experiment and find out what works best for you. 

Genealogy in Greeting Cards: Researching the FAN Club

If you have old family birthday cards, baby congratulations, and the like, you may have genealogical treasure, not genealogical trash! Cards (and envelopes) can provide valuable clues about your FAN club -- friends, associates, and neighbors. Ephemeral items like these don't always survive, so study them and scan or copy them before giving away or, um, tossing away. 

The congratulatory cards shown above were for a baby born in my family six decades ago. A relative found them in her attic and recognized they might have important clues for me, the family historian. I'm thankful she shipped me the box, rather than putting it in the recycle bin! They will be shared with the next generation after I organize them and preserve them in an archival box.

Envelopes - Dates, Names, Addresses

One of the luckiest finds was a stamped and addressed envelope containing the original baby announcement (baby's given and middle name, birth date, and time birth weight). This envelope had been mailed to England but returned because of insufficient postage. I immediately recognized the surname and city, not the street address. Cousins who lived across the pond! 

In the same batch was an envelope written to the baby's parents, postmarked from England. Inside was a congratulatory note from those cousins across the pond. The card was signed with not just the adult names but also several children's names, enabling me to add more names to the family tree.

Name That Well-Wisher

I recognized most but not all of the signatures on these cards. "Uncle Moe" signed, along with the name of his wife, an in-law I knew little about. Once I added her to my tree, I was able to dig deeper into her background.

My working theory is people who signed with first and last names were likely not related directly to the parents or baby. Asking cousins for help, I discovered that one of the cards signed with first/last name was from the family doctor, and another was from the family dentist. These were FAN club associates.

Researching the FAN Club

In my quest to identify and classify people as part of the FAN club, I referred to The Historical Biographer's Guide to Cluster Research (the FAN Principle) by Elizabeth Shown Mills. 

I received a free review copy of this laminated booklet from the Genealogical Publishing Company, but the opinions here are entirely my own.

Packed with lots of useful information for evaluating possible solutions to problems and locating potential resources for FAN research, I highly recommend this booklet. The illustration on page 4, a visual guide to targeted research using the FAN principle, gave me practical ideas for structuring my study of the collection of baby cards.

The illustration is a bull's eye, with the center being the (1) target person (in this case, the new baby). Moving out from the center in concentric rings are: (2) known relatives and in-laws; (3) others who have the same surname; (4) associates and neighbors of the target person; and (5) associates of associates. 

Following this guide, I tentatively assigned all senders of the baby cards to one of the FAN categories and will be following up little by little, applying the Mills process.

Family History Month: Top Priority Is Captioning Old Photos

If you, like me, inherited a batch of family photos without names or dates, you'll understand why my top priority this month is captioning old photos. We may be the only people who still know the names of these people and can tell a few of the stories. This is the time to put names to faces so the info is not lost, and future generations will know something about the family's past!

Above, an example of an old photo I scanned, showing my Grandma Henrietta Mahler Burk and three of her four children. My Dad is "Harold," the toddler with curly hair at bottom right. I kept a version of this digital image with no names and a version where I added names and a date. No last names (because no room) but this is in the Burk/Mahler archival box with a more detailed explanation of who's who.

There are many ways to caption, including (but not limited to) these ideas. You can write a caption on plain paper, lay it on a scanner above or below the original photo, and scan or copy both together for a neat, easy-to-read version that can be stored with the original. Or simply photocopy the original and write, in colored ink, each person's name on the copy, then store the copy with the original.

Another way to caption is to put each photo in its own archival sleeve. Then handwrite the caption on an adhesive label and stick it to the outside of the sleeve, as shown at right.

Ideally, explain the relationship between the person in the photo and yourself. Don't just write "Mama" (as on the back of one photo I inherited). Turned out that wasn't a Mama in my direct line, but it was the mother of a cousin in England!

Even after 20 years of research and asking cousins for help, I have some mystery photos. I've stored them in an archival box labeled by side of the family. The box called "Unknown photos, Marian's family" is separate from a similar box for unknown photos of my husband's ancestors.

Happy captioning!

Family History Month: Why I Love Archival Boxes

I really love archival boxes for storing family history materials like photos, original documents, and more. Some of my genealogy buddies love three-ring binders, others love file folders.* All have their strong points, I know because I've tried 'em all.

Twenty years ago when I began my genealogy journey, I created file folders with surname labels. I still use them for photocopies of originals, research notes, and assorted stuff that doesn't need special protection. One half of my file drawer is devoted to folders for "his family" and one half is devoted to folders for "my family."

I organize my folders according to family groupings. This means husband-wife surnames with separate folders are together inside one big accordion hanging file. For instance, my father-in-law Wood and mother-in-law McClure have separate folders inside a single hanging file for that family unit. In the same accordion file I have another file folder for Wood siblings. Yes, this accordion folder holds a lot of folders and papers!

But archival boxes are my preference for everything that's original and precious, important enough to protect for the long term. Why?

First, take a look at the photo at top. Which looks more valuable to the next generation, a bunch of stuff in a torn envelope with a scribbled label or a stack of neat archival boxes with proper labels? This alone might save family artifacts from a fate too horrible to contemplate (after I join my ancestors).

Also:

• Archival boxes come in various sizes and shapes. I bought one especially for my father-in-law's college photo album, another for the big family wedding portrait from 1925. 
• My father's WWII dog tags, insignia, etc. are in an archival box because they are odd-sized and enclosed in his old leather pouch, which I wanted to preserve as is.
• Old movies and CDs can go into one archival box, marked by surname. (Remember to separate negatives from prints and store separately, to avoid deterioration.)
• Documents and photos lay flat for storage, in individual sleeves for extra protection, inside each box. 
• Archival boxes with metal corners can be stacked several high without crushing the contents.
• Boxes are easy to label by surname and number. You can't see in the above photo, but I have a pencil-mark #1 and #2 next to the WOOD label on those two boxes. Other WOOD boxes have more descriptive labels like "WOOD negatives 1940s-1960s" so I can keep track of what's where.
• Some day, when I join my ancestors, my heirs will know exactly which box has which family's materials. Everything is neat and ready to be transported to a new home. For now, I can easily shift boxes around and find what I need without a lot of fuss.

For more on preservation and storage ideas, see the links at Cyndi's List and the National Archives. Archivist Melissa Barker has suggestions for archival box sources here.

And please take a look at my Amazon best-selling genealogy book, Planning a Future for Your Family's Past, with details about keeping your genealogy collection safe for future generations to enjoy. Thank you!

* Whether you love folders, binders, or archival boxes, gotta have a label maker for easy-to-read labels that jump out at a glance!

http://www.fresh.inlinkz.blog.com

The Case Against Paperless Genealogy

Sorry, paperless genealogy is NOT for me. Some avid genealogists advocate digitizing everything, not downloading any paper copies, and/or not printing images/documents found during research. Not me. I print everything. I file everything. Under more than one surname, if applicable.

Why print in the digital age?

Walter Isaacson--the author of the best-selling bio of Steve Jobs and, now, the best-selling book about Leonardo da Vinci--sums up my main reason in one sentence. Let me quote him (you can read the entire interview here):

Paper turns out to be a superb information-storage technology, still readable after 500 years, which our own tweets likely (and fortunately) won't be.

Isaacson was privileged to read more than 7,000 pages of da Vinci's own notebooks. And he found more than just words: the man's personality shines through in the scribbles and sketches that adorn the pages. So not only can paper survive, it also can reveal clues to ancestors' inner thoughts and feelings.

A senior Google exec also warns that consumers should print out key items, including selfies, for instance, because technology will certainly change over time. "Historians will tell you that sometimes documents, transactions, images and so on may turn out to have an importance which is not understood for hundreds of years. So failure to preserve [by printing] them will cause us to lose our perspective," he has said.

Technology comes and goes, as anyone who's ever had to unlearn WordPerfect and learn MS Word can attest. Anyone who began storing data on those big floppy discs and migrated to mini-discs and migrated to CDs and migrated to flash drives. And to the cloud, then to whatever overtakes the cloud.

Meanwhile, paper lives on and on. My goal is to ensure that the next generation inherits family history. Will they learn my technology? No. Will they open my files and archival boxes and leaf through photos and certificates and memorabilia? Yes!

At top, the back of a 1930s business card from hubby's grandpa, Brice Larimer McClure. Sometime before his death in 1970, he took cards and scraps of paper and recorded facts about his ancestors and the ancestors of his wife, Floyda Mabel Steiner McClure.

This card shows the birth years of Floyda and her siblings, including the infant who died young (I eventually found proof to confirm Brice's recollection).

Being able to pick out this card from Brice's effects gave us a headstart on piecing together the entire generation of Steiners. And some grandkids think it's a bit amazing to hold in their hands a business card that's now more than 80 years old, while they hear stories of how the family made ends meet during the Depression. I scanned and shared this business card on my Ancestry tree, where dozens of people have saved it to their own trees--making the info widely available and keeping it safe for the future!

All in all, I plan to keep up the paper chase and leave a paper trail for future generations. AND I'm also digitizing everything, by the way, and doing daily/hourly backups to keep the data safe, filed by family and surname on my hard drives, flash drives, and cloud backups. But paper is my secret strategy for passing what I've learned to the younger generation. It worked for older generations--and it will work for mine.

--

For ideas about storing documents and paper in archival boxes, please check out my concise genealogy book, Planning a Future for Your Family's Past, available from Amazon (paperback and Kindle versions). Paperback is available at the AmericanAncestors.org book store.

Family History Month: Will You Bequeath a Mess or a Collection?

During Family History Month, I'm continuing to organize my genealogy materials for two main reasons: (1) so I can put my hands on exactly the records or photos I want when needed, and (2) so my heirs will receive a well-preserved genealogy collection, not a mess.

Above left, a photo of part of the mess I inherited. My parents left cardboard boxes of papers jumbled together with photos and movies and other stuff. On the right, what I'm bequeathing to my genealogy heirs: Photos and original documents organized by surname and family, in archival boxes for safekeeping.

I especially wanted to protect certain artifacts in archival boxes, including:

• The college scrapbook of my late father-in-law, Edgar James Wood (1903-1986), which is 90 years old but still in good shape;
• The 1946 wedding album of my parents, Daisy Schwartz (1919-1981) and Harold Burk (1909-1978), which was deteriorating;
• The 1916 wedding portrait from my great uncle Alex Farkas (1885-1948) and Jennie Katz (1886-1974), which includes my maternal grandparents among the family members pictured.

Not only does organizing make my research easier, it also jogs my memory to put the pieces of the puzzle together as I categorize items and look at them more carefully. In the process, I'm getting my collection into good order for the sake of future generations (as explained in my book, Planning a Future for Your Family's Past). I don't want to leave a genealogical mess for future generations to untangle and decode!

Remember, you have to put your instructions into a written "genealogical will" so the next generation knows what you have, where your collection is located, and why it's important to save the family's history.

The NUMBER ONE thing we can all do is to put captions on our old photos. If we do nothing else, this will at least help future generations know who's who and how each person is related. Mystery photos might get tossed out, but not identified photos.

Getting Organized: Boxes, Bags, Backup, and Charts

In 2013, I plan to finish (ha!) reorganizing my genealogy documents and photos for archival storage. I'm gonna scan, scan, scan, and then store, store, store to protect these all-important clues to my family's historical background. 2022 update: I now have more than three dozen archival boxes and will be moving some photos to archival albums for easier viewing!

Today I put all of Sis's school memorabilia and documents into protective envelopes, arranged by year, so if she feels like looking at a college newspaper or reliving her spelling bee glory (champ of our junior high, representing us in the New York City bee), she can just open the archival box and browse! That's what sisters are for :)

Here are the tools I'm using to organize and protect things...what are you using and how do you like your results so far?

1. Archival storage boxes with metal-reinforced corners to stay sturdy when stacked. I bought these boxes in various sizes online. With my handy-dandy label maker, I stuck names on each box. Last month I had to order more, but that wasn't a problem since I was ordering . . . .
2. Archival acetate document display/storage bags with resealable closure. Inexpensive archival storage, and I like to be able to seal things in, so they don't move or fall out. Over time, I'm going to move many originals from file folders to the storage bags so nothing slips out. Those that I want to keep handy I'll put in binders for handy reference or maybe I'll just keep copies in the binders...not sure yet. But I can stick labels on the outside of these with extra info about the contents, without harming the originals.
3. Data backup. My backup systems work automatically, in the background, backing up my photos and scans and data every day at the time I choose. I've used it for years and I like the security of backing up into the cloud, not just on an external hard drive sitting right on my desk (backing up every hour, thanks to Apple's Time Machine).
4. Pedigree charts so family members can figure out who's who in each directly line quickly and easily. I use Misbach's free downloadable .pdf pedigree charts. I type in everything, note which pedigree charts connect to others in the line, and label each chart with alphanumeric designations (like 1W, 2W, 3W for the Wood line) to help keep ancestors straight. I date each one to be able to know at a glance which is the latest version. Yes, I DO have Family Tree Maker, and I do synch with Ancestry, but I like these separate pedigree charts as well. Especially since with a highlighting marker, I can show the younger relatives who their Mayflower ancestors are, right on a paper chart of their very own.

For more ideas about organizing and preserving family history for future generations, please see my updated genealogy book, Planning a Future for Your Family's Past.